https://wiki.diglib.org/api.php?action=feedcontributions&user=Joymbanks&feedformat=atomDLF Wiki - User contributions [en]2024-03-28T08:55:38ZUser contributionsMediaWiki 1.41.0https://wiki.diglib.org/index.php?title=Digitizing_Special_Formats&diff=15690Digitizing Special Formats2021-03-05T20:57:51Z<p>Joymbanks: /* Information from Digitization Service Providers */</p>
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<div>This list of resources is curated by the Digital Library Federation for the benefit of cultural heritage professionals planning projects involving the digitization of rare and unique materials. Applicants to the [http://www.clir.org/hiddencollections/ Digitizing Hidden Special Collections and Archives] and [https://www.clir.org/recordings-at-risk Recordings at Risk] programs of the [http://www.clir.org/ Council on Library and Information Resources] may find these helpful in planning project proposals.<br />
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Rather than providing comprehensive coverage, this list includes introductory and reference materials that are good places to begin an exploration of issues of broad import to digitizing cultural heritage materials.<br />
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Content for this wiki page is currently being curated by program staff at the [https://www.clir.org/ Council on Library and Information Resources]. This page was originally developed and edited by the following team: Nicholas Graham, Project Coordinator, [https://www.digitalnc.org North Carolina Digital Heritage Center], Lisa Gregory, Digital Projects Librarian, North Carolina Digital Heritage Center, and Tamsyn Rose-Steel, CLIR/DLF Postdoctoral Fellow for Data Curation in Medieval Studies at Johns Hopkins University.<br />
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If you would like to suggest a resource for inclusion on this page, send your suggestion to [mailto:info@diglib.org info@diglib.org]. The DLF is currently seeking professionals from DLF member institutions who would like to participate in a curatorial group to develop and maintain the content of this page. Prospective volunteers for this group should also send expressions of interest to [mailto:info@diglib.org info@diglib.org].<br />
<br />
== Getting Started with Designing a Digital Preservation Plan ==<br />
This section includes resources that will give an overview of the concepts that a cultural heritage institution will consider as it designs a digital preservation plan for digitally reformatted materials. Many of these resources give special attention to concepts and strategies that will be of particular use to institutions working to construct a plan from scratch or with limited financial and technical means. Resources that focus on particular types of collections are included in separate categories.<br />
<br />
'''General'''<br />
<br />
* Thanks to the [http://en.wikipedia.org/wiki/Wikipedia:WikiProject_Digital_Preservation WikiProject Digital Preservation], the information about [http://en.wikipedia.org/wiki/Digital_preservation digital preservation on Wikipedia] is substantial and current.<br />
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* The [http://www.digitalpreservation.gov/ndsa/index.html National Digital Stewardship Alliance] (NDSA) has published the [http://ndsa.org/activities/levels-of-digital-preservation/ NDSA Levels of Digital Preservation], “a tiered set of recommendations for how organizations should begin to build or enhance their digital preservation activities.” Additionally, the [http://www.digitalpreservation.gov/ndsa/documents/2015NationalAgenda.pdf 2015 NDSA National Agenda for Digital Stewardship] provides a broad overview of current "challenges, opportunities, gaps, and trends" related to building and maintaining digital collections in the United States.<br />
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* The [http://www.dpconline.org/ Digital Preservation Coalition’s] [http://handbook.dpconline.org/ Digital Preservation Handbook] (now in its second edition) is “an internationally authoritative and practical guide to the subject of managing digital resources over time and the issues in sustaining access to them.” The Handbook includes a useful [http://handbook.dpconline.org/content-specific-preservation/moving-pictures-and-sound overview of audio and audiovisual content], including links to many other resources.<br />
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* [http://www.dpworkshop.org/ Digital Preservation Management: Short-Term Strategies for Long-Term Problems] is a comprehensive tutorial created by Cornell University Libraries with funding from the National Endowment for the Humanities. It is now hosted by the MIT Libraries.<br />
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* [http://commons.lib.niu.edu/handle/10843/13610 From Theory to Action: “Good Enough” Digital Preservation Solutions for Under-Resourced Cultural Heritage Institutions] (2014) is a white paper compiling the results of a three-year study of affordable, scalable digital preservation solutions suitable for under-resourced organizations.<br />
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* The [https://www.nedcc.org Northeast Document Conservation Center] (NEDCC) has compiled a [https://www.nedcc.org/assets/media/documents/DigiPres_Biblio_Digital_Directions_2014_update.pdf Digital Preservation Reading List] that provides a thorough introduction to the challenges of digital preservation as they relate to cultural heritage collections. Additional links to resources related to digital preservation are provided on [https://www.nedcc.org/free-resources/digital-preservation NEDCC's website].<br />
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'''Data Integrity'''<br />
* [http://digitalomnium.com/simple-act-of-digital-preservation-the-checksum/ The "Checksum" and the Digital Preservation of Oral History], from [http://digitalomnium.com/ Digitalomnium], provides an excellent broad overview and discusses freely available tools that are easily incorporated into workflows.<br />
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'''Newspaper Collections'''<br />
* The [http://educopia.org/sites/educopia.org/files/publications/Guidelines_for_Digital_Newspaper_Preservation_Readiness_0.pdf Guidelines for Digital Newspaper Preservation Readiness] address a specific set of preservation challenges faced by libraries, archives, historical societies, and other organizations that curate substantial collections of digital newspaper content. ''Guidelines'' was written by Katherine Skinner and Mat Schultz and was published by the [http://educopia.org Educopia Institute] in 2014.<br />
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== Enhancing Access and Discoverability ==<br />
<br />
'''Metadata Aggregation'''<br />
* The [http://dp.la/ Digital Public Library of America] (DPLA) aggregates the metadata of digital collections held in educational and cultural heritage institutions across the United States. Institutions with large digital collections may contribute data as [https://dp.la/info/hubs/#our-content-hubs Content Hubs], while smaller organizations may contribute through local or regional [https://dp.la/info/hubs/ Service Hubs]. Contributors must abide by the [http://dp.la/info/about/policies/ DPLA's data policies] in order to participate. <br />
* See also: [http://dp.la/info/wp-content/uploads/2014/03/Intro-to-DPLA-metadata-model-2014.pdf An Introduction to the DPLA Metadata Model] (pdf);<br />
* The [http://dp.la/info/developers/map/ DPLA Metadata Application Profile];<br />
* [http://vimeo.com/117617171 DPLA Metadata Aggregation Webinar Recording], 1/22/15;<br />
* North Carolina Digital Heritage Center’s [https://github.com/ncdhc DPLA Aggregation Tools on Github];<br />
* [http://mwdl.org/index.php Setting Up a Repository for Harvest], Mountain West Digital Library;<br />
* [http://texashistory.unt.edu/ Portal Partners Page], The Portal to Texas History<br />
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'''Registries'''<br />
* [http://papr.crl.edu/ The Print Archives Preservation Registry] (PAPR) collects information about serial titles, print holdings, and archiving terms and conditions. It is a valuable resource for assessing the uniqueness of serial collections and determining the degree of need for digitization of those collections.<br />
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'''Search Engine Optimization'''<br />
* [http://www.clir.org/pubs/reports/pub165 Getting Found: the SEO Cookbook] provides a step-by-step video guide to help libraries measure and monitor the search engine optimization (SEO) performance of their digital repositories. The Cookbook includes everything necessary to implement a preconfigured Google Analytics dashboard that continuously monitors SEO performance metrics relevant to digital repositories.<br />
* [https://en.wikipedia.org/wiki/Wikipedia:The_Wikipedia_Library/About The Wikipedia Library] offers resources to help cultural heritage institutions expose their collections through Wikipedia. As a common starting point for research, Wikipedia can be used to direct researchers to libraries where the resources can be accessed directly.<br />
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'''Accessibility'''<br />
* The Association of Research Libraries (ARL) [http://accessibility.arl.org/ Web Accessibility Toolkit] explains the principles of accessibility, universal design, and digital inclusion, and offers tips about best practices and checklists for digital repository creators that can help them ensure digitized content is as broadly accessible as possible.<br />
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'''Enhancing Access and Discoverability to Media Collections'''<br />
* [http://sites.dartmouth.edu/mediaecology/ The Media Ecology Project] (Dartmouth College) "provides online access to primary moving image research materials, and engages dynamic new forms of scholarly production and online publishing."<br />
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== Digital Repositories ==<br />
<br />
'''General'''<br />
* [https://public.ccsds.org/pubs/650x0m2.pdf Reference Model for an Open Archival Information System (OAIS)]<br />
* [http://www.crl.edu/archiving-preservation/digital-archives/metrics-assessing-and-certifying/trac The Trustworthy Repositories Audit & Certification: Criteria and Checklist (TRAC)] describes the characteristics of secure and sustainable digital repository management.<br />
* [http://www.opendoar.org/index.html The Directory of Open Access Repositories (OpenDOAR)] is an international directory of academic open access repositories, useful for those seeking options for depositing digital collections or models for developing new digital repositories.<br />
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'''Storage'''<br />
* [https://lockss.org/locksswp/wp-content/uploads/2013/01/IDCC2013.pdf Distributed Digital Preservation in the Cloud]<br />
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* [https://www.avpreserve.com/ AVPreserve's] [https://www.avpreserve.com/papers-and-presentations/cloud-storage-vendor-profiles/ Cloud Storage Vendor Profiles] breaks down the offerings of third party cloud storage providers from a preservation point of view. Assessment points include Data Management, Reporting/Metadata, Redundancy, Accessibility, Security, End of Service, and adherence to the [http://www.digitalpreservation.gov:8081/ndsa/activities/levels.html NDSA’s Levels of Preservation].<br />
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== Digital Reformatting ==<br />
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'''General'''<br />
* The [http://www.digitalpreservation.gov/formats/intro/intro.shtml Sustainability of Digital Formats page] provides detailed descriptions and notes on sustainability issues for [http://www.digitalpreservation.gov/formats/fdd/browse_list.shtml hundreds of digital file formats].<br />
* The [http://dashboard.diglib.org/ Digitization Cost Calculator] was created by the Digital Library Federation's [https://wiki.diglib.org/Assessment:Costs Cost Assessment working group] as a tool to "assist organizations in digitization project planning and benchmarking." The calculator currently supports projects involving image capture, but the Cost Assessment working group has plans to incorporate audio and audiovisual digitization in the future.<br />
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'''Audio and Audiovisual'''<br />
* The [https://www.clir.org/ Council on Library and Information Resources] produced [https://www.diglib.org/strategies-audiovisual-digitization-projects/ Strategies for Audiovisual Digitization Projects] (2017), a free two-part webinar series that discusses multiple approaches that cultural memory institutions can take to digitally reformat audiovisual materials and collections. [http://clir.adobeconnect.com/pzarj5g51ujk/Effective Outsourcing with Audiovisual Digitization Service Providers] ([https://www.diglib.org/wp-content/uploads/sites/3/2017/11/Effective-Outsourcing-with-Audiovisual-Digitization-Service-Providers-Transcript.pdf Transcript], [https://www.diglib.org/wp-content/uploads/sites/3/2017/11/Effective-Outsourcing-Webinar-compressed.pptx Slides]), features a panel of representatives from a/v digitization vendors who discuss types of services and common hurdles faced by institutions. [http://clir.adobeconnect.com/pkxnnaqe40i9/ Low-Cost, DIY, and Community-Based Approaches to Audiovisual Digitization] ([https://www.diglib.org/wp-content/uploads/sites/3/2017/11/Low-Cost-DIY-and-Community-Based-Approaches-to-Audiovisual-Digitization-Transcript.pdf Transcript], [https://www.diglib.org/wp-content/uploads/sites/3/2017/11/DIY-AV-Dig-Webinar.pdf Slides]), features a panel of speakers who discuss a variety of tools, strategies, and organizations that are focused on creating broader access to resources needed for audiovisual digitization projects, and will provide guidance on how best to implement in-house audiovisual digitization programs.<br />
* The [http://www.arsc-audio.org/index.php Association for Recorded Sound Collections] (ARSC) released the [https://www.clir.org/pubs/reports/pub164/ ARSC Guide to Audio Preservation] in 2015 as a practical introduction to caring for and preserving audio collections. It is aimed at individuals and institutions that have recorded sound collections but lack the expertise in one or more areas to preserve them.<br />
* In 2016, the [http://www.digitizationguidelines.gov/audio-visual/ Audio-Visual Working Group] of the [http://www.digitizationguidelines.gov/ Federal Agencies Digitization Guidelines Initiative's] released [http://www.digitizationguidelines.gov/guidelines/Motion_pic_film_scan.html Guidelines: Motion Picture Film Scanning Projects]. This report includes "an introductory essay, a set of tables that describe a range of film 'inputs' and digital 'outputs,' and concludes with a model statement of work for outsourced conversion of film to video." Film digitization standards are still in the early stages of development, but this report provides a solid understanding of current best practices.<br />
* [http://www.dlib.indiana.edu/projects/sounddirections/facet/facet_formats.pdf Format Characteristics and Preservation Problems] (2007) "succinctly covers the format characteristics and preservation problems identified by [http://www.dlib.indiana.edu/projects/sounddirections/facet/ FACET (Field Audio Collection Evaluation Tool)] as contributing to instability, degradation, and/or increased risk, providing specific information to aid in ranking field collections using the FACET software application." FACET is an open-source application that "helps collection managers construct a prioritized list of audio collections by condition and risk, enabling informed selection for preservation." Even for institutions not using FACET, the publication is a good source of information (with several helpful visual aids) that can aid in the assessment of audio collections.<br />
* [http://archive.library.nyu.edu/preservation/movingimage/vipirshome.html Visual & Playback Inspection Ratings System] (ViPIRS) is a "Microsoft Access database tool designed to assist in the survey and preservation planning of audiovisual collections as part of Developing Principles and Methodologies for Moving Image and Audio Preservation in Research Libraries. ViPIRS is designed with a wide range of users in mind: from audiovisual novices to experts; from small institutions to large." ViPIRS has been developed for magnetic media, which includes modules for videotape, audiocassettes, and 1/4" reel-to-reel.<br />
* NEDCC | Northeast Document Conservation Center provides training on digitization of AV collections, including webinars and workshops. [https://www.nedcc.org]<br />
<br />
'''Still Image'''<br />
* The [http://www.digitizationguidelines.gov/ Federal Agencies Digitization Guidelines Initiative’s] (FADGI) [http://www.digitizationguidelines.gov/guidelines/digitize-technical.html Technical Guidelines for Digitizing Cultural Heritage Materials] focuses on defining practical methods and requirements for imaging projects.The FADGI Star System provides institutions with guidance in how to tailor a digitization effort based on a desired level of quality for the end product, from low-quality surrogates that provide only informational value to high quality image capturing.<br />
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== Outsourcing Audiovisual Digitization ==<br />
* [https://www.avpreserve.com/ AVPreserve] has published two Request for Proposal (RFP) guides: [https://www.avpreserve.com/wp-content/uploads/2015/05/AVPS_Audio_Digitization_RFP_Guide.pdf Guide to Developing a Request for Proposal for the Digitization of Audio] and [http://www.avpreserve.com/wp-content/uploads/2013/10/AVPS_Digitization_RFP_Guide.pdf Guide to Developing a Request for Proposal for the Digitization of Video (and More)].<br />
<br />
* [http://guides.nyu.edu/ld.php?content_id=24817650 Digitizing Video for Long-Term Preservation: An RFP Guide and Template] "is intended to take an institution step-by-step through the process of drafting a Request for Proposals (RFP) for the transfer of analog video formats to digital carriers for preservation. This template can be used by libraries, archives, and other cultural heritage institutions and submitted to qualified transfer vendors."<br />
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== Copyright and Intellectual Property ==<br />
<br />
'''General'''<br />
<br />
* [http://papers.ssrn.com/sol3/papers.cfm?abstract_id=1495365 Copyright and Cultural Institutions: Guidelines for Digitization for U.S. Libraries, Archives, and Museums] by Peter Hirtle, Emily Hudson, and Andrew Kenyon (2009) provides comprehensive coverage of all major copyright issues relevant to digitization in cultural heritage institutions. This work is [http://saa.archivists.org/store/copyright-and-cultural-institutions-guidelines-for-digitization/1598/ also available in print from the Society of American Archivists].<br />
<br />
* The [http://www.arl.org/ Association of Research Libraries], in particular its initiatives on [http://www.arl.org/focus-areas/research-collections/special-collections/2482-statements-principles-and-reports-of-arl-special-collections-working-groups#.VL82d0sn8RY Transforming Special Collections in the Digital Age] and on [http://www.arl.org/focus-areas/copyright-ip#.VL81v0sn8RY Copyright and Intellectual Property], has published a variety of documents relevant to the digitization of special collections and archives, including a 2012 special issue of [http://publications.arl.org/rli279/1 Research Library Issues] that covers legal concerns related to digitizing rare and unique materials.<br />
<br />
* [http://localcontexts.org/tk-labels/ Traditional Knowledge (TK) Labels] are a tool for Indigenous communities to add existing local protocols for access and use to recorded cultural heritage that is digitally circulating outside community contexts. They can be used to identify and clarify which material has community-specific restrictions regarding access and use.<br />
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'''Determining Copyright Status'''<br />
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* The [http://librarycopyright.net/resources/digitalslider/ ALA Copyright Slider] is a simple, user-friendly guide to determining copyright status of works.<br />
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* [https://copyright.cornell.edu/resources/publicdomain.cfm Copyright Term and the Public Domain in the United States] contains a helpful and very thorough chart for determining the copyright status of works created and/or published in the United States.<br />
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* [http://www.clir.org/pubs/abstract/reports/pub144 Copyright and Related Issues Relevant to Digital Preservation and Dissemination of Unpublished Pre-1972 Sound Recordings by Libraries and Archives] describes what libraries and archives can legally do to preserve and make accessible holdings of unpublished sound recordings.<br />
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* [http://rightsstatements.org/files/151002recommendations_for_standardized_international_rights_statements.pdf Recommendations for Standardized International Rights Statements] is a white paper summarizing the conclusions of a working group convened by the [http://dp.la/ Digital Public Library of America] and [http://www.europeana.eu/portal/ Europeana].<br />
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'''Audiovisual'''<br />
* [http://guides.nyu.edu/ld.php?content_id=24818036 Video at Risk: Strategies for Preserving Commercial Video Collections in Libraries] "seek[s] to clarify exemptions for copying audiovisual works under Section 108(c) of the United States Copyright Act and thereby enhance the ability of librarians to preserve their video collections."<br />
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'''Orphan Works'''<br />
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* The [http://www.cmsimpact.org/fair-use/best-practices/statement-best-practices-fair-use-orphan-works-libraries-archives Statement of Best Practices in Fair Use of Collections Containing Orphan Works for Libraries, Archives, and Other Memory Institutions] developed by the Center for Media & Social Impact at American University and the UC Berkeley School of Law, includes clear guiding principles for us in determining when to apply fair use in the digitization and online publication of orphan works. The statement was produced after talking with librarians and archivists around the country.<br />
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* In 2009, the [http://www2.archivists.org/ Society of American Archivists] issued [http://www2.archivists.org/sites/all/files/OrphanWorks-June2009.pdf Orphan Works: Statement of Best Practices] to guide decision-making in conducting research into the copyright status of unpublished collections. The document includes a variety of useful links and appendices.<br />
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== Provenance, Privacy, and Ethics ==<br />
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* The [http://www.atalm.org/ Association of Tribal Archives, Libraries, and Museums] maintains a [http://www.atalm.org/node/52 list of resources relevant to the care of cultural materials of indigenous peoples].<br />
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* The [http://www2.archivists.org/ Society of American Archivists] (SAA) has convened a [http://www2.archivists.org/groups/native-american-archives-roundtable/protocols-for-native-american-archival-materials-information-and-resources-page task force] to revise and strengthen the Protocols for Native American Archival Materials (PNAAM), based upon [http://www2.nau.edu/libnap-p/protocols.html a document produced in 2007]. The draft document contains [http://www2.nau.edu/libnap-p/resources.html a useful bibliography of general resources on archives and ethics].<br />
<br />
* The SAA case study, [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution], provides one example of how an institution interpreted the [http://www2.nau.edu/libnap-p/protocols.html Protocols] and the [http://www2.archivists.org/statements/saa-core-values-statement-and-code-of-ethics SAA Code of Ethics].<br />
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* [https://archives2016.sched.org/event/7f8V/111-archives-and-digital-inequality Archives and Digital Inequality, annotated collaborative bibliography] is a collections of resources and readings by the ''Archives and Digital Inequality'' pop-up session at SAA 2016.<br />
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* The [http://www.mnh.si.edu Smithsonian National Museum of Natural History] has maintained a bibliography of online resources titled the [http://anthropology.si.edu/naa/home/culturally_sensitive.html Ethics of Exhibiting Culturally Sensitive Materials Online]. This bibliography was last updated in 2010.<br />
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* [http://www.ala.org/advocacy/privacyconfidentiality/toolkitsprivacy/privacy The ALA Privacy Toolkit]<br />
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== Funding Opportunities ==<br />
This section includes a listing of organizations that provide support for projects involving digitization of archival materials for preservation and access. This list is not exhaustive and submissions are encouraged (send submissions to DigiWiki@clir.org).<br />
<br />
* The [http://www.neh.gov/ National Endowment for the Humanities] (NEH) supports digitization and related activities through the [http://www.neh.gov/grants/preservation/humanities-collections-and-reference-resourcesHumanities Collections and Reference Resources] program, the [http://www.neh.gov/grants/preservation/national-digital-newspaper-program National Digital Newspaper Program], and the [http://www.neh.gov/grants/preservation/preservation-and-access-research-and-development Preservation and Access Research and Development] grants.<br />
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* The [http://www.archives.gov/nhprc/ National Historical Publications & Records Commission] (NHPRC) offers funding for digitization and related activities through the [http://www.archives.gov/nhprc/announcement/access.htmlAccess to Historical Records] program and the [http://www.archives.gov/nhprc/announcement/digital.html Digital Dissemination of Archival Collections] program.<br />
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* The [https://bavc.org/preserve-media/preservation-access-program Bay Area Video Coalition] (BAVC) will be offering a sliding scale discount of up to 70% for tape-to-file video preservation transfer services to individual artists and small to medium sized arts and cultural heritage organizations. U.S. based individual artists and visual, performing and cultural arts organizations, historical societies and regional archives with arts-related collections are invited to apply for discounted services through an application process.<br />
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* The [http://www.grammymuseum.org/programs/grants-program GRAMMY Museum Grant Program] awards grants to organizations and individuals to support efforts that advance the archiving and preservation of the music and recorded sound heritage of the Americas. The Archiving and Preservation area has two funding categories: Preservation Implementation ($20,000 max award) and Assistance, Assessment and/or Consultation ($5,000 max award).<br />
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* The [https://www.filmpreservation.org/nfpf-grants/overview National Film Preservation Foundation] offers several types of preservation grants supporting the creation of preservation and access copies of American orphan films of historic and cultural interest. [https://www.filmpreservation.org/nfpf-grants/basic-preservation-grants Basic Preservation Grants] are the best choice for most institutions. Offered twice yearly, these grants award cash and in some cases services donated by laboratories and post-production houses. The larger [https://www.filmpreservation.org/nfpf-grants/matching-grants Matching Grants] enable experienced preservationists to undertake more extensive projects. The [https://www.filmpreservation.org/nfpf-grants/avant-garde-masters-grants Avant-Garde Masters Grants], funded through the generous support of The Film Foundation, target the preservation of motion pictures significant to the development of the avant-garde in America.<br />
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== Education and Training Opportunities ==<br />
* [https://www.diglib.org/strategies-audiovisual-digitization-projects/ Strategies for Audiovisual Digitization Projects] is a free two-part webinar series that discusses multiple approaches that cultural memory institutions can take to digitally reformat audiovisual materials and collections. '''Effective Outsourcing with Audiovisual Digitization Service Providers''' includes representatives from a variety of audiovisual digitization service providers who discuss types of available services and common hurdles faced by institutions. '''Low-Cost, DIY, and Community-Based Approaches to Audiovisual Digitization''' has speakers discuss a variety of tools, strategies, and organizations that are focused on creating broader access to resources needed for audiovisual digitization projects. Speakers also provide guidance on how best to implement your own audiovisual digitization program.<br />
<br />
* [http://dp.la/ The Digital Public Library of America] (DPLA), working in partnership with trainers at the [https://www.digitalcommonwealth.org/ Digital Commonwealth], the [http://dlg.galileo.usg.edu/?Welcome Digital Library of Georgia], the [http://mndigital.org/ Minnesota Digital Library], the [http://montanamemory.org/ Montana Memory Project], and the [http://mwdl.org/ Mountain West Digital Library], have developed a workshop curriculum based on documented best practices for library digitization. A self-guided version of the curriculum intended for digitization beginners is available on the DPLA website through the [http://dp.la/info/about/projects/public-library-partnerships/ Public Library Partnerships Project].<br />
<br />
* [http://www.lyrasis.org/Pages/Main.aspx Lyrasis] offers a variety of classes relevant to digitization and digital content management, such as ''Introduction to Audio Visual Digitization'', ''Introduction to Digital Project Management Planning'', and ''Digitization for Small Institutions''. The [https://www.lyrasis.org/Pages/Events.aspx classes and events schedule] contains up-to-date information about offerings.<br />
<br />
* The [https://www.nedcc.org/preservation-training/training-currentlist Northeast Document Conservation Center] (NEDCC) offers a variety of programs, including several related to digital collections, digital preservation, and preservation of audiovisual collections.<br />
<br />
* The [http://sustainableheritagenetwork.org/ Sustainable Heritage Network] offers a variety of [http://sustainableheritagenetwork.org/browse?keys=&tid%5B%5D=65&promote=All in-person and online tutorials] related to archival best practices, ethics, appraisal, processing, and digitization.<br />
<br />
== Information from Digitization Service Providers ==<br />
<br />
'''NOTE''': ''This section is provided for convenience and information only. The Digital Library Federation and the Council on Library and Information Resources do not recommend or endorse any specific digitization service provider, and the use or non-use of any particular provider has no bearing upon any applicant's consideration in the [https://www.clir.org/hiddencollections Digitizing Hidden Special Collections and Archives] or [https://www.clir.org/recordings-at-risk Recordings at Risk] competitions.''<br />
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[http://www.adamsmediapreservation.net/ Adams Media Preservation] (formerly Mass Productions) is an expert Audio, Video, and Film digitization service with over 27 years of experience. Adams Media Preservation specializes in reformatting large archives of obsolete media. They have preserved thousands of audio and video recordings of great historical value for Universities, Museums and Libraries. Adams Media Preservation can transfer any media, including rare and difficult formats such as Audio Wires, Audograph records, and low speed oral history audio reel tapes. Adams Media Preservation has proprietary cleaning equipment and procedures for recovering moldy and damaged media.<br />
<br />
Adams Media Preservation services include:<br />
* NARA and Library of Congress archive standards compliance<br />
* Highest Resolution Media Transfers and Reformatting<br />
* Mold removal, Tape baking, and advanced recovery<br />
* Film color restoration<br />
* Information Technology Consultation<br />
* Metadata collection and embedding<br />
* Free access copy files for online streaming<br />
* Raid data storage and backup during production<br />
* Delivery on Hard Drive or Cloud<br />
<br />
Please contact Adams Media Preservation at [mailto:sales@adamsmediapreservation.net sales@adamsmediapreservation.net] or call 617-501-1738.<br />
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[http://home.arcasearch.com/ ArcaSearch] is the leader in document preservation and search for historical, educational, corporate, and government archives. ArcaSearch's expertise is digitally preserving original materials, and then creating an easy to use searchable archive. ArcaSearch was awarded a patent in 2010 for its image capture process that produces high quality and fast search results. For a live demonstration, contact Chuck Miotke, ArcaSearch General Manager, at [mailto:chuck.miotke@arcasearch.com chuck.miotke@arcasearch.com] or at 989 430 3877.<br />
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[http://www.audiomechanics.com/ Audio Mechanics] provides detailed evaluation and high quality preservation transfers of archival audio formats including analog audiotapes, digital media, discs and cylinders as well as optical and magnetic film soundtracks. Clients trust our aesthetic sensibilities and proprietary techniques. For over 24 years Audio Mechanics has serviced the preservation needs of domestic and international public and private institutions and the major film studios. Audio Mechanics offers an exclusive, highly successful process for cleaning and transferring deteriorating magnetic film (shrunken/vinegar syndrome).<br />
* Highly experienced staff of audio engineers specializing in transfer/preservation/restoration <br />
* Extensive noise removal software tools (NoNoise, Cedar, Waves, IzotopeRX, Adobe Audition)<br />
* Library inventory metadata prioritization analysis for preservation/migration/archival transfer <br />
* Incubation dehydration preparation and or baking for sticky shed syndrome transfer<br />
* Mold abatement and remediation of audio media<br />
* High Resolution preservation transfers up to 24bit-192K available<br />
* Physical and aural evaluation, JPEG documentation and detailed QC reports during and after capture<br />
* Checksum and digital data integrity confirmation on all deliverable files<br />
<br />
Custom analog audio source machines<br />
<br />
Audio Mechanics analog transfer equipment utilizes custom or modified audio electronics matching or exceeding original manufacturers specs and audiophile analog-to-digital converters for best possible sound quality capture. Our tape machine transports have been modified to facilitate shrunken material to minimize potential mechanical issues and to improve sound quality and the safety of transferring deteriorating masters.<br />
<br />
Location and contact information: 1200 West Magnolia Blvd., Burbank, California 91506 | (818)846-5525 | John Polito<br />
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[https://bavc.org/preserve-media Bay Area Video Coalition] is one of the nation’s longest-standing non-profit video and audio preservation organizations. BAVC remains a leader in the field, developing the highest quality preservation standards and practices while working with individuals and cultural, academic, and media organizations to meet a range of needs for preserving historically and artistically important video and audio materials. BAVC provides [https://bavc.org/preserve-media/services/assessment-and-planning Assessment & Planning] and [https://bavc.org/preserve-media/services/transfer-services Transfer services]. BAVC's [https://bavc.org/preserve-media/preservation-access-program Preservation Access Program] offers reduced rates on video and audio preservation services to artists and small- to mid-sized arts and cultural heritage organizations. Services include analog-to-digital preservation transfers at a discounted rate based on organizational budget size. NEA funding also supports BAVC’s efforts to advance audiovisual preservation practice and theory based on new and innovative developments in the field. <br />
<br />
The deadline for the next round of PAP is forthcoming, and will likely be in the late summer of 2017! Questions can be answered by calling 415-558-2131 or by emailing [mailto:preservation-at-bavc.org preservation-at-bavc.org]).<br />
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[https://bmiimaging.com BMI Imaging Systems, Inc.] enables libraries to transform microfilm records into a digital format that provides easy access and image enhancement capabilities never seen before. In addition to the archival TIFF used for inclusion to the State/National repositories, BMI provides a solution that allows patrons to scroll digital microfilm rolls from a computer and use full text search to find records, articles, and photos for interim access. Adjustable grayscale allows users to turn black and white images into real photos. For more information please contact Jake Walker at (800) 488-3456 ext 406 or [mailto:jwalker@bmiimaging.com jwalker@bmiimaging.com].<br />
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[http://creeksidedigital.com/ Creekside Digital] operates 16,000 square foot facilities in Glen Arm, MD dedicated exclusively to standards-compliant, measurably accurate still image digitization, and counts some of our nation's largest and most prestigious cultural institutions as core customers. All of our projects are executed against a strict minimum FADGI 3-Star level of performance across all metrics in accordance with the recommendations found in the [http://www.digitizationguidelines.gov/guidelines/digitize-technical.html current FADGI Technical Guidelines for Digitizing Cultural Heritage Materials]. This balances the delivery of preservation-quality assets with maximizing our customers' budgets, allowing them to convert more content under their grants while minimizing risk. Our experienced project managers guide you through every step of the process from initial quoting and startup to production and delivery of your assets.<br />
<br />
Creekside Digital can non-destructively digitize the following types of materials, either onsite at your institution or at our Maryland facilities:<br />
*Books and bound volumes of all sizes and conditions<br />
*Newspapers from paper originals (both bound and loose) as well as from microfilm<br />
**Truly affordable NDNP-compliant asset creation to yield batches which verify using the Library of Congress' DVV2 tool and seamlessly ingest into popular newspaper presentation platforms including Veridian, CONTENTdm and Open ONI / chronam<br />
*Photographic materials including slides, glass plates, photo prints, stereo cards, strip and roll film, single negatives, and more<br />
*Microform including 16mm and 35mm microfilm rolls, microfiche in any format, and aperture cards<br />
*Archival collections, manuscripts, and paper documents<br />
*Large format items including maps, drawings, blueprints, artwork, and aerial and panoramic photos<br />
*Objects, ephemera, and museum collections<br />
<br />
Typical master files are TIFF uncompressed or JPEG2000 in strict accordance with FADGI. Common derivatives include METS / ALTO XML, JPEG, GIF thumbnail, and OCR to PDF or PDF/A per your specific use case and selected presentation platform. 100% of the assets we deliver are verified for well-formedness and adherence to your project's specifications using filetype-appropriate tools including JHOVE, Jpylyzer, and veraPDF.<br />
<br />
All digitized assets we deliver come with a lifetime warranty (any defects in the digitization process are fixed at our expense, forever).<br />
<br />
For more information or to receive a quote for your project, please email our Director of Digital Services Joan DaShiell at [mailto:joan@creeksidedigital.com joan@creeksidedigital.com].<br />
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[https://cuttingcorporation.com The Cutting Corporation] is an Audio Preservation Lab that specializes in preserving obsolete analog audio recordings to high quality digital format. Using both contemporary and vintage audio equipment mixed with years of knowledge and experience, we are able to offer exceptionally high quality analog to digital conversions for practically any type of audio media. Whether you are a university archive with oral histories or an individual with family recordings, we can provide a customized digitization solution for your audio collection.<br />
<br />
For additional information, please contact Aaron Coe at 301.654.2887.<br />
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[https://www.danskfilmdigitization.com/ DANSK Film Digitization], now partnered with PostWorks NY, is providing even more robust, comprehensive solutions to digitizing 16mm & 35mm film, as well as video tape. Clients include universities, government agencies, libraries, filmmakers, media companies and news agencies. Our innovative, high-precision Steenbeck Digitizing Table offers best quality, fast-turnaround, affordable results and the best treatment for films which may have deteriorated or shrunken.<br />
We are also proud to offer a state-of-the-art, robust AI Restoration and Color Correction service which produces very impressive results more quickly and at less cost than traditional methods.<br />
*Digitization of 16mm and 35mm film, including sep mag, optical track and all other audio-on-film formats<br />
*Digitize 2K or 4K at up to 60fps<br />
*Steenbeck Digitizing Table highly is tolerant of damaged perforations, fragile splices, warped, brittle and shrunken films<br />
*A.I. Restoration & Color Correction Services – See some samples: [https://vimeo.com/user91936573]<br />
*Expert in analysis and evaluation of archive condition providing best options for preservation and restoration<br />
*Physical repair, splicing and cleaning using Lipsner-Smith Ultrasonic cleaner<br />
*Video digitization from all formats<br />
*Traffic department and climate-controlled vault for careful tracking and storage of your valuable assets<br />
*An expert support team of engineers, programmers, colorists and other film and digital media specialists<br />
*Steenbeck technology allows for the option of quick, simple set-up, on your site, if your archives cannot be moved.<br />
Main offices are located at 110 Leroy Street, New York, NY 10014. Please contact us at 212-894-4000 (Main) or 212-886-5230 (Direct).<br />
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[http://www.databankimx.com DataBank] is a National Document & Information Management Company with over 23 years of experience in document conversion and automation. Their areas of expertise include the conversion of photos, archival documents and legacy microfilm or microfiche collections. They offer seamless integration with repositories for storage and retrieval of scanned media. For additional information contact Kathy Berger, Senior Solutions Consultant, at [mailto:kberger@databankimx.com kberger@databankimx.com] or at (603) 463-0154.<br />
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[http://digitalmediaservices.com/services/high-volume-digitization/ Digital Media Services] has an Archival Digitization program for the preservation and conversion of physical tape and film formats into the latest digital file formats. It has digital archive service centers on both U.S. coasts to minimize shipping costs and times for clients. For a free quote or questions concerning an upcoming project, please contact Keith Eland, Senior Account Executive, by phone at 646-975-6122, or by email at [mailto:keland@digitalmediaservices.com keland@digitalmediaservices.com].<br />
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[http://www.digitalrevolution.tv Digital Revolution] is a full service Multi Media facility located in the heart of San Francisco. Founded by Paul Grippaldi in 2004, Digital Revolution is dedicated to helping clients create high quality digital media. From Legacy Media Digitizing : Preservation : Archiving : Video Creation : Post Production : Disc & USB Copying Services, Digital Revolution is the choice of Corporations, Educational Institutions, Non-Profits, Film Companies, Government Agencies and Individuals for their multi-media needs. For additional information call Digital Revolution at 415-398-1200.<br />
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[http://www.immurerecords.com/ Immure Records] is a Minnesota-based company that provides video and audio media transfer and restoration services for a variety of formats. Address: 1740 130th Ave. NE Blaine, MN 55449 | Phone: (763) 862-5992 | Email: [mailto:info@immurerecords.com info@immurerecords.com]<br />
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[http://www.idiimage.com/ Innovative Document Imaging (IDI)] maintains an 8,500 state-of-the-art digital conversion facility in East Brunswick, New Jersey and a 7,500 square facility in Shelton Connecticut. The Ct. site supplies the highest-quality microfilm-from-digital images utilizing electron-beam technology and microfilm mastering and duplication services for the world’s largest publishers. <br />
Our company mission is to deliver the best service possible at reasonable cost for the digital conversion of paper documents, newspapers, maps, books, bound materials, microfilm, and microfiche. IDI balances price, quality, and speed in order to provide clients digital assets at the specifications and with the necessary tools to meet their requirements, where possible we can exceed their expectations. In addition to data conversion, IDI prides itself on its ability to go the extra step and fulfill metadata, data archiving, or enterprise content management needs as they arise.<br />
<br />
Innovative Document Imaging’s name directly reflects its approach to serving its clients by focusing on “innovation.” IDI is more than a content conversion facility. It is also a re-seller of digital equipment and enterprise content management systems that has partner relationships with Canon, Konica-Minolta, Kirtas, and Kofax. IDI is also a developer of content management systems for use by libraries and private firms, including its E-File and DigiFind-It Cloud Portal solutions and it is an electronic archive backup system for various enterprises.<br />
In all these endeavors, IDI seeks to present a suite of solutions for content imaging, data management and short and long term digital storage for its clients. Currently, IDI specializes in serving libraries, museums, historical societies and associations, publishers, and pharmaceutical companies.<br />
IDI’s 7,500 square facility in Shelton Ct. supplies the highest-quality microfilm-from- digital images utilizing electron-beam technology and microfilm mastering and duplication services for the world’s largest publishers, museums and libraries.<br />
<br />
* [http://idiimage.com/index.php/facility-tour-2017/ Facility tour]<br />
* [http://www.idiimage.com http://www.idiimage.com]<br />
* [http://www.dmmem.com http://www.dmmem.com]<br />
* [http://www.ebeamimaging.com http://www.ebeamimaging.com]<br />
* [http://www.digifind-it.com http://www.digifind-it.com]<br />
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The [http://www.archive.org Internet Archive] (IA) is one of the world’s largest public digital libraries, with an extensive collection of human culture. The goal is to provide free access to all knowledge in an accessible, digital format for researchers, historians, people with disabilities, and the general public. The Internet Archive also offers online access and discovery of digital content, including [http://archive.org/texts public domain eBooks] and a more selective collection of public domain and non-public domain texts available for lending at [https://openlibrary.org OpenLibrary.org].<br />
<br />
IA offers non-destructive digitization with a range of analog and born-digital formats, including: printed materials that are bound and unbound (books, magazines, yearbooks, etc.), archival materials, photographs, microfilm, microfiche, film and video (8mm and 16mm). Services include photographic imaging, digital processing, preservation, and access to digital data. Items to be digitized can be sent to one of 33 regional digitization centers around the world, or portable equipment can be placed on-site within libraries and archives. Questions: DigitalLibraries@archive.org<br />
<br />
For an overview of the Internet Archive workflow, please click [http://archive.org/details/ProcessDocument this link]; To reach one of the Internet Archive centers, view contact info at [http://archive.org/scanning this link]; and to purchase digitization equipment, follow [http://archive.org/scanning/tabletopscribe this link].<br />
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[http://www.lunaimaging.com/#welcome Luna Imaging, Inc.] offers digitization and software & hosting services for building and maintaining digital collections. Digitization services include: Preservation scanning; Access capture; Book capture services; and OCR, PDF, BookReader processing.<br />
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[http://www.lyrasis.org LYRASIS] can support special collections and archival digitization projects by providing:<br />
<br />
* Digitization and Project Management Services – working through its [http://www.lyrasis.org/digitize/ Digitization Collaborative] LYRASIS can digitize a wide range of source materials including print/manuscript/microfilm/photographic materials/audio/video and film and manage the process for you.<br />
* Staff Expertise – information on processes and standards for project planning<br />
* Professional Development Opportunities – LYRASIS offers a wide range of classes and can provide specific digitization classes to suit local needs.<br />
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[http://www.memnon.com Memnon Archiving Services] offers a range of services to digitize, restore, preserve and provide access to audio-visual and cultural archives. Our unique parallel workflow system is designed to ensure quality while allowing larger volumes of materials to be preserved. Memnon’s services are suitable for a wide range of archive owners – from cultural institutions, libraries, universities and record labels. Memnon has accrued over 15 years of experience working with audio-visual technology throughout in Europe, North America, Africa and the Middle East. Our workforce has evolved into a multi-disciplinary team of engineers, computer specialists, documentation and meta-data management experts and project managers. A Sony Company since 2015, Memnon has the flexibility to provide services in a way that best fits our clients’ needs. Our North American headquarters are located in Bloomington, Indiana.<br />
<br />
* ''Outsourced Service'' - In four delivery centers around the world, we propose an easy and paramount solution for all your archiving needs, ensuring high efficiency and fast project completion.<br />
* ''On-site Managed Service'' - Memnon in-a-box is our onsite managed service to provide digitization service in your facilities- planning, setup, ramp up, delivery, completion, removal. Memnon manages and operates the project in your facilities, with optional deployment of your staff and your equipment if requested. Leverage Memnon’s workflows, tools, operational procedures, equipment, staff and expertise, with no further investment for you.<br />
* ''Hybrid Services'' - Depending on your specific requirements, Memnon can implement a mixed approach where part of the digitization process is done in-house while other parts are outsourced.<br />
<br />
Specific Services:<br />
<br />
* ''Audio Digitization'' - Memnon has a complete range of equipment for reading a wide range of sound formats. We make it our business to constantly acquire equipment of all kinds and have extensive experience of working with delicate and complex formats and innovative new techniques.<br />
<br />
* ''Video Digitization'' - Memnon is committed to providing high quality cleaning and processing to enhance media quality while ensuring authenticity of the original content, fast transfer through latest automated preservation processes and excellent cost efficiency.<br />
<br />
* ''Film Digitization'' - Film digitization is a sensitive and delicate task requiring a great deal of knowledge and know how. Our highly qualified team handles your material with care and puts all its skills to restore, clean, repack, synchronize sound, catalog and digitize your collections.<br />
<br />
* ''Restoration and Treatment'' - Memnon ensures authenticity of the original content through latest, cost efficient and excellent preservation processes by high quality cleaning and treatment, a large panel of media quality enhancements and restoration of the recordings.<br />
<br />
* ''QC & Delivery'' - Thanks to its 25-year history in the sector, the company delivers the highest quality in industrial processes and quality control methodologies trough industry and Memnon proprietary tools.<br />
<br />
* ''Metadata Management, Content Indexation and Enrichment'' - We help to create, manage and consolidate from different source of metadata in the digitization and we can enrich your context based information with various automated processes.<br />
<br />
* ''Project Management'' - To meet expectations precisely, we draw up detailed specifications with the clients representatives prior to the initiation of the project. Safeguarding of the collections fidelity and integrity is a must in any of our logistic and production processes. Specific procedures are in place to ensure a controlled and secured environment and all our employees are well aware of the cultural and historical value of materials and of the sensitivity to content’s nature.<br />
<br />
* ''Workflow and Tools'' - Based on the unique expertise in handling large scale digitization and physical carrier handling, Memnon’s in-house R&D unit has develop proprietary workflow management platform and unique toolsets to advance, monitor and manage the entire workflow and carrier handling through the entire process.<br />
<br />
* ''Cataloguing and Collections Planning'' - Memnon offers clients support and services for Cataloguing and Collections Planning process. This is often the very first setup to assess what exists in the archives, and to prepare and sort the collections for an accurate quote and shipment planning.<br />
<br />
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[https://www.nedcc.org NEDCC | Northeast Document Conservation Center] is an independent conservation laboratory specializing in the conservation and preservation of paper-based collections. NEDCC provides professional conservation treatment for books, maps, photographs, documents, parchment, papyrus, manuscripts, architectural plans, and works of art on paper. NEDCC’s Imaging Services department provides digital imaging services and specializes in rare, historic, and oversize materials, as well as X-Ray Film scanning and reformatting for black and white and color negative films and color transparencies. The Center now offers digitization of audio media using traditional and optical-scanning technologies (IRENE) and specializes in unique, damaged, or at-risk recordings on wax cylinder, lacquer disc, and magnetic and digital audiotape.<br />
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[http://northeasterndigital.com/ Northeastern Digital] is a full service digital mastering facility, specializing in the digitization of analog tape. With 35 years of expertise, we have transferred and restored hundreds of legacy music recordings for major artists and labels (David Bowie, Arlo Guthrie, Bob Marley, Alison Krauss, Biograph Records, Rounder Records). Our approach is this: every music recording is unique and requires special attention and custom equipment to optimize the transfer and yield the best results. All tape formats are accepted and all digital target formats are available. If your materials are in the general DC area, we can pick them up, so that you avoid any risk of loss or damage from shipping.<br />
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[http://www.normicro.com Northern Micrographics] has over 60 years of experience partnering with clients in library, academic, commercial and industrial markets to provide superior preservation imaging products and services. They scan a variety of object types including bound and disbound volumes, photos, maps, microfilm and microfiche. Northern Micrographics can also help place digital collections online with custom software products, ProSeek® and PhotoAtlasTM. They also offer a variety of other services including microfilming, microfilm duplication, metadata development, data conversions, hosting and bookbinding. Contact Northern Micrographics at 800-236-0850 or at [mailto:sales@nmt.com sales@nmt.com] to learn more.<br />
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[http://www.nestorsalomon.com/ SALOMON MASTERING & RESTORATION] is an audio studio/laboratory, located in San Juan, Puerto Rico. Dedicated to mastering, conservation and restoration of collections of sound documents, recorded in different media and old formats, for organizations and archival institutions. The audio engineer Néstor Salomón also provides consulting services for archival organizations and record labels. Website: [http://www.nestorsalomon.com/ www.nestorsalomon.com] - Tel / Whatsapp: +1 787 949-9065 - Email: [mailto:nestorsalomon_ar@hotmail.com nestorsalomon_ar@hotmail.com]<br />
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[http://www.twocatdigital.com Two Cat Digital] has been providing world-class digital imaging and consulting services since 2003 with a particular emphasis on cultural heritage institutions and materials. Their passion is in designing and managing efficient digitization workflows, and for helping clients bring their valuable collections to light. Two Cat clients include hundreds of institutions including museums, libraries, universities, government agencies, architects, photographers and non-profit organizations. For additional information contact Two Cat at [mailto:info@twocatdigital.com info@twocatdigital.com].<br />
<br />
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If you would like to suggest a resource for inclusion on this page, send your suggestion to [mailto:info@diglib.org info@diglib.org]. The DLF is currently seeking professionals from DLF member institutions who would like to participate in a working group to develop and maintain the content of this page. Prospective volunteers for this group should also send expressions of interest to DigiWiki@clir.org.</div>Joymbankshttps://wiki.diglib.org/index.php?title=Digitizing_Special_Formats&diff=15006Digitizing Special Formats2020-02-26T21:16:36Z<p>Joymbanks: </p>
<hr />
<div>This list of resources is curated by the Digital Library Federation for the benefit of cultural heritage professionals planning projects involving the digitization of rare and unique materials. Applicants to the [http://www.clir.org/hiddencollections/ Digitizing Hidden Special Collections and Archives] and [https://www.clir.org/recordings-at-risk Recordings at Risk] programs of the [http://www.clir.org/ Council on Library and Information Resources] may find these helpful in planning project proposals.<br />
<br />
Rather than providing comprehensive coverage, this list includes introductory and reference materials that are good places to begin an exploration of issues of broad import to digitizing cultural heritage materials.<br />
<br />
Content for this wiki page is currently being curated by program staff at the [https://www.clir.org/ Council on Library and Information Resources]. This page was originally developed and edited by the following team: Nicholas Graham, Project Coordinator, [https://www.digitalnc.org North Carolina Digital Heritage Center], Lisa Gregory, Digital Projects Librarian, North Carolina Digital Heritage Center, and Tamsyn Rose-Steel, CLIR/DLF Postdoctoral Fellow for Data Curation in Medieval Studies at Johns Hopkins University.<br />
<br />
If you would like to suggest a resource for inclusion on this page, send your suggestion to [mailto:info@diglib.org info@diglib.org]. The DLF is currently seeking professionals from DLF member institutions who would like to participate in a curatorial group to develop and maintain the content of this page. Prospective volunteers for this group should also send expressions of interest to [mailto:info@diglib.org info@diglib.org].<br />
<br />
== Getting Started with Designing a Digital Preservation Plan ==<br />
This section includes resources that will give an overview of the concepts that a cultural heritage institution will consider as it designs a digital preservation plan for digitally reformatted materials. Many of these resources give special attention to concepts and strategies that will be of particular use to institutions working to construct a plan from scratch or with limited financial and technical means. Resources that focus on particular types of collections are included in separate categories.<br />
<br />
'''General'''<br />
<br />
* Thanks to the [http://en.wikipedia.org/wiki/Wikipedia:WikiProject_Digital_Preservation WikiProject Digital Preservation], the information about [http://en.wikipedia.org/wiki/Digital_preservation digital preservation on Wikipedia] is substantial and current.<br />
<br />
* The [http://www.digitalpreservation.gov/ndsa/index.html National Digital Stewardship Alliance] (NDSA) has published the [http://ndsa.org/activities/levels-of-digital-preservation/ NDSA Levels of Digital Preservation], “a tiered set of recommendations for how organizations should begin to build or enhance their digital preservation activities.” Additionally, the [http://www.digitalpreservation.gov/ndsa/documents/2015NationalAgenda.pdf 2015 NDSA National Agenda for Digital Stewardship] provides a broad overview of current "challenges, opportunities, gaps, and trends" related to building and maintaining digital collections in the United States.<br />
<br />
* The [http://www.dpconline.org/ Digital Preservation Coalition’s] [http://handbook.dpconline.org/ Digital Preservation Handbook] (now in its second edition) is “an internationally authoritative and practical guide to the subject of managing digital resources over time and the issues in sustaining access to them.” The Handbook includes a useful [http://handbook.dpconline.org/content-specific-preservation/moving-pictures-and-sound overview of audio and audiovisual content], including links to many other resources.<br />
<br />
* [http://www.dpworkshop.org/ Digital Preservation Management: Short-Term Strategies for Long-Term Problems] is a comprehensive tutorial created by Cornell University Libraries with funding from the National Endowment for the Humanities. It is now hosted by the MIT Libraries.<br />
<br />
* [http://commons.lib.niu.edu/handle/10843/13610 From Theory to Action: “Good Enough” Digital Preservation Solutions for Under-Resourced Cultural Heritage Institutions] (2014) is a white paper compiling the results of a three-year study of affordable, scalable digital preservation solutions suitable for under-resourced organizations.<br />
<br />
* The [https://www.nedcc.org Northeast Document Conservation Center] (NEDCC) has compiled a [https://www.nedcc.org/assets/media/documents/DigiPres_Biblio_Digital_Directions_2014_update.pdf Digital Preservation Reading List] that provides a thorough introduction to the challenges of digital preservation as they relate to cultural heritage collections. Additional links to resources related to digital preservation are provided on [https://www.nedcc.org/free-resources/digital-preservation NEDCC's website].<br />
<br />
'''Data Integrity'''<br />
* [http://digitalomnium.com/simple-act-of-digital-preservation-the-checksum/ The "Checksum" and the Digital Preservation of Oral History], from [http://digitalomnium.com/ Digitalomnium], provides an excellent broad overview and discusses freely available tools that are easily incorporated into workflows.<br />
<br />
'''Newspaper Collections'''<br />
* The [http://educopia.org/sites/educopia.org/files/publications/Guidelines_for_Digital_Newspaper_Preservation_Readiness_0.pdf Guidelines for Digital Newspaper Preservation Readiness] address a specific set of preservation challenges faced by libraries, archives, historical societies, and other organizations that curate substantial collections of digital newspaper content. ''Guidelines'' was written by Katherine Skinner and Mat Schultz and was published by the [http://educopia.org Educopia Institute] in 2014.<br />
<br />
== Enhancing Access and Discoverability ==<br />
<br />
'''Metadata Aggregation'''<br />
* The [http://dp.la/ Digital Public Library of America] (DPLA) aggregates the metadata of digital collections held in educational and cultural heritage institutions across the United States. Institutions with large digital collections may contribute data as [https://dp.la/info/hubs/#our-content-hubs Content Hubs], while smaller organizations may contribute through local or regional [https://dp.la/info/hubs/ Service Hubs]. Contributors must abide by the [http://dp.la/info/about/policies/ DPLA's data policies] in order to participate. <br />
* See also: [http://dp.la/info/wp-content/uploads/2014/03/Intro-to-DPLA-metadata-model-2014.pdf An Introduction to the DPLA Metadata Model] (pdf);<br />
* The [http://dp.la/info/developers/map/ DPLA Metadata Application Profile];<br />
* [http://vimeo.com/117617171 DPLA Metadata Aggregation Webinar Recording], 1/22/15;<br />
* North Carolina Digital Heritage Center’s [https://github.com/ncdhc DPLA Aggregation Tools on Github];<br />
* [http://mwdl.org/index.php Setting Up a Repository for Harvest], Mountain West Digital Library;<br />
* [http://texashistory.unt.edu/ Portal Partners Page], The Portal to Texas History<br />
<br />
'''Registries'''<br />
* [http://papr.crl.edu/ The Print Archives Preservation Registry] (PAPR) collects information about serial titles, print holdings, and archiving terms and conditions. It is a valuable resource for assessing the uniqueness of serial collections and determining the degree of need for digitization of those collections.<br />
<br />
'''Search Engine Optimization'''<br />
* [http://www.clir.org/pubs/reports/pub165 Getting Found: the SEO Cookbook] provides a step-by-step video guide to help libraries measure and monitor the search engine optimization (SEO) performance of their digital repositories. The Cookbook includes everything necessary to implement a preconfigured Google Analytics dashboard that continuously monitors SEO performance metrics relevant to digital repositories.<br />
* [https://en.wikipedia.org/wiki/Wikipedia:The_Wikipedia_Library/About The Wikipedia Library] offers resources to help cultural heritage institutions expose their collections through Wikipedia. As a common starting point for research, Wikipedia can be used to direct researchers to libraries where the resources can be accessed directly.<br />
<br />
'''Accessibility'''<br />
* The Association of Research Libraries (ARL) [http://accessibility.arl.org/ Web Accessibility Toolkit] explains the principles of accessibility, universal design, and digital inclusion, and offers tips about best practices and checklists for digital repository creators that can help them ensure digitized content is as broadly accessible as possible.<br />
<br />
'''Enhancing Access and Discoverability to Media Collections'''<br />
* [http://sites.dartmouth.edu/mediaecology/ The Media Ecology Project] (Dartmouth College) "provides online access to primary moving image research materials, and engages dynamic new forms of scholarly production and online publishing."<br />
<br />
== Digital Repositories ==<br />
<br />
'''General'''<br />
* [https://public.ccsds.org/pubs/650x0m2.pdf Reference Model for an Open Archival Information System (OAIS)]<br />
* [http://www.crl.edu/archiving-preservation/digital-archives/metrics-assessing-and-certifying/trac The Trustworthy Repositories Audit & Certification: Criteria and Checklist (TRAC)] describes the characteristics of secure and sustainable digital repository management.<br />
* [http://www.opendoar.org/index.html The Directory of Open Access Repositories (OpenDOAR)] is an international directory of academic open access repositories, useful for those seeking options for depositing digital collections or models for developing new digital repositories.<br />
<br />
'''Storage'''<br />
* [https://lockss.org/locksswp/wp-content/uploads/2013/01/IDCC2013.pdf Distributed Digital Preservation in the Cloud]<br />
<br />
* [https://www.avpreserve.com/ AVPreserve's] [https://www.avpreserve.com/papers-and-presentations/cloud-storage-vendor-profiles/ Cloud Storage Vendor Profiles] breaks down the offerings of third party cloud storage providers from a preservation point of view. Assessment points include Data Management, Reporting/Metadata, Redundancy, Accessibility, Security, End of Service, and adherence to the [http://www.digitalpreservation.gov:8081/ndsa/activities/levels.html NDSA’s Levels of Preservation].<br />
<br />
== Digital Reformatting ==<br />
<br />
'''General'''<br />
* The [http://www.digitalpreservation.gov/formats/intro/intro.shtml Sustainability of Digital Formats page] provides detailed descriptions and notes on sustainability issues for [http://www.digitalpreservation.gov/formats/fdd/browse_list.shtml hundreds of digital file formats].<br />
* The [http://dashboard.diglib.org/ Digitization Cost Calculator] was created by the Digital Library Federation's [https://wiki.diglib.org/Assessment:Costs Cost Assessment working group] as a tool to "assist organizations in digitization project planning and benchmarking." The calculator currently supports projects involving image capture, but the Cost Assessment working group has plans to incorporate audio and audiovisual digitization in the future.<br />
<br />
'''Audio and Audiovisual'''<br />
* The [https://www.clir.org/ Council on Library and Information Resources] produced [https://www.diglib.org/strategies-audiovisual-digitization-projects/ Strategies for Audiovisual Digitization Projects] (2017), a free two-part webinar series that discusses multiple approaches that cultural memory institutions can take to digitally reformat audiovisual materials and collections. [http://clir.adobeconnect.com/pzarj5g51ujk/Effective Outsourcing with Audiovisual Digitization Service Providers] ([https://www.diglib.org/wp-content/uploads/sites/3/2017/11/Effective-Outsourcing-with-Audiovisual-Digitization-Service-Providers-Transcript.pdf Transcript], [https://www.diglib.org/wp-content/uploads/sites/3/2017/11/Effective-Outsourcing-Webinar-compressed.pptx Slides]), features a panel of representatives from a/v digitization vendors who discuss types of services and common hurdles faced by institutions. [http://clir.adobeconnect.com/pkxnnaqe40i9/ Low-Cost, DIY, and Community-Based Approaches to Audiovisual Digitization] ([https://www.diglib.org/wp-content/uploads/sites/3/2017/11/Low-Cost-DIY-and-Community-Based-Approaches-to-Audiovisual-Digitization-Transcript.pdf Transcript], [https://www.diglib.org/wp-content/uploads/sites/3/2017/11/DIY-AV-Dig-Webinar.pdf Slides]), features a panel of speakers who discuss a variety of tools, strategies, and organizations that are focused on creating broader access to resources needed for audiovisual digitization projects, and will provide guidance on how best to implement in-house audiovisual digitization programs.<br />
* The [http://www.arsc-audio.org/index.php Association for Recorded Sound Collections] (ARSC) released the [https://www.clir.org/pubs/reports/pub164/ ARSC Guide to Audio Preservation] in 2015 as a practical introduction to caring for and preserving audio collections. It is aimed at individuals and institutions that have recorded sound collections but lack the expertise in one or more areas to preserve them.<br />
* In 2016, the [http://www.digitizationguidelines.gov/audio-visual/ Audio-Visual Working Group] of the [http://www.digitizationguidelines.gov/ Federal Agencies Digitization Guidelines Initiative's] released [http://www.digitizationguidelines.gov/guidelines/Motion_pic_film_scan.html Guidelines: Motion Picture Film Scanning Projects]. This report includes "an introductory essay, a set of tables that describe a range of film 'inputs' and digital 'outputs,' and concludes with a model statement of work for outsourced conversion of film to video." Film digitization standards are still in the early stages of development, but this report provides a solid understanding of current best practices.<br />
* [http://www.dlib.indiana.edu/projects/sounddirections/facet/facet_formats.pdf Format Characteristics and Preservation Problems] (2007) "succinctly covers the format characteristics and preservation problems identified by [http://www.dlib.indiana.edu/projects/sounddirections/facet/ FACET (Field Audio Collection Evaluation Tool)] as contributing to instability, degradation, and/or increased risk, providing specific information to aid in ranking field collections using the FACET software application." FACET is an open-source application that "helps collection managers construct a prioritized list of audio collections by condition and risk, enabling informed selection for preservation." Even for institutions not using FACET, the publication is a good source of information (with several helpful visual aids) that can aid in the assessment of audio collections.<br />
* [http://archive.library.nyu.edu/preservation/movingimage/vipirshome.html Visual & Playback Inspection Ratings System] (ViPIRS) is a "Microsoft Access database tool designed to assist in the survey and preservation planning of audiovisual collections as part of Developing Principles and Methodologies for Moving Image and Audio Preservation in Research Libraries. ViPIRS is designed with a wide range of users in mind: from audiovisual novices to experts; from small institutions to large." ViPIRS has been developed for magnetic media, which includes modules for videotape, audiocassettes, and 1/4" reel-to-reel.<br />
* NEDCC | Northeast Document Conservation Center provides training on digitization of AV collections, including webinars and workshops. [https://www.nedcc.org]<br />
<br />
'''Still Image'''<br />
* The [http://www.digitizationguidelines.gov/ Federal Agencies Digitization Guidelines Initiative’s] (FADGI) [http://www.digitizationguidelines.gov/guidelines/digitize-technical.html Technical Guidelines for Digitizing Cultural Heritage Materials] focuses on defining practical methods and requirements for imaging projects.The FADGI Star System provides institutions with guidance in how to tailor a digitization effort based on a desired level of quality for the end product, from low-quality surrogates that provide only informational value to high quality image capturing.<br />
<br />
== Outsourcing Audiovisual Digitization ==<br />
* [https://www.avpreserve.com/ AVPreserve] has published two Request for Proposal (RFP) guides: [https://www.avpreserve.com/wp-content/uploads/2015/05/AVPS_Audio_Digitization_RFP_Guide.pdf Guide to Developing a Request for Proposal for the Digitization of Audio] and [http://www.avpreserve.com/wp-content/uploads/2013/10/AVPS_Digitization_RFP_Guide.pdf Guide to Developing a Request for Proposal for the Digitization of Video (and More)].<br />
<br />
* [http://guides.nyu.edu/ld.php?content_id=24817650 Digitizing Video for Long-Term Preservation: An RFP Guide and Template] "is intended to take an institution step-by-step through the process of drafting a Request for Proposals (RFP) for the transfer of analog video formats to digital carriers for preservation. This template can be used by libraries, archives, and other cultural heritage institutions and submitted to qualified transfer vendors."<br />
<br />
== Copyright and Intellectual Property ==<br />
<br />
'''General'''<br />
<br />
* [http://papers.ssrn.com/sol3/papers.cfm?abstract_id=1495365 Copyright and Cultural Institutions: Guidelines for Digitization for U.S. Libraries, Archives, and Museums] by Peter Hirtle, Emily Hudson, and Andrew Kenyon (2009) provides comprehensive coverage of all major copyright issues relevant to digitization in cultural heritage institutions. This work is [http://saa.archivists.org/store/copyright-and-cultural-institutions-guidelines-for-digitization/1598/ also available in print from the Society of American Archivists].<br />
<br />
* The [http://www.arl.org/ Association of Research Libraries], in particular its initiatives on [http://www.arl.org/focus-areas/research-collections/special-collections/2482-statements-principles-and-reports-of-arl-special-collections-working-groups#.VL82d0sn8RY Transforming Special Collections in the Digital Age] and on [http://www.arl.org/focus-areas/copyright-ip#.VL81v0sn8RY Copyright and Intellectual Property], has published a variety of documents relevant to the digitization of special collections and archives, including a 2012 special issue of [http://publications.arl.org/rli279/1 Research Library Issues] that covers legal concerns related to digitizing rare and unique materials.<br />
<br />
* [http://localcontexts.org/tk-labels/ Traditional Knowledge (TK) Labels] are a tool for Indigenous communities to add existing local protocols for access and use to recorded cultural heritage that is digitally circulating outside community contexts. They can be used to identify and clarify which material has community-specific restrictions regarding access and use.<br />
<br />
<br />
'''Determining Copyright Status'''<br />
<br />
* The [http://librarycopyright.net/resources/digitalslider/ ALA Copyright Slider] is a simple, user-friendly guide to determining copyright status of works.<br />
<br />
* [https://copyright.cornell.edu/resources/publicdomain.cfm Copyright Term and the Public Domain in the United States] contains a helpful and very thorough chart for determining the copyright status of works created and/or published in the United States.<br />
<br />
* [http://www.clir.org/pubs/abstract/reports/pub144 Copyright and Related Issues Relevant to Digital Preservation and Dissemination of Unpublished Pre-1972 Sound Recordings by Libraries and Archives] describes what libraries and archives can legally do to preserve and make accessible holdings of unpublished sound recordings.<br />
<br />
* [http://rightsstatements.org/files/151002recommendations_for_standardized_international_rights_statements.pdf Recommendations for Standardized International Rights Statements] is a white paper summarizing the conclusions of a working group convened by the [http://dp.la/ Digital Public Library of America] and [http://www.europeana.eu/portal/ Europeana].<br />
<br />
<br />
<br />
'''Audiovisual'''<br />
* [http://guides.nyu.edu/ld.php?content_id=24818036 Video at Risk: Strategies for Preserving Commercial Video Collections in Libraries] "seek[s] to clarify exemptions for copying audiovisual works under Section 108(c) of the United States Copyright Act and thereby enhance the ability of librarians to preserve their video collections."<br />
<br />
'''Orphan Works'''<br />
<br />
* The [http://www.cmsimpact.org/fair-use/best-practices/statement-best-practices-fair-use-orphan-works-libraries-archives Statement of Best Practices in Fair Use of Collections Containing Orphan Works for Libraries, Archives, and Other Memory Institutions] developed by the Center for Media & Social Impact at American University and the UC Berkeley School of Law, includes clear guiding principles for us in determining when to apply fair use in the digitization and online publication of orphan works. The statement was produced after talking with librarians and archivists around the country.<br />
<br />
* In 2009, the [http://www2.archivists.org/ Society of American Archivists] issued [http://www2.archivists.org/sites/all/files/OrphanWorks-June2009.pdf Orphan Works: Statement of Best Practices] to guide decision-making in conducting research into the copyright status of unpublished collections. The document includes a variety of useful links and appendices.<br />
<br />
== Provenance, Privacy, and Ethics ==<br />
<br />
* The [http://www.atalm.org/ Association of Tribal Archives, Libraries, and Museums] maintains a [http://www.atalm.org/node/52 list of resources relevant to the care of cultural materials of indigenous peoples].<br />
<br />
* The [http://www2.archivists.org/ Society of American Archivists] (SAA) has convened a [http://www2.archivists.org/groups/native-american-archives-roundtable/protocols-for-native-american-archival-materials-information-and-resources-page task force] to revise and strengthen the Protocols for Native American Archival Materials (PNAAM), based upon [http://www2.nau.edu/libnap-p/protocols.html a document produced in 2007]. The draft document contains [http://www2.nau.edu/libnap-p/resources.html a useful bibliography of general resources on archives and ethics].<br />
<br />
* The SAA case study, [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution], provides one example of how an institution interpreted the [http://www2.nau.edu/libnap-p/protocols.html Protocols] and the [http://www2.archivists.org/statements/saa-core-values-statement-and-code-of-ethics SAA Code of Ethics].<br />
<br />
* [https://archives2016.sched.org/event/7f8V/111-archives-and-digital-inequality Archives and Digital Inequality, annotated collaborative bibliography] is a collections of resources and readings by the ''Archives and Digital Inequality'' pop-up session at SAA 2016.<br />
<br />
* The [http://www.mnh.si.edu Smithsonian National Museum of Natural History] has maintained a bibliography of online resources titled the [http://anthropology.si.edu/naa/home/culturally_sensitive.html Ethics of Exhibiting Culturally Sensitive Materials Online]. This bibliography was last updated in 2010.<br />
<br />
* [http://www.ala.org/advocacy/privacyconfidentiality/toolkitsprivacy/privacy The ALA Privacy Toolkit]<br />
<br />
== Funding Opportunities ==<br />
This section includes a listing of organizations that provide support for projects involving digitization of archival materials for preservation and access. This list is not exhaustive and submissions are encouraged (send submissions to DigiWiki@clir.org).<br />
<br />
* The [http://www.neh.gov/ National Endowment for the Humanities] (NEH) supports digitization and related activities through the [http://www.neh.gov/grants/preservation/humanities-collections-and-reference-resourcesHumanities Collections and Reference Resources] program, the [http://www.neh.gov/grants/preservation/national-digital-newspaper-program National Digital Newspaper Program], and the [http://www.neh.gov/grants/preservation/preservation-and-access-research-and-development Preservation and Access Research and Development] grants.<br />
<br />
* The [http://www.archives.gov/nhprc/ National Historical Publications & Records Commission] (NHPRC) offers funding for digitization and related activities through the [http://www.archives.gov/nhprc/announcement/access.htmlAccess to Historical Records] program and the [http://www.archives.gov/nhprc/announcement/digital.html Digital Dissemination of Archival Collections] program.<br />
<br />
* The [https://bavc.org/preserve-media/preservation-access-program Bay Area Video Coalition] (BAVC) will be offering a sliding scale discount of up to 70% for tape-to-file video preservation transfer services to individual artists and small to medium sized arts and cultural heritage organizations. U.S. based individual artists and visual, performing and cultural arts organizations, historical societies and regional archives with arts-related collections are invited to apply for discounted services through an application process.<br />
<br />
* The [http://www.grammymuseum.org/programs/grants-program GRAMMY Museum Grant Program] awards grants to organizations and individuals to support efforts that advance the archiving and preservation of the music and recorded sound heritage of the Americas. The Archiving and Preservation area has two funding categories: Preservation Implementation ($20,000 max award) and Assistance, Assessment and/or Consultation ($5,000 max award).<br />
<br />
* The [https://www.filmpreservation.org/nfpf-grants/overview National Film Preservation Foundation] offers several types of preservation grants supporting the creation of preservation and access copies of American orphan films of historic and cultural interest. [https://www.filmpreservation.org/nfpf-grants/basic-preservation-grants Basic Preservation Grants] are the best choice for most institutions. Offered twice yearly, these grants award cash and in some cases services donated by laboratories and post-production houses. The larger [https://www.filmpreservation.org/nfpf-grants/matching-grants Matching Grants] enable experienced preservationists to undertake more extensive projects. The [https://www.filmpreservation.org/nfpf-grants/avant-garde-masters-grants Avant-Garde Masters Grants], funded through the generous support of The Film Foundation, target the preservation of motion pictures significant to the development of the avant-garde in America.<br />
<br />
== Education and Training Opportunities ==<br />
* [https://www.diglib.org/strategies-audiovisual-digitization-projects/ Strategies for Audiovisual Digitization Projects] is a free two-part webinar series that discusses multiple approaches that cultural memory institutions can take to digitally reformat audiovisual materials and collections. '''Effective Outsourcing with Audiovisual Digitization Service Providers''' includes representatives from a variety of audiovisual digitization service providers who discuss types of available services and common hurdles faced by institutions. '''Low-Cost, DIY, and Community-Based Approaches to Audiovisual Digitization''' has speakers discuss a variety of tools, strategies, and organizations that are focused on creating broader access to resources needed for audiovisual digitization projects. Speakers also provide guidance on how best to implement your own audiovisual digitization program.<br />
<br />
* [http://dp.la/ The Digital Public Library of America] (DPLA), working in partnership with trainers at the [https://www.digitalcommonwealth.org/ Digital Commonwealth], the [http://dlg.galileo.usg.edu/?Welcome Digital Library of Georgia], the [http://mndigital.org/ Minnesota Digital Library], the [http://montanamemory.org/ Montana Memory Project], and the [http://mwdl.org/ Mountain West Digital Library], have developed a workshop curriculum based on documented best practices for library digitization. A self-guided version of the curriculum intended for digitization beginners is available on the DPLA website through the [http://dp.la/info/about/projects/public-library-partnerships/ Public Library Partnerships Project].<br />
<br />
* [http://www.lyrasis.org/Pages/Main.aspx Lyrasis] offers a variety of classes relevant to digitization and digital content management, such as ''Introduction to Audio Visual Digitization'', ''Introduction to Digital Project Management Planning'', and ''Digitization for Small Institutions''. The [https://www.lyrasis.org/Pages/Events.aspx classes and events schedule] contains up-to-date information about offerings.<br />
<br />
* The [https://www.nedcc.org/preservation-training/training-currentlist Northeast Document Conservation Center] (NEDCC) offers a variety of programs, including several related to digital collections, digital preservation, and preservation of audiovisual collections.<br />
<br />
* The [http://sustainableheritagenetwork.org/ Sustainable Heritage Network] offers a variety of [http://sustainableheritagenetwork.org/browse?keys=&tid%5B%5D=65&promote=All in-person and online tutorials] related to archival best practices, ethics, appraisal, processing, and digitization.<br />
<br />
== Information from Digitization Service Providers ==<br />
<br />
'''NOTE''': ''This section is provided for convenience and information only. The Digital Library Federation and the Council on Library and Information Resources do not recommend or endorse any specific digitization service provider, and the use or non-use of any particular provider has no bearing upon any applicant's consideration in the [https://www.clir.org/hiddencollections Digitizing Hidden Special Collections and Archives] or [https://www.clir.org/recordings-at-risk Recordings at Risk] competitions.''<br />
<br />
[http://home.arcasearch.com/ ArcaSearch] is the leader in document preservation and search for historical, educational, corporate, and government archives. ArcaSearch's expertise is digitally preserving original materials, and then creating an easy to use searchable archive. ArcaSearch was awarded a patent in 2010 for its image capture process that produces high quality and fast search results. For a live demonstration, contact Chuck Miotke, ArcaSearch General Manager, at [mailto:chuck.miotke@arcasearch.com chuck.miotke@arcasearch.com] or at 989 430 3877.<br />
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[http://www.audiomechanics.com/ Audio Mechanics] provides detailed evaluation and high quality preservation transfers of archival audio formats including analog audiotapes, digital media, discs and cylinders as well as optical and magnetic film soundtracks. Clients trust our aesthetic sensibilities and proprietary techniques. For over 24 years Audio Mechanics has serviced the preservation needs of domestic and international public and private institutions and the major film studios. Audio Mechanics offers an exclusive, highly successful process for cleaning and transferring deteriorating magnetic film (shrunken/vinegar syndrome).<br />
* Highly experienced staff of audio engineers specializing in transfer/preservation/restoration <br />
* Extensive noise removal software tools (NoNoise, Cedar, Waves, IzotopeRX, Adobe Audition)<br />
* Library inventory metadata prioritization analysis for preservation/migration/archival transfer <br />
* Incubation dehydration preparation and or baking for sticky shed syndrome transfer<br />
* Mold abatement and remediation of audio media<br />
* High Resolution preservation transfers up to 24bit-192K available<br />
* Physical and aural evaluation, JPEG documentation and detailed QC reports during and after capture<br />
* Checksum and digital data integrity confirmation on all deliverable files<br />
<br />
Custom analog audio source machines<br />
<br />
Audio Mechanics analog transfer equipment utilizes custom or modified audio electronics matching or exceeding original manufacturers specs and audiophile analog-to-digital converters for best possible sound quality capture. Our tape machine transports have been modified to facilitate shrunken material to minimize potential mechanical issues and to improve sound quality and the safety of transferring deteriorating masters.<br />
<br />
Location and contact information: 1200 West Magnolia Blvd., Burbank, California 91506 | (818)846-5525 | John Polito<br />
----<br />
[https://bavc.org/preserve-media Bay Area Video Coalition] is one of the nation’s longest-standing non-profit video and audio preservation organizations. BAVC remains a leader in the field, developing the highest quality preservation standards and practices while working with individuals and cultural, academic, and media organizations to meet a range of needs for preserving historically and artistically important video and audio materials. BAVC provides [https://bavc.org/preserve-media/services/assessment-and-planning Assessment & Planning] and [https://bavc.org/preserve-media/services/transfer-services Transfer services]. BAVC's [https://bavc.org/preserve-media/preservation-access-program Preservation Access Program] offers reduced rates on video and audio preservation services to artists and small- to mid-sized arts and cultural heritage organizations. Services include analog-to-digital preservation transfers at a discounted rate based on organizational budget size. NEA funding also supports BAVC’s efforts to advance audiovisual preservation practice and theory based on new and innovative developments in the field. <br />
<br />
The deadline for the next round of PAP is forthcoming, and will likely be in the late summer of 2017! Questions can be answered by calling 415-558-2131 or by emailing preservation-at-bavc.org).<br />
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[https://bmiimaging.com BMI Imaging Systems, Inc.] enables libraries to transform microfilm records into a digital format that provides easy access and image enhancement capabilities never seen before. In addition to the archival TIFF used for inclusion to the State/National repositories, BMI provides a solution that allows patrons to scroll digital microfilm rolls from a computer and use full text search to find records, articles, and photos for interim access. Adjustable grayscale allows users to turn black and white images into real photos. For more information please contact Jake Walker at (800) 488-3456 ext 406 or jwalker@bmiimaging.com.<br />
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[https://cuttingcorporation.com The Cutting Corporation] is an Audio Preservation Lab that specializes in preserving obsolete analog audio recordings to high quality digital format. Using both contemporary and vintage audio equipment mixed with years of knowledge and experience, we are able to offer exceptionally high quality analog to digital conversions for practically any type of audio media. Whether you are a university archive with oral histories or an individual with family recordings, we can provide a customized digitization solution for your audio collection.<br />
<br />
For additional information, please contact Aaron Coe at 301.654.2887.<br />
----<br />
[https://www.danskfilmdigitization.com/ DANSK Film Digitization], now partnered with PostWorks NY, is providing even more robust, comprehensive solutions to digitizing 16mm & 35mm film, as well as video tape. Clients include universities, government agencies, libraries, filmmakers, media companies and news agencies. Our innovative, high-precision Steenbeck Digitizing Table offers best quality, fast-turnaround, affordable results and the best treatment for films which may have deteriorated or shrunken.<br />
We are also proud to offer a state-of-the-art, robust AI Restoration and Color Correction service which produces very impressive results more quickly and at less cost than traditional methods.<br />
*Digitization of 16mm and 35mm film, including sep mag, optical track and all other audio-on-film formats<br />
*Digitize 2K or 4K at up to 60fps<br />
*Steenbeck Digitizing Table highly is tolerant of damaged perforations, fragile splices, warped, brittle and shrunken films<br />
*A.I. Restoration & Color Correction Services – See some samples: [https://vimeo.com/user91936573]<br />
*Expert in analysis and evaluation of archive condition providing best options for preservation and restoration<br />
*Physical repair, splicing and cleaning using Lipsner-Smith Ultrasonic cleaner<br />
*Video digitization from all formats<br />
*Traffic department and climate-controlled vault for careful tracking and storage of your valuable assets<br />
*An expert support team of engineers, programmers, colorists and other film and digital media specialists<br />
*Steenbeck technology allows for the option of quick, simple set-up, on your site, if your archives cannot be moved.<br />
Main offices are located at 110 Leroy Street, New York, NY 10014. Please contact us at 212-894-4000 (Main) or 212-886-5230 (Direct).<br />
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[http://www.databankimx.com DataBank] is a National Document & Information Management Company with over 23 years of experience in document conversion and automation. Their areas of expertise include the conversion of photos, archival documents and legacy microfilm or microfiche collections. They offer seamless integration with repositories for storage and retrieval of scanned media. For additional information contact Kathy Berger, Senior Solutions Consultant, at kberger@databankimx.com or at (603) 463-0154.<br />
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[http://digitalmediaservices.com/services/high-volume-digitization/ Digital Media Services] has an Archival Digitization program for the preservation and conversion of physical tape and film formats into the latest digital file formats. It has digital archive service centers on both U.S. coasts to minimize shipping costs and times for clients. For a free quote or questions concerning an upcoming project, please contact Keith Eland, Senior Account Executive, by phone at 646-975-6122, or by email at keland@digitalmediaservices.com.<br />
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[http://www.digitalrevolution.tv Digital Revolution] is a full service Multi Media facility located in the heart of San Francisco. Founded by Paul Grippaldi in 2004, Digital Revolution is dedicated to helping clients create high quality digital media. From Legacy Media Digitizing : Preservation : Archiving : Video Creation : Post Production : Disc & USB Copying Services, Digital Revolution is the choice of Corporations, Educational Institutions, Non-Profits, Film Companies, Government Agencies and Individuals for their multi-media needs. For additional information call Digital Revolution at 415-398-1200.<br />
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[http://www.immurerecords.com/ Immure Records] is a Minnesota-based company that provides video and audio media transfer and restoration services for a variety of formats. Address: 1740 130th Ave. NE Blaine, MN 55449 | Phone: (763) 862-5992 | Email: info@immurerecords.com<br />
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[http://www.idiimage.com/ Innovative Document Imaging (IDI)] maintains an 8,500 state-of-the-art digital conversion facility in East Brunswick, New Jersey and a 7,500 square facility in Shelton Connecticut. The Ct. site supplies the highest-quality microfilm-from-digital images utilizing electron-beam technology and microfilm mastering and duplication services for the world’s largest publishers. <br />
Our company mission is to deliver the best service possible at reasonable cost for the digital conversion of paper documents, newspapers, maps, books, bound materials, microfilm, and microfiche. IDI balances price, quality, and speed in order to provide clients digital assets at the specifications and with the necessary tools to meet their requirements, where possible we can exceed their expectations. In addition to data conversion, IDI prides itself on its ability to go the extra step and fulfill metadata, data archiving, or enterprise content management needs as they arise.<br />
<br />
Innovative Document Imaging’s name directly reflects its approach to serving its clients by focusing on “innovation.” IDI is more than a content conversion facility. It is also a re-seller of digital equipment and enterprise content management systems that has partner relationships with Canon, Konica-Minolta, Kirtas, and Kofax. IDI is also a developer of content management systems for use by libraries and private firms, including its E-File and DigiFind-It Cloud Portal solutions and it is an electronic archive backup system for various enterprises.<br />
In all these endeavors, IDI seeks to present a suite of solutions for content imaging, data management and short and long term digital storage for its clients. Currently, IDI specializes in serving libraries, museums, historical societies and associations, publishers, and pharmaceutical companies.<br />
IDI’s 7,500 square facility in Shelton Ct. supplies the highest-quality microfilm-from- digital images utilizing electron-beam technology and microfilm mastering and duplication services for the world’s largest publishers, museums and libraries.<br />
<br />
* [http://idiimage.com/index.php/facility-tour-2017/ Facility tour]<br />
* [http://www.idiimage.com http://www.idiimage.com]<br />
* [http://www.dmmem.com http://www.dmmem.com]<br />
* [http://www.ebeamimaging.com http://www.ebeamimaging.com]<br />
* [http://www.digifind-it.com http://www.digifind-it.com]<br />
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The [http://www.archive.org Internet Archive] (IA) is one of the world’s largest public digital libraries, with an extensive collection of human culture. The goal is to provide free access to all knowledge in an accessible, digital format for researchers, historians, people with disabilities, and the general public. The Internet Archive also offers online access and discovery of digital content, including [http://archive.org/texts public domain eBooks] and a more selective collection of public domain and non-public domain texts available for lending at [https://openlibrary.org OpenLibrary.org].<br />
<br />
IA offers non-destructive digitization with a range of analog and born-digital formats, including: printed materials that are bound and unbound (books, magazines, yearbooks, etc.), archival materials, photographs, microfilm, microfiche, film and video (8mm and 16mm). Services include photographic imaging, digital processing, preservation, and access to digital data. Items to be digitized can be sent to one of 33 regional digitization centers around the world, or portable equipment can be placed on-site within libraries and archives. Questions: DigitalLibraries@archive.org<br />
<br />
For an overview of the Internet Archive workflow, please click [http://archive.org/details/ProcessDocument this link]; To reach one of the Internet Archive centers, view contact info at [http://archive.org/scanning this link]; and to purchase digitization equipment, follow [http://archive.org/scanning/tabletopscribe this link].<br />
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[http://www.lunaimaging.com/#welcome Luna Imaging, Inc.] offers digitization and software & hosting services for building and maintaining digital collections. Digitization services include: Preservation scanning; Access capture; Book capture services; and OCR, PDF, BookReader processing.<br />
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[http://www.lyrasis.org LYRASIS] can support special collections and archival digitization projects by providing:<br />
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* Digitization and Project Management Services – working through its [http://www.lyrasis.org/digitize/ Digitization Collaborative] LYRASIS can digitize a wide range of source materials including print/manuscript/microfilm/photographic materials/audio/video and film and manage the process for you.<br />
* Staff Expertise – information on processes and standards for project planning<br />
* Professional Development Opportunities – LYRASIS offers a wide range of classes and can provide specific digitization classes to suit local needs.<br />
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[http://www.massproductions.net/ Mass Productions] is an expert Audio, Video, and Film Preservation service with over 25 years of experience. Mass Productions specializes in digitizing large archives of obsolete media, and has an excellent reputation with Universities and Libraries. They have preserved thousands of audio and video recordings of great historical value.<br />
<br />
Archive Services include:<br />
<br />
* NARA and Library of Congress archive standards compliance<br />
* Free onsite consultation<br />
* Free pickup and delivery of your media ( in Boston area )<br />
* Highest Resolution Media Transfers and Reformatting<br />
* Mold removal, Tape baking, and repairs<br />
* Film color correction<br />
* Information Technology Consultation<br />
* Metadata collection and embedding<br />
* Free access copy files for web sharing<br />
* Raid data storage and backup during production<br />
* Delivery on Hard Drive, FTP, or Cloud<br />
<br />
Please contact Mass Productions at [mailto:info@massproductions.net info@massproductions.net] or call 617-501-1738.<br />
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[http://www.memnon.com Memnon Archiving Services] offers a range of services to digitize, restore, preserve and provide access to audio-visual and cultural archives. Our unique parallel workflow system is designed to ensure quality while allowing larger volumes of materials to be preserved. Memnon’s services are suitable for a wide range of archive owners – from cultural institutions, libraries, universities and record labels. Memnon has accrued over 15 years of experience working with audio-visual technology throughout in Europe, North America, Africa and the Middle East. Our workforce has evolved into a multi-disciplinary team of engineers, computer specialists, documentation and meta-data management experts and project managers. A Sony Company since 2015, Memnon has the flexibility to provide services in a way that best fits our clients’ needs. Our North American headquarters are located in Bloomington, Indiana.<br />
<br />
* ''Outsourced Service'' - In four delivery centers around the world, we propose an easy and paramount solution for all your archiving needs, ensuring high efficiency and fast project completion.<br />
* ''On-site Managed Service'' - Memnon in-a-box is our onsite managed service to provide digitization service in your facilities- planning, setup, ramp up, delivery, completion, removal. Memnon manages and operates the project in your facilities, with optional deployment of your staff and your equipment if requested. Leverage Memnon’s workflows, tools, operational procedures, equipment, staff and expertise, with no further investment for you.<br />
* ''Hybrid Services'' - Depending on your specific requirements, Memnon can implement a mixed approach where part of the digitization process is done in-house while other parts are outsourced.<br />
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Specific Services:<br />
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* ''Audio Digitization'' - Memnon has a complete range of equipment for reading a wide range of sound formats. We make it our business to constantly acquire equipment of all kinds and have extensive experience of working with delicate and complex formats and innovative new techniques.<br />
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* ''Video Digitization'' - Memnon is committed to providing high quality cleaning and processing to enhance media quality while ensuring authenticity of the original content, fast transfer through latest automated preservation processes and excellent cost efficiency.<br />
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* ''Film Digitization'' - Film digitization is a sensitive and delicate task requiring a great deal of knowledge and know how. Our highly qualified team handles your material with care and puts all its skills to restore, clean, repack, synchronize sound, catalog and digitize your collections.<br />
<br />
* ''Restoration and Treatment'' - Memnon ensures authenticity of the original content through latest, cost efficient and excellent preservation processes by high quality cleaning and treatment, a large panel of media quality enhancements and restoration of the recordings.<br />
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* ''QC & Delivery'' - Thanks to its 25-year history in the sector, the company delivers the highest quality in industrial processes and quality control methodologies trough industry and Memnon proprietary tools.<br />
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* ''Metadata Management, Content Indexation and Enrichment'' - We help to create, manage and consolidate from different source of metadata in the digitization and we can enrich your context based information with various automated processes.<br />
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* ''Project Management'' - To meet expectations precisely, we draw up detailed specifications with the clients representatives prior to the initiation of the project. Safeguarding of the collections fidelity and integrity is a must in any of our logistic and production processes. Specific procedures are in place to ensure a controlled and secured environment and all our employees are well aware of the cultural and historical value of materials and of the sensitivity to content’s nature.<br />
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* ''Workflow and Tools'' - Based on the unique expertise in handling large scale digitization and physical carrier handling, Memnon’s in-house R&D unit has develop proprietary workflow management platform and unique toolsets to advance, monitor and manage the entire workflow and carrier handling through the entire process.<br />
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* ''Cataloguing and Collections Planning'' - Memnon offers clients support and services for Cataloguing and Collections Planning process. This is often the very first setup to assess what exists in the archives, and to prepare and sort the collections for an accurate quote and shipment planning.<br />
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[https://www.nedcc.org NEDCC | Northeast Document Conservation Center] is an independent conservation laboratory specializing in the conservation and preservation of paper-based collections. NEDCC provides professional conservation treatment for books, maps, photographs, documents, parchment, papyrus, manuscripts, architectural plans, and works of art on paper. NEDCC’s Imaging Services department provides digital imaging services and specializes in rare, historic, and oversize materials, as well as X-Ray Film scanning and reformatting for black and white and color negative films and color transparencies. The Center now offers digitization of audio media using traditional and optical-scanning technologies (IRENE) and specializes in unique, damaged, or at-risk recordings on wax cylinder, lacquer disc, and magnetic and digital audiotape.<br />
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[http://northeasterndigital.com/ Northeastern Digital] is a full service digital mastering facility, specializing in the digitization of analog tape. With 35 years of expertise, we have transferred and restored hundreds of legacy music recordings for major artists and labels (David Bowie, Arlo Guthrie, Bob Marley, Alison Krauss, Biograph Records, Rounder Records). Our approach is this: every music recording is unique and requires special attention and custom equipment to optimize the transfer and yield the best results. All tape formats are accepted and all digital target formats are available. If your materials are in the general DC area, we can pick them up, so that you avoid any risk of loss or damage from shipping.<br />
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[http://www.normicro.com Northern Micrographics] has over 60 years of experience partnering with clients in library, academic, commercial and industrial markets to provide superior preservation imaging products and services. They scan a variety of object types including bound and disbound volumes, photos, maps, microfilm and microfiche. Northern Micrographics can also help place digital collections online with custom software products, ProSeek® and PhotoAtlasTM. They also offer a variety of other services including microfilming, microfilm duplication, metadata development, data conversions, hosting and bookbinding. Contact Northern Micrographics at 800-236-0850 or at sales@nmt.com to learn more.<br />
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[http://www.nestorsalomon.com/ SALOMON MASTERING & RESTORATION] is an audio studio/laboratory, located in San Juan, Puerto Rico. Dedicated to mastering, conservation and restoration of collections of sound documents, recorded in different media and old formats, for organizations and archival institutions. The audio engineer Néstor Salomón also provides consulting services for archival organizations and record labels. Website: [http://www.nestorsalomon.com/ www.nestorsalomon.com] - Tel / Whatsapp: +1 787 949-9065 - Email: nestorsalomon_ar@hotmail.com<br />
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[http://www.twocatdigital.com Two Cat Digital] has been providing world-class digital imaging and consulting services since 2003 with a particular emphasis on cultural heritage institutions and materials. Their passion is in designing and managing efficient digitization workflows, and for helping clients bring their valuable collections to light. Two Cat clients include hundreds of institutions including museums, libraries, universities, government agencies, architects, photographers and non-profit organizations. For additional information contact Two Cat at info@twocatdigital.com.<br />
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If you would like to suggest a resource for inclusion on this page, send your suggestion to [mailto:info@diglib.org info@diglib.org]. The DLF is currently seeking professionals from DLF member institutions who would like to participate in a working group to develop and maintain the content of this page. Prospective volunteers for this group should also send expressions of interest to DigiWiki@clir.org.</div>Joymbankshttps://wiki.diglib.org/index.php?title=Strategies_for_Advancing_Hidden_Collections&diff=14770Strategies for Advancing Hidden Collections2019-09-10T19:52:11Z<p>Joymbanks: /* Overcoming project hurdles: Approaches to identifying and managing collection red flags */</p>
<hr />
<div>This resource library has been prepared for gallery, library, archive, and museum (GLAM) workers engaged in collection processing projects. Compiled by experts from the GLAM communities, the library is arranged to support the content of the CLIR [https://www.clir.org/hiddencollections/sahc Strategies for Advancing Hidden Collections] (SAHC) webinar series. A wide range of solutions and suggestions for a variety of collecting organizations appear below; inclusion of links on this page does not necessarily represent an endorsement of an organization or a product by CLIR or any individual connected with the SAHC project.<br />
<br />
'''Project Coordinator'''<br />
<br />
Joy M. Banks, Consultant<br />
<br />
'''Speakers'''<br />
* Angela Kipp, Collection Manager, TECHNOSEUM and Administrator, [http://world.museumsprojekte.de/ Registrar Trek]<br />
* Rosemary Pleva Flynn, Principal Librarian, Library and Information Services Team Lead, Energy and Environmental Research Center (EERC) at the University of North Dakota<br />
* Sarah Leu, Project Archivist, Historical Society of Pennsylvania<br />
* Beth Knazook, Library Juice Academy and Queen's University<br />
* Jessica Bitely, Director of Preservation Services, Northeast Document Conservation Center (NEDCC)<br />
* Yvonne Ng, Senior Archivist, WITNESS<br />
* Ellen Ryan, Head of Special Collections and Archives and Assistant Professor, Idaho State University<br />
<br />
'''Curriculum Committee'''<br />
* Stephanie Gaub Antequino, Memorabilia Archivist, Planet Hollywood International<br />
* Casey Davis, Project Manager, American Archive of Public Broadcasting<br />
* Tamar Evangelista-Dougherty, Consultant<br />
* Linda Hocking, Curator of Library and Archives, Litchfield Historical Society<br />
* Daniel Johnson, Digital Preservation Librarian, University of Iowa<br />
* Holly Mengel, Manuscripts Cataloging Librarian, University of Pennsylvania<br />
* Matthew Peek, Military Collections Archivist, State Archives of North Carolina<br />
* Kelly Revak, Processing Archivist, Library of Congress<br />
<br />
Additions to this library are welcome. Readers may contribute to its development by [https://wiki.diglib.org/index.php?title=Special:CreateAccount&returnto=Main+Page creating an account], or by sending suggestions to [mailto:cwilliford@clir.org Christa Williford] at CLIR.<br />
<br />
== Where to begin: Basics of project planning for GLAM organizations ==<br />
The resources in this section will help lay the foundation for successful project planning and management.<br />
<br />
Additional information on the January 11, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>Vd4x6nQvu8g</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_transcript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017_Wheretobegin_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat4.pdf General webinar chat] <br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp_chat1.pdf Key Elements of a Project]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat2.pdf Time to Catalog]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat3.pdf Project Management]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar:<br />
https://www.surveymonkey.com/r/L9CYDRQ.<br />
<br />
Jump to:<br />
[[#General|General]] | [[#Selecting the best collection management system|Selecting the best collection management system]] | [[#Collection Prioritization & Assessment|Collection Prioritization & Assessment]] | [[#Workflow|Workflow]] | [[#Project Management Tools|Project Management Tools]]<br />
<br />
=== General ===<br />
* [https://www.clir.org/hiddencollections/meetings/2010HCsymposium.html CLIR 2010 Hidden Collections Symposium]<br />
* [https://www.clir.org/hiddencollections/2015-symposium-unconference/symposium-abstracts CLIR 2015 Hidden Collections Symposium & Unconference]<br />
* [http://registry.clir.org/ CLIR Hidden Collections Registry]<br />
* [https://www.webjunction.org/explore-topics/planning-coordination.html WebJunction Planning & Coordination Topic Page]<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources]<br />
* [http://openglam.org/ OpenGLAM]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Selecting the best collection management system ===<br />
Note: Some of these resources may be dated but can still contain useful information. SEE ALSO [[#Collection_access:_Describing.2C_cataloging.2C_and_processing_with_the_future_in_mind|Collection access: Describing, cataloging, and processing with the future in mind]]<br />
<br />
'''For all institution types'''<br />
* [http://carlibrary.org/CarLibrary-CollectionManagementSystems.htm CarLibrary.org - Collection Management Systems] - A detailed resource discussing all aspects of selecting a management system including a number of links to additional resources. The page also includes a link to a [http://carlibrary.org/CarLibrary-CMS-Table.htm summary table] of a wide range of CMS software systems.<br />
'''For Museums'''<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - Tips on selecting the right museum CMS software from [https://www.historyassociates.com History Associates, Inc.].<br />
* [http://manyonline.org/professional-development/collections-management-software Collections Management Software] - A list with additional information on software systems designed specifically for the museum collection management environment from the [http://manyonline.org Museum Association of New York].<br />
* [http://rcaam.org/cms/wp-content/uploads/2011/05/Graduate-Studies-Thesis-Collections-Management-Elana-Carpinone.pdf Museum Collections Management Systems: One Size Does NOT Fit All] - Masters Thesis by Elana C. Carpinone, Seton Hall University, May 2010<br />
* [http://www.idea.org/blog/2011/04/07/collection-management-systems-museums-and-the-web-2011/ Collection management systems: Museums and the Web 2011] - A listing and explanation of collection management systems represented at the [http://www.museumsandtheweb.com/mw2011.html Museums and the Web 2011] event.<br />
'''For Libraries'''<br />
* The Small Libraries Manager's Handbook, edited by Alice Graves. Includes several chapters on system selection.<br />
'''For Archives'''<br />
* [https://www.clir.org/pubs/reports/spiro/spiro/spiro_Jan13.pdf Archival Management Software] - A report for the Council on Library and Information Resources (CLIR) by Lisa Spiro, January 2009<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Prioritization & Assessment ===<br />
* [http://www.pacsclsurvey.org/ PACSCL Survey Initiative] - Includes information and resources from the Philadelphia Area Consortium of Special Collections Libraries (PACSCL) Consortial Survey Initiative project to assess backlogged archival collections.<br />
* [https://psap.library.illinois.edu/about Preservation Self-Assessment Program (PSAP)] - A free, online tool that helps collection managers prioritize efforts to improve conditions of collections developed by the University of Illinois, University Library through the IMLS<br />
** [https://www.imls.gov/news-events/project-profiles/extending-preservation-self-assessment-option-libraries-archives-and Press Release from IMLS]<br />
* [http://www.oclc.org/content/dam/research/publications/library/2011/2011-07.pdf Taking Stock and Making Hay: Archival Collections Assessment] - A report from OCLC by Martha O'Hara Conway and Merrilee Proffitt, July 2011.<br />
* [http://nationalwomansparty.org/wp-content/uploads/2011/02/Strategy-and-Priorities-for-Cataloging.pdf Strategy and Priorities for Cataloging the National Woman's Party Collection] - A report from the Sewall-Belmont House and Museum that can be used as a sample collection analysis tool<br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Benchmarks in Collections Care] - The resources page provides access to information on Benchmarks in Collection Care as well as the self assessment checklist to aid in establishing realistic colleciton goals. This is a resource provided by the [http://www.collectionstrust.org.uk/ Collections Trust].<br />
* [http://library.columbia.edu/services/preservation/audiosurvey.html Survey Instrument for Audio & Moving Image Collections] - A resource developed by the Columbia University Libraries to inventory and assess audio and moving image materials.<br />
* [http://www.avcompass.bavc.org/ AV Compass] - A free online resource from the [https://www.bavc.org/ Bay Area Video Coalition] to help organize, preserve, and access AV collections.<br />
* [http://library.columbia.edu/services/preservation/survey_tools.html Special Collections Materials Survey Instrument] - A resource developed by the Columbia University Libraries to evaluate under-processed archival collections.<br />
* [http://tools.aaslh.org/steps/ Standards and Excellence Program (StEPs)] - A self-study program developed by the American Association for State and Local History (AASLH) designed specifically for small to mid-sized organizations.<br />
* [http://www.aam-us.org/resources/assessment-programs American Alliance of Museums (AAM) Assessment Programs] - A page describing the Continuum of Excellence to help move organizations towards better stewardship of their collections.<br />
* [https://www.imls.gov/grants/available/collections-assessment-preservation-program-cap IMLS Collections Assessment for Preservation Program (CAP)] - A grant program through the Institute of Museum and Library Services (IMLS). Deadline for applications vary.<br />
* [http://www.digitalpreservation.gov/documents/NDSA_Levels_Archiving_2013.pdf NDSA Levels of Digital Preservation] - Includes explanations and uses for maintaining and preserving digital files in archival settings.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Workflow ===<br />
* [http://www.libraryworkflowexchange.org/about/ Library Workflow Exchange] - A space for libraries to share and find workflows and best practices across institutions.<br />
* [http://digitizingmillerhouseandgarden.tumblr.com/tagged/workflow Workflows from the Documenting Modern Living project] - Examples of workflows from the Documenting Modern Living: Digitizing the Miller House and Garden Collection Tumblr page<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Management Tools ===<br />
* [http://blog.hubspot.com/agency/agency-project-management-tools#sm.0000y44e3e7sifdbt8018ehatkvxc Improve Your Collaboration: 18 Project Management Tools for Marketing Agencies] - Not GLAM specific, but a resource by Jami Oetting on selecting a project management tool with some suggested software.<br />
* [http://www.techworld.com/picture-gallery/startups/10-best-free-project-management-software-programs-3625922/ 14 best free project management software programs 2016: Great project management software tools that don't cost a penny] - By Matt Egan and posted on TechWorld, includes software and brief explanations of each.<br />
* [http://www.projectsmart.com/project-management/introduction.php 21 Ways to Excel at Project Management] - A detailed step by step tool from ProjectSmart for successful project management from beginning to end.<br />
* [http://www.archivejournal.net/issue/3/notes-queries/teaching-librarians-project-management-new-expectations-for-the-digital-age/ Teaching Librarians & Project Management: New Expectations for the Digital Age] - An article by Caro Pinto in the Archives Journal Notes + Queries (Issue 3, Summer 2013) that addresses the changing nature of librarian training to include project management.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Building resources and relationships: Determining what and who you need ==<br />
The resources in this section will help guide project managers through the process of estimating project costs, communicating costs with others, and building relationships for support. <br />
<br />
Additional information on the January 18, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>BTxNqOQsyow</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slideswithtranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_-SAHC2_Pleva-Flynn_Buildingresourcesandrelationships_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat1.pdf Justifying the Existence of GLAMS] <br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat2.pdf What would you do differently?]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat3.pdf Not-Your-Usual Funding Sources]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
Jump to:<br />
[[#General_2|General]] | [[#Buy-in from Board of Directors, Community, Volunteers|Buy-in from Board of Directors, Community, Volunteers]] | [[#Calculating processing time, staff time, and estimating supply costs|Calculating processing time, staff time, and estimating supply costs]] | [[#Communicating to people who need to approve the project|Communicating to people who need to approve the project]] | [[#Funding Sources and Grant Writing|Funding Sources and Grant Writing]]<br />
<br />
=== General ===<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html WebJunction Budgets & Funding Resource Page] - Resources, webinars, and other information on budget planning and development for libraries that can be applied to all GLAM organizations.<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html Connecting to Collections Care Resources Page] - For more information on budgets and increasing collection support, select the ''Increasing Support for Collections Care'' from the list.<br />
* [http://www.mapfornonprofits.org/resources/fund-development/ MAP Resources for Fund Development] - Resources from the [http://www.mapfornonprofits.org/ MAP for Nonprofits], serving nonprofits through provision of consulting and training.<br />
* [http://managementhelp.org/nonprofitfundraising/index.htm Free Management Library All About Nonprofit Fundraising Resources] - A extensive listing of resources for nonprofits from the [http://managementhelp.org/ Free Management Library], a service of Authenticity Consulting, LLC.<br />
* Nonprofit Sustainability: Making Strategic Decisions for Financial Viability - 2010 book by Jeanne Bell, Jan Masaoka, and Steve Zimmerman.<br />
** [https://ssir.org/book_reviews/entry/nonprofit_sustainability_jeanne_bell_jan_masaoka_steve_zimmerman 2011 Review] in the Stanford Social Innovation Review by Jim Schorr<br />
** [http://www.nonprofitsustainability.org/ The Sustainability Mindset] - A 2014 companion book by Jeanne Bell and Steve Zimmerman that offers a step-by-step guide and templates for moving nonprofits toward a sustainable model.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Buy-in from Board of Directors, Community, Volunteers ===<br />
* [http://www.mandywilson.co.uk/data/uploads/pdf/Museums-Community-Involvement-Toolkit.pdf Community Involvement in Museums, Archives and Libraries: Toolkit for improving practice] - A pdf resource developed by COGS (Communities and Organizations - Growth and Support) for Yorkshire Museums Council, 2002. The toolkit includes a number of practical resources and guides for strengthening community involvement.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Calculating processing time, staff time, and estimating supply costs ===<br />
* [http://www.marac.info/assets/documents/marac_technical_leaflet_2.pdf Computing the Total Cost of Archival Processing] - A technical leaflet by Thomas Wilsted produced by the Mid-Atlantic Regional Archives Conference ([http://www.marac.info/ MARAC]), 1989.<br />
* [http://library.gwu.edu/collections/digitize/cost-calculator George Washington University Digitization Cost Calculator] - (unavailable)<br />
* [http://dashboard.diglib.org/ Digitization Cost Calculator] - A project of the [https://wiki.diglib.org/Assessment:Costs Digital Library Federation Assessment Interest Group’s working group on Cost Assessment] that uses community supplied data to help users estimate costs for digitization projects.<br />
* [https://roseelr.files.wordpress.com/2014/04/cost-finding-rose.docx Cost Finding Exercise] - Word Document Download. An exercise by Elizabeth Rose completed during her masters work at Southern Connecticut State University. The exercise considers the direct and indirect costs of processing an archival collection and includes references for additional information.<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.58.1.h9847h1372211l75 Beneficial Shocks: The Place of Processing-Cost Analysis in Archival Administration] - Research article by Paul Ericksen and Robert Shuster from American Archivist, Winter 1995. Includes discussion of both theoretical analysis and practical application.<br />
* [https://minds.wisconsin.edu/bitstream/handle/1793/44723/MA07_1_3.pdf?sequence%E2%80%A6 Rates of Processing Manuscripts and Arhives] - PDF download. An article by Karen Temple Lynch and Thomas E. Lynch from The Midwestern Archivist, p. 25-35, Vol. VII, No. 1, 1982 available through [https://www.jstor.org/journal/midwarch JSTOR]. Provides an analysis of processing rates from various grant proposals and considers how variable levels of processing affect cost.<br />
* [http://beinecke.library.yale.edu/25-processing-estimates Beinecke Rare Book & Manuscript Library (Yale University) Processing Estimates] - A guidelines developed in 2015 to consider the cost to process, arrange, and describe collections of personal papers.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ The Cost of Processing] - A blog post from 2010 by Emily Walters from North Carolina State University Libraries reflecting on estimating costs for their Changing the Landscape: Exposing the Legacy of Modernist Architects and Landscape Architects multi-year project.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ Costs of Cataloging] - A chapter by Felix Reichmann in Library Trends 2 (1953) providing historical context for cataloging cost analysis.<br />
* [https://ejournals.bc.edu/ojs/index.php/ital/article/viewFile/3161/2775 Cost Analysis of an Automated and Manual Cataloging and Book Processing System] - An article by Joselyn Druschel from the Journal of Library Automation (Vol. 14, no. 1, March 1981). Showing the historical argument for automating cataloging and processing to reduce cost.<br />
* [https://journals.ala.org/lrts/article/view/5501/6757 Assessing the Cost and Value of Bibliographic Control] - An article by Erin Stalbert and Christopher Cronin from Library Resources & Technical Services (Vol. 55, No. 3, 2011) published by the Association for Library Collections & Technical Services ([http://www.ala.org/alcts/ ALCTS]). Provides a detailed discussion of the past and present issues with estimating cataloging costs.<br />
* [https://www.liberquarterly.eu/articles/10.18352/lq.8558/ Improving Library Management by Using Cost Analysis Tools: A Case Study for Cataloguing Processes] - Article by Lorena Siguenza-Guzman, Alexandra Van den Abbeele, and Dirk Cattrysse from LIBER Quarterly, the Journal of the Association of European Research Libraries. This was originally presented at the LIBER conference in 2013 and discusses the application of TDABC (Time-Driven Activity-Based Costing) procedures in libraries.<br />
* [https://rbms.info/committees/task_force/metrics_assessment/group-1/cataloging/ RBMS Page on Cataloging] - Includes thoughts and definitions on cataloging from the Rare Books and Manuscripts Section ([https://rbms.info/ RBMS]) of the Association of College and Research Libraries ([http://www.ala.org/acrl/ ACRL]. A discussion of cataloging metrics is included as well as a resource list.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Communicating to people who need to approve the project ===<br />
* [http://enfocussolutions.com/8-best-practices-for-stakeholder-engagement/ 8 Best Practices for Stakeholder Engagement] - An article by John Parker from Enfocus Solutions (2012). Offers practical suggestions to engage and communicate with project stakeholders.<br />
* [http://agilemodeling.com/essays/activeStakeholderParticipation.htm Active Stakeholder Participation: An Agile Best Practice] - A detailed discussion of stakeholder engagement from Agile Modeling including definitions and useful charts.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2013-presentations/programming-on-a-shoestring-budget/ Programming on a Shoestring Budget] - Video presentation from David Mixdorf from South Sioux City Public Library (NE) presented in February 2013 for the Big Talk from Small Libraries online conference.<br />
* [http://www.wkkf.org/resource-directory/resource/2006/01/template-for-strategic-communications-plan Template for Strategic Communications Plan] - Practical template developed for use by the [http://www.wkkf.org/ W.K. Kellogg Foundation] including worksheets to develop a new plan.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case2Final.pdf Defining and Formalizing a Procedure for Archiving the Digital Version of the ''Schedule of Classes'' at the University of Michigan] - A 2008 case study from the Society of American Archivists (SAA) by Nancy Deromedi describing the process of forming an agreement between the university archive and registrar's office to continue the preservation of the schedule of classes after it moved to digital only.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Funding Sources and Grant Writing ===<br />
* [http://www.museumsoftware.com/grants.html Grant Opportunities] - A listing of available grants compiled by Past Perfect Museum Software.<br />
* [https://librarygrants.blogspot.com/ Library Grants blog] - A blog maintained by Stephanie Gerding and Pam MacKellar, authors of [http://www.alastore.ala.org/detail.aspx?ID=4039 Winning Grants: A How-To-Do-It Manual for Librarians with Multimedia Tutorials and Grant Development Tools]. Updated regularly with available opportunities.<br />
* [https://www.imls.gov/grants/available/museums-america IMLS Museums for America grant] - A grant program from the Institute of Museum and Library Services (IMLS) with the goal to "strengthen the ability of an individual museum to serve its public."<br />
* [https://www.neh.gov/grants/preservation/preservation-assistance-grants-smaller-institutions NEH Preservation Assistance Grants (PAG)] - These PAG funds help small and mid-sized institutions improve their ability to preserve and care for significant historical collections.<br />
* [https://www.neh.gov/grants/challenge/creating-humanities-communities Creating Humanities Communities] - A grant program from the NEH to help stimulate and proliferate meaningful humanities activities in underserved areas of the United States and territories. Limited geographic regions qualify.<br />
* [http://www.connectingtocollections.org/funding-collections-care/ Connecting to Collections Care Funding for Collections Care] - A webinar recorded November 2010 presented by Debra Hess Norris and Lee Price. The webinar page also includes related books for additional resources.<br />
* [http://www.connectingtocollections.org/fundraising-for-collections-care/ Connecting to Collections Care Fundraising for Collections Care] - A webinar series recorded in 2013 with sessions on Fundamentals, Finding Support, Cultivating Donors and Members, Writing Proposals, and Creative Fundraising. The series page includes additional links to resources, slides, and sample documents.<br />
* [https://event.on24.com/eventRegistration/EventLobbyServlet?target=reg20.jsp&partnerref=LJWebbestmall150901&eventid=1033500&sessionid=1&key=5EF4833291C07A8F39B02944D8C40810&regTag=&sourcepage=register Funding & Fundraising for Small Libraries] - An on-demand downloadable webinar from the LibraryJournal series Best Practices from America's Best Small Libraries. Presented in 2015 by Mary Beth Stenger and Cheryl Clay (registration required). A review of the webinar is available from [http://www.lminfo.us/blog/funding-and-fundraising-for-small-public-libraries/ Didi Yunginger].<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_46_-_Ten_Points_to_Increase_Your_Grant_Writing_Success.pdf Ten points to increase your grant writing success] - A one page technical bulletin by Cecil Carter from the Oklahoma Museums Association (January 2008).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Making the most of people: Recruitment, retention, and recognition ==<br />
The resources in this section consider how volunteers, interns, and staff fit into the project picture.<br />
<br />
Additional information on the January 25, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>lQs-MlrC6os</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017_SAHC3_Leu_MakingtheMostofPeople_Slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slideswithtranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017_SAHC3_Leu_Makingthemostofpeople_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017-SAHC-Leu_chat1.pdf Strategies for Outreach to Students, Interns, and Volunteers]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017-SAHC-Leu_chat2.pdf Troubleshooting Concerns about Students, Interns, and Volunteers]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/JRXMV3F<br />
<br />
Jump to:<br />
[[#Teens and Student Workers|Teens and Student Workers]] | [[#Volunteers and Staff|Volunteers and Staff]] | [[#Celebrating Success|Celebrating Success]] | [[#Ethics of Hiring|Ethics of Hiring]]<br />
<br />
=== Teens and Student Workers ===<br />
* [https://olcsmalllibraries.wordpress.com/2010/04/02/no-budget-no-time-no-problem/ No Budget? No Time? No Problem!] - Blog post from the Ohio Library Council by RoseMary Honnold discussing how community teens can be engaged in the work of collections.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2016-presentations/to-the-big-stage-on-a-small-budget-from-special-collections-to-archive-2-0/ To the Big Stage on a Small Budget: From Special Collections to Archive 2.0] - A presentation by Julie Pinnell for the 2016 Big Talk From Small Libraries [http://nlcblogs.nebraska.gov/bigtalk/ online conference] discussing the use of Doane College students to process the college archive.<br />
* [http://newprairiepress.org/culsproceedings/vol1/iss1/8/ Archival Internships: Creating Real World Learning Beyond the Classroom] - An article from the College & University Libraries Section (CULS) of the Kansas Library Association by Lorraine Madway (CULS Proceedings, Vol. 1, 2011, no. 1). Presents findings from the internship program at Wichita State University Libraries and offers practical advice for establishing an internship program.<br />
* [http://cupola.gettysburg.edu/librarypubs/53/ Undergraduate Library Internships and Professional Success] - A downloadable pdf poster by staff at Gettysburg College reporting on the impact undergraduate library internships had on the development of student career goals.<br />
* [http://www.nyarc.org/content/training-future-librarians-and-enhancing-digital-and-print-collections-m-lead-ii-comes Training Future Librarians and Enhancing Digital and Print Collections: M-LEAD II Comes to a Successful End] - A 2015 report by Kim Loconto on the [https://www.imls.gov/ IMLS] funded Museum Library Education and Digitization [M-LEAD] grant which allowed interns to gain a wide range of experiences with practical, hands-on projects.<br />
* [http://www.businessnewsdaily.com/8394-create-internship-program.html Creating a Successful (and Legal) Internship Program] - A 2015 article from Business News Daily by Nicole Fallon Taylor. A basic overview for creating an internship program that will be beneficial to the intern, productive for the organization, and meet current employment laws.<br />
* [http://www2.archivists.org/standards/best-practices-for-internships-as-a-component-of-graduate-archival-education Best Practices for Internships as Components of Graduate Archival Education] - A downloadable best practices guide from the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Volunteers and Staff ===<br />
* [http://www.connectingtocollections.org/archivecollectionscare/ Connecting to Collections Care Staff and Volunteer Management for Collections Care] - Webinar 6 in the Collections Care Basics: Where Do I Begin? webinar series. Originally presented by Donia Conn in 2013. The webinar section contains links to the recording, PowerPoint presentation, and a number of additional readings and resources related to the topic.<br />
* [http://www.slideshare.net/volunteermatch/creating-a-comprehensive-engaging-volunteer-training-program Creating a Comprehensive & Engaging Volunteer Training Program] - A 2013 SlideShare presentation by Jennifer Bennett and Matt Wallace. Hosted by VolunteerMatch Learning Center.<br />
* [http://files.archivists.org/pubs/free/Resources_for_Volunteers-Final-V3.pdf Resources for Volunteer Programs in Archives] - A 2012 joint publication, available as a PDF, from the National Archives and Records Administration (NARA) and the Society of American Archivist (SAA) that provides descriptions of volunteer projects undertaken at various archives as well as a "Tools Shared by Archives" section with examples of volunteer questionnaires and applications, volunteer standards of conduct, volunteer handbook, and additional resources.<br />
* [http://www.connectingtocollections.org/seeding-engagement-and-cultivating-volunteers-through-crowdsourcing/ Seeding Engagement and Cultivating Volunteers through Crowdsourcing] - A Connecting to Collections Care webinar originally presented in July 2016 by Meghan Ferriter. Dr. Ferriter shares the crowdsourcing experience of the [https://transcription.si.edu/ Smithsonian Transcription Center (TC)] and how their experience can be adapted to other projects.<br />
* [http://www.infotoday.com/cilmag/oct14/Zastrow--Crowdsourcing-Cultural-Heritage.shtml Crowdsourcing Cultural Heritage: 'Citizen Archivists' for the future] - A 2014 article by Jan Zastrow published in Computers in Libraries (Vol. 34, No. 8, October 2014).<br />
* [http://alm.axiell.com/infographic-leveraging-volunteers-and-crowdsourcing-digitisation?utm_source=Axiell+ALM+-+Non-Customer+Newsletter&utm_campaign=6f296c7bbf-Prospect+Newsletter+February&utm_medium=email&utm_term=0_00e6b7cbf3-6f296c7bbf-143955453 Leveraging Volunteers and Crowdsourcing for Digitisation] - A February 2017 infographic that shares results of research conducted by [http://mcn.edu/ MCN] and [http://alm.axiell.com/ Axiell] involving over 100 Museums and Archives from around the world.<br />
* Examples of Crowdsourcing volunteer projects:<br />
** [https://www.flickr.com/photos/8623220@N02/ Library of Congress Flickr Feed]<br />
** [https://diyhistory.lib.uiowa.edu University of Iowa DIY History]<br />
** [https://transcription.si.edu Smithsonian Transcription Project]<br />
** [https://www.archives.gov/citizen-archivist/transcribe US National Archives - Citizen Archivist Transcription Project]<br />
* [http://oregonstate.edu/ua/ncs/archives/2010/feb/business-students-raise-funds-haiti-learn-value-%E2%80%98blitz-project%E2%80%99 Business students raise funds for Haiti, learn value of 'blitz project'] - A short 2010 article describing a blitz project by Oregon State University College of Business students.<br />
* Yellowstone National Park Blitz projects<br />
** [https://www.nps.gov/yell/blogs/Using-a-Team-Approach-to-Expose-Yellowstone-s-Hidden-Collections.htm Using a Team Approach to Expose Yellowstone's Hidden Collections] (July 10, 2014), by Anne Foster<br />
** [https://www.nps.gov/yell/blogs/Bringing-Yellowstone-Back-Home-Using-the-Archives-Blitz-as-a-Framework-for-Other-Institutions.htm Bringing Yellowstone Back Home: Using the Archives Blitz as a Framework for Other Institutions] (October 7, 2014), by Anna Trammell<br />
** [https://www.nps.gov/yell/blogs/Keys-to-a-Blissful-Blitz.htm Keys to a Blissful Blitz] (March 12, 2015), by Kiley Hayes<br />
* [http://www.aam-us.org/resources/online-programs/human-resources-webinars Human Resources Recorded Webinars] - A series of webinars from the American Alliance of Museums ([http://www.aam-us.org/home AAM]) on a variety of topics related to staff and volunteers.<br />
* [https://aamv.wildapricot.org/ American Association for Museum Volunteers (AAMV)] - An association supporting the museum volunteer management community. Their website includes some resources freely available to non-members.<br />
* [http://peabody.yale.edu/volunteer Volunteer Page for the Yale Peabody Museum of Natural History] - Provides an example of a well-designed volunteer page including a link to the Yale Peabody volunteer application.<br />
** [http://peabody.yale.edu/sites/default/files/documents/volunteer/volunteer_application_form.pdf Yale Peabody Museum Volunteer application example]<br />
* [http://themuseum.org/sites/default/files/volunteeragreement.pdf Volunteer Code of Ethics and Professional Standards] - A standard from the [http://themuseum.org/ Alexandria Museum of Art] that can be used as a model for other institutions.<br />
* [http://www.connectingtocollections.org/outreach/ Involving the Public in Your Preservation Efforts] - A Connecting to Collections Care webinar from 2013 showcasing work from a number of institutions in celebration of Preservation Week. The page contains links to referenced projects and resources.<br />
* [http://www2.archivists.org/standards/best-practices-for-volunteers-in-archives Best Practices for Volunteers in Archives] - A downloadable resource by the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_45_-_Creating_a_Successful_Volunteer_Program.pdf Building a successful museum volunteer services program] - A technical bulletin by Robbin Davis produced by the Oklahoma Museums Association (July 2007).<br />
* [http://www.wildapricot.com/blogs/newsblog/2015/05/13/top-challenges-with-volunteer-engagement-retention Top Challenges with Volunteer Engagement & Retention] - A 2015 post by Lori Halley on the [http://www.wildapricot.com/academy Wild Apricot Membership Academy] blog that discusses challenges and solutions to some of the most frequent volunteer issues. Also includes links to a Wild Apricot webinar on volunteers and other resources.<br />
* [http://www.wildapricot.com/academy/expert-webinar-series/converting-volunteers-from-joiners-to-stayers Converting Volunteers from Joiners to Stayers] - A 2015 webinar presented by Tobi Johnson as part of the Wild Apricot Expert Webinar Series.<br />
* [https://americanlibrariesmagazine.org/2016/05/31/recruiting-retaining-library-volunteers/ Recruiting and Retaining Volunteers] - A 2016 post by Kaitlin Throgmorton on the American Libraries blog.<br />
* [http://wikis.ala.org/professionaltips/index.php?title=Volunteers ALA Volunteers Wiki] - A wiki page from the American Library Association (ALA) that compiles a number of different resources about volunteers in libraries.<br />
* [http://www.alastore.ala.org/detail.aspx?ID=3069 Managing Library Volunteers, Second Edition] - A 2011 book by Preston Driggers and Eileen Dumas published by the American Library Association. Link goes to the book description in the ALA store.<br />
* [http://www.mcfarlandbooks.com/book-2.php?id=978-0-7864-9780-5 Library Volunteers Welcome! Strategies for Attracting, Retaining, and Making the Most of Willing Helpers] - A 2016 book edited by Carol Smallwood and Lura Sanborn (McFarland & Company). Link goes to the book description on the McFarland website.<br />
* [https://www.taprootplus.org/ Taproot+] - A connection service claiming to be "the best way for nonprofits to find pro bono help and for skilled volunteers to provide it."<br />
* [https://www.serviceleader.org/leaders/firing A Few Pointers on the Unpleasant Topic of Firing Volunteers] - A post by Sarah Jane Rehnborg on the ServiceLeader.org website hosted by the University of Texas at Austin. Other volunteer resources can also be found on this page.<br />
* [http://www.volunteerhub.com/blog/when-helping-hands-hurt-your-cause/ When Helping Hands Hurt your Cause] - A 2008 post by Fonda Kendrick on the VolunteerHub website.<br />
* [http://www.volunteerhub.com/blog/difficult-volunteers/ Dealing with Difficult Volunteers] - A 2014 post by Krista Balbach on the VolunteerHub website. Includes a list of resources.<br />
* [http://nonprofithub.org/featured/break-say-volunteers/ The Break-Up: How to Say No to Volunteers] - A post by Lincoln Arneal on the Nonprofit Hub.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Celebrating Success ===<br />
* [http://www.bridging-the-gap.com/join-your-distributed-team-in-virtual-celebration/ How to Celebrate Project Success with a Distributed Team] - A resource compiled with input from a Virtual Facilitators Forum on LinkedIn to help build teams even when members are dispersed.<br />
* [https://thesavvypm.wordpress.com/2008/05/21/how-to-celebrate-success-throughout-your-projects/ How to Celebrate Success Throughout Your Projects] - A 2008 blog post from [https://thesavvypm.wordpress.com/about/ Making Things Happen] on developing an environment of ongoing celebration of success.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Ethics of Hiring ===<br />
* [https://www.shrm.org/about-shrm/pages/bylaws--code-of-ethics.aspx SHRM Code of Ethical and Professional Standards in Human Resource Management] - From the Society for Human Resources Management ([https://www.shrm.org SHRM]), guidelines for ethical Human Resources management. Includes a comprehensive guide for developing your own organizational Code of Ethics.<br />
* [https://www.cornerstoneondemand.com/rework/why-path-good-ethics-starts-human-resources Why the Path to Good Ethics Starts in Human Resources] - A 2013 blog post from Chris MacDonald on Company Culture.<br />
* [http://wiki.wearedynamo.org/index.php/Guidelines_for_Academic_Requesters Guidelines for Academic Requestors] - Guidelines specifically related to the ethical hiring of Turkers through [https://www.mturk.com/mturk/welcome Amazon Mechanical Turk] for outsourced academic projects but could be applied more broadly.<br />
* [http://futureofmuseums.blogspot.com/2016/10/volunteers-and-museum-labor_18.html Volunteers and Museum Labor] - A 2016 blog post by Elizabeth Merritt from the [http://www.aam-us.org/resources/center-for-the-future-of-museums Center for the Future of Museums] (An American Alliance of Museums Initiative) that considers the challenges of volunteers versus professional staff in museums.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Collection access: Describing, cataloging, and processing with the future in mind ==<br />
The resources available in this section try to provide guidance on the sometimes complicated world of description and processing. We understand that while GLAM organizations have many things in common, processing is often handled differently depending on the field. As we learn to work together, we hope that exploring best practices from different areas will help us move towards greater interoperability in the future.<br />
<br />
Additional information on the February 1, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>8L1C2mV1R7A</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017-SAHC4_Knazook_CollectionAccess_Slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017_SAHC4_Knazook_CollectionAccess_SlideswithTranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017_SAHC5_OvercomingProjectHurdles_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017-SAHC-Knazook_chat1.pdf What is cataloging?]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017-SAHC-Knazook_chat2.pdf Cataloging concerns]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017-SAHC-Knazook_chat3.pdf Legacy Data & You]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/JT9PCKG<br />
<br />
Jump to:<br />
[[#Communities|Communities]] | [[#General_3|General]] | [[#Institutional Ethics|Institutional Ethics]] | [[#Cataloging and Metadata Standards|Cataloging and Metadata Standards]] | [[#Data Management Tools|Data Management Tools]] | [[#Collection Management Systems|Collection Management Systems]] | [[#Controlled Vocabularies and Thesauri|Controlled Vocabularies and Thesauri]] | [[#Tutorials and Online Learning|Tutorials and Online Learning]]<br />
<br />
=== Communities ===<br />
* [https://listserv.syr.edu/scripts/wa.exe?A0=AUTOCAT AutoCat] - A general cataloging listserv, primarily for libraries but open to everyone.<br />
* [http://listserv.oclc.org/archives/oclc-cat.html OCLCCAT] - An OCLC sponsored cataloging listserv open to everyone.<br />
* [https://docs.google.com/forms/d/e/1FAIpQLSc3WCCi2_03rkbSwGVbE0rQwYFSxvL6THz6GRZY8HAbijaK4w/viewform Metadata Support Group] - A Slack forum sponsored by the Digital Library Federation ([https://www.diglib.org/ DLF]). Requires registration and a Slack account but not membership in DLF. <br />
* [http://www.archivists.org/saagroups/lonearr/resources.asp SAA Lone Arrangers listserv] - Hosted by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and open to members and non-members. <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Community] - A space for those using or interested in using the Nomenclature 4.0 resource from the American Association for State and Local History ([http://www.aaslh.org/ AASLH]).<br />
* [http://www.connectingtocollections.org/groups/connecting-to-collections-care-online-community/forum/ Connecting to Collections Care Forum] - A space to ask questions about collections care and receive answers from peers and forum monitors. Requires registration for participation.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== General ===<br />
* [http://firstmonday.org/article/view/1628/1543 Metadata for All: Descriptive Standards and Metadata Sharing Across Libraries, Archives, and Museums] - An article from [http://firstmonday.org/index First Monday], a peer reviewed journal on the internet, by Mary W. Elings and Gunter Waibel (Vol. 12, No. 3, 5 March 2007).<br />
* [http://www.alastore.ala.org/nealschuman/companionwebsite/metadata-digital-collections/ Metadata for Digital Collections: A How-to-Do-It Manual] - A 2004 book by Steven J. Miller. Link goes to a Companion Website for the manual that includes resources, chapter supplements, and additional information.<br />
* [https://protekvaults.com/the-art-and-science-of-descriptive-metadata/ The art and science of descriptive metadata: Classifying your film archive for identification and discovery] - A general overview, with examples, of metadata by Tim Knapp of [https://protekvaults.com/ PRO-TEK Vaults]<br />
* [http://freeyourmetadata.org/ Linked Data for Libraries, Archives, and Museums] - A book and website on getting the most from your metadata. <br />
* [https://www.clir.org/pubs/reports/spiro/spiro_Jan13.pdf Archival Management Software: A Report for the Council on Library and Information Resources] - A pdf 2009 report for the Council on Library and Information Resources ([https://www.clir.org CLIR]) by Lisa Spiro<br />
* [http://resource.aaslh.org/view/building-digital-archives-lessons-learned-from-four-crowdsourced-online-projects/ AASLH Audio Recording: Building Digital Archives: Lessons Learned From Four Crowdsourced Online Projects] - An audio download of the session from the 2014 Annual Meeting of the [http://www.aaslh.org/ AASLH].<br />
* [http://www.gallerysystems.com/resources/free-resources/ Gallery Systems Free Collections Management Resources] - A collection of free collections management resources compiled by [http://www.gallerysystems.com/ GallerySystems].<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/12/Collections-Access-and-the-use-of-Digital-Technology.pdf Collections Access and the use of technology in museums] - A report by the Norfolk Museums and Archaeology Service, 2012. <br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Collections Trust: Benchmarks in Collections Care] - Self-Assessment checklist developed by [http://www.collectionstrust.org.uk/ Collections Trust] to encourage thinking about collection care activity during the organizations planning cycle.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - An extensive collection of resources arranged by topic.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-15-FINAL.pdf Will They Populate the Boxes? Piloting a Low-Tech Method for Capturing Executive E-mail and a Workflow for preserving It at the University of Michigan] - A 2013 case study by Aprille Cooke McKay published by the Society of American Archivists (SAA) that covers the process of engaging administration in the process of tagging new materials to add to the archive.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Institutional Ethics ===<br />
SEE ALSO [[#Ethics and Social Justice|Ethics and Social Justice]]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/code-of-ethics American Alliance of Museums (AAM) Code of Ethics for Museums]<br />
* [http://www.ala.org/advocacy/proethics American Library Association (ALA) Professional Ethics] <br />
* [http://archivists.org/statements/saa-core-values-statement-and-code-of-ethics Society of American Archivists (SAA) Core Values Statement and Code of Ethics] <br />
* [http://www2.archivists.org/groups/saa-council/ala-saa-joint-statement-on-access-guidelines-for-access-to-original-research-materials ALA-SAA Joint Statement on Access: Guidelines for Access to Original Research Materials]<br />
* [http://www.artdealers.org/about/code-of-ethics-and-professional-practices Art Dealers Association of America (ADAA) Code of Ethics and Professional Practices]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Cataloging and Metadata Standards ===<br />
The resources listed below may require registration or subscription for access. While some are freely available online, others are fee-based.<br />
<br />
Jump to: [[#General_4|General]] | [[#Description Standards|Description Standards]] | [[#Encoding Standards|Encoding Standards]]<br />
<br />
==== General ====<br />
* [http://www.loc.gov/standards Standards at the Library of Congress] - A listing of all of the standards maintained by the Library of Congress<br />
* [http://www.getty.edu/research/publications/electronic_publications/intrometadata/crosswalks.html Metadata Standards Crosswalk] - A useful online spreadsheet from Getty that shows how a selection of well-used metadata standards may interact with each other.<br />
* [https://www.loc.gov/marc/marc2dc.html MARC to Dublin Core Crosswalk] - A detailed resource from the Library of Congress to help manage the conversion of metadata from MARC to Dublin Core. A link to the [https://www.loc.gov/marc/dccross.html Dublin Core to MARC Crosswalk] is also available on the page.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case7Final.pdf Standards and Standards Development: The Development of Digital Records Conversion Process (ANSI/ARMA 6-2007)] - A 2008 Case Study from the Society of American Archivists (SAA) that addresses several critical questions about standards in archives.<br />
* [http://www.niso.org/publications/press/understanding_metadata Understanding Metadata: What is Metadata, and What is it For?: A Primer] - A 2017 update by Jenn Riley published by [http://www.niso.org/home/ NISO] Press. Link goes to a PDF version. Additional NISO press resources can be found [http://www.niso.org/publications/press/ here].<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Description Standards ====<br />
* RDA: Resource Description and Access - Cataloging standard that replaced AACR2 and RDA is based on the FRBR (Functional Requirements for Bibliographic Records) and FRAD (Functional Requirements for Authority Data) concept models<br />
** [http://www.loc.gov/aba/rda/ Information from the Library of Congress]<br />
** [https://www.oclc.org/rda/about.en.html Information from OCLC]<br />
** [https://access.rdatoolkit.org/ RDA Toolkit]<br />
* AACR2: Anglo-American Cataloging Rules - Standards to build catalogs in general libraries of all sizes. No longer being updated. Replaced by RDA. Still valid and used by some smaller organizations.<br />
** [http://www.aacr2.org/index.html AACR2 Homepage]<br />
* Describing Archives: A Content Standard (DACS), Second Edition - An output-neutral set of rules for describing archives, personal papers, and manuscript collections that can be used with any encoding standard including [[#MARC21|MARC21]], [[#EAD|EAD]], and [[#EAC|EAC]].<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-describing-archives-a-content-standard-dacs/dacs#.V5fD8q1zUiQ SAA DACS Official page]<br />
* Standards for Archival Description: A Handbook - 1994 Handbook of the Society of American Archivists (SAA) describing technical standards, conventions, and guidelines used by archivists to describe holdings and repositories.<br />
** [http://www.archivists.org/catalog/stds99/index.html SAA page to download the Handbook]<br />
* SNAC: Social Networks and Archival Context - A cooperative in development to create a more collaborative environment for discovering records related to historical persons.<br />
** [http://socialarchive.iath.virginia.edu/ SNAC Prototype Research & Development Cooperative Program]<br />
** [http://www.snaccooperative.org SNAC Prototype Site]<br />
* PREMIS: Preservation Metadata: Implementation Strategies - A data dictionary developed as the international standard for metadata to support the preservation of digital objects and ensure their long-term usability.<br />
** [http://www.loc.gov/standards/premis/ Library of Congress PREMIS Official Web Site]<br />
* PBCORE: Public Broadcasting Metadata Dictionary Project - An XML metadata schema designed for sound and moving images that is both a content and data standard.<br />
** [http://pbcore.org/ PBCore homepage]<br />
** [http://pbcore.org/blog/ PBCore blog]<br />
* The Small Museums Cataguing Manual: A guide to cataloguing object and image collections - 4th edition of the guide (2009) published by Museums Australia (Victoria)<br />
** [http://www.mavic.asn.au/assets/Small_Museums_Cataloguing_Manual_4th.pdf The Small Museums Cataloguing Manual]<br />
* NPS Museum Handbook, Part II: Museum Records - A publication of the National Parks Service, downloadable as a pdf file.<br />
** [https://www.nps.gov/museum/publications/MHII/mushbkII.html NPS Museum Handbook, Part II: Museum Records]<br />
* The FIAF Moving Image Cataloguing Manual - Published by the International Federation of Film Archives ([http://www.fiafnet.org/ FIAF]) Cataloguing and Documentation Commission. Available for free as a pdf download<br />
** [http://www.fiafnet.org/pages/E-Resources/Cataloguing-Manual.html The FIAF Moving Image Cataloguing Manual]<br />
* Cataloging Cultural Objects: A Guide to Describing Cultural Works and Their Images - A data content standard for the cultural heritage community sponsored by the Visual Resources Association Foundation (VRAF)<br />
** [http://cco.vrafoundation.org/ CCO Commons]<br />
[[#toc|Table of Contents]]<br />
<br />
==== Encoding Standards ====<br />
* <div id="MARC21"></div>MARC21 - Encoding standards to make bibliographic and related information machine-readable<br />
** [https://www.loc.gov/marc/ Library of Congress MARC Standards]<br />
* BIBFRAME: Bibliographic Framework Initiative - A new bibliographic encoding standard being developed by the Library of Congress to replace MARC21. The new model is designed to express and link bibliographic data.<br />
** [https://www.loc.gov/bibframe/ Library of Congress BIBFRAME page]<br />
* <div id="EAC"></div>EAC-CPF: Encoded Archival Context - Corporate bodies, Persons, and Families - Extensible Markup Language (XML) Standard for encoding contextual information about persons, corporate bodies, and families. Maintained by the Society of American Archivists (SAA) in partnership with the Berlin State Library.<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-eac-cpf/encoded-archival-context-corporate-bodies-persons-and-families-eac-cpf#.V5I2KfkrJpg SAA EAC-CPF page]<br />
* <div id="EAD"></div>EAD: Encoded Archival Description - Standard for encoding Finding Aids for interoperability in an online environment.<br />
** [http://www.loc.gov/ead/ Library of Congress EAD Official Site]<br />
* DCMI: Dublin Core Metadata Initiative - A set of metadata vocabulary to use with the Resource Description Framework (RDF) and other Linked Data initiatives that follows Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH).<br />
** [http://dublincore.org/ Home page for the Dublin Core Metadata Initiative]<br />
** [http://www.dublincoregenerator.com/ Free Dublin Core Generator]<br />
* MODS: Metadata Object Description Schema - An XML schema for a bibliographic element set that may be used for a vaiety of purposes, and particularly for library applications. Maintained by the Library of Congress.<br />
** [http://www.loc.gov/standards/mods/ Library of Congress MODS page]<br />
* IIIF: International Image Interoperability Framework - An image encoding standard to unlock standard information on the web<br />
** [http://iiif.io/ IIIF Homepage]<br />
* RDF: Resource Description Framework - A framework to describe any internet resource developed by the World Wide Web Consortium (W3C)<br />
** [https://www.w3.org/RDF/ W3C Semantic Web RDF page]<br />
** [https://www.obitko.com/tutorials/ontologies-semantic-web/resource-description-framework.html RDF section on Ontologies and Semantic Web Tutorial]<br />
** [http://www.linkeddatatools.com/semantic-web-basics Introducing Linked Data and the Semantic Web] - Introducing RDF is section 2<br />
* VRA Core - a data standard for the description of works of visual culture as well as the images that document them.<br />
** [http://www.loc.gov/standards/vracore/ Library of Congress official VRA Core website]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Data Management Tools ===<br />
* [http://www.bitcurator.net/ BitCurator] <br />
* [http://coptr.digipres.org/Main_Page CPOTR: Community Owned Digital Preservation Tool Registry]<br />
* [https://scout.wisc.edu/cwis CWIS: Collection Workflow Integration System] <br />
* [http://www.datawatch.com/gated/data-wrangling/?msrc=GooglePPC-DP-wrang&gclid=CjwKEAjwiMe8BRD0ts3Vtv-ohWgSJAAZurk12EC7fBtj6D9nF-CXKxDkbgmxY8Xu50deWtN1lOgfaRoC0M3w_wcB Data Wrangler]<br />
* [http://www.sno.phy.queensu.ca/~phil/exiftool/ ExifTool] <br />
* [https://www.avpreserve.com/tools/fixity/ Fixity] <br />
* [https://github.com/LibraryOfCongress/bagger Library of Congress Bagger]<br />
* [http://marcedit.reeset.net/ MarcEdit]<br />
* [https://github.com/ISA-tools/OntoMaton OntoMaton]<br />
* [http://ontowiki.net OntoWiki]<br />
* [http://openrefine.org/ Open Refine]<br />
* [https://www.oxygenxml.com/ Oxygen: XML Editor]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Management Systems ===<br />
The below systems are not an endorsement of the product by CLIR, just suggestions to highlight the range of systems available. This is not a comprehensive list of all systems available. We tried to include low cost and/or open source system options when possible.<br />
<br />
Jump to: [[#How to Choose|How to choose]] | [[#Gallery|Gallery]] | [[#Library|Library]] | [[#Archive|Archive]] | [[#Museum|Museum]] | [[#Online Exhibits|Online Exhibits]]<br />
<br />
==== How to choose ====<br />
SEE ALSO: [[#Selecting_the_best_collection_management_system|1.2 Selecting the Best Content Management System]]<br />
<br />
* [https://www.historyassociates.com/resource/guides/selecting-a-cloud-based-cms/ Selecting a Cloud-Based Museum Collections Management System] - Five area to consider when selecting a system from [https://www.historyassociates.com/ History Associates, Inc.]<br />
* [https://www.historyassociates.com/resource/articles/how-do-we-select-a-collections-management-system/ How Do We Select a Collections Management System?] - An article from [https://www.historyassociates.com/ History Associates, Inc.] on the process of system selection from contacting a vendor to data migration.<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - A downloadable report from [https://www.historyassociates.com/ History Associates, Inc.] to highlight the most common mistakes they've seen when selecting a CMS. Can be applied to all GLAM organizations.<br />
* [https://rowman.com/ISBN/9781442230132/The-Small-Library-Manager%27s-Handbook How to Choose the Right ILS for Your Library] - Chapter in The Small Library Manager's Handbook (book).<br />
* [http://go.gallerysystems.com/feature.html Choosing the Right CMS] - A downloadable guide from [http://www.gallerysystems.com/ GallerySystems] that provides 5 steps for the selection process as well as sample worksheets, checklists, and links to additional resources.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-14-FINAL.pdf Partnering with IT to Identify an Commercial tool for Capturing Archival E-mail of University Executives at the University of Michigan] - A 2013 case study from the Society of American Archivists by Aprille Cooke McKay that discusses partnering with IT to issue an RFP for a new system.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Gallery ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Library ====<br />
* [https://cslainfo.org/?page_id=3735 General recommendations for smaller institutions] - From the Church & Synagogue Library Association<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [http://lucidea.com/inmagic/ Inmagic] <br />
* [https://www.libib.com/ Libib] <br />
* [http://www.libraryworld.com LibraryWorld]<br />
* [http://www.mlasolutions.com Mandarin] <br />
* [http://www.readerware.com/index.php Readerware] <br />
* [http://www.resourcemate.com/ ResourceMate] <br />
* [https://www.librarycat.org/ TinyCat] <br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Archive ====<br />
* [http://archiviststoolkit.org/ Archivists’ Toolkit]- Available for download, but no longer being updated<br />
* [http://archivesspace.org/ ArchivesSpace] <br />
* [https://www.accesstomemory.org/en/ AtoM]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://boktowergardens.org/tower-gardens/library-archives/resources/ MS Access Finding Aid Creator] - offered by [https://boktowergardens.org/ Bok Tower Gardens]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Museum ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectionspace.org/ CollectionSpace]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://mukurtu.org/ Mukurtu] - Designed with indigenous communities in mind<br />
* [http://www.museumsoftware.com PastPerfect]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Online Exhibits ====<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/emuseum/ eMuseum] <br />
* [https://jekyllrb.com/ Jekyll] <br />
* [https://omeka.org/ OMEKA] <br />
* [http://projectmirador.org/ Mirador] - For collections that support the International Image Interoperability Framework ([http://iiif.io/ IIIF]) API <br />
* [https://wordpress.com/ WordPress]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Controlled Vocabularies and Thesauri ===<br />
* [http://getty.edu/research/tools/vocabularies/ The Getty Research Institute Vocabularies] <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Committee]<br />
* [http://gawainweaver.com/images/uploads/Photographic%20Process%20Controlled%20Vocabulary_v1.pdf Photographic Process Controlled Vocabulary]<br />
* [http://authorities.loc.gov Library of Congress Authorities]<br />
* [http://id.loc.gov/ LC Linked Data Service: Authorities and Vocabularies] <br />
* [http://www.conservation-wiki.com/wiki/Lexicon_Terms American Institute for Conservation Lexicon Terms]<br />
* [http://www.bgbm.fu-berlin.de/iapt/nomenclature/code/SaintLouis/0000St.Luistitle.htm International Code of Botanical Nomenclature]<br />
* [http://orcid.org/ ORCID] <br />
* [https://app.pch.gc.ca/application/dvp-pvd/appli/descr-eng.php Parks Canada Descriptive and Visual Dictionary of Objects]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Tutorials and Online Learning ===<br />
There are many options for online learning. The following list is a sampling of free or low cost options to enhance understanding of cataloging and processing techniques.<br />
<br />
* [https://www.youtube.com/playlist?list=PL098F0952877CDE31 Association for Library Collection & Technical Services (ALCTS) YouTube Channel, Cataloging topic]<br />
* [http://www.connectingtocollections.org/archivedigital/ Caring for Digital Materials: Preventing a Digital Dark Age] - A Connecting to Collections Care Webinar Series<br />
* [https://www.codecademy.com/ Codecademy]<br />
* [https://www.oclc.org/support/training/portfolios/cataloging-and-metadata/connexion-client/tutorials.en.html OCLC Tutorials]<br />
* [http://www.oclc.org/support/training/calendars/cataloging-training-calendar.en.html OCLC Cataloging Skills Training Calendar] - Includes some fee based training<br />
* [http://www.oclc.org/support/documentation/cataloging.en.html OCLC documentation, practices, and programs] <br />
* [https://www.carli.illinois.edu/products-services/i-share/cat/basic-cataloging-resources Basic Cataloging Resources from CARLI (Consortium of Academic Research Libraries in Illinois)]<br />
* [https://www.youtube.com/user/LibTec203/videos Cataloging Course] - A YouTube introduction to cataloging by LibTec203]<br />
* [http://librarysciencelist.com/free-online-courses-for-librarians/ 20+ Awesome Free Online Librarian Courses]<br />
* [https://www.webjunction.org/explore-topics/ils-ddb.html WebJunction Integrated Library Systems & Databases Topic] <br />
* [http://online.vraweb.org/cgi/viewcontent.cgi?article=1061&context=vrab FRBR and TMS: Applying a Conceptual Organizational Model for Cataloguing Photographic Archives]<br />
* [http://special-cataloguing.com/cheats SLC Cheat Sheets] - A collection of cataloging cheat sheets for a wide range of material types mostly developed by Mac Elrod and hosted by Special Libraries Cataloging ([http://www.special-cataloguing.com/ SLC]).<br />
* [https://dp.la/info/2015/10/07/new-self-guided-curriculum-for-digitization/ DPLA Curriculum for Digitization] - A self-guided, online learning experience developed by the [https://dp.la/ Digital Public Library of America]. The curriculum is intended for digitization beginners from a variety of cultural heritage institutions.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Overcoming project hurdles: Approaches to identifying and managing collection red flags ==<br />
The resources included in this section are presented to help organizations deal with areas in collections that may present problems and give managers the confidence to move forward with processing.<br />
<br />
Additional information on the February 8, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>Hv9Y1zyG2vQ</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017_SAHC5_Bitely-Ng_OvercomingProjectHurdles_Slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017_SAHC5_Bitely-Ng_OvercomingProjectHurdles_SlideswithTranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017_SAHC5_OvercomingProjectHurdles_Script.pdf PDF version of the webinar script]<br />
* [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017-SAHC-Bitely-Ng_Scenarios.pdf Scenarios discussed during the session]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017-SAHC-Bitely-Ng_chat1.pdf Swingate Public Library]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017-SAHC-Bitely-Ng_chat2.pdf Dealing With the Past]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017-SAHC-Bitely-Ng_chat3.pdf Collecting in the Now]<br />
** Chat 4, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017-SAHC-Bitely-Ng_chat4.pdf Access to Offensive Materials]<br />
** Chat 5, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017-SAHC-Bitely-Ng_chat5.pdf Community Archives Project]<br />
** Chat 6, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017-SAHC-Bitely-Ng_chat6.pdf Final Q&A]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
Jump to:<br />
[[#Creating Policies for Collection Building|Creating Policies for Collection Building]] | [[#Rights, Copyright, and Legal Dilemmas|Rights, Copyright, and Legal Dilemmas]] | [[#Ethics and Social Justice|Ethics and Social Justice]] | [[#Hazardous Materials|Hazardous Materials]] | [[#Culturally Sensitive and Tough Topic Collections|Culturally Sensitive and Tough Topic Collections]] | [[#Sample Projects and Collections|Sample Projects and Collections]]<br />
<br />
<br />
=== Creating Policies for Collection Building ===<br />
SEE ALSO [[#Developing and Evaluating Institutional Documentation|Developing and Evaluating Institutional Documentation]]<br />
* [http://www2.archivists.org/publications/brochures/deeds-of-gift SAA A Guide to Deeds of Gift]<br />
* [http://resource.aaslh.org/view/sample-deed-of-gift/ AASLH StEPS Resource: Sample Deed of Gift]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types hosted by the Florida Association of Museums ([http://www.flamuseums.org/ FAM]) <br />
* [http://www.aam-us.org/docs/default-source/continuum/developing-a-cmp-final.pdf?sfvrsn=4 AAM Reference Guide: Developing a Collections Management Policy]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/collections-stewardship American Alliance of Museums (AAM) Standards Regarding Collections Stewardship]<br />
* [https://www.wisconsinhistory.org/pdfs/la/LIB-WHRAB-Records-Policy-Libraries-WAPL.pdf Creating a Collection Development Policy for Local Historical Records in Public Libraries] - A pdf resource from the [http://www.wisconsinhistory.org/Content.aspx?dsNav=N:4294963828-4294963805&dsRecordDetails=R:CS3558 Wisconsin Historical Records Advisory Board] and the [http://wla.wisconsinlibraries.org/wapl Wisconsin Association of Public Librarians] (April 1998).<br />
* [http://sustainableheritagenetwork.org/collection/support-documents-community-decision-making Support Documents for Community Decision Making] - A collection of documents provided by the [http://sustainableheritagenetwork.org/home Sustainable Heritage Network] that help organizations makes decisions regarding access, circulation, and ownership of cultural materials.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Rights, Copyright, and Legal Dilemmas ===<br />
Resources included are for reference only and do not represent legal advice. Most apply only to U.S. law; other countries may have different rules and guidelines.<br />
<br />
* [http://rightsstatements.org/en/ Digital Public Library (DPL) Rights Statements] <br />
* [http://ohda.matrix.msu.edu/2012/06/a-creative-commons-solution/ Oral History Interviews: “Who Owns Oral History? A Creative Commons Solution,"]<br />
* [http://ohda.matrix.msu.edu/2012/06/major-legal-challenges/ Major Legal Challenges Facing Oral History In The Digital Age] - A detailed 2014 article by John Neuenschwander on the IMLS Oral History in the Digital Age blog. Includes references.<br />
* [http://www.connectingtocollections.org/the_deaccessioning_dilemma_laws_ethics_and_actions/ The Deaccessioning Dilemma: Laws, Ethics, and Actions] - A 2015 Connecting to Collections Care webinar presented by John E. Simmons.<br />
* [http://learn.aaslh.org/event/webinar-steps-lab-1-deaccessioning-the-devils-in-the-details/ Deaccessioning: The Devil’s in the Details] - A webinar in the AASLH StEPs program (fee)<br />
* [http://www2.archivists.org/groups/technical-subcommittee-on-guidelines-for-reappraisal-and-deaccessioning-ts-grd/guidelines-for-reappraisal-and-deaccession SAA Guidelines for Reappraisal and Deaccessioning] - A pdf document from the Society of American Archivists (SAA)<br />
* [http://archive.cmsimpact.org/fair-use/best-practices/code-best-practices-fair-use-academic-and-research-libraries The Code of Best Practices in Fair Use for Academic and Research Libraries] - Can be used as a model to develop institutional policies regarding fair use and online access.<br />
* [http://copyright.cornell.edu/resources/publicdomain.cfm Cornell’s Copyright Term and the Public Domain in the US] - An easy to use chart to reference when particular types of items move into the public domain. Originally published by [http://vivo.cornell.edu/display/individual23436 Peter B. Hirtle] who has published a number of copyright resources. Updated annually.<br />
* [http://fairuse.stanford.edu/charts-and-tools/ Copyright & Fair Use Resources from Stanford University Libraries] - A number of charts and tools discussing copyright, fair use, and best practices.<br />
* [http://fairuse.stanford.edu/overview/website-permissions/websites/ Websites: Five Ways to Stay Out of Trouble] - A resource from the Stanford University Libraries Copyright & Fair Use website dealing specifically with website usage and rights.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - Select "Legal Issues" from the list for an extensive list of related resources.<br />
* [http://www2.archivists.org/publications/brochures/copyright-and-unpublished-material SAA’s Copyright and Unpublished Material: An introduction for Users of Archives and Manuscript Collections] - A downloadable and printable resource that answers basic questions.<br />
* [http://www2.archivists.org/groups/intellectual-property-working-group/well-intentioned-practice-for-putting-digitized-collections-of-unpublished-materials- Well-intentioned Practice for Putting Digitized Collections of Unpublished Materials Online (W-iP)] - A 2011 document developed by [http://www.oclc.org/research.html OCLC Research] and supported by the [http://www2.archivists.org/groups/intellectual-property-working-group SAA's Intellectual Property Working Group] to help move institutions forward with digitization of unpublished archival materials whose rights holders are often difficult to identify and contact.<br />
* [http://www.nemanet.org/nemn/summer-2016/abandonned-property/# Found! Abandoned Property in the Museum] - A New England Museums Now 2016 reprint of a 2013 article from NEMA News on Legal Issues. Authored by Gilbert Whittemore and covers ten clear steps for dealing with undocumented items in collections.<br />
* [http://www2.archivists.org/groups/acquisitions-appraisal-section/abandoned-property-project SAA Abandoned Property Project] - A state-by-state listing of relevant abandoned property legislation compiled by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and updated as required.<br />
* [http://www.ala.org/acrl/standards/security_theft ACRL/RBMS Guidelines Regarding Security and Theft in Special Collections] - Guidelines developed by the Association of College & Research Libraries ([http://www.ala.org/acrl/ ACRL]) and its Rare Books and Manuscript Section ([http://www.ala.org/acrl/aboutacrl/directoryofleadership/sections/rbms/acr-rbmec RBMS]).<br />
* [http://publications.arl.org/rli279/ Research Library Issues (RLI) Special Issue on Special Collections and Archives in the Digital Age] - This June 2012 issue of RLI, published by the Association of Research Libraries ([http://www.arl.org/ ARL]), includes articles on legal matters associated with digitization, Deeds of Gifts, and copyright.<br />
* [http://www.localcontexts.org/ Local Contexts] - An initiative to support Native, First Nations, Aboriginal, and Indigenous communities in the management of their intellectual property within the digital environment by providing strategic resources and practical solutions.<br />
** [http://www.sfu.ca/ipinch/project-components/community-based-initiatives/special-initiative-traditional-knowledge-licensing-an/ Traditional Knowledge Licensing and Labeling Website 1.0] - A description of the creation of Traditional Knowledge (TK) that led to the development of the TK Labels shared in the Local Contexts website. <br />
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<br />
=== Ethics and Social Justice===<br />
SEE ALSO [[#Institutional Ethics|Institutional Ethics]]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/code-of-ethics/ Code of Ethics and Other Institutional Documents] - A 2013 educational module, including a webinar, from the Florida Connecting to Collections Series presented from the museum (Myriam Springuel) and library (Burt Altman) perspectives.<br />
* [http://archivaria.ca/index.php/archivaria/article/view/13557 From Human Rights to Feminist Ethics: Radical Empathy in the Archives] - A 2016 article by Michelle Caswell and Marika Cifor. Published in Archivaria, a journal of the Association of Canadian Archivists ([http://archivists.ca/ ACA]). Link is to abstract only.<br />
* [https://www.lib.ncsu.edu/social-media-archives-toolkit/legal Social Media Archives Toolkit: Legal and Ethical Implications] - A resource of the North Carolina State University Libraries providing insight into the legal and ethical issues of harvesting social media.<br />
* [https://points.datasociety.net/okcupid-data-release-fiasco-ba0388348cd#.2aoqi7ydb OKCupid data release fiasco: It's time to rethink ethics education] - A 2016 post by Annette Markham that addresses data releases from an ethics educator's perspective.<br />
* [http://cmsimpact.org/resource/beyond-hashtags-ferguson-blacklivesmatter-online-struggle-offline-justice/ Beyond the hashtags: #Ferguson, #Blacklivesmatter, and the online struggle for offline justice] - A 2016 downloadable report written by Deen Feelon, Charlton D. McIlwain, and Meredith D. Clark that analyzes the Black Lives Matter movement online and the implications for using online tools to encourage social and political change.<br />
* [https://news.docnow.io/surveillance-and-social-media-archiving-7ea21b77b807#.iahlvrb8h Surveillance and Social Media Archiving] - A transcript of remarks made by Bergis Jules during the 2016 Library of Congress symposium, Collections as Data: Stewardship and Use Models to Enhance Access. Includes link to slides and the symposium's full agenda.<br />
* [https://papers.ssrn.com/sol3/papers2.cfm?abstract_id=2779647 Where are Human Subjects in Big Data Research? The Emerging Ethics Divide] - A 2016 article by Jacob Metcalf and Kate Crawford published in Big Data and Society (Spring 2016).<br />
* [http://bdes.datasociety.net/wp-content/uploads/2016/10/Ursic-politiwoops.pdf The Right to be Forgotten of the Duty to be Remembered? Twitter data reuse and implications for user privacy] - A 2016 PDF case study by Helena Ursic (Leiden University) written for The Council for Big Data, Ethics, and Society.<br />
* [http://link.springer.com/article/10.1007/s10502-014-9220-6 Toward a survivor-centered approach to records documenting human rights abuse: lessons from community archives] - Link to abstract (full article available for purchase). A 2014 article by Michelle Caswell published in Archival Science.<br />
* [https://aprilhathcock.wordpress.com/2016/11/18/opening-up-the-margins/ Opening up the Margins] - A November 18, 2016 blog post by April Hathcock that combines her remarks at a number of venues about opening up "good scholarship" to marginalized communities.<br />
* [http://zinelibraries.info/code-of-ethics/ Zine Librarians Code of Ethics] - A downloadable (PDF or Word) version of an ethical code as it applies to librarians and archivists that handle zines.<br />
* [https://medium.com/on-archivy/archivesforblacklives-building-a-community-archives-of-police-violence-in-cleveland-93615d777289#.t6wnjelwu #ArchivesForBlackLives: Building a Community Archives of Police Violence in Cleveland] - The text of a 2016 talk by Jarrett M. Drake presented at the Digital Blackness conference on the panel Uploading Black History: Archiving Blacks' Lived Experiences.<br />
* [http://tararobertson.ca/2016/oob/ digitization: just because you can, doesn't mean you should] - A 2016 blog post by Tara Robertson that reflects on the ethics of digitization through the example of a pre-internet lesbian porn magazine that was recently digitized and placed on line.<br />
* [http://link.springer.com/article/10.1007/s10502-012-9180-7 Evidence, memory, identify, and community: four shifting archival paradigms] - Link to abstract (full article available for purchase). A 2013 article by Terry Cook published in Archival Science.<br />
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<br />
=== Hazardous Materials ===<br />
* [http://cool.conservation-us.org/coolaic/sg/bpg/annual/v24/bp24-13.pdf Archives Conservators Discussion Group 2005: Hazardous Holdings] - A pdf article by Linda Blaser and Susan Peckham summarizing the panel. Printed in The Book and Paper Group Annual 24 (2005), p. 73-83. <br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-7_1439925170012_eng.pdf?WT.contentAuthority=4.4.10 Mercury in Museum Collections] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/7, 2002. Also available online [http://canada.pch.gc.ca/eng/1439925170006 here].<br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-8_1439925170028_eng.pdf?WT.contentAuthority=4.4.10 Lead in Museusm Collections and Heritage Buildings] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/8, 2010. Also available online [http://canada.pch.gc.ca/eng/1439925170022 here].<br />
* [http://www.connectingtocollections.org/arsenic-and-old-lace-controlling-hazardous-collection-materials/ Arsenic and Old Lace: Controlling Hazardous Collection Materials] - A 2016 Connecting to Collections Care Webinar. Page includes links to slides and handouts.<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/08/How-To-Guide-Hazards.pdf Hazards in museum collections: A Collections Care How To Guide] - A pdf guide from SHARE Museums East, Norfolk Museums & Archeology Service, and CollectionsTrust.<br />
* [https://alaskawhitestuffid.wordpress.com/ What’s That White Stuff blog] - A blog sponsored by the Alaska State Museum offering advice about common issues in museums.<br />
* [http://www.loc.gov/preservation/care/film.html Library of Congress Care, Handling, and Storage of Motion Picture Film] - Resources and links from the Library of Congress.<br />
* [http://www.mavic.asn.au/insite/september-october-2012 Museums Australia Vicotoria INSITE, September - October 2012, Dangerous Collections Special Issue] - Includes articles on a variety of tough issues<br />
* [http://opensi.si.edu/index.php/smithsonian/catalog/book/64 Pesticide Mitigation in Museum Collections: Science in Conservation: Proceedings from the MCI Workshop Series] - 2010 publication from the [http://opensi.si.edu/index.php/smithsonian/catalog/series/SCMC Smithsonian Contributions to Museum Conservation series] that addresses the issue of pesticide removal from museum objects.<br />
* [http://anthropology.si.edu/cm/NMNH_Potential_Hazards_Disclosure_Statement_2010.pdf Statement on Potential Hazards (Inherent and Acquired) Associated with Collection Objects] - A 2010 policy statement from the Smithsonian National Museum of Natural History [http://anthropology.si.edu/index.html Department of Anthropology] that can be used as a model for other institutions.<br />
* [https://www.nps.gov/museum/publications/conserveogram/02-10.pdf Hazardous Materials in Your Collection] - National Park Service (NPS) [https://www.nps.gov/museum/publications/conserveogram/cons_toc.html Conserve O Gram] series, August 1998, Number 2/10.<br />
* [http://museumpests.net/ MuseumPests.net] - A product of the Integrated Pest Management Working Group and includes a number of resources for prevention, monitoring, identification, and solutions for pests in collection spaces.<br />
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<br />
=== Culturally Sensitive and Tough Topic Collections ===<br />
* [http://www2.nau.edu/libnap-p/protocols.html Protocols for Native American Archival Materials] - The Protocols were developed to provide best practices for culturally responsive care and use of Native American archival and documentary material held by non-tribal organizations. The document reflects a Native American perspective.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - This is a good, brief, article regarding culturally sensitive Native American images in a non-native institution. It very clearly lays out a respectful, real world application of balancing maximum access and respectful consultation.<br />
* [http://ailanet.org/resources/ American Indian Library Association Resources] - A listing of resources compiled by the American Indian Library Association <br />
* [http://canada.pch.gc.ca/eng/1448995219999 Canadian Conservation Institute Caring for Sacred and Culturally Sensitive Objects] - Guidelines developed in 2015 to present key considerations related to sacred and culturally sensitive objects in heritage collections.<br />
* [http://digitalcommons.usu.edu/westernarchives/vol6/iss1/3 Tribal Archives, Traditional Knowledge, and Local Contexts: Why the "s" Matters] - A 2015 article by Kimberly Christen in the Journal of Western Archives ([http://digitalcommons.usu.edu/westernarchives/ JWA] Vol. 6, Iss. 1, Article 3).<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.74.1.4233nv6nv6428521?code=same-site Opening Archives: Respectful Repatriation] - An article by Kimberly Christen published in The American Archivist (Vol. 74, Spring/Summer 2011) examining one collaborative archival project aimed at digitally repatriating and reciprocally curating cultural heritage materials of the Plateau tribes in the Pacific Northwest.<br />
* [https://medium.com/on-archivy/confronting-our-failure-of-care-around-the-legacies-of-marginalized-people-in-the-archives-dc4180397280#.gbb4nqug0 Confronting Our Failure of Care Around the Legacies of Marginalized People in the Archives] - Transcript and select slides from a 2016 talk by Bergis Jules presented at the [http://ndsa.org/ National Digital Stewardship Alliance] annual meeting.<br />
* [http://www.archivists.org/governance/taskforces/0208-NativeAmProtocols-IIIA.pdf Report: Task force to review ''Protocols for Native American Archival Materials''] - A PDF version of the 2008 Society of American Archivists (SAA) report.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - A 2014 Case Study in Archival Ethics by Ellen Ryan and completed for the Society of American Archivists (SAA).<br />
* [https://artmuseumteaching.com/2016/08/31/have-conversations-here/ Have Conversations Here: Supporting Productive Dialogue in Museums] - A 2016 post by Mike Murawski on [https://artmuseumteaching.com/ Art Museum Teaching] discussing the facilitation of conversations in museums about difficult events and topics.<br />
* [http://www.liverpoolmuseums.org.uk/ism/resources/museum_interpretation.aspx Interpreting Transatlantic Slavery: the role of museums] - A 1999 article from the International Slavery Museum by Anthony Tibbles.<br />
* [http://interpretingdifficulthistory.com/ Interpreting Difficult History at Museums and Historic Sites] - Book by Julia Rose <br />
* [http://findingcommunityengagingaudiences.blogspot.com/2013/12/difficult-issues-in-history-museums.html Difficult Issues in History Museums] - A 2013 post on the Finding Community blog.<br />
* [http://www2.archivists.org/sites/all/files/PreservationWorkshopsWithRestrictedResources-CaseStudy1_0.pdf SAA Case Studies on Diversifying the Archival Record] - Case #1: Preservation Workshops with Restricted Resources: Preserving Cham Manuscripts in Vietnam <br />
* [http://aamg-us.org/wp/wp-content/uploads/2015/01/Managing-Museum-Controversy.pdf Museum Best Practices for Managing Controversy] - A pdf document from the Association of Academic Museums and Galleries ([https://www.aamg-us.org/wp/ AAMG])<br />
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<br />
=== Sample Projects and Collections ===<br />
* [http://www.docnow.io/ Documenting the Now] - A collaborative project that aims to respect both the content creator and the potential researcher and seeks to find a user-friendly means of collecting and preserving the digital content of social media.<br />
* [https://www.saada.org/ South Asian American Digital Archive (SAADA)] - An independant, national, non-profit organization working to document, preserve, and share stories representing the voices of South Asian Americans.<br />
* [https://www.lib.utexas.edu/hrdi Human Rights Documentation Initiative (HRDI)] - A long-term preservation effort by the University of Texas Libraries to capture fragile and vulnerable records of human rights struggles worldwide, promote them, and make them accessible for research.<br />
* [https://xfrcollective.wordpress.com/ XFR Collective] - A non-profit organization partnering with many to preserve at-risk audiovisual media by providing low-cost digitization services.<br />
* [http://www.mipops.org/ Moving Image Preservation of Puget Sound (MiPoPs)] - A non-profit organization helping to preserve our cultureal heritage by assisting archives, libraries, and other organizations with the conversion of analog video recordings to digital formats according to archival best practices.<br />
* [http://www.dclibrary.org/labs/memorylab The Memory Lab at DC Public Library] - A service provided to the DC public that allows for personal preservation of AV materials. A model that other organizations can follow.<br />
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<br />
== Closing the loop: Project assessment and leveraging goals for future planning ==<br />
The resources included in this section provide additional information for all other topics and help provide support for sustaining and moving projects into the future.<br />
<br />
Additional information on the February 15, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>lJNNDYjH8-w</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-15-2017_SAHC6_Ryan_ClosingtheLoop_Slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017_SAHC5_Bitely-Ng_OvercomingProjectHurdles_SlideswithTranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017_SAHC5_OvercomingProjectHurdles_Script.pdf PDF version of the webinar script]<br />
* [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-15-2017-SAHC-Ryan-collaborative-project-template.xlsx Collaborative Project Template Spreadsheet (.xlsx)]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-15-2017-SAHC-Ryan_chat1.pdf Signs of Trouble]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-15-2017-SAHC-Ryan_chat2.pdf Project ROI]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-15-2017-SAHC-Ryan_chat3.pdf Roadblocks]<br />
** Chat 4, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-15-2017-SAHC-Ryan_chat4.pdf Celebration]<br />
** Chat 5, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-15-2017-SAHC-Ryan_chat5.pdf Final Comments]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/JXMZ36G<br />
<br />
<br />
=== During the Project ===<br />
* [https://hbr.org/2011/04/strategies-for-learning-from-failure Strategies for Learning from Failure] - An article by Amy C. Edmondson, a version also available in print, Harvard Business Review April 2011.<br />
* [http://www.artscapediy.org/Creative-Placemaking-Toolbox/What-Are-the-Most-Important-Factors-in-a-Successfu.aspx What are the Most Important Factors in a Successful Project?] - A brief Vimeo video from Artscape President and CEO Tim Jones on the crucial elements of project success.<br />
* [https://www.projectsmart.co.uk/avoid-the-same-old-mistakes-by-focussing-on-lessons-learned.php Avoid the Same Old Mistakes by Focusing on Lessons Learned] - A 2014 article by Duncan Haughey that covers 6 essential steps to document lessons learned.<br />
* [http://www2.archivists.org/sites/all/files/AnOnlineExhibit-SAA-CaseStudy_0.pdf An Online Exhibit: A Tale of Triumph and Tribulation] - A 2014 Case Study by Nancy Freeman and Robert B. Riter for the Society of American Archivists (SAA). <br />
* [http://americanarchivist.org/doi/abs/10.17723/aarc.68.2.c741823776k65863?code=same-site More Product, Less Process: Revamping Traditional Archival Processing] - A 2005 article by Mark Greene and Dennis Miller published in The American Archivist, a publication of the Society of American Archivists. Link to abstract, PDF version available for download.<br />
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<br />
=== Project Evaluation and Assessment ===<br />
* [http://www.horizon-research.com/taking-stock-a-practical-guide-to-evaluating-your-own-programs/ Taking Stock: A Practical Guide to Evaluating Your Own Programs] - A 1997 guide written by Sally L. Bond, Sally E. Boyd, and Kathleen A. Rapp written to help community-based organisations improve programs. <br />
* [http://www.wkkf.org/resource-directory/resource/2010/w-k-kellogg-foundation-evaluation-handbook W.K. Kellogg Foundation Evaluation Handbook] - A 2010 tool to help consider evaluation as a relevant and useful program tool. The handbook was written especially for W.K. Kellogg Foundation-funded programs but has broader application possibilities.<br />
* [http://oerl.sri.com/ OERL: Online Evaluation Resource Library] - A resource library designed to collect and make available evaluation plans, instruments, and reports for National Science Foundation (NSF) related projects but has broader application possibilities.<br />
* [https://www2.cdc.gov/cdcup/library/practices_guides/CDC_UP_Project_Close-Out_Practices_Guide.pdf CDC Unified Process Practices Guide: Project Close-out - A 2006 guide that can help organizations practice successful project-close out. <br />
* [http://www.ala.org/rusa/sections/rss/rsssection/rsscomm/rssresstat/prjctassmnteval Project Assessment and Evaluation] - A list of resources compiled by the Referencce and User Services Association ([http://www.ala.org/rusa/ RUSA]), a division of the American Library Association (ALA). <br />
* [https://manoa.hawaii.edu/assessment/workshops/pdf/templates_2009-12.pdf Creating an Assessment Plan & Using Assessment Templates] - A 2009 guide created by the University of Hawaii at Manoa Assessment Office.<br />
* Tutorials for creating Gantt, PERT, and CPM charts<br />
** [https://www.officetimeline.com/gantt-chart-excel How to make Gantt charts in Excel] - A video tutorial with Excel templates for making Gantt charts.<br />
** [https://www.youtube.com/watch?v=oe_Uvf6p4_A Creating a Pert CPM chart using Excel] - A 2012 YouTube video tutorial by Eric Magidson.<br />
** [https://www.youtube.com/watch?v=8NHJTRUiX6A Creating a PERT/CPM Chart using Excel 2016 and the Personal Trainer Case] - A 2016 YouTube video tutorial by Eric Magidson.<br />
* [http://www.pmsolutions.com/audio/PM_Performance_and_Value_List_of_Measures.pdf Measures of Project Management Performance and Value: A Benchmark of Current Business Practices] - A 2005 resource from the Center for Business Practices as part of the Comprehensive List of Measures series. <br />
* [http://www.mclam.com/pdf/Metrics.pdf Environmental Protection: Using Metrics to Track Progress of Community Outreach Programs] - A 2004 guide published by the American Institute of Chemical Engineers to help develop metrics for understanding how well organizations are implementing programs as well as how to improve them.<br />
* [http://www.cioarchives.ca.gov/itpolicy/pdf/PM5.2_Project_Execution_Tracking_and_Monitoring.pdf Project Execution - PM Elements: Tracking and Monitoring Project Performance] - A January 1997 PDF document from the California Chief Information Offices that offers practical solutions for project tracking that can be adapted to other organizations' needs. A part of the Statewide Information Management Manual ([http://www.cioarchives.ca.gov/ITpolicy/SIMM.html SIMM])<br />
* [http://www.businessofgovernment.org/blog/strategies-font-color-redcut-costsfont-and-improve-performance/shared-services-tracking-perform Shared Services: Tracking Performance/Performance Metrics - What Doesn’t Get Measured Doesn’t Get Done] - A 2011 blog post by Jennifer Lotkowski and Adam Jelic on the IBM Center for The Business of Government.<br />
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<br />
=== Future Project Planning ===<br />
* [http://resource.aaslh.org/view/engaging-the-grown-ups-a-roundtable-exploring-new-strategies/ Engaging the Grown-Ups: A Roundtable Exploring New Strategies] - An AASLH Audio Recording <br />
* [http://resource.aaslh.org/view/whos-next-succession-planning-and-institutional-health/ Who’s Next? Succession Planning and Institutional Health] - An AASLH Audio Recording<br />
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<br />
=== Developing and Evaluating Institutional Documentation ===<br />
SEE ALSO [[#Creating Policies for Collection Building|Creating Policies for Collection Building]]<br />
<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_48_-_Plan_for_the_Future_You_Want_for_Your_Museum.pdf Plan for the future you want for you museum] - A Technical Bulletin of the Oklahoma Museums Association, July 2009 by Cecil Carter<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types.<br />
* [http://flamuseums.org/professional-development/florida-connecting-to-collections-program/emergency-plans/ Florida Connecting to Collections Emergency Plans] - A self-paced program for all GLAM Institution types<br />
* [http://www.aam-us.org/resources/assessment-programs/core-documents/documents AAM Description of Core Documents] - A listing of important documents suggested by the American Alliance of Museums (AAM) as fundamental for basic professional museum operations.<br />
* [https://www.nsf.gov/publications/pub_summ.jsp?ods_key=nsf02057 The 2002 User-friendly Handbook for Project Evaluation] - A 2002 resource guide in HTML or PDF from the National Science Foundation ([https://www.nsf.gov/ NSF])<br />
* [http://obolinx.com/resources/2013/10/five-project-management-performance-metrics-key-to-successful-project-execution-operational-excellence/ Five Project Management Metrics key to Successful Project Execution - Operational Excellence] - A 2013 post by Kavita Verma shared on [http://obolinx.com/resources/ OBOlinx Tech]. Includes equations and practical examples.<br />
<br />
[[#toc|Table of Contents]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Strategies_for_Advancing_Hidden_Collections&diff=14769Strategies for Advancing Hidden Collections2019-09-10T19:38:26Z<p>Joymbanks: /* Closing the loop: Project assessment and leveraging goals for future planning */</p>
<hr />
<div>This resource library has been prepared for gallery, library, archive, and museum (GLAM) workers engaged in collection processing projects. Compiled by experts from the GLAM communities, the library is arranged to support the content of the CLIR [https://www.clir.org/hiddencollections/sahc Strategies for Advancing Hidden Collections] (SAHC) webinar series. A wide range of solutions and suggestions for a variety of collecting organizations appear below; inclusion of links on this page does not necessarily represent an endorsement of an organization or a product by CLIR or any individual connected with the SAHC project.<br />
<br />
'''Project Coordinator'''<br />
<br />
Joy M. Banks, Consultant<br />
<br />
'''Speakers'''<br />
* Angela Kipp, Collection Manager, TECHNOSEUM and Administrator, [http://world.museumsprojekte.de/ Registrar Trek]<br />
* Rosemary Pleva Flynn, Principal Librarian, Library and Information Services Team Lead, Energy and Environmental Research Center (EERC) at the University of North Dakota<br />
* Sarah Leu, Project Archivist, Historical Society of Pennsylvania<br />
* Beth Knazook, Library Juice Academy and Queen's University<br />
* Jessica Bitely, Director of Preservation Services, Northeast Document Conservation Center (NEDCC)<br />
* Yvonne Ng, Senior Archivist, WITNESS<br />
* Ellen Ryan, Head of Special Collections and Archives and Assistant Professor, Idaho State University<br />
<br />
'''Curriculum Committee'''<br />
* Stephanie Gaub Antequino, Memorabilia Archivist, Planet Hollywood International<br />
* Casey Davis, Project Manager, American Archive of Public Broadcasting<br />
* Tamar Evangelista-Dougherty, Consultant<br />
* Linda Hocking, Curator of Library and Archives, Litchfield Historical Society<br />
* Daniel Johnson, Digital Preservation Librarian, University of Iowa<br />
* Holly Mengel, Manuscripts Cataloging Librarian, University of Pennsylvania<br />
* Matthew Peek, Military Collections Archivist, State Archives of North Carolina<br />
* Kelly Revak, Processing Archivist, Library of Congress<br />
<br />
Additions to this library are welcome. Readers may contribute to its development by [https://wiki.diglib.org/index.php?title=Special:CreateAccount&returnto=Main+Page creating an account], or by sending suggestions to [mailto:cwilliford@clir.org Christa Williford] at CLIR.<br />
<br />
== Where to begin: Basics of project planning for GLAM organizations ==<br />
The resources in this section will help lay the foundation for successful project planning and management.<br />
<br />
Additional information on the January 11, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>Vd4x6nQvu8g</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_transcript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017_Wheretobegin_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat4.pdf General webinar chat] <br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp_chat1.pdf Key Elements of a Project]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat2.pdf Time to Catalog]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat3.pdf Project Management]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar:<br />
https://www.surveymonkey.com/r/L9CYDRQ.<br />
<br />
Jump to:<br />
[[#General|General]] | [[#Selecting the best collection management system|Selecting the best collection management system]] | [[#Collection Prioritization & Assessment|Collection Prioritization & Assessment]] | [[#Workflow|Workflow]] | [[#Project Management Tools|Project Management Tools]]<br />
<br />
=== General ===<br />
* [https://www.clir.org/hiddencollections/meetings/2010HCsymposium.html CLIR 2010 Hidden Collections Symposium]<br />
* [https://www.clir.org/hiddencollections/2015-symposium-unconference/symposium-abstracts CLIR 2015 Hidden Collections Symposium & Unconference]<br />
* [http://registry.clir.org/ CLIR Hidden Collections Registry]<br />
* [https://www.webjunction.org/explore-topics/planning-coordination.html WebJunction Planning & Coordination Topic Page]<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources]<br />
* [http://openglam.org/ OpenGLAM]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Selecting the best collection management system ===<br />
Note: Some of these resources may be dated but can still contain useful information. SEE ALSO [[#Collection_access:_Describing.2C_cataloging.2C_and_processing_with_the_future_in_mind|Collection access: Describing, cataloging, and processing with the future in mind]]<br />
<br />
'''For all institution types'''<br />
* [http://carlibrary.org/CarLibrary-CollectionManagementSystems.htm CarLibrary.org - Collection Management Systems] - A detailed resource discussing all aspects of selecting a management system including a number of links to additional resources. The page also includes a link to a [http://carlibrary.org/CarLibrary-CMS-Table.htm summary table] of a wide range of CMS software systems.<br />
'''For Museums'''<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - Tips on selecting the right museum CMS software from [https://www.historyassociates.com History Associates, Inc.].<br />
* [http://manyonline.org/professional-development/collections-management-software Collections Management Software] - A list with additional information on software systems designed specifically for the museum collection management environment from the [http://manyonline.org Museum Association of New York].<br />
* [http://rcaam.org/cms/wp-content/uploads/2011/05/Graduate-Studies-Thesis-Collections-Management-Elana-Carpinone.pdf Museum Collections Management Systems: One Size Does NOT Fit All] - Masters Thesis by Elana C. Carpinone, Seton Hall University, May 2010<br />
* [http://www.idea.org/blog/2011/04/07/collection-management-systems-museums-and-the-web-2011/ Collection management systems: Museums and the Web 2011] - A listing and explanation of collection management systems represented at the [http://www.museumsandtheweb.com/mw2011.html Museums and the Web 2011] event.<br />
'''For Libraries'''<br />
* The Small Libraries Manager's Handbook, edited by Alice Graves. Includes several chapters on system selection.<br />
'''For Archives'''<br />
* [https://www.clir.org/pubs/reports/spiro/spiro/spiro_Jan13.pdf Archival Management Software] - A report for the Council on Library and Information Resources (CLIR) by Lisa Spiro, January 2009<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Prioritization & Assessment ===<br />
* [http://www.pacsclsurvey.org/ PACSCL Survey Initiative] - Includes information and resources from the Philadelphia Area Consortium of Special Collections Libraries (PACSCL) Consortial Survey Initiative project to assess backlogged archival collections.<br />
* [https://psap.library.illinois.edu/about Preservation Self-Assessment Program (PSAP)] - A free, online tool that helps collection managers prioritize efforts to improve conditions of collections developed by the University of Illinois, University Library through the IMLS<br />
** [https://www.imls.gov/news-events/project-profiles/extending-preservation-self-assessment-option-libraries-archives-and Press Release from IMLS]<br />
* [http://www.oclc.org/content/dam/research/publications/library/2011/2011-07.pdf Taking Stock and Making Hay: Archival Collections Assessment] - A report from OCLC by Martha O'Hara Conway and Merrilee Proffitt, July 2011.<br />
* [http://nationalwomansparty.org/wp-content/uploads/2011/02/Strategy-and-Priorities-for-Cataloging.pdf Strategy and Priorities for Cataloging the National Woman's Party Collection] - A report from the Sewall-Belmont House and Museum that can be used as a sample collection analysis tool<br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Benchmarks in Collections Care] - The resources page provides access to information on Benchmarks in Collection Care as well as the self assessment checklist to aid in establishing realistic colleciton goals. This is a resource provided by the [http://www.collectionstrust.org.uk/ Collections Trust].<br />
* [http://library.columbia.edu/services/preservation/audiosurvey.html Survey Instrument for Audio & Moving Image Collections] - A resource developed by the Columbia University Libraries to inventory and assess audio and moving image materials.<br />
* [http://www.avcompass.bavc.org/ AV Compass] - A free online resource from the [https://www.bavc.org/ Bay Area Video Coalition] to help organize, preserve, and access AV collections.<br />
* [http://library.columbia.edu/services/preservation/survey_tools.html Special Collections Materials Survey Instrument] - A resource developed by the Columbia University Libraries to evaluate under-processed archival collections.<br />
* [http://tools.aaslh.org/steps/ Standards and Excellence Program (StEPs)] - A self-study program developed by the American Association for State and Local History (AASLH) designed specifically for small to mid-sized organizations.<br />
* [http://www.aam-us.org/resources/assessment-programs American Alliance of Museums (AAM) Assessment Programs] - A page describing the Continuum of Excellence to help move organizations towards better stewardship of their collections.<br />
* [https://www.imls.gov/grants/available/collections-assessment-preservation-program-cap IMLS Collections Assessment for Preservation Program (CAP)] - A grant program through the Institute of Museum and Library Services (IMLS). Deadline for applications vary.<br />
* [http://www.digitalpreservation.gov/documents/NDSA_Levels_Archiving_2013.pdf NDSA Levels of Digital Preservation] - Includes explanations and uses for maintaining and preserving digital files in archival settings.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Workflow ===<br />
* [http://www.libraryworkflowexchange.org/about/ Library Workflow Exchange] - A space for libraries to share and find workflows and best practices across institutions.<br />
* [http://digitizingmillerhouseandgarden.tumblr.com/tagged/workflow Workflows from the Documenting Modern Living project] - Examples of workflows from the Documenting Modern Living: Digitizing the Miller House and Garden Collection Tumblr page<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Management Tools ===<br />
* [http://blog.hubspot.com/agency/agency-project-management-tools#sm.0000y44e3e7sifdbt8018ehatkvxc Improve Your Collaboration: 18 Project Management Tools for Marketing Agencies] - Not GLAM specific, but a resource by Jami Oetting on selecting a project management tool with some suggested software.<br />
* [http://www.techworld.com/picture-gallery/startups/10-best-free-project-management-software-programs-3625922/ 14 best free project management software programs 2016: Great project management software tools that don't cost a penny] - By Matt Egan and posted on TechWorld, includes software and brief explanations of each.<br />
* [http://www.projectsmart.com/project-management/introduction.php 21 Ways to Excel at Project Management] - A detailed step by step tool from ProjectSmart for successful project management from beginning to end.<br />
* [http://www.archivejournal.net/issue/3/notes-queries/teaching-librarians-project-management-new-expectations-for-the-digital-age/ Teaching Librarians & Project Management: New Expectations for the Digital Age] - An article by Caro Pinto in the Archives Journal Notes + Queries (Issue 3, Summer 2013) that addresses the changing nature of librarian training to include project management.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Building resources and relationships: Determining what and who you need ==<br />
The resources in this section will help guide project managers through the process of estimating project costs, communicating costs with others, and building relationships for support. <br />
<br />
Additional information on the January 18, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>BTxNqOQsyow</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slideswithtranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_-SAHC2_Pleva-Flynn_Buildingresourcesandrelationships_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat1.pdf Justifying the Existence of GLAMS] <br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat2.pdf What would you do differently?]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat3.pdf Not-Your-Usual Funding Sources]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
Jump to:<br />
[[#General_2|General]] | [[#Buy-in from Board of Directors, Community, Volunteers|Buy-in from Board of Directors, Community, Volunteers]] | [[#Calculating processing time, staff time, and estimating supply costs|Calculating processing time, staff time, and estimating supply costs]] | [[#Communicating to people who need to approve the project|Communicating to people who need to approve the project]] | [[#Funding Sources and Grant Writing|Funding Sources and Grant Writing]]<br />
<br />
=== General ===<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html WebJunction Budgets & Funding Resource Page] - Resources, webinars, and other information on budget planning and development for libraries that can be applied to all GLAM organizations.<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html Connecting to Collections Care Resources Page] - For more information on budgets and increasing collection support, select the ''Increasing Support for Collections Care'' from the list.<br />
* [http://www.mapfornonprofits.org/resources/fund-development/ MAP Resources for Fund Development] - Resources from the [http://www.mapfornonprofits.org/ MAP for Nonprofits], serving nonprofits through provision of consulting and training.<br />
* [http://managementhelp.org/nonprofitfundraising/index.htm Free Management Library All About Nonprofit Fundraising Resources] - A extensive listing of resources for nonprofits from the [http://managementhelp.org/ Free Management Library], a service of Authenticity Consulting, LLC.<br />
* Nonprofit Sustainability: Making Strategic Decisions for Financial Viability - 2010 book by Jeanne Bell, Jan Masaoka, and Steve Zimmerman.<br />
** [https://ssir.org/book_reviews/entry/nonprofit_sustainability_jeanne_bell_jan_masaoka_steve_zimmerman 2011 Review] in the Stanford Social Innovation Review by Jim Schorr<br />
** [http://www.nonprofitsustainability.org/ The Sustainability Mindset] - A 2014 companion book by Jeanne Bell and Steve Zimmerman that offers a step-by-step guide and templates for moving nonprofits toward a sustainable model.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Buy-in from Board of Directors, Community, Volunteers ===<br />
* [http://www.mandywilson.co.uk/data/uploads/pdf/Museums-Community-Involvement-Toolkit.pdf Community Involvement in Museums, Archives and Libraries: Toolkit for improving practice] - A pdf resource developed by COGS (Communities and Organizations - Growth and Support) for Yorkshire Museums Council, 2002. The toolkit includes a number of practical resources and guides for strengthening community involvement.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Calculating processing time, staff time, and estimating supply costs ===<br />
* [http://www.marac.info/assets/documents/marac_technical_leaflet_2.pdf Computing the Total Cost of Archival Processing] - A technical leaflet by Thomas Wilsted produced by the Mid-Atlantic Regional Archives Conference ([http://www.marac.info/ MARAC]), 1989.<br />
* [http://library.gwu.edu/collections/digitize/cost-calculator George Washington University Digitization Cost Calculator] - (unavailable)<br />
* [http://dashboard.diglib.org/ Digitization Cost Calculator] - A project of the [https://wiki.diglib.org/Assessment:Costs Digital Library Federation Assessment Interest Group’s working group on Cost Assessment] that uses community supplied data to help users estimate costs for digitization projects.<br />
* [https://roseelr.files.wordpress.com/2014/04/cost-finding-rose.docx Cost Finding Exercise] - Word Document Download. An exercise by Elizabeth Rose completed during her masters work at Southern Connecticut State University. The exercise considers the direct and indirect costs of processing an archival collection and includes references for additional information.<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.58.1.h9847h1372211l75 Beneficial Shocks: The Place of Processing-Cost Analysis in Archival Administration] - Research article by Paul Ericksen and Robert Shuster from American Archivist, Winter 1995. Includes discussion of both theoretical analysis and practical application.<br />
* [https://minds.wisconsin.edu/bitstream/handle/1793/44723/MA07_1_3.pdf?sequence%E2%80%A6 Rates of Processing Manuscripts and Arhives] - PDF download. An article by Karen Temple Lynch and Thomas E. Lynch from The Midwestern Archivist, p. 25-35, Vol. VII, No. 1, 1982 available through [https://www.jstor.org/journal/midwarch JSTOR]. Provides an analysis of processing rates from various grant proposals and considers how variable levels of processing affect cost.<br />
* [http://beinecke.library.yale.edu/25-processing-estimates Beinecke Rare Book & Manuscript Library (Yale University) Processing Estimates] - A guidelines developed in 2015 to consider the cost to process, arrange, and describe collections of personal papers.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ The Cost of Processing] - A blog post from 2010 by Emily Walters from North Carolina State University Libraries reflecting on estimating costs for their Changing the Landscape: Exposing the Legacy of Modernist Architects and Landscape Architects multi-year project.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ Costs of Cataloging] - A chapter by Felix Reichmann in Library Trends 2 (1953) providing historical context for cataloging cost analysis.<br />
* [https://ejournals.bc.edu/ojs/index.php/ital/article/viewFile/3161/2775 Cost Analysis of an Automated and Manual Cataloging and Book Processing System] - An article by Joselyn Druschel from the Journal of Library Automation (Vol. 14, no. 1, March 1981). Showing the historical argument for automating cataloging and processing to reduce cost.<br />
* [https://journals.ala.org/lrts/article/view/5501/6757 Assessing the Cost and Value of Bibliographic Control] - An article by Erin Stalbert and Christopher Cronin from Library Resources & Technical Services (Vol. 55, No. 3, 2011) published by the Association for Library Collections & Technical Services ([http://www.ala.org/alcts/ ALCTS]). Provides a detailed discussion of the past and present issues with estimating cataloging costs.<br />
* [https://www.liberquarterly.eu/articles/10.18352/lq.8558/ Improving Library Management by Using Cost Analysis Tools: A Case Study for Cataloguing Processes] - Article by Lorena Siguenza-Guzman, Alexandra Van den Abbeele, and Dirk Cattrysse from LIBER Quarterly, the Journal of the Association of European Research Libraries. This was originally presented at the LIBER conference in 2013 and discusses the application of TDABC (Time-Driven Activity-Based Costing) procedures in libraries.<br />
* [https://rbms.info/committees/task_force/metrics_assessment/group-1/cataloging/ RBMS Page on Cataloging] - Includes thoughts and definitions on cataloging from the Rare Books and Manuscripts Section ([https://rbms.info/ RBMS]) of the Association of College and Research Libraries ([http://www.ala.org/acrl/ ACRL]. A discussion of cataloging metrics is included as well as a resource list.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Communicating to people who need to approve the project ===<br />
* [http://enfocussolutions.com/8-best-practices-for-stakeholder-engagement/ 8 Best Practices for Stakeholder Engagement] - An article by John Parker from Enfocus Solutions (2012). Offers practical suggestions to engage and communicate with project stakeholders.<br />
* [http://agilemodeling.com/essays/activeStakeholderParticipation.htm Active Stakeholder Participation: An Agile Best Practice] - A detailed discussion of stakeholder engagement from Agile Modeling including definitions and useful charts.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2013-presentations/programming-on-a-shoestring-budget/ Programming on a Shoestring Budget] - Video presentation from David Mixdorf from South Sioux City Public Library (NE) presented in February 2013 for the Big Talk from Small Libraries online conference.<br />
* [http://www.wkkf.org/resource-directory/resource/2006/01/template-for-strategic-communications-plan Template for Strategic Communications Plan] - Practical template developed for use by the [http://www.wkkf.org/ W.K. Kellogg Foundation] including worksheets to develop a new plan.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case2Final.pdf Defining and Formalizing a Procedure for Archiving the Digital Version of the ''Schedule of Classes'' at the University of Michigan] - A 2008 case study from the Society of American Archivists (SAA) by Nancy Deromedi describing the process of forming an agreement between the university archive and registrar's office to continue the preservation of the schedule of classes after it moved to digital only.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Funding Sources and Grant Writing ===<br />
* [http://www.museumsoftware.com/grants.html Grant Opportunities] - A listing of available grants compiled by Past Perfect Museum Software.<br />
* [https://librarygrants.blogspot.com/ Library Grants blog] - A blog maintained by Stephanie Gerding and Pam MacKellar, authors of [http://www.alastore.ala.org/detail.aspx?ID=4039 Winning Grants: A How-To-Do-It Manual for Librarians with Multimedia Tutorials and Grant Development Tools]. Updated regularly with available opportunities.<br />
* [https://www.imls.gov/grants/available/museums-america IMLS Museums for America grant] - A grant program from the Institute of Museum and Library Services (IMLS) with the goal to "strengthen the ability of an individual museum to serve its public."<br />
* [https://www.neh.gov/grants/preservation/preservation-assistance-grants-smaller-institutions NEH Preservation Assistance Grants (PAG)] - These PAG funds help small and mid-sized institutions improve their ability to preserve and care for significant historical collections.<br />
* [https://www.neh.gov/grants/challenge/creating-humanities-communities Creating Humanities Communities] - A grant program from the NEH to help stimulate and proliferate meaningful humanities activities in underserved areas of the United States and territories. Limited geographic regions qualify.<br />
* [http://www.connectingtocollections.org/funding-collections-care/ Connecting to Collections Care Funding for Collections Care] - A webinar recorded November 2010 presented by Debra Hess Norris and Lee Price. The webinar page also includes related books for additional resources.<br />
* [http://www.connectingtocollections.org/fundraising-for-collections-care/ Connecting to Collections Care Fundraising for Collections Care] - A webinar series recorded in 2013 with sessions on Fundamentals, Finding Support, Cultivating Donors and Members, Writing Proposals, and Creative Fundraising. The series page includes additional links to resources, slides, and sample documents.<br />
* [https://event.on24.com/eventRegistration/EventLobbyServlet?target=reg20.jsp&partnerref=LJWebbestmall150901&eventid=1033500&sessionid=1&key=5EF4833291C07A8F39B02944D8C40810&regTag=&sourcepage=register Funding & Fundraising for Small Libraries] - An on-demand downloadable webinar from the LibraryJournal series Best Practices from America's Best Small Libraries. Presented in 2015 by Mary Beth Stenger and Cheryl Clay (registration required). A review of the webinar is available from [http://www.lminfo.us/blog/funding-and-fundraising-for-small-public-libraries/ Didi Yunginger].<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_46_-_Ten_Points_to_Increase_Your_Grant_Writing_Success.pdf Ten points to increase your grant writing success] - A one page technical bulletin by Cecil Carter from the Oklahoma Museums Association (January 2008).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Making the most of people: Recruitment, retention, and recognition ==<br />
The resources in this section consider how volunteers, interns, and staff fit into the project picture.<br />
<br />
Additional information on the January 25, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>lQs-MlrC6os</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017_SAHC3_Leu_MakingtheMostofPeople_Slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slideswithtranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017_SAHC3_Leu_Makingthemostofpeople_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017-SAHC-Leu_chat1.pdf Strategies for Outreach to Students, Interns, and Volunteers]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017-SAHC-Leu_chat2.pdf Troubleshooting Concerns about Students, Interns, and Volunteers]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/JRXMV3F<br />
<br />
Jump to:<br />
[[#Teens and Student Workers|Teens and Student Workers]] | [[#Volunteers and Staff|Volunteers and Staff]] | [[#Celebrating Success|Celebrating Success]] | [[#Ethics of Hiring|Ethics of Hiring]]<br />
<br />
=== Teens and Student Workers ===<br />
* [https://olcsmalllibraries.wordpress.com/2010/04/02/no-budget-no-time-no-problem/ No Budget? No Time? No Problem!] - Blog post from the Ohio Library Council by RoseMary Honnold discussing how community teens can be engaged in the work of collections.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2016-presentations/to-the-big-stage-on-a-small-budget-from-special-collections-to-archive-2-0/ To the Big Stage on a Small Budget: From Special Collections to Archive 2.0] - A presentation by Julie Pinnell for the 2016 Big Talk From Small Libraries [http://nlcblogs.nebraska.gov/bigtalk/ online conference] discussing the use of Doane College students to process the college archive.<br />
* [http://newprairiepress.org/culsproceedings/vol1/iss1/8/ Archival Internships: Creating Real World Learning Beyond the Classroom] - An article from the College & University Libraries Section (CULS) of the Kansas Library Association by Lorraine Madway (CULS Proceedings, Vol. 1, 2011, no. 1). Presents findings from the internship program at Wichita State University Libraries and offers practical advice for establishing an internship program.<br />
* [http://cupola.gettysburg.edu/librarypubs/53/ Undergraduate Library Internships and Professional Success] - A downloadable pdf poster by staff at Gettysburg College reporting on the impact undergraduate library internships had on the development of student career goals.<br />
* [http://www.nyarc.org/content/training-future-librarians-and-enhancing-digital-and-print-collections-m-lead-ii-comes Training Future Librarians and Enhancing Digital and Print Collections: M-LEAD II Comes to a Successful End] - A 2015 report by Kim Loconto on the [https://www.imls.gov/ IMLS] funded Museum Library Education and Digitization [M-LEAD] grant which allowed interns to gain a wide range of experiences with practical, hands-on projects.<br />
* [http://www.businessnewsdaily.com/8394-create-internship-program.html Creating a Successful (and Legal) Internship Program] - A 2015 article from Business News Daily by Nicole Fallon Taylor. A basic overview for creating an internship program that will be beneficial to the intern, productive for the organization, and meet current employment laws.<br />
* [http://www2.archivists.org/standards/best-practices-for-internships-as-a-component-of-graduate-archival-education Best Practices for Internships as Components of Graduate Archival Education] - A downloadable best practices guide from the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
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<br />
=== Volunteers and Staff ===<br />
* [http://www.connectingtocollections.org/archivecollectionscare/ Connecting to Collections Care Staff and Volunteer Management for Collections Care] - Webinar 6 in the Collections Care Basics: Where Do I Begin? webinar series. Originally presented by Donia Conn in 2013. The webinar section contains links to the recording, PowerPoint presentation, and a number of additional readings and resources related to the topic.<br />
* [http://www.slideshare.net/volunteermatch/creating-a-comprehensive-engaging-volunteer-training-program Creating a Comprehensive & Engaging Volunteer Training Program] - A 2013 SlideShare presentation by Jennifer Bennett and Matt Wallace. Hosted by VolunteerMatch Learning Center.<br />
* [http://files.archivists.org/pubs/free/Resources_for_Volunteers-Final-V3.pdf Resources for Volunteer Programs in Archives] - A 2012 joint publication, available as a PDF, from the National Archives and Records Administration (NARA) and the Society of American Archivist (SAA) that provides descriptions of volunteer projects undertaken at various archives as well as a "Tools Shared by Archives" section with examples of volunteer questionnaires and applications, volunteer standards of conduct, volunteer handbook, and additional resources.<br />
* [http://www.connectingtocollections.org/seeding-engagement-and-cultivating-volunteers-through-crowdsourcing/ Seeding Engagement and Cultivating Volunteers through Crowdsourcing] - A Connecting to Collections Care webinar originally presented in July 2016 by Meghan Ferriter. Dr. Ferriter shares the crowdsourcing experience of the [https://transcription.si.edu/ Smithsonian Transcription Center (TC)] and how their experience can be adapted to other projects.<br />
* [http://www.infotoday.com/cilmag/oct14/Zastrow--Crowdsourcing-Cultural-Heritage.shtml Crowdsourcing Cultural Heritage: 'Citizen Archivists' for the future] - A 2014 article by Jan Zastrow published in Computers in Libraries (Vol. 34, No. 8, October 2014).<br />
* [http://alm.axiell.com/infographic-leveraging-volunteers-and-crowdsourcing-digitisation?utm_source=Axiell+ALM+-+Non-Customer+Newsletter&utm_campaign=6f296c7bbf-Prospect+Newsletter+February&utm_medium=email&utm_term=0_00e6b7cbf3-6f296c7bbf-143955453 Leveraging Volunteers and Crowdsourcing for Digitisation] - A February 2017 infographic that shares results of research conducted by [http://mcn.edu/ MCN] and [http://alm.axiell.com/ Axiell] involving over 100 Museums and Archives from around the world.<br />
* Examples of Crowdsourcing volunteer projects:<br />
** [https://www.flickr.com/photos/8623220@N02/ Library of Congress Flickr Feed]<br />
** [https://diyhistory.lib.uiowa.edu University of Iowa DIY History]<br />
** [https://transcription.si.edu Smithsonian Transcription Project]<br />
** [https://www.archives.gov/citizen-archivist/transcribe US National Archives - Citizen Archivist Transcription Project]<br />
* [http://oregonstate.edu/ua/ncs/archives/2010/feb/business-students-raise-funds-haiti-learn-value-%E2%80%98blitz-project%E2%80%99 Business students raise funds for Haiti, learn value of 'blitz project'] - A short 2010 article describing a blitz project by Oregon State University College of Business students.<br />
* Yellowstone National Park Blitz projects<br />
** [https://www.nps.gov/yell/blogs/Using-a-Team-Approach-to-Expose-Yellowstone-s-Hidden-Collections.htm Using a Team Approach to Expose Yellowstone's Hidden Collections] (July 10, 2014), by Anne Foster<br />
** [https://www.nps.gov/yell/blogs/Bringing-Yellowstone-Back-Home-Using-the-Archives-Blitz-as-a-Framework-for-Other-Institutions.htm Bringing Yellowstone Back Home: Using the Archives Blitz as a Framework for Other Institutions] (October 7, 2014), by Anna Trammell<br />
** [https://www.nps.gov/yell/blogs/Keys-to-a-Blissful-Blitz.htm Keys to a Blissful Blitz] (March 12, 2015), by Kiley Hayes<br />
* [http://www.aam-us.org/resources/online-programs/human-resources-webinars Human Resources Recorded Webinars] - A series of webinars from the American Alliance of Museums ([http://www.aam-us.org/home AAM]) on a variety of topics related to staff and volunteers.<br />
* [https://aamv.wildapricot.org/ American Association for Museum Volunteers (AAMV)] - An association supporting the museum volunteer management community. Their website includes some resources freely available to non-members.<br />
* [http://peabody.yale.edu/volunteer Volunteer Page for the Yale Peabody Museum of Natural History] - Provides an example of a well-designed volunteer page including a link to the Yale Peabody volunteer application.<br />
** [http://peabody.yale.edu/sites/default/files/documents/volunteer/volunteer_application_form.pdf Yale Peabody Museum Volunteer application example]<br />
* [http://themuseum.org/sites/default/files/volunteeragreement.pdf Volunteer Code of Ethics and Professional Standards] - A standard from the [http://themuseum.org/ Alexandria Museum of Art] that can be used as a model for other institutions.<br />
* [http://www.connectingtocollections.org/outreach/ Involving the Public in Your Preservation Efforts] - A Connecting to Collections Care webinar from 2013 showcasing work from a number of institutions in celebration of Preservation Week. The page contains links to referenced projects and resources.<br />
* [http://www2.archivists.org/standards/best-practices-for-volunteers-in-archives Best Practices for Volunteers in Archives] - A downloadable resource by the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_45_-_Creating_a_Successful_Volunteer_Program.pdf Building a successful museum volunteer services program] - A technical bulletin by Robbin Davis produced by the Oklahoma Museums Association (July 2007).<br />
* [http://www.wildapricot.com/blogs/newsblog/2015/05/13/top-challenges-with-volunteer-engagement-retention Top Challenges with Volunteer Engagement & Retention] - A 2015 post by Lori Halley on the [http://www.wildapricot.com/academy Wild Apricot Membership Academy] blog that discusses challenges and solutions to some of the most frequent volunteer issues. Also includes links to a Wild Apricot webinar on volunteers and other resources.<br />
* [http://www.wildapricot.com/academy/expert-webinar-series/converting-volunteers-from-joiners-to-stayers Converting Volunteers from Joiners to Stayers] - A 2015 webinar presented by Tobi Johnson as part of the Wild Apricot Expert Webinar Series.<br />
* [https://americanlibrariesmagazine.org/2016/05/31/recruiting-retaining-library-volunteers/ Recruiting and Retaining Volunteers] - A 2016 post by Kaitlin Throgmorton on the American Libraries blog.<br />
* [http://wikis.ala.org/professionaltips/index.php?title=Volunteers ALA Volunteers Wiki] - A wiki page from the American Library Association (ALA) that compiles a number of different resources about volunteers in libraries.<br />
* [http://www.alastore.ala.org/detail.aspx?ID=3069 Managing Library Volunteers, Second Edition] - A 2011 book by Preston Driggers and Eileen Dumas published by the American Library Association. Link goes to the book description in the ALA store.<br />
* [http://www.mcfarlandbooks.com/book-2.php?id=978-0-7864-9780-5 Library Volunteers Welcome! Strategies for Attracting, Retaining, and Making the Most of Willing Helpers] - A 2016 book edited by Carol Smallwood and Lura Sanborn (McFarland & Company). Link goes to the book description on the McFarland website.<br />
* [https://www.taprootplus.org/ Taproot+] - A connection service claiming to be "the best way for nonprofits to find pro bono help and for skilled volunteers to provide it."<br />
* [https://www.serviceleader.org/leaders/firing A Few Pointers on the Unpleasant Topic of Firing Volunteers] - A post by Sarah Jane Rehnborg on the ServiceLeader.org website hosted by the University of Texas at Austin. Other volunteer resources can also be found on this page.<br />
* [http://www.volunteerhub.com/blog/when-helping-hands-hurt-your-cause/ When Helping Hands Hurt your Cause] - A 2008 post by Fonda Kendrick on the VolunteerHub website.<br />
* [http://www.volunteerhub.com/blog/difficult-volunteers/ Dealing with Difficult Volunteers] - A 2014 post by Krista Balbach on the VolunteerHub website. Includes a list of resources.<br />
* [http://nonprofithub.org/featured/break-say-volunteers/ The Break-Up: How to Say No to Volunteers] - A post by Lincoln Arneal on the Nonprofit Hub.<br />
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<br />
=== Celebrating Success ===<br />
* [http://www.bridging-the-gap.com/join-your-distributed-team-in-virtual-celebration/ How to Celebrate Project Success with a Distributed Team] - A resource compiled with input from a Virtual Facilitators Forum on LinkedIn to help build teams even when members are dispersed.<br />
* [https://thesavvypm.wordpress.com/2008/05/21/how-to-celebrate-success-throughout-your-projects/ How to Celebrate Success Throughout Your Projects] - A 2008 blog post from [https://thesavvypm.wordpress.com/about/ Making Things Happen] on developing an environment of ongoing celebration of success.<br />
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<br />
=== Ethics of Hiring ===<br />
* [https://www.shrm.org/about-shrm/pages/bylaws--code-of-ethics.aspx SHRM Code of Ethical and Professional Standards in Human Resource Management] - From the Society for Human Resources Management ([https://www.shrm.org SHRM]), guidelines for ethical Human Resources management. Includes a comprehensive guide for developing your own organizational Code of Ethics.<br />
* [https://www.cornerstoneondemand.com/rework/why-path-good-ethics-starts-human-resources Why the Path to Good Ethics Starts in Human Resources] - A 2013 blog post from Chris MacDonald on Company Culture.<br />
* [http://wiki.wearedynamo.org/index.php/Guidelines_for_Academic_Requesters Guidelines for Academic Requestors] - Guidelines specifically related to the ethical hiring of Turkers through [https://www.mturk.com/mturk/welcome Amazon Mechanical Turk] for outsourced academic projects but could be applied more broadly.<br />
* [http://futureofmuseums.blogspot.com/2016/10/volunteers-and-museum-labor_18.html Volunteers and Museum Labor] - A 2016 blog post by Elizabeth Merritt from the [http://www.aam-us.org/resources/center-for-the-future-of-museums Center for the Future of Museums] (An American Alliance of Museums Initiative) that considers the challenges of volunteers versus professional staff in museums.<br />
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<br />
== Collection access: Describing, cataloging, and processing with the future in mind ==<br />
The resources available in this section try to provide guidance on the sometimes complicated world of description and processing. We understand that while GLAM organizations have many things in common, processing is often handled differently depending on the field. As we learn to work together, we hope that exploring best practices from different areas will help us move towards greater interoperability in the future.<br />
<br />
Additional information on the February 1, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>8L1C2mV1R7A</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017-SAHC4_Knazook_CollectionAccess_Slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017_SAHC4_Knazook_CollectionAccess_SlideswithTranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017_SAHC5_OvercomingProjectHurdles_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017-SAHC-Knazook_chat1.pdf What is cataloging?]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017-SAHC-Knazook_chat2.pdf Cataloging concerns]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017-SAHC-Knazook_chat3.pdf Legacy Data & You]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/JT9PCKG<br />
<br />
Jump to:<br />
[[#Communities|Communities]] | [[#General_3|General]] | [[#Institutional Ethics|Institutional Ethics]] | [[#Cataloging and Metadata Standards|Cataloging and Metadata Standards]] | [[#Data Management Tools|Data Management Tools]] | [[#Collection Management Systems|Collection Management Systems]] | [[#Controlled Vocabularies and Thesauri|Controlled Vocabularies and Thesauri]] | [[#Tutorials and Online Learning|Tutorials and Online Learning]]<br />
<br />
=== Communities ===<br />
* [https://listserv.syr.edu/scripts/wa.exe?A0=AUTOCAT AutoCat] - A general cataloging listserv, primarily for libraries but open to everyone.<br />
* [http://listserv.oclc.org/archives/oclc-cat.html OCLCCAT] - An OCLC sponsored cataloging listserv open to everyone.<br />
* [https://docs.google.com/forms/d/e/1FAIpQLSc3WCCi2_03rkbSwGVbE0rQwYFSxvL6THz6GRZY8HAbijaK4w/viewform Metadata Support Group] - A Slack forum sponsored by the Digital Library Federation ([https://www.diglib.org/ DLF]). Requires registration and a Slack account but not membership in DLF. <br />
* [http://www.archivists.org/saagroups/lonearr/resources.asp SAA Lone Arrangers listserv] - Hosted by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and open to members and non-members. <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Community] - A space for those using or interested in using the Nomenclature 4.0 resource from the American Association for State and Local History ([http://www.aaslh.org/ AASLH]).<br />
* [http://www.connectingtocollections.org/groups/connecting-to-collections-care-online-community/forum/ Connecting to Collections Care Forum] - A space to ask questions about collections care and receive answers from peers and forum monitors. Requires registration for participation.<br />
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<br />
=== General ===<br />
* [http://firstmonday.org/article/view/1628/1543 Metadata for All: Descriptive Standards and Metadata Sharing Across Libraries, Archives, and Museums] - An article from [http://firstmonday.org/index First Monday], a peer reviewed journal on the internet, by Mary W. Elings and Gunter Waibel (Vol. 12, No. 3, 5 March 2007).<br />
* [http://www.alastore.ala.org/nealschuman/companionwebsite/metadata-digital-collections/ Metadata for Digital Collections: A How-to-Do-It Manual] - A 2004 book by Steven J. Miller. Link goes to a Companion Website for the manual that includes resources, chapter supplements, and additional information.<br />
* [https://protekvaults.com/the-art-and-science-of-descriptive-metadata/ The art and science of descriptive metadata: Classifying your film archive for identification and discovery] - A general overview, with examples, of metadata by Tim Knapp of [https://protekvaults.com/ PRO-TEK Vaults]<br />
* [http://freeyourmetadata.org/ Linked Data for Libraries, Archives, and Museums] - A book and website on getting the most from your metadata. <br />
* [https://www.clir.org/pubs/reports/spiro/spiro_Jan13.pdf Archival Management Software: A Report for the Council on Library and Information Resources] - A pdf 2009 report for the Council on Library and Information Resources ([https://www.clir.org CLIR]) by Lisa Spiro<br />
* [http://resource.aaslh.org/view/building-digital-archives-lessons-learned-from-four-crowdsourced-online-projects/ AASLH Audio Recording: Building Digital Archives: Lessons Learned From Four Crowdsourced Online Projects] - An audio download of the session from the 2014 Annual Meeting of the [http://www.aaslh.org/ AASLH].<br />
* [http://www.gallerysystems.com/resources/free-resources/ Gallery Systems Free Collections Management Resources] - A collection of free collections management resources compiled by [http://www.gallerysystems.com/ GallerySystems].<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/12/Collections-Access-and-the-use-of-Digital-Technology.pdf Collections Access and the use of technology in museums] - A report by the Norfolk Museums and Archaeology Service, 2012. <br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Collections Trust: Benchmarks in Collections Care] - Self-Assessment checklist developed by [http://www.collectionstrust.org.uk/ Collections Trust] to encourage thinking about collection care activity during the organizations planning cycle.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - An extensive collection of resources arranged by topic.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-15-FINAL.pdf Will They Populate the Boxes? Piloting a Low-Tech Method for Capturing Executive E-mail and a Workflow for preserving It at the University of Michigan] - A 2013 case study by Aprille Cooke McKay published by the Society of American Archivists (SAA) that covers the process of engaging administration in the process of tagging new materials to add to the archive.<br />
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<br />
=== Institutional Ethics ===<br />
SEE ALSO [[#Ethics and Social Justice|Ethics and Social Justice]]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/code-of-ethics American Alliance of Museums (AAM) Code of Ethics for Museums]<br />
* [http://www.ala.org/advocacy/proethics American Library Association (ALA) Professional Ethics] <br />
* [http://archivists.org/statements/saa-core-values-statement-and-code-of-ethics Society of American Archivists (SAA) Core Values Statement and Code of Ethics] <br />
* [http://www2.archivists.org/groups/saa-council/ala-saa-joint-statement-on-access-guidelines-for-access-to-original-research-materials ALA-SAA Joint Statement on Access: Guidelines for Access to Original Research Materials]<br />
* [http://www.artdealers.org/about/code-of-ethics-and-professional-practices Art Dealers Association of America (ADAA) Code of Ethics and Professional Practices]<br />
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<br />
=== Cataloging and Metadata Standards ===<br />
The resources listed below may require registration or subscription for access. While some are freely available online, others are fee-based.<br />
<br />
Jump to: [[#General_4|General]] | [[#Description Standards|Description Standards]] | [[#Encoding Standards|Encoding Standards]]<br />
<br />
==== General ====<br />
* [http://www.loc.gov/standards Standards at the Library of Congress] - A listing of all of the standards maintained by the Library of Congress<br />
* [http://www.getty.edu/research/publications/electronic_publications/intrometadata/crosswalks.html Metadata Standards Crosswalk] - A useful online spreadsheet from Getty that shows how a selection of well-used metadata standards may interact with each other.<br />
* [https://www.loc.gov/marc/marc2dc.html MARC to Dublin Core Crosswalk] - A detailed resource from the Library of Congress to help manage the conversion of metadata from MARC to Dublin Core. A link to the [https://www.loc.gov/marc/dccross.html Dublin Core to MARC Crosswalk] is also available on the page.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case7Final.pdf Standards and Standards Development: The Development of Digital Records Conversion Process (ANSI/ARMA 6-2007)] - A 2008 Case Study from the Society of American Archivists (SAA) that addresses several critical questions about standards in archives.<br />
* [http://www.niso.org/publications/press/understanding_metadata Understanding Metadata: What is Metadata, and What is it For?: A Primer] - A 2017 update by Jenn Riley published by [http://www.niso.org/home/ NISO] Press. Link goes to a PDF version. Additional NISO press resources can be found [http://www.niso.org/publications/press/ here].<br />
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<br />
==== Description Standards ====<br />
* RDA: Resource Description and Access - Cataloging standard that replaced AACR2 and RDA is based on the FRBR (Functional Requirements for Bibliographic Records) and FRAD (Functional Requirements for Authority Data) concept models<br />
** [http://www.loc.gov/aba/rda/ Information from the Library of Congress]<br />
** [https://www.oclc.org/rda/about.en.html Information from OCLC]<br />
** [https://access.rdatoolkit.org/ RDA Toolkit]<br />
* AACR2: Anglo-American Cataloging Rules - Standards to build catalogs in general libraries of all sizes. No longer being updated. Replaced by RDA. Still valid and used by some smaller organizations.<br />
** [http://www.aacr2.org/index.html AACR2 Homepage]<br />
* Describing Archives: A Content Standard (DACS), Second Edition - An output-neutral set of rules for describing archives, personal papers, and manuscript collections that can be used with any encoding standard including [[#MARC21|MARC21]], [[#EAD|EAD]], and [[#EAC|EAC]].<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-describing-archives-a-content-standard-dacs/dacs#.V5fD8q1zUiQ SAA DACS Official page]<br />
* Standards for Archival Description: A Handbook - 1994 Handbook of the Society of American Archivists (SAA) describing technical standards, conventions, and guidelines used by archivists to describe holdings and repositories.<br />
** [http://www.archivists.org/catalog/stds99/index.html SAA page to download the Handbook]<br />
* SNAC: Social Networks and Archival Context - A cooperative in development to create a more collaborative environment for discovering records related to historical persons.<br />
** [http://socialarchive.iath.virginia.edu/ SNAC Prototype Research & Development Cooperative Program]<br />
** [http://www.snaccooperative.org SNAC Prototype Site]<br />
* PREMIS: Preservation Metadata: Implementation Strategies - A data dictionary developed as the international standard for metadata to support the preservation of digital objects and ensure their long-term usability.<br />
** [http://www.loc.gov/standards/premis/ Library of Congress PREMIS Official Web Site]<br />
* PBCORE: Public Broadcasting Metadata Dictionary Project - An XML metadata schema designed for sound and moving images that is both a content and data standard.<br />
** [http://pbcore.org/ PBCore homepage]<br />
** [http://pbcore.org/blog/ PBCore blog]<br />
* The Small Museums Cataguing Manual: A guide to cataloguing object and image collections - 4th edition of the guide (2009) published by Museums Australia (Victoria)<br />
** [http://www.mavic.asn.au/assets/Small_Museums_Cataloguing_Manual_4th.pdf The Small Museums Cataloguing Manual]<br />
* NPS Museum Handbook, Part II: Museum Records - A publication of the National Parks Service, downloadable as a pdf file.<br />
** [https://www.nps.gov/museum/publications/MHII/mushbkII.html NPS Museum Handbook, Part II: Museum Records]<br />
* The FIAF Moving Image Cataloguing Manual - Published by the International Federation of Film Archives ([http://www.fiafnet.org/ FIAF]) Cataloguing and Documentation Commission. Available for free as a pdf download<br />
** [http://www.fiafnet.org/pages/E-Resources/Cataloguing-Manual.html The FIAF Moving Image Cataloguing Manual]<br />
* Cataloging Cultural Objects: A Guide to Describing Cultural Works and Their Images - A data content standard for the cultural heritage community sponsored by the Visual Resources Association Foundation (VRAF)<br />
** [http://cco.vrafoundation.org/ CCO Commons]<br />
[[#toc|Table of Contents]]<br />
<br />
==== Encoding Standards ====<br />
* <div id="MARC21"></div>MARC21 - Encoding standards to make bibliographic and related information machine-readable<br />
** [https://www.loc.gov/marc/ Library of Congress MARC Standards]<br />
* BIBFRAME: Bibliographic Framework Initiative - A new bibliographic encoding standard being developed by the Library of Congress to replace MARC21. The new model is designed to express and link bibliographic data.<br />
** [https://www.loc.gov/bibframe/ Library of Congress BIBFRAME page]<br />
* <div id="EAC"></div>EAC-CPF: Encoded Archival Context - Corporate bodies, Persons, and Families - Extensible Markup Language (XML) Standard for encoding contextual information about persons, corporate bodies, and families. Maintained by the Society of American Archivists (SAA) in partnership with the Berlin State Library.<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-eac-cpf/encoded-archival-context-corporate-bodies-persons-and-families-eac-cpf#.V5I2KfkrJpg SAA EAC-CPF page]<br />
* <div id="EAD"></div>EAD: Encoded Archival Description - Standard for encoding Finding Aids for interoperability in an online environment.<br />
** [http://www.loc.gov/ead/ Library of Congress EAD Official Site]<br />
* DCMI: Dublin Core Metadata Initiative - A set of metadata vocabulary to use with the Resource Description Framework (RDF) and other Linked Data initiatives that follows Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH).<br />
** [http://dublincore.org/ Home page for the Dublin Core Metadata Initiative]<br />
** [http://www.dublincoregenerator.com/ Free Dublin Core Generator]<br />
* MODS: Metadata Object Description Schema - An XML schema for a bibliographic element set that may be used for a vaiety of purposes, and particularly for library applications. Maintained by the Library of Congress.<br />
** [http://www.loc.gov/standards/mods/ Library of Congress MODS page]<br />
* IIIF: International Image Interoperability Framework - An image encoding standard to unlock standard information on the web<br />
** [http://iiif.io/ IIIF Homepage]<br />
* RDF: Resource Description Framework - A framework to describe any internet resource developed by the World Wide Web Consortium (W3C)<br />
** [https://www.w3.org/RDF/ W3C Semantic Web RDF page]<br />
** [https://www.obitko.com/tutorials/ontologies-semantic-web/resource-description-framework.html RDF section on Ontologies and Semantic Web Tutorial]<br />
** [http://www.linkeddatatools.com/semantic-web-basics Introducing Linked Data and the Semantic Web] - Introducing RDF is section 2<br />
* VRA Core - a data standard for the description of works of visual culture as well as the images that document them.<br />
** [http://www.loc.gov/standards/vracore/ Library of Congress official VRA Core website]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Data Management Tools ===<br />
* [http://www.bitcurator.net/ BitCurator] <br />
* [http://coptr.digipres.org/Main_Page CPOTR: Community Owned Digital Preservation Tool Registry]<br />
* [https://scout.wisc.edu/cwis CWIS: Collection Workflow Integration System] <br />
* [http://www.datawatch.com/gated/data-wrangling/?msrc=GooglePPC-DP-wrang&gclid=CjwKEAjwiMe8BRD0ts3Vtv-ohWgSJAAZurk12EC7fBtj6D9nF-CXKxDkbgmxY8Xu50deWtN1lOgfaRoC0M3w_wcB Data Wrangler]<br />
* [http://www.sno.phy.queensu.ca/~phil/exiftool/ ExifTool] <br />
* [https://www.avpreserve.com/tools/fixity/ Fixity] <br />
* [https://github.com/LibraryOfCongress/bagger Library of Congress Bagger]<br />
* [http://marcedit.reeset.net/ MarcEdit]<br />
* [https://github.com/ISA-tools/OntoMaton OntoMaton]<br />
* [http://ontowiki.net OntoWiki]<br />
* [http://openrefine.org/ Open Refine]<br />
* [https://www.oxygenxml.com/ Oxygen: XML Editor]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Management Systems ===<br />
The below systems are not an endorsement of the product by CLIR, just suggestions to highlight the range of systems available. This is not a comprehensive list of all systems available. We tried to include low cost and/or open source system options when possible.<br />
<br />
Jump to: [[#How to Choose|How to choose]] | [[#Gallery|Gallery]] | [[#Library|Library]] | [[#Archive|Archive]] | [[#Museum|Museum]] | [[#Online Exhibits|Online Exhibits]]<br />
<br />
==== How to choose ====<br />
SEE ALSO: [[#Selecting_the_best_collection_management_system|1.2 Selecting the Best Content Management System]]<br />
<br />
* [https://www.historyassociates.com/resource/guides/selecting-a-cloud-based-cms/ Selecting a Cloud-Based Museum Collections Management System] - Five area to consider when selecting a system from [https://www.historyassociates.com/ History Associates, Inc.]<br />
* [https://www.historyassociates.com/resource/articles/how-do-we-select-a-collections-management-system/ How Do We Select a Collections Management System?] - An article from [https://www.historyassociates.com/ History Associates, Inc.] on the process of system selection from contacting a vendor to data migration.<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - A downloadable report from [https://www.historyassociates.com/ History Associates, Inc.] to highlight the most common mistakes they've seen when selecting a CMS. Can be applied to all GLAM organizations.<br />
* [https://rowman.com/ISBN/9781442230132/The-Small-Library-Manager%27s-Handbook How to Choose the Right ILS for Your Library] - Chapter in The Small Library Manager's Handbook (book).<br />
* [http://go.gallerysystems.com/feature.html Choosing the Right CMS] - A downloadable guide from [http://www.gallerysystems.com/ GallerySystems] that provides 5 steps for the selection process as well as sample worksheets, checklists, and links to additional resources.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-14-FINAL.pdf Partnering with IT to Identify an Commercial tool for Capturing Archival E-mail of University Executives at the University of Michigan] - A 2013 case study from the Society of American Archivists by Aprille Cooke McKay that discusses partnering with IT to issue an RFP for a new system.<br />
<br />
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<br />
==== Gallery ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
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<br />
==== Library ====<br />
* [https://cslainfo.org/?page_id=3735 General recommendations for smaller institutions] - From the Church & Synagogue Library Association<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [http://lucidea.com/inmagic/ Inmagic] <br />
* [https://www.libib.com/ Libib] <br />
* [http://www.libraryworld.com LibraryWorld]<br />
* [http://www.mlasolutions.com Mandarin] <br />
* [http://www.readerware.com/index.php Readerware] <br />
* [http://www.resourcemate.com/ ResourceMate] <br />
* [https://www.librarycat.org/ TinyCat] <br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
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<br />
==== Archive ====<br />
* [http://archiviststoolkit.org/ Archivists’ Toolkit]- Available for download, but no longer being updated<br />
* [http://archivesspace.org/ ArchivesSpace] <br />
* [https://www.accesstomemory.org/en/ AtoM]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://boktowergardens.org/tower-gardens/library-archives/resources/ MS Access Finding Aid Creator] - offered by [https://boktowergardens.org/ Bok Tower Gardens]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
<br />
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[[#toc|Table of Contents]]<br />
<br />
==== Museum ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectionspace.org/ CollectionSpace]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://mukurtu.org/ Mukurtu] - Designed with indigenous communities in mind<br />
* [http://www.museumsoftware.com PastPerfect]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Online Exhibits ====<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/emuseum/ eMuseum] <br />
* [https://jekyllrb.com/ Jekyll] <br />
* [https://omeka.org/ OMEKA] <br />
* [http://projectmirador.org/ Mirador] - For collections that support the International Image Interoperability Framework ([http://iiif.io/ IIIF]) API <br />
* [https://wordpress.com/ WordPress]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Controlled Vocabularies and Thesauri ===<br />
* [http://getty.edu/research/tools/vocabularies/ The Getty Research Institute Vocabularies] <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Committee]<br />
* [http://gawainweaver.com/images/uploads/Photographic%20Process%20Controlled%20Vocabulary_v1.pdf Photographic Process Controlled Vocabulary]<br />
* [http://authorities.loc.gov Library of Congress Authorities]<br />
* [http://id.loc.gov/ LC Linked Data Service: Authorities and Vocabularies] <br />
* [http://www.conservation-wiki.com/wiki/Lexicon_Terms American Institute for Conservation Lexicon Terms]<br />
* [http://www.bgbm.fu-berlin.de/iapt/nomenclature/code/SaintLouis/0000St.Luistitle.htm International Code of Botanical Nomenclature]<br />
* [http://orcid.org/ ORCID] <br />
* [https://app.pch.gc.ca/application/dvp-pvd/appli/descr-eng.php Parks Canada Descriptive and Visual Dictionary of Objects]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Tutorials and Online Learning ===<br />
There are many options for online learning. The following list is a sampling of free or low cost options to enhance understanding of cataloging and processing techniques.<br />
<br />
* [https://www.youtube.com/playlist?list=PL098F0952877CDE31 Association for Library Collection & Technical Services (ALCTS) YouTube Channel, Cataloging topic]<br />
* [http://www.connectingtocollections.org/archivedigital/ Caring for Digital Materials: Preventing a Digital Dark Age] - A Connecting to Collections Care Webinar Series<br />
* [https://www.codecademy.com/ Codecademy]<br />
* [https://www.oclc.org/support/training/portfolios/cataloging-and-metadata/connexion-client/tutorials.en.html OCLC Tutorials]<br />
* [http://www.oclc.org/support/training/calendars/cataloging-training-calendar.en.html OCLC Cataloging Skills Training Calendar] - Includes some fee based training<br />
* [http://www.oclc.org/support/documentation/cataloging.en.html OCLC documentation, practices, and programs] <br />
* [https://www.carli.illinois.edu/products-services/i-share/cat/basic-cataloging-resources Basic Cataloging Resources from CARLI (Consortium of Academic Research Libraries in Illinois)]<br />
* [https://www.youtube.com/user/LibTec203/videos Cataloging Course] - A YouTube introduction to cataloging by LibTec203]<br />
* [http://librarysciencelist.com/free-online-courses-for-librarians/ 20+ Awesome Free Online Librarian Courses]<br />
* [https://www.webjunction.org/explore-topics/ils-ddb.html WebJunction Integrated Library Systems & Databases Topic] <br />
* [http://online.vraweb.org/cgi/viewcontent.cgi?article=1061&context=vrab FRBR and TMS: Applying a Conceptual Organizational Model for Cataloguing Photographic Archives]<br />
* [http://special-cataloguing.com/cheats SLC Cheat Sheets] - A collection of cataloging cheat sheets for a wide range of material types mostly developed by Mac Elrod and hosted by Special Libraries Cataloging ([http://www.special-cataloguing.com/ SLC]).<br />
* [https://dp.la/info/2015/10/07/new-self-guided-curriculum-for-digitization/ DPLA Curriculum for Digitization] - A self-guided, online learning experience developed by the [https://dp.la/ Digital Public Library of America]. The curriculum is intended for digitization beginners from a variety of cultural heritage institutions.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Overcoming project hurdles: Approaches to identifying and managing collection red flags ==<br />
The resources included in this section are presented to help organizations deal with areas in collections that may present problems and give managers the confidence to move forward with processing.<br />
<br />
Additional information on the February 8, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>Hv9Y1zyG2vQ</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017_SAHC5_Bitely-Ng_OvercomingProjectHurdles_Slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017_SAHC5_Bitely-Ng_OvercomingProjectHurdles_SlideswithTranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017_SAHC5_OvercomingProjectHurdles_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017-SAHC-Bitely-Ng_chat1.pdf Swingate Public Library]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017-SAHC-Bitely-Ng_chat2.pdf Dealing With the Past]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017-SAHC-Bitely-Ng_chat3.pdf Collecting in the Now]<br />
** Chat 4, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017-SAHC-Bitely-Ng_chat4.pdf Access to Offensive Materials]<br />
** Chat 5, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017-SAHC-Bitely-Ng_chat5.pdf Community Archives Project]<br />
** Chat 6, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017-SAHC-Bitely-Ng_chat6.pdf Final Q&A]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
Jump to:<br />
[[#Creating Policies for Collection Building|Creating Policies for Collection Building]] | [[#Rights, Copyright, and Legal Dilemmas|Rights, Copyright, and Legal Dilemmas]] | [[#Ethics and Social Justice|Ethics and Social Justice]] | [[#Hazardous Materials|Hazardous Materials]] | [[#Culturally Sensitive and Tough Topic Collections|Culturally Sensitive and Tough Topic Collections]] | [[#Sample Projects and Collections|Sample Projects and Collections]]<br />
<br />
<br />
=== Creating Policies for Collection Building ===<br />
SEE ALSO [[#Developing and Evaluating Institutional Documentation|Developing and Evaluating Institutional Documentation]]<br />
* [http://www2.archivists.org/publications/brochures/deeds-of-gift SAA A Guide to Deeds of Gift]<br />
* [http://resource.aaslh.org/view/sample-deed-of-gift/ AASLH StEPS Resource: Sample Deed of Gift]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types hosted by the Florida Association of Museums ([http://www.flamuseums.org/ FAM]) <br />
* [http://www.aam-us.org/docs/default-source/continuum/developing-a-cmp-final.pdf?sfvrsn=4 AAM Reference Guide: Developing a Collections Management Policy]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/collections-stewardship American Alliance of Museums (AAM) Standards Regarding Collections Stewardship]<br />
* [https://www.wisconsinhistory.org/pdfs/la/LIB-WHRAB-Records-Policy-Libraries-WAPL.pdf Creating a Collection Development Policy for Local Historical Records in Public Libraries] - A pdf resource from the [http://www.wisconsinhistory.org/Content.aspx?dsNav=N:4294963828-4294963805&dsRecordDetails=R:CS3558 Wisconsin Historical Records Advisory Board] and the [http://wla.wisconsinlibraries.org/wapl Wisconsin Association of Public Librarians] (April 1998).<br />
* [http://sustainableheritagenetwork.org/collection/support-documents-community-decision-making Support Documents for Community Decision Making] - A collection of documents provided by the [http://sustainableheritagenetwork.org/home Sustainable Heritage Network] that help organizations makes decisions regarding access, circulation, and ownership of cultural materials.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Rights, Copyright, and Legal Dilemmas ===<br />
Resources included are for reference only and do not represent legal advice. Most apply only to U.S. law; other countries may have different rules and guidelines.<br />
<br />
* [http://rightsstatements.org/en/ Digital Public Library (DPL) Rights Statements] <br />
* [http://ohda.matrix.msu.edu/2012/06/a-creative-commons-solution/ Oral History Interviews: “Who Owns Oral History? A Creative Commons Solution,"]<br />
* [http://ohda.matrix.msu.edu/2012/06/major-legal-challenges/ Major Legal Challenges Facing Oral History In The Digital Age] - A detailed 2014 article by John Neuenschwander on the IMLS Oral History in the Digital Age blog. Includes references.<br />
* [http://www.connectingtocollections.org/the_deaccessioning_dilemma_laws_ethics_and_actions/ The Deaccessioning Dilemma: Laws, Ethics, and Actions] - A 2015 Connecting to Collections Care webinar presented by John E. Simmons.<br />
* [http://learn.aaslh.org/event/webinar-steps-lab-1-deaccessioning-the-devils-in-the-details/ Deaccessioning: The Devil’s in the Details] - A webinar in the AASLH StEPs program (fee)<br />
* [http://www2.archivists.org/groups/technical-subcommittee-on-guidelines-for-reappraisal-and-deaccessioning-ts-grd/guidelines-for-reappraisal-and-deaccession SAA Guidelines for Reappraisal and Deaccessioning] - A pdf document from the Society of American Archivists (SAA)<br />
* [http://archive.cmsimpact.org/fair-use/best-practices/code-best-practices-fair-use-academic-and-research-libraries The Code of Best Practices in Fair Use for Academic and Research Libraries] - Can be used as a model to develop institutional policies regarding fair use and online access.<br />
* [http://copyright.cornell.edu/resources/publicdomain.cfm Cornell’s Copyright Term and the Public Domain in the US] - An easy to use chart to reference when particular types of items move into the public domain. Originally published by [http://vivo.cornell.edu/display/individual23436 Peter B. Hirtle] who has published a number of copyright resources. Updated annually.<br />
* [http://fairuse.stanford.edu/charts-and-tools/ Copyright & Fair Use Resources from Stanford University Libraries] - A number of charts and tools discussing copyright, fair use, and best practices.<br />
* [http://fairuse.stanford.edu/overview/website-permissions/websites/ Websites: Five Ways to Stay Out of Trouble] - A resource from the Stanford University Libraries Copyright & Fair Use website dealing specifically with website usage and rights.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - Select "Legal Issues" from the list for an extensive list of related resources.<br />
* [http://www2.archivists.org/publications/brochures/copyright-and-unpublished-material SAA’s Copyright and Unpublished Material: An introduction for Users of Archives and Manuscript Collections] - A downloadable and printable resource that answers basic questions.<br />
* [http://www2.archivists.org/groups/intellectual-property-working-group/well-intentioned-practice-for-putting-digitized-collections-of-unpublished-materials- Well-intentioned Practice for Putting Digitized Collections of Unpublished Materials Online (W-iP)] - A 2011 document developed by [http://www.oclc.org/research.html OCLC Research] and supported by the [http://www2.archivists.org/groups/intellectual-property-working-group SAA's Intellectual Property Working Group] to help move institutions forward with digitization of unpublished archival materials whose rights holders are often difficult to identify and contact.<br />
* [http://www.nemanet.org/nemn/summer-2016/abandonned-property/# Found! Abandoned Property in the Museum] - A New England Museums Now 2016 reprint of a 2013 article from NEMA News on Legal Issues. Authored by Gilbert Whittemore and covers ten clear steps for dealing with undocumented items in collections.<br />
* [http://www2.archivists.org/groups/acquisitions-appraisal-section/abandoned-property-project SAA Abandoned Property Project] - A state-by-state listing of relevant abandoned property legislation compiled by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and updated as required.<br />
* [http://www.ala.org/acrl/standards/security_theft ACRL/RBMS Guidelines Regarding Security and Theft in Special Collections] - Guidelines developed by the Association of College & Research Libraries ([http://www.ala.org/acrl/ ACRL]) and its Rare Books and Manuscript Section ([http://www.ala.org/acrl/aboutacrl/directoryofleadership/sections/rbms/acr-rbmec RBMS]).<br />
* [http://publications.arl.org/rli279/ Research Library Issues (RLI) Special Issue on Special Collections and Archives in the Digital Age] - This June 2012 issue of RLI, published by the Association of Research Libraries ([http://www.arl.org/ ARL]), includes articles on legal matters associated with digitization, Deeds of Gifts, and copyright.<br />
* [http://www.localcontexts.org/ Local Contexts] - An initiative to support Native, First Nations, Aboriginal, and Indigenous communities in the management of their intellectual property within the digital environment by providing strategic resources and practical solutions.<br />
** [http://www.sfu.ca/ipinch/project-components/community-based-initiatives/special-initiative-traditional-knowledge-licensing-an/ Traditional Knowledge Licensing and Labeling Website 1.0] - A description of the creation of Traditional Knowledge (TK) that led to the development of the TK Labels shared in the Local Contexts website. <br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Ethics and Social Justice===<br />
SEE ALSO [[#Institutional Ethics|Institutional Ethics]]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/code-of-ethics/ Code of Ethics and Other Institutional Documents] - A 2013 educational module, including a webinar, from the Florida Connecting to Collections Series presented from the museum (Myriam Springuel) and library (Burt Altman) perspectives.<br />
* [http://archivaria.ca/index.php/archivaria/article/view/13557 From Human Rights to Feminist Ethics: Radical Empathy in the Archives] - A 2016 article by Michelle Caswell and Marika Cifor. Published in Archivaria, a journal of the Association of Canadian Archivists ([http://archivists.ca/ ACA]). Link is to abstract only.<br />
* [https://www.lib.ncsu.edu/social-media-archives-toolkit/legal Social Media Archives Toolkit: Legal and Ethical Implications] - A resource of the North Carolina State University Libraries providing insight into the legal and ethical issues of harvesting social media.<br />
* [https://points.datasociety.net/okcupid-data-release-fiasco-ba0388348cd#.2aoqi7ydb OKCupid data release fiasco: It's time to rethink ethics education] - A 2016 post by Annette Markham that addresses data releases from an ethics educator's perspective.<br />
* [http://cmsimpact.org/resource/beyond-hashtags-ferguson-blacklivesmatter-online-struggle-offline-justice/ Beyond the hashtags: #Ferguson, #Blacklivesmatter, and the online struggle for offline justice] - A 2016 downloadable report written by Deen Feelon, Charlton D. McIlwain, and Meredith D. Clark that analyzes the Black Lives Matter movement online and the implications for using online tools to encourage social and political change.<br />
* [https://news.docnow.io/surveillance-and-social-media-archiving-7ea21b77b807#.iahlvrb8h Surveillance and Social Media Archiving] - A transcript of remarks made by Bergis Jules during the 2016 Library of Congress symposium, Collections as Data: Stewardship and Use Models to Enhance Access. Includes link to slides and the symposium's full agenda.<br />
* [https://papers.ssrn.com/sol3/papers2.cfm?abstract_id=2779647 Where are Human Subjects in Big Data Research? The Emerging Ethics Divide] - A 2016 article by Jacob Metcalf and Kate Crawford published in Big Data and Society (Spring 2016).<br />
* [http://bdes.datasociety.net/wp-content/uploads/2016/10/Ursic-politiwoops.pdf The Right to be Forgotten of the Duty to be Remembered? Twitter data reuse and implications for user privacy] - A 2016 PDF case study by Helena Ursic (Leiden University) written for The Council for Big Data, Ethics, and Society.<br />
* [http://link.springer.com/article/10.1007/s10502-014-9220-6 Toward a survivor-centered approach to records documenting human rights abuse: lessons from community archives] - Link to abstract (full article available for purchase). A 2014 article by Michelle Caswell published in Archival Science.<br />
* [https://aprilhathcock.wordpress.com/2016/11/18/opening-up-the-margins/ Opening up the Margins] - A November 18, 2016 blog post by April Hathcock that combines her remarks at a number of venues about opening up "good scholarship" to marginalized communities.<br />
* [http://zinelibraries.info/code-of-ethics/ Zine Librarians Code of Ethics] - A downloadable (PDF or Word) version of an ethical code as it applies to librarians and archivists that handle zines.<br />
* [https://medium.com/on-archivy/archivesforblacklives-building-a-community-archives-of-police-violence-in-cleveland-93615d777289#.t6wnjelwu #ArchivesForBlackLives: Building a Community Archives of Police Violence in Cleveland] - The text of a 2016 talk by Jarrett M. Drake presented at the Digital Blackness conference on the panel Uploading Black History: Archiving Blacks' Lived Experiences.<br />
* [http://tararobertson.ca/2016/oob/ digitization: just because you can, doesn't mean you should] - A 2016 blog post by Tara Robertson that reflects on the ethics of digitization through the example of a pre-internet lesbian porn magazine that was recently digitized and placed on line.<br />
* [http://link.springer.com/article/10.1007/s10502-012-9180-7 Evidence, memory, identify, and community: four shifting archival paradigms] - Link to abstract (full article available for purchase). A 2013 article by Terry Cook published in Archival Science.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Hazardous Materials ===<br />
* [http://cool.conservation-us.org/coolaic/sg/bpg/annual/v24/bp24-13.pdf Archives Conservators Discussion Group 2005: Hazardous Holdings] - A pdf article by Linda Blaser and Susan Peckham summarizing the panel. Printed in The Book and Paper Group Annual 24 (2005), p. 73-83. <br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-7_1439925170012_eng.pdf?WT.contentAuthority=4.4.10 Mercury in Museum Collections] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/7, 2002. Also available online [http://canada.pch.gc.ca/eng/1439925170006 here].<br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-8_1439925170028_eng.pdf?WT.contentAuthority=4.4.10 Lead in Museusm Collections and Heritage Buildings] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/8, 2010. Also available online [http://canada.pch.gc.ca/eng/1439925170022 here].<br />
* [http://www.connectingtocollections.org/arsenic-and-old-lace-controlling-hazardous-collection-materials/ Arsenic and Old Lace: Controlling Hazardous Collection Materials] - A 2016 Connecting to Collections Care Webinar. Page includes links to slides and handouts.<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/08/How-To-Guide-Hazards.pdf Hazards in museum collections: A Collections Care How To Guide] - A pdf guide from SHARE Museums East, Norfolk Museums & Archeology Service, and CollectionsTrust.<br />
* [https://alaskawhitestuffid.wordpress.com/ What’s That White Stuff blog] - A blog sponsored by the Alaska State Museum offering advice about common issues in museums.<br />
* [http://www.loc.gov/preservation/care/film.html Library of Congress Care, Handling, and Storage of Motion Picture Film] - Resources and links from the Library of Congress.<br />
* [http://www.mavic.asn.au/insite/september-october-2012 Museums Australia Vicotoria INSITE, September - October 2012, Dangerous Collections Special Issue] - Includes articles on a variety of tough issues<br />
* [http://opensi.si.edu/index.php/smithsonian/catalog/book/64 Pesticide Mitigation in Museum Collections: Science in Conservation: Proceedings from the MCI Workshop Series] - 2010 publication from the [http://opensi.si.edu/index.php/smithsonian/catalog/series/SCMC Smithsonian Contributions to Museum Conservation series] that addresses the issue of pesticide removal from museum objects.<br />
* [http://anthropology.si.edu/cm/NMNH_Potential_Hazards_Disclosure_Statement_2010.pdf Statement on Potential Hazards (Inherent and Acquired) Associated with Collection Objects] - A 2010 policy statement from the Smithsonian National Museum of Natural History [http://anthropology.si.edu/index.html Department of Anthropology] that can be used as a model for other institutions.<br />
* [https://www.nps.gov/museum/publications/conserveogram/02-10.pdf Hazardous Materials in Your Collection] - National Park Service (NPS) [https://www.nps.gov/museum/publications/conserveogram/cons_toc.html Conserve O Gram] series, August 1998, Number 2/10.<br />
* [http://museumpests.net/ MuseumPests.net] - A product of the Integrated Pest Management Working Group and includes a number of resources for prevention, monitoring, identification, and solutions for pests in collection spaces.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Culturally Sensitive and Tough Topic Collections ===<br />
* [http://www2.nau.edu/libnap-p/protocols.html Protocols for Native American Archival Materials] - The Protocols were developed to provide best practices for culturally responsive care and use of Native American archival and documentary material held by non-tribal organizations. The document reflects a Native American perspective.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - This is a good, brief, article regarding culturally sensitive Native American images in a non-native institution. It very clearly lays out a respectful, real world application of balancing maximum access and respectful consultation.<br />
* [http://ailanet.org/resources/ American Indian Library Association Resources] - A listing of resources compiled by the American Indian Library Association <br />
* [http://canada.pch.gc.ca/eng/1448995219999 Canadian Conservation Institute Caring for Sacred and Culturally Sensitive Objects] - Guidelines developed in 2015 to present key considerations related to sacred and culturally sensitive objects in heritage collections.<br />
* [http://digitalcommons.usu.edu/westernarchives/vol6/iss1/3 Tribal Archives, Traditional Knowledge, and Local Contexts: Why the "s" Matters] - A 2015 article by Kimberly Christen in the Journal of Western Archives ([http://digitalcommons.usu.edu/westernarchives/ JWA] Vol. 6, Iss. 1, Article 3).<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.74.1.4233nv6nv6428521?code=same-site Opening Archives: Respectful Repatriation] - An article by Kimberly Christen published in The American Archivist (Vol. 74, Spring/Summer 2011) examining one collaborative archival project aimed at digitally repatriating and reciprocally curating cultural heritage materials of the Plateau tribes in the Pacific Northwest.<br />
* [https://medium.com/on-archivy/confronting-our-failure-of-care-around-the-legacies-of-marginalized-people-in-the-archives-dc4180397280#.gbb4nqug0 Confronting Our Failure of Care Around the Legacies of Marginalized People in the Archives] - Transcript and select slides from a 2016 talk by Bergis Jules presented at the [http://ndsa.org/ National Digital Stewardship Alliance] annual meeting.<br />
* [http://www.archivists.org/governance/taskforces/0208-NativeAmProtocols-IIIA.pdf Report: Task force to review ''Protocols for Native American Archival Materials''] - A PDF version of the 2008 Society of American Archivists (SAA) report.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - A 2014 Case Study in Archival Ethics by Ellen Ryan and completed for the Society of American Archivists (SAA).<br />
* [https://artmuseumteaching.com/2016/08/31/have-conversations-here/ Have Conversations Here: Supporting Productive Dialogue in Museums] - A 2016 post by Mike Murawski on [https://artmuseumteaching.com/ Art Museum Teaching] discussing the facilitation of conversations in museums about difficult events and topics.<br />
* [http://www.liverpoolmuseums.org.uk/ism/resources/museum_interpretation.aspx Interpreting Transatlantic Slavery: the role of museums] - A 1999 article from the International Slavery Museum by Anthony Tibbles.<br />
* [http://interpretingdifficulthistory.com/ Interpreting Difficult History at Museums and Historic Sites] - Book by Julia Rose <br />
* [http://findingcommunityengagingaudiences.blogspot.com/2013/12/difficult-issues-in-history-museums.html Difficult Issues in History Museums] - A 2013 post on the Finding Community blog.<br />
* [http://www2.archivists.org/sites/all/files/PreservationWorkshopsWithRestrictedResources-CaseStudy1_0.pdf SAA Case Studies on Diversifying the Archival Record] - Case #1: Preservation Workshops with Restricted Resources: Preserving Cham Manuscripts in Vietnam <br />
* [http://aamg-us.org/wp/wp-content/uploads/2015/01/Managing-Museum-Controversy.pdf Museum Best Practices for Managing Controversy] - A pdf document from the Association of Academic Museums and Galleries ([https://www.aamg-us.org/wp/ AAMG])<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Sample Projects and Collections ===<br />
* [http://www.docnow.io/ Documenting the Now] - A collaborative project that aims to respect both the content creator and the potential researcher and seeks to find a user-friendly means of collecting and preserving the digital content of social media.<br />
* [https://www.saada.org/ South Asian American Digital Archive (SAADA)] - An independant, national, non-profit organization working to document, preserve, and share stories representing the voices of South Asian Americans.<br />
* [https://www.lib.utexas.edu/hrdi Human Rights Documentation Initiative (HRDI)] - A long-term preservation effort by the University of Texas Libraries to capture fragile and vulnerable records of human rights struggles worldwide, promote them, and make them accessible for research.<br />
* [https://xfrcollective.wordpress.com/ XFR Collective] - A non-profit organization partnering with many to preserve at-risk audiovisual media by providing low-cost digitization services.<br />
* [http://www.mipops.org/ Moving Image Preservation of Puget Sound (MiPoPs)] - A non-profit organization helping to preserve our cultureal heritage by assisting archives, libraries, and other organizations with the conversion of analog video recordings to digital formats according to archival best practices.<br />
* [http://www.dclibrary.org/labs/memorylab The Memory Lab at DC Public Library] - A service provided to the DC public that allows for personal preservation of AV materials. A model that other organizations can follow.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Closing the loop: Project assessment and leveraging goals for future planning ==<br />
The resources included in this section provide additional information for all other topics and help provide support for sustaining and moving projects into the future.<br />
<br />
Additional information on the February 15, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>lJNNDYjH8-w</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-15-2017_SAHC6_Ryan_ClosingtheLoop_Slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017_SAHC5_Bitely-Ng_OvercomingProjectHurdles_SlideswithTranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017_SAHC5_OvercomingProjectHurdles_Script.pdf PDF version of the webinar script]<br />
* [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-15-2017-SAHC-Ryan-collaborative-project-template.xlsx Collaborative Project Template Spreadsheet (.xlsx)]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-15-2017-SAHC-Ryan_chat1.pdf Signs of Trouble]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-15-2017-SAHC-Ryan_chat2.pdf Project ROI]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-15-2017-SAHC-Ryan_chat3.pdf Roadblocks]<br />
** Chat 4, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-15-2017-SAHC-Ryan_chat4.pdf Celebration]<br />
** Chat 5, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-15-2017-SAHC-Ryan_chat5.pdf Final Comments]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/JXMZ36G<br />
<br />
<br />
=== During the Project ===<br />
* [https://hbr.org/2011/04/strategies-for-learning-from-failure Strategies for Learning from Failure] - An article by Amy C. Edmondson, a version also available in print, Harvard Business Review April 2011.<br />
* [http://www.artscapediy.org/Creative-Placemaking-Toolbox/What-Are-the-Most-Important-Factors-in-a-Successfu.aspx What are the Most Important Factors in a Successful Project?] - A brief Vimeo video from Artscape President and CEO Tim Jones on the crucial elements of project success.<br />
* [https://www.projectsmart.co.uk/avoid-the-same-old-mistakes-by-focussing-on-lessons-learned.php Avoid the Same Old Mistakes by Focusing on Lessons Learned] - A 2014 article by Duncan Haughey that covers 6 essential steps to document lessons learned.<br />
* [http://www2.archivists.org/sites/all/files/AnOnlineExhibit-SAA-CaseStudy_0.pdf An Online Exhibit: A Tale of Triumph and Tribulation] - A 2014 Case Study by Nancy Freeman and Robert B. Riter for the Society of American Archivists (SAA). <br />
* [http://americanarchivist.org/doi/abs/10.17723/aarc.68.2.c741823776k65863?code=same-site More Product, Less Process: Revamping Traditional Archival Processing] - A 2005 article by Mark Greene and Dennis Miller published in The American Archivist, a publication of the Society of American Archivists. Link to abstract, PDF version available for download.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Evaluation and Assessment ===<br />
* [http://www.horizon-research.com/taking-stock-a-practical-guide-to-evaluating-your-own-programs/ Taking Stock: A Practical Guide to Evaluating Your Own Programs] - A 1997 guide written by Sally L. Bond, Sally E. Boyd, and Kathleen A. Rapp written to help community-based organisations improve programs. <br />
* [http://www.wkkf.org/resource-directory/resource/2010/w-k-kellogg-foundation-evaluation-handbook W.K. Kellogg Foundation Evaluation Handbook] - A 2010 tool to help consider evaluation as a relevant and useful program tool. The handbook was written especially for W.K. Kellogg Foundation-funded programs but has broader application possibilities.<br />
* [http://oerl.sri.com/ OERL: Online Evaluation Resource Library] - A resource library designed to collect and make available evaluation plans, instruments, and reports for National Science Foundation (NSF) related projects but has broader application possibilities.<br />
* [https://www2.cdc.gov/cdcup/library/practices_guides/CDC_UP_Project_Close-Out_Practices_Guide.pdf CDC Unified Process Practices Guide: Project Close-out - A 2006 guide that can help organizations practice successful project-close out. <br />
* [http://www.ala.org/rusa/sections/rss/rsssection/rsscomm/rssresstat/prjctassmnteval Project Assessment and Evaluation] - A list of resources compiled by the Referencce and User Services Association ([http://www.ala.org/rusa/ RUSA]), a division of the American Library Association (ALA). <br />
* [https://manoa.hawaii.edu/assessment/workshops/pdf/templates_2009-12.pdf Creating an Assessment Plan & Using Assessment Templates] - A 2009 guide created by the University of Hawaii at Manoa Assessment Office.<br />
* Tutorials for creating Gantt, PERT, and CPM charts<br />
** [https://www.officetimeline.com/gantt-chart-excel How to make Gantt charts in Excel] - A video tutorial with Excel templates for making Gantt charts.<br />
** [https://www.youtube.com/watch?v=oe_Uvf6p4_A Creating a Pert CPM chart using Excel] - A 2012 YouTube video tutorial by Eric Magidson.<br />
** [https://www.youtube.com/watch?v=8NHJTRUiX6A Creating a PERT/CPM Chart using Excel 2016 and the Personal Trainer Case] - A 2016 YouTube video tutorial by Eric Magidson.<br />
* [http://www.pmsolutions.com/audio/PM_Performance_and_Value_List_of_Measures.pdf Measures of Project Management Performance and Value: A Benchmark of Current Business Practices] - A 2005 resource from the Center for Business Practices as part of the Comprehensive List of Measures series. <br />
* [http://www.mclam.com/pdf/Metrics.pdf Environmental Protection: Using Metrics to Track Progress of Community Outreach Programs] - A 2004 guide published by the American Institute of Chemical Engineers to help develop metrics for understanding how well organizations are implementing programs as well as how to improve them.<br />
* [http://www.cioarchives.ca.gov/itpolicy/pdf/PM5.2_Project_Execution_Tracking_and_Monitoring.pdf Project Execution - PM Elements: Tracking and Monitoring Project Performance] - A January 1997 PDF document from the California Chief Information Offices that offers practical solutions for project tracking that can be adapted to other organizations' needs. A part of the Statewide Information Management Manual ([http://www.cioarchives.ca.gov/ITpolicy/SIMM.html SIMM])<br />
* [http://www.businessofgovernment.org/blog/strategies-font-color-redcut-costsfont-and-improve-performance/shared-services-tracking-perform Shared Services: Tracking Performance/Performance Metrics - What Doesn’t Get Measured Doesn’t Get Done] - A 2011 blog post by Jennifer Lotkowski and Adam Jelic on the IBM Center for The Business of Government.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Future Project Planning ===<br />
* [http://resource.aaslh.org/view/engaging-the-grown-ups-a-roundtable-exploring-new-strategies/ Engaging the Grown-Ups: A Roundtable Exploring New Strategies] - An AASLH Audio Recording <br />
* [http://resource.aaslh.org/view/whos-next-succession-planning-and-institutional-health/ Who’s Next? Succession Planning and Institutional Health] - An AASLH Audio Recording<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Developing and Evaluating Institutional Documentation ===<br />
SEE ALSO [[#Creating Policies for Collection Building|Creating Policies for Collection Building]]<br />
<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_48_-_Plan_for_the_Future_You_Want_for_Your_Museum.pdf Plan for the future you want for you museum] - A Technical Bulletin of the Oklahoma Museums Association, July 2009 by Cecil Carter<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types.<br />
* [http://flamuseums.org/professional-development/florida-connecting-to-collections-program/emergency-plans/ Florida Connecting to Collections Emergency Plans] - A self-paced program for all GLAM Institution types<br />
* [http://www.aam-us.org/resources/assessment-programs/core-documents/documents AAM Description of Core Documents] - A listing of important documents suggested by the American Alliance of Museums (AAM) as fundamental for basic professional museum operations.<br />
* [https://www.nsf.gov/publications/pub_summ.jsp?ods_key=nsf02057 The 2002 User-friendly Handbook for Project Evaluation] - A 2002 resource guide in HTML or PDF from the National Science Foundation ([https://www.nsf.gov/ NSF])<br />
* [http://obolinx.com/resources/2013/10/five-project-management-performance-metrics-key-to-successful-project-execution-operational-excellence/ Five Project Management Metrics key to Successful Project Execution - Operational Excellence] - A 2013 post by Kavita Verma shared on [http://obolinx.com/resources/ OBOlinx Tech]. Includes equations and practical examples.<br />
<br />
[[#toc|Table of Contents]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Strategies_for_Advancing_Hidden_Collections&diff=14768Strategies for Advancing Hidden Collections2019-09-10T19:28:36Z<p>Joymbanks: /* Overcoming project hurdles: Approaches to identifying and managing collection red flags */</p>
<hr />
<div>This resource library has been prepared for gallery, library, archive, and museum (GLAM) workers engaged in collection processing projects. Compiled by experts from the GLAM communities, the library is arranged to support the content of the CLIR [https://www.clir.org/hiddencollections/sahc Strategies for Advancing Hidden Collections] (SAHC) webinar series. A wide range of solutions and suggestions for a variety of collecting organizations appear below; inclusion of links on this page does not necessarily represent an endorsement of an organization or a product by CLIR or any individual connected with the SAHC project.<br />
<br />
'''Project Coordinator'''<br />
<br />
Joy M. Banks, Consultant<br />
<br />
'''Speakers'''<br />
* Angela Kipp, Collection Manager, TECHNOSEUM and Administrator, [http://world.museumsprojekte.de/ Registrar Trek]<br />
* Rosemary Pleva Flynn, Principal Librarian, Library and Information Services Team Lead, Energy and Environmental Research Center (EERC) at the University of North Dakota<br />
* Sarah Leu, Project Archivist, Historical Society of Pennsylvania<br />
* Beth Knazook, Library Juice Academy and Queen's University<br />
* Jessica Bitely, Director of Preservation Services, Northeast Document Conservation Center (NEDCC)<br />
* Yvonne Ng, Senior Archivist, WITNESS<br />
* Ellen Ryan, Head of Special Collections and Archives and Assistant Professor, Idaho State University<br />
<br />
'''Curriculum Committee'''<br />
* Stephanie Gaub Antequino, Memorabilia Archivist, Planet Hollywood International<br />
* Casey Davis, Project Manager, American Archive of Public Broadcasting<br />
* Tamar Evangelista-Dougherty, Consultant<br />
* Linda Hocking, Curator of Library and Archives, Litchfield Historical Society<br />
* Daniel Johnson, Digital Preservation Librarian, University of Iowa<br />
* Holly Mengel, Manuscripts Cataloging Librarian, University of Pennsylvania<br />
* Matthew Peek, Military Collections Archivist, State Archives of North Carolina<br />
* Kelly Revak, Processing Archivist, Library of Congress<br />
<br />
Additions to this library are welcome. Readers may contribute to its development by [https://wiki.diglib.org/index.php?title=Special:CreateAccount&returnto=Main+Page creating an account], or by sending suggestions to [mailto:cwilliford@clir.org Christa Williford] at CLIR.<br />
<br />
== Where to begin: Basics of project planning for GLAM organizations ==<br />
The resources in this section will help lay the foundation for successful project planning and management.<br />
<br />
Additional information on the January 11, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>Vd4x6nQvu8g</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_transcript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017_Wheretobegin_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat4.pdf General webinar chat] <br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp_chat1.pdf Key Elements of a Project]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat2.pdf Time to Catalog]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat3.pdf Project Management]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar:<br />
https://www.surveymonkey.com/r/L9CYDRQ.<br />
<br />
Jump to:<br />
[[#General|General]] | [[#Selecting the best collection management system|Selecting the best collection management system]] | [[#Collection Prioritization & Assessment|Collection Prioritization & Assessment]] | [[#Workflow|Workflow]] | [[#Project Management Tools|Project Management Tools]]<br />
<br />
=== General ===<br />
* [https://www.clir.org/hiddencollections/meetings/2010HCsymposium.html CLIR 2010 Hidden Collections Symposium]<br />
* [https://www.clir.org/hiddencollections/2015-symposium-unconference/symposium-abstracts CLIR 2015 Hidden Collections Symposium & Unconference]<br />
* [http://registry.clir.org/ CLIR Hidden Collections Registry]<br />
* [https://www.webjunction.org/explore-topics/planning-coordination.html WebJunction Planning & Coordination Topic Page]<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources]<br />
* [http://openglam.org/ OpenGLAM]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Selecting the best collection management system ===<br />
Note: Some of these resources may be dated but can still contain useful information. SEE ALSO [[#Collection_access:_Describing.2C_cataloging.2C_and_processing_with_the_future_in_mind|Collection access: Describing, cataloging, and processing with the future in mind]]<br />
<br />
'''For all institution types'''<br />
* [http://carlibrary.org/CarLibrary-CollectionManagementSystems.htm CarLibrary.org - Collection Management Systems] - A detailed resource discussing all aspects of selecting a management system including a number of links to additional resources. The page also includes a link to a [http://carlibrary.org/CarLibrary-CMS-Table.htm summary table] of a wide range of CMS software systems.<br />
'''For Museums'''<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - Tips on selecting the right museum CMS software from [https://www.historyassociates.com History Associates, Inc.].<br />
* [http://manyonline.org/professional-development/collections-management-software Collections Management Software] - A list with additional information on software systems designed specifically for the museum collection management environment from the [http://manyonline.org Museum Association of New York].<br />
* [http://rcaam.org/cms/wp-content/uploads/2011/05/Graduate-Studies-Thesis-Collections-Management-Elana-Carpinone.pdf Museum Collections Management Systems: One Size Does NOT Fit All] - Masters Thesis by Elana C. Carpinone, Seton Hall University, May 2010<br />
* [http://www.idea.org/blog/2011/04/07/collection-management-systems-museums-and-the-web-2011/ Collection management systems: Museums and the Web 2011] - A listing and explanation of collection management systems represented at the [http://www.museumsandtheweb.com/mw2011.html Museums and the Web 2011] event.<br />
'''For Libraries'''<br />
* The Small Libraries Manager's Handbook, edited by Alice Graves. Includes several chapters on system selection.<br />
'''For Archives'''<br />
* [https://www.clir.org/pubs/reports/spiro/spiro/spiro_Jan13.pdf Archival Management Software] - A report for the Council on Library and Information Resources (CLIR) by Lisa Spiro, January 2009<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Prioritization & Assessment ===<br />
* [http://www.pacsclsurvey.org/ PACSCL Survey Initiative] - Includes information and resources from the Philadelphia Area Consortium of Special Collections Libraries (PACSCL) Consortial Survey Initiative project to assess backlogged archival collections.<br />
* [https://psap.library.illinois.edu/about Preservation Self-Assessment Program (PSAP)] - A free, online tool that helps collection managers prioritize efforts to improve conditions of collections developed by the University of Illinois, University Library through the IMLS<br />
** [https://www.imls.gov/news-events/project-profiles/extending-preservation-self-assessment-option-libraries-archives-and Press Release from IMLS]<br />
* [http://www.oclc.org/content/dam/research/publications/library/2011/2011-07.pdf Taking Stock and Making Hay: Archival Collections Assessment] - A report from OCLC by Martha O'Hara Conway and Merrilee Proffitt, July 2011.<br />
* [http://nationalwomansparty.org/wp-content/uploads/2011/02/Strategy-and-Priorities-for-Cataloging.pdf Strategy and Priorities for Cataloging the National Woman's Party Collection] - A report from the Sewall-Belmont House and Museum that can be used as a sample collection analysis tool<br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Benchmarks in Collections Care] - The resources page provides access to information on Benchmarks in Collection Care as well as the self assessment checklist to aid in establishing realistic colleciton goals. This is a resource provided by the [http://www.collectionstrust.org.uk/ Collections Trust].<br />
* [http://library.columbia.edu/services/preservation/audiosurvey.html Survey Instrument for Audio & Moving Image Collections] - A resource developed by the Columbia University Libraries to inventory and assess audio and moving image materials.<br />
* [http://www.avcompass.bavc.org/ AV Compass] - A free online resource from the [https://www.bavc.org/ Bay Area Video Coalition] to help organize, preserve, and access AV collections.<br />
* [http://library.columbia.edu/services/preservation/survey_tools.html Special Collections Materials Survey Instrument] - A resource developed by the Columbia University Libraries to evaluate under-processed archival collections.<br />
* [http://tools.aaslh.org/steps/ Standards and Excellence Program (StEPs)] - A self-study program developed by the American Association for State and Local History (AASLH) designed specifically for small to mid-sized organizations.<br />
* [http://www.aam-us.org/resources/assessment-programs American Alliance of Museums (AAM) Assessment Programs] - A page describing the Continuum of Excellence to help move organizations towards better stewardship of their collections.<br />
* [https://www.imls.gov/grants/available/collections-assessment-preservation-program-cap IMLS Collections Assessment for Preservation Program (CAP)] - A grant program through the Institute of Museum and Library Services (IMLS). Deadline for applications vary.<br />
* [http://www.digitalpreservation.gov/documents/NDSA_Levels_Archiving_2013.pdf NDSA Levels of Digital Preservation] - Includes explanations and uses for maintaining and preserving digital files in archival settings.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Workflow ===<br />
* [http://www.libraryworkflowexchange.org/about/ Library Workflow Exchange] - A space for libraries to share and find workflows and best practices across institutions.<br />
* [http://digitizingmillerhouseandgarden.tumblr.com/tagged/workflow Workflows from the Documenting Modern Living project] - Examples of workflows from the Documenting Modern Living: Digitizing the Miller House and Garden Collection Tumblr page<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Management Tools ===<br />
* [http://blog.hubspot.com/agency/agency-project-management-tools#sm.0000y44e3e7sifdbt8018ehatkvxc Improve Your Collaboration: 18 Project Management Tools for Marketing Agencies] - Not GLAM specific, but a resource by Jami Oetting on selecting a project management tool with some suggested software.<br />
* [http://www.techworld.com/picture-gallery/startups/10-best-free-project-management-software-programs-3625922/ 14 best free project management software programs 2016: Great project management software tools that don't cost a penny] - By Matt Egan and posted on TechWorld, includes software and brief explanations of each.<br />
* [http://www.projectsmart.com/project-management/introduction.php 21 Ways to Excel at Project Management] - A detailed step by step tool from ProjectSmart for successful project management from beginning to end.<br />
* [http://www.archivejournal.net/issue/3/notes-queries/teaching-librarians-project-management-new-expectations-for-the-digital-age/ Teaching Librarians & Project Management: New Expectations for the Digital Age] - An article by Caro Pinto in the Archives Journal Notes + Queries (Issue 3, Summer 2013) that addresses the changing nature of librarian training to include project management.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Building resources and relationships: Determining what and who you need ==<br />
The resources in this section will help guide project managers through the process of estimating project costs, communicating costs with others, and building relationships for support. <br />
<br />
Additional information on the January 18, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>BTxNqOQsyow</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slideswithtranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_-SAHC2_Pleva-Flynn_Buildingresourcesandrelationships_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat1.pdf Justifying the Existence of GLAMS] <br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat2.pdf What would you do differently?]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat3.pdf Not-Your-Usual Funding Sources]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
Jump to:<br />
[[#General_2|General]] | [[#Buy-in from Board of Directors, Community, Volunteers|Buy-in from Board of Directors, Community, Volunteers]] | [[#Calculating processing time, staff time, and estimating supply costs|Calculating processing time, staff time, and estimating supply costs]] | [[#Communicating to people who need to approve the project|Communicating to people who need to approve the project]] | [[#Funding Sources and Grant Writing|Funding Sources and Grant Writing]]<br />
<br />
=== General ===<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html WebJunction Budgets & Funding Resource Page] - Resources, webinars, and other information on budget planning and development for libraries that can be applied to all GLAM organizations.<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html Connecting to Collections Care Resources Page] - For more information on budgets and increasing collection support, select the ''Increasing Support for Collections Care'' from the list.<br />
* [http://www.mapfornonprofits.org/resources/fund-development/ MAP Resources for Fund Development] - Resources from the [http://www.mapfornonprofits.org/ MAP for Nonprofits], serving nonprofits through provision of consulting and training.<br />
* [http://managementhelp.org/nonprofitfundraising/index.htm Free Management Library All About Nonprofit Fundraising Resources] - A extensive listing of resources for nonprofits from the [http://managementhelp.org/ Free Management Library], a service of Authenticity Consulting, LLC.<br />
* Nonprofit Sustainability: Making Strategic Decisions for Financial Viability - 2010 book by Jeanne Bell, Jan Masaoka, and Steve Zimmerman.<br />
** [https://ssir.org/book_reviews/entry/nonprofit_sustainability_jeanne_bell_jan_masaoka_steve_zimmerman 2011 Review] in the Stanford Social Innovation Review by Jim Schorr<br />
** [http://www.nonprofitsustainability.org/ The Sustainability Mindset] - A 2014 companion book by Jeanne Bell and Steve Zimmerman that offers a step-by-step guide and templates for moving nonprofits toward a sustainable model.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Buy-in from Board of Directors, Community, Volunteers ===<br />
* [http://www.mandywilson.co.uk/data/uploads/pdf/Museums-Community-Involvement-Toolkit.pdf Community Involvement in Museums, Archives and Libraries: Toolkit for improving practice] - A pdf resource developed by COGS (Communities and Organizations - Growth and Support) for Yorkshire Museums Council, 2002. The toolkit includes a number of practical resources and guides for strengthening community involvement.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Calculating processing time, staff time, and estimating supply costs ===<br />
* [http://www.marac.info/assets/documents/marac_technical_leaflet_2.pdf Computing the Total Cost of Archival Processing] - A technical leaflet by Thomas Wilsted produced by the Mid-Atlantic Regional Archives Conference ([http://www.marac.info/ MARAC]), 1989.<br />
* [http://library.gwu.edu/collections/digitize/cost-calculator George Washington University Digitization Cost Calculator] - (unavailable)<br />
* [http://dashboard.diglib.org/ Digitization Cost Calculator] - A project of the [https://wiki.diglib.org/Assessment:Costs Digital Library Federation Assessment Interest Group’s working group on Cost Assessment] that uses community supplied data to help users estimate costs for digitization projects.<br />
* [https://roseelr.files.wordpress.com/2014/04/cost-finding-rose.docx Cost Finding Exercise] - Word Document Download. An exercise by Elizabeth Rose completed during her masters work at Southern Connecticut State University. The exercise considers the direct and indirect costs of processing an archival collection and includes references for additional information.<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.58.1.h9847h1372211l75 Beneficial Shocks: The Place of Processing-Cost Analysis in Archival Administration] - Research article by Paul Ericksen and Robert Shuster from American Archivist, Winter 1995. Includes discussion of both theoretical analysis and practical application.<br />
* [https://minds.wisconsin.edu/bitstream/handle/1793/44723/MA07_1_3.pdf?sequence%E2%80%A6 Rates of Processing Manuscripts and Arhives] - PDF download. An article by Karen Temple Lynch and Thomas E. Lynch from The Midwestern Archivist, p. 25-35, Vol. VII, No. 1, 1982 available through [https://www.jstor.org/journal/midwarch JSTOR]. Provides an analysis of processing rates from various grant proposals and considers how variable levels of processing affect cost.<br />
* [http://beinecke.library.yale.edu/25-processing-estimates Beinecke Rare Book & Manuscript Library (Yale University) Processing Estimates] - A guidelines developed in 2015 to consider the cost to process, arrange, and describe collections of personal papers.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ The Cost of Processing] - A blog post from 2010 by Emily Walters from North Carolina State University Libraries reflecting on estimating costs for their Changing the Landscape: Exposing the Legacy of Modernist Architects and Landscape Architects multi-year project.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ Costs of Cataloging] - A chapter by Felix Reichmann in Library Trends 2 (1953) providing historical context for cataloging cost analysis.<br />
* [https://ejournals.bc.edu/ojs/index.php/ital/article/viewFile/3161/2775 Cost Analysis of an Automated and Manual Cataloging and Book Processing System] - An article by Joselyn Druschel from the Journal of Library Automation (Vol. 14, no. 1, March 1981). Showing the historical argument for automating cataloging and processing to reduce cost.<br />
* [https://journals.ala.org/lrts/article/view/5501/6757 Assessing the Cost and Value of Bibliographic Control] - An article by Erin Stalbert and Christopher Cronin from Library Resources & Technical Services (Vol. 55, No. 3, 2011) published by the Association for Library Collections & Technical Services ([http://www.ala.org/alcts/ ALCTS]). Provides a detailed discussion of the past and present issues with estimating cataloging costs.<br />
* [https://www.liberquarterly.eu/articles/10.18352/lq.8558/ Improving Library Management by Using Cost Analysis Tools: A Case Study for Cataloguing Processes] - Article by Lorena Siguenza-Guzman, Alexandra Van den Abbeele, and Dirk Cattrysse from LIBER Quarterly, the Journal of the Association of European Research Libraries. This was originally presented at the LIBER conference in 2013 and discusses the application of TDABC (Time-Driven Activity-Based Costing) procedures in libraries.<br />
* [https://rbms.info/committees/task_force/metrics_assessment/group-1/cataloging/ RBMS Page on Cataloging] - Includes thoughts and definitions on cataloging from the Rare Books and Manuscripts Section ([https://rbms.info/ RBMS]) of the Association of College and Research Libraries ([http://www.ala.org/acrl/ ACRL]. A discussion of cataloging metrics is included as well as a resource list.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Communicating to people who need to approve the project ===<br />
* [http://enfocussolutions.com/8-best-practices-for-stakeholder-engagement/ 8 Best Practices for Stakeholder Engagement] - An article by John Parker from Enfocus Solutions (2012). Offers practical suggestions to engage and communicate with project stakeholders.<br />
* [http://agilemodeling.com/essays/activeStakeholderParticipation.htm Active Stakeholder Participation: An Agile Best Practice] - A detailed discussion of stakeholder engagement from Agile Modeling including definitions and useful charts.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2013-presentations/programming-on-a-shoestring-budget/ Programming on a Shoestring Budget] - Video presentation from David Mixdorf from South Sioux City Public Library (NE) presented in February 2013 for the Big Talk from Small Libraries online conference.<br />
* [http://www.wkkf.org/resource-directory/resource/2006/01/template-for-strategic-communications-plan Template for Strategic Communications Plan] - Practical template developed for use by the [http://www.wkkf.org/ W.K. Kellogg Foundation] including worksheets to develop a new plan.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case2Final.pdf Defining and Formalizing a Procedure for Archiving the Digital Version of the ''Schedule of Classes'' at the University of Michigan] - A 2008 case study from the Society of American Archivists (SAA) by Nancy Deromedi describing the process of forming an agreement between the university archive and registrar's office to continue the preservation of the schedule of classes after it moved to digital only.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Funding Sources and Grant Writing ===<br />
* [http://www.museumsoftware.com/grants.html Grant Opportunities] - A listing of available grants compiled by Past Perfect Museum Software.<br />
* [https://librarygrants.blogspot.com/ Library Grants blog] - A blog maintained by Stephanie Gerding and Pam MacKellar, authors of [http://www.alastore.ala.org/detail.aspx?ID=4039 Winning Grants: A How-To-Do-It Manual for Librarians with Multimedia Tutorials and Grant Development Tools]. Updated regularly with available opportunities.<br />
* [https://www.imls.gov/grants/available/museums-america IMLS Museums for America grant] - A grant program from the Institute of Museum and Library Services (IMLS) with the goal to "strengthen the ability of an individual museum to serve its public."<br />
* [https://www.neh.gov/grants/preservation/preservation-assistance-grants-smaller-institutions NEH Preservation Assistance Grants (PAG)] - These PAG funds help small and mid-sized institutions improve their ability to preserve and care for significant historical collections.<br />
* [https://www.neh.gov/grants/challenge/creating-humanities-communities Creating Humanities Communities] - A grant program from the NEH to help stimulate and proliferate meaningful humanities activities in underserved areas of the United States and territories. Limited geographic regions qualify.<br />
* [http://www.connectingtocollections.org/funding-collections-care/ Connecting to Collections Care Funding for Collections Care] - A webinar recorded November 2010 presented by Debra Hess Norris and Lee Price. The webinar page also includes related books for additional resources.<br />
* [http://www.connectingtocollections.org/fundraising-for-collections-care/ Connecting to Collections Care Fundraising for Collections Care] - A webinar series recorded in 2013 with sessions on Fundamentals, Finding Support, Cultivating Donors and Members, Writing Proposals, and Creative Fundraising. The series page includes additional links to resources, slides, and sample documents.<br />
* [https://event.on24.com/eventRegistration/EventLobbyServlet?target=reg20.jsp&partnerref=LJWebbestmall150901&eventid=1033500&sessionid=1&key=5EF4833291C07A8F39B02944D8C40810&regTag=&sourcepage=register Funding & Fundraising for Small Libraries] - An on-demand downloadable webinar from the LibraryJournal series Best Practices from America's Best Small Libraries. Presented in 2015 by Mary Beth Stenger and Cheryl Clay (registration required). A review of the webinar is available from [http://www.lminfo.us/blog/funding-and-fundraising-for-small-public-libraries/ Didi Yunginger].<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_46_-_Ten_Points_to_Increase_Your_Grant_Writing_Success.pdf Ten points to increase your grant writing success] - A one page technical bulletin by Cecil Carter from the Oklahoma Museums Association (January 2008).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Making the most of people: Recruitment, retention, and recognition ==<br />
The resources in this section consider how volunteers, interns, and staff fit into the project picture.<br />
<br />
Additional information on the January 25, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>lQs-MlrC6os</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017_SAHC3_Leu_MakingtheMostofPeople_Slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slideswithtranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017_SAHC3_Leu_Makingthemostofpeople_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017-SAHC-Leu_chat1.pdf Strategies for Outreach to Students, Interns, and Volunteers]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017-SAHC-Leu_chat2.pdf Troubleshooting Concerns about Students, Interns, and Volunteers]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/JRXMV3F<br />
<br />
Jump to:<br />
[[#Teens and Student Workers|Teens and Student Workers]] | [[#Volunteers and Staff|Volunteers and Staff]] | [[#Celebrating Success|Celebrating Success]] | [[#Ethics of Hiring|Ethics of Hiring]]<br />
<br />
=== Teens and Student Workers ===<br />
* [https://olcsmalllibraries.wordpress.com/2010/04/02/no-budget-no-time-no-problem/ No Budget? No Time? No Problem!] - Blog post from the Ohio Library Council by RoseMary Honnold discussing how community teens can be engaged in the work of collections.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2016-presentations/to-the-big-stage-on-a-small-budget-from-special-collections-to-archive-2-0/ To the Big Stage on a Small Budget: From Special Collections to Archive 2.0] - A presentation by Julie Pinnell for the 2016 Big Talk From Small Libraries [http://nlcblogs.nebraska.gov/bigtalk/ online conference] discussing the use of Doane College students to process the college archive.<br />
* [http://newprairiepress.org/culsproceedings/vol1/iss1/8/ Archival Internships: Creating Real World Learning Beyond the Classroom] - An article from the College & University Libraries Section (CULS) of the Kansas Library Association by Lorraine Madway (CULS Proceedings, Vol. 1, 2011, no. 1). Presents findings from the internship program at Wichita State University Libraries and offers practical advice for establishing an internship program.<br />
* [http://cupola.gettysburg.edu/librarypubs/53/ Undergraduate Library Internships and Professional Success] - A downloadable pdf poster by staff at Gettysburg College reporting on the impact undergraduate library internships had on the development of student career goals.<br />
* [http://www.nyarc.org/content/training-future-librarians-and-enhancing-digital-and-print-collections-m-lead-ii-comes Training Future Librarians and Enhancing Digital and Print Collections: M-LEAD II Comes to a Successful End] - A 2015 report by Kim Loconto on the [https://www.imls.gov/ IMLS] funded Museum Library Education and Digitization [M-LEAD] grant which allowed interns to gain a wide range of experiences with practical, hands-on projects.<br />
* [http://www.businessnewsdaily.com/8394-create-internship-program.html Creating a Successful (and Legal) Internship Program] - A 2015 article from Business News Daily by Nicole Fallon Taylor. A basic overview for creating an internship program that will be beneficial to the intern, productive for the organization, and meet current employment laws.<br />
* [http://www2.archivists.org/standards/best-practices-for-internships-as-a-component-of-graduate-archival-education Best Practices for Internships as Components of Graduate Archival Education] - A downloadable best practices guide from the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Volunteers and Staff ===<br />
* [http://www.connectingtocollections.org/archivecollectionscare/ Connecting to Collections Care Staff and Volunteer Management for Collections Care] - Webinar 6 in the Collections Care Basics: Where Do I Begin? webinar series. Originally presented by Donia Conn in 2013. The webinar section contains links to the recording, PowerPoint presentation, and a number of additional readings and resources related to the topic.<br />
* [http://www.slideshare.net/volunteermatch/creating-a-comprehensive-engaging-volunteer-training-program Creating a Comprehensive & Engaging Volunteer Training Program] - A 2013 SlideShare presentation by Jennifer Bennett and Matt Wallace. Hosted by VolunteerMatch Learning Center.<br />
* [http://files.archivists.org/pubs/free/Resources_for_Volunteers-Final-V3.pdf Resources for Volunteer Programs in Archives] - A 2012 joint publication, available as a PDF, from the National Archives and Records Administration (NARA) and the Society of American Archivist (SAA) that provides descriptions of volunteer projects undertaken at various archives as well as a "Tools Shared by Archives" section with examples of volunteer questionnaires and applications, volunteer standards of conduct, volunteer handbook, and additional resources.<br />
* [http://www.connectingtocollections.org/seeding-engagement-and-cultivating-volunteers-through-crowdsourcing/ Seeding Engagement and Cultivating Volunteers through Crowdsourcing] - A Connecting to Collections Care webinar originally presented in July 2016 by Meghan Ferriter. Dr. Ferriter shares the crowdsourcing experience of the [https://transcription.si.edu/ Smithsonian Transcription Center (TC)] and how their experience can be adapted to other projects.<br />
* [http://www.infotoday.com/cilmag/oct14/Zastrow--Crowdsourcing-Cultural-Heritage.shtml Crowdsourcing Cultural Heritage: 'Citizen Archivists' for the future] - A 2014 article by Jan Zastrow published in Computers in Libraries (Vol. 34, No. 8, October 2014).<br />
* [http://alm.axiell.com/infographic-leveraging-volunteers-and-crowdsourcing-digitisation?utm_source=Axiell+ALM+-+Non-Customer+Newsletter&utm_campaign=6f296c7bbf-Prospect+Newsletter+February&utm_medium=email&utm_term=0_00e6b7cbf3-6f296c7bbf-143955453 Leveraging Volunteers and Crowdsourcing for Digitisation] - A February 2017 infographic that shares results of research conducted by [http://mcn.edu/ MCN] and [http://alm.axiell.com/ Axiell] involving over 100 Museums and Archives from around the world.<br />
* Examples of Crowdsourcing volunteer projects:<br />
** [https://www.flickr.com/photos/8623220@N02/ Library of Congress Flickr Feed]<br />
** [https://diyhistory.lib.uiowa.edu University of Iowa DIY History]<br />
** [https://transcription.si.edu Smithsonian Transcription Project]<br />
** [https://www.archives.gov/citizen-archivist/transcribe US National Archives - Citizen Archivist Transcription Project]<br />
* [http://oregonstate.edu/ua/ncs/archives/2010/feb/business-students-raise-funds-haiti-learn-value-%E2%80%98blitz-project%E2%80%99 Business students raise funds for Haiti, learn value of 'blitz project'] - A short 2010 article describing a blitz project by Oregon State University College of Business students.<br />
* Yellowstone National Park Blitz projects<br />
** [https://www.nps.gov/yell/blogs/Using-a-Team-Approach-to-Expose-Yellowstone-s-Hidden-Collections.htm Using a Team Approach to Expose Yellowstone's Hidden Collections] (July 10, 2014), by Anne Foster<br />
** [https://www.nps.gov/yell/blogs/Bringing-Yellowstone-Back-Home-Using-the-Archives-Blitz-as-a-Framework-for-Other-Institutions.htm Bringing Yellowstone Back Home: Using the Archives Blitz as a Framework for Other Institutions] (October 7, 2014), by Anna Trammell<br />
** [https://www.nps.gov/yell/blogs/Keys-to-a-Blissful-Blitz.htm Keys to a Blissful Blitz] (March 12, 2015), by Kiley Hayes<br />
* [http://www.aam-us.org/resources/online-programs/human-resources-webinars Human Resources Recorded Webinars] - A series of webinars from the American Alliance of Museums ([http://www.aam-us.org/home AAM]) on a variety of topics related to staff and volunteers.<br />
* [https://aamv.wildapricot.org/ American Association for Museum Volunteers (AAMV)] - An association supporting the museum volunteer management community. Their website includes some resources freely available to non-members.<br />
* [http://peabody.yale.edu/volunteer Volunteer Page for the Yale Peabody Museum of Natural History] - Provides an example of a well-designed volunteer page including a link to the Yale Peabody volunteer application.<br />
** [http://peabody.yale.edu/sites/default/files/documents/volunteer/volunteer_application_form.pdf Yale Peabody Museum Volunteer application example]<br />
* [http://themuseum.org/sites/default/files/volunteeragreement.pdf Volunteer Code of Ethics and Professional Standards] - A standard from the [http://themuseum.org/ Alexandria Museum of Art] that can be used as a model for other institutions.<br />
* [http://www.connectingtocollections.org/outreach/ Involving the Public in Your Preservation Efforts] - A Connecting to Collections Care webinar from 2013 showcasing work from a number of institutions in celebration of Preservation Week. The page contains links to referenced projects and resources.<br />
* [http://www2.archivists.org/standards/best-practices-for-volunteers-in-archives Best Practices for Volunteers in Archives] - A downloadable resource by the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_45_-_Creating_a_Successful_Volunteer_Program.pdf Building a successful museum volunteer services program] - A technical bulletin by Robbin Davis produced by the Oklahoma Museums Association (July 2007).<br />
* [http://www.wildapricot.com/blogs/newsblog/2015/05/13/top-challenges-with-volunteer-engagement-retention Top Challenges with Volunteer Engagement & Retention] - A 2015 post by Lori Halley on the [http://www.wildapricot.com/academy Wild Apricot Membership Academy] blog that discusses challenges and solutions to some of the most frequent volunteer issues. Also includes links to a Wild Apricot webinar on volunteers and other resources.<br />
* [http://www.wildapricot.com/academy/expert-webinar-series/converting-volunteers-from-joiners-to-stayers Converting Volunteers from Joiners to Stayers] - A 2015 webinar presented by Tobi Johnson as part of the Wild Apricot Expert Webinar Series.<br />
* [https://americanlibrariesmagazine.org/2016/05/31/recruiting-retaining-library-volunteers/ Recruiting and Retaining Volunteers] - A 2016 post by Kaitlin Throgmorton on the American Libraries blog.<br />
* [http://wikis.ala.org/professionaltips/index.php?title=Volunteers ALA Volunteers Wiki] - A wiki page from the American Library Association (ALA) that compiles a number of different resources about volunteers in libraries.<br />
* [http://www.alastore.ala.org/detail.aspx?ID=3069 Managing Library Volunteers, Second Edition] - A 2011 book by Preston Driggers and Eileen Dumas published by the American Library Association. Link goes to the book description in the ALA store.<br />
* [http://www.mcfarlandbooks.com/book-2.php?id=978-0-7864-9780-5 Library Volunteers Welcome! Strategies for Attracting, Retaining, and Making the Most of Willing Helpers] - A 2016 book edited by Carol Smallwood and Lura Sanborn (McFarland & Company). Link goes to the book description on the McFarland website.<br />
* [https://www.taprootplus.org/ Taproot+] - A connection service claiming to be "the best way for nonprofits to find pro bono help and for skilled volunteers to provide it."<br />
* [https://www.serviceleader.org/leaders/firing A Few Pointers on the Unpleasant Topic of Firing Volunteers] - A post by Sarah Jane Rehnborg on the ServiceLeader.org website hosted by the University of Texas at Austin. Other volunteer resources can also be found on this page.<br />
* [http://www.volunteerhub.com/blog/when-helping-hands-hurt-your-cause/ When Helping Hands Hurt your Cause] - A 2008 post by Fonda Kendrick on the VolunteerHub website.<br />
* [http://www.volunteerhub.com/blog/difficult-volunteers/ Dealing with Difficult Volunteers] - A 2014 post by Krista Balbach on the VolunteerHub website. Includes a list of resources.<br />
* [http://nonprofithub.org/featured/break-say-volunteers/ The Break-Up: How to Say No to Volunteers] - A post by Lincoln Arneal on the Nonprofit Hub.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Celebrating Success ===<br />
* [http://www.bridging-the-gap.com/join-your-distributed-team-in-virtual-celebration/ How to Celebrate Project Success with a Distributed Team] - A resource compiled with input from a Virtual Facilitators Forum on LinkedIn to help build teams even when members are dispersed.<br />
* [https://thesavvypm.wordpress.com/2008/05/21/how-to-celebrate-success-throughout-your-projects/ How to Celebrate Success Throughout Your Projects] - A 2008 blog post from [https://thesavvypm.wordpress.com/about/ Making Things Happen] on developing an environment of ongoing celebration of success.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Ethics of Hiring ===<br />
* [https://www.shrm.org/about-shrm/pages/bylaws--code-of-ethics.aspx SHRM Code of Ethical and Professional Standards in Human Resource Management] - From the Society for Human Resources Management ([https://www.shrm.org SHRM]), guidelines for ethical Human Resources management. Includes a comprehensive guide for developing your own organizational Code of Ethics.<br />
* [https://www.cornerstoneondemand.com/rework/why-path-good-ethics-starts-human-resources Why the Path to Good Ethics Starts in Human Resources] - A 2013 blog post from Chris MacDonald on Company Culture.<br />
* [http://wiki.wearedynamo.org/index.php/Guidelines_for_Academic_Requesters Guidelines for Academic Requestors] - Guidelines specifically related to the ethical hiring of Turkers through [https://www.mturk.com/mturk/welcome Amazon Mechanical Turk] for outsourced academic projects but could be applied more broadly.<br />
* [http://futureofmuseums.blogspot.com/2016/10/volunteers-and-museum-labor_18.html Volunteers and Museum Labor] - A 2016 blog post by Elizabeth Merritt from the [http://www.aam-us.org/resources/center-for-the-future-of-museums Center for the Future of Museums] (An American Alliance of Museums Initiative) that considers the challenges of volunteers versus professional staff in museums.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Collection access: Describing, cataloging, and processing with the future in mind ==<br />
The resources available in this section try to provide guidance on the sometimes complicated world of description and processing. We understand that while GLAM organizations have many things in common, processing is often handled differently depending on the field. As we learn to work together, we hope that exploring best practices from different areas will help us move towards greater interoperability in the future.<br />
<br />
Additional information on the February 1, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>8L1C2mV1R7A</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017-SAHC4_Knazook_CollectionAccess_Slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017_SAHC4_Knazook_CollectionAccess_SlideswithTranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017_SAHC5_OvercomingProjectHurdles_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017-SAHC-Knazook_chat1.pdf What is cataloging?]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017-SAHC-Knazook_chat2.pdf Cataloging concerns]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017-SAHC-Knazook_chat3.pdf Legacy Data & You]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/JT9PCKG<br />
<br />
Jump to:<br />
[[#Communities|Communities]] | [[#General_3|General]] | [[#Institutional Ethics|Institutional Ethics]] | [[#Cataloging and Metadata Standards|Cataloging and Metadata Standards]] | [[#Data Management Tools|Data Management Tools]] | [[#Collection Management Systems|Collection Management Systems]] | [[#Controlled Vocabularies and Thesauri|Controlled Vocabularies and Thesauri]] | [[#Tutorials and Online Learning|Tutorials and Online Learning]]<br />
<br />
=== Communities ===<br />
* [https://listserv.syr.edu/scripts/wa.exe?A0=AUTOCAT AutoCat] - A general cataloging listserv, primarily for libraries but open to everyone.<br />
* [http://listserv.oclc.org/archives/oclc-cat.html OCLCCAT] - An OCLC sponsored cataloging listserv open to everyone.<br />
* [https://docs.google.com/forms/d/e/1FAIpQLSc3WCCi2_03rkbSwGVbE0rQwYFSxvL6THz6GRZY8HAbijaK4w/viewform Metadata Support Group] - A Slack forum sponsored by the Digital Library Federation ([https://www.diglib.org/ DLF]). Requires registration and a Slack account but not membership in DLF. <br />
* [http://www.archivists.org/saagroups/lonearr/resources.asp SAA Lone Arrangers listserv] - Hosted by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and open to members and non-members. <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Community] - A space for those using or interested in using the Nomenclature 4.0 resource from the American Association for State and Local History ([http://www.aaslh.org/ AASLH]).<br />
* [http://www.connectingtocollections.org/groups/connecting-to-collections-care-online-community/forum/ Connecting to Collections Care Forum] - A space to ask questions about collections care and receive answers from peers and forum monitors. Requires registration for participation.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== General ===<br />
* [http://firstmonday.org/article/view/1628/1543 Metadata for All: Descriptive Standards and Metadata Sharing Across Libraries, Archives, and Museums] - An article from [http://firstmonday.org/index First Monday], a peer reviewed journal on the internet, by Mary W. Elings and Gunter Waibel (Vol. 12, No. 3, 5 March 2007).<br />
* [http://www.alastore.ala.org/nealschuman/companionwebsite/metadata-digital-collections/ Metadata for Digital Collections: A How-to-Do-It Manual] - A 2004 book by Steven J. Miller. Link goes to a Companion Website for the manual that includes resources, chapter supplements, and additional information.<br />
* [https://protekvaults.com/the-art-and-science-of-descriptive-metadata/ The art and science of descriptive metadata: Classifying your film archive for identification and discovery] - A general overview, with examples, of metadata by Tim Knapp of [https://protekvaults.com/ PRO-TEK Vaults]<br />
* [http://freeyourmetadata.org/ Linked Data for Libraries, Archives, and Museums] - A book and website on getting the most from your metadata. <br />
* [https://www.clir.org/pubs/reports/spiro/spiro_Jan13.pdf Archival Management Software: A Report for the Council on Library and Information Resources] - A pdf 2009 report for the Council on Library and Information Resources ([https://www.clir.org CLIR]) by Lisa Spiro<br />
* [http://resource.aaslh.org/view/building-digital-archives-lessons-learned-from-four-crowdsourced-online-projects/ AASLH Audio Recording: Building Digital Archives: Lessons Learned From Four Crowdsourced Online Projects] - An audio download of the session from the 2014 Annual Meeting of the [http://www.aaslh.org/ AASLH].<br />
* [http://www.gallerysystems.com/resources/free-resources/ Gallery Systems Free Collections Management Resources] - A collection of free collections management resources compiled by [http://www.gallerysystems.com/ GallerySystems].<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/12/Collections-Access-and-the-use-of-Digital-Technology.pdf Collections Access and the use of technology in museums] - A report by the Norfolk Museums and Archaeology Service, 2012. <br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Collections Trust: Benchmarks in Collections Care] - Self-Assessment checklist developed by [http://www.collectionstrust.org.uk/ Collections Trust] to encourage thinking about collection care activity during the organizations planning cycle.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - An extensive collection of resources arranged by topic.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-15-FINAL.pdf Will They Populate the Boxes? Piloting a Low-Tech Method for Capturing Executive E-mail and a Workflow for preserving It at the University of Michigan] - A 2013 case study by Aprille Cooke McKay published by the Society of American Archivists (SAA) that covers the process of engaging administration in the process of tagging new materials to add to the archive.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Institutional Ethics ===<br />
SEE ALSO [[#Ethics and Social Justice|Ethics and Social Justice]]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/code-of-ethics American Alliance of Museums (AAM) Code of Ethics for Museums]<br />
* [http://www.ala.org/advocacy/proethics American Library Association (ALA) Professional Ethics] <br />
* [http://archivists.org/statements/saa-core-values-statement-and-code-of-ethics Society of American Archivists (SAA) Core Values Statement and Code of Ethics] <br />
* [http://www2.archivists.org/groups/saa-council/ala-saa-joint-statement-on-access-guidelines-for-access-to-original-research-materials ALA-SAA Joint Statement on Access: Guidelines for Access to Original Research Materials]<br />
* [http://www.artdealers.org/about/code-of-ethics-and-professional-practices Art Dealers Association of America (ADAA) Code of Ethics and Professional Practices]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Cataloging and Metadata Standards ===<br />
The resources listed below may require registration or subscription for access. While some are freely available online, others are fee-based.<br />
<br />
Jump to: [[#General_4|General]] | [[#Description Standards|Description Standards]] | [[#Encoding Standards|Encoding Standards]]<br />
<br />
==== General ====<br />
* [http://www.loc.gov/standards Standards at the Library of Congress] - A listing of all of the standards maintained by the Library of Congress<br />
* [http://www.getty.edu/research/publications/electronic_publications/intrometadata/crosswalks.html Metadata Standards Crosswalk] - A useful online spreadsheet from Getty that shows how a selection of well-used metadata standards may interact with each other.<br />
* [https://www.loc.gov/marc/marc2dc.html MARC to Dublin Core Crosswalk] - A detailed resource from the Library of Congress to help manage the conversion of metadata from MARC to Dublin Core. A link to the [https://www.loc.gov/marc/dccross.html Dublin Core to MARC Crosswalk] is also available on the page.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case7Final.pdf Standards and Standards Development: The Development of Digital Records Conversion Process (ANSI/ARMA 6-2007)] - A 2008 Case Study from the Society of American Archivists (SAA) that addresses several critical questions about standards in archives.<br />
* [http://www.niso.org/publications/press/understanding_metadata Understanding Metadata: What is Metadata, and What is it For?: A Primer] - A 2017 update by Jenn Riley published by [http://www.niso.org/home/ NISO] Press. Link goes to a PDF version. Additional NISO press resources can be found [http://www.niso.org/publications/press/ here].<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Description Standards ====<br />
* RDA: Resource Description and Access - Cataloging standard that replaced AACR2 and RDA is based on the FRBR (Functional Requirements for Bibliographic Records) and FRAD (Functional Requirements for Authority Data) concept models<br />
** [http://www.loc.gov/aba/rda/ Information from the Library of Congress]<br />
** [https://www.oclc.org/rda/about.en.html Information from OCLC]<br />
** [https://access.rdatoolkit.org/ RDA Toolkit]<br />
* AACR2: Anglo-American Cataloging Rules - Standards to build catalogs in general libraries of all sizes. No longer being updated. Replaced by RDA. Still valid and used by some smaller organizations.<br />
** [http://www.aacr2.org/index.html AACR2 Homepage]<br />
* Describing Archives: A Content Standard (DACS), Second Edition - An output-neutral set of rules for describing archives, personal papers, and manuscript collections that can be used with any encoding standard including [[#MARC21|MARC21]], [[#EAD|EAD]], and [[#EAC|EAC]].<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-describing-archives-a-content-standard-dacs/dacs#.V5fD8q1zUiQ SAA DACS Official page]<br />
* Standards for Archival Description: A Handbook - 1994 Handbook of the Society of American Archivists (SAA) describing technical standards, conventions, and guidelines used by archivists to describe holdings and repositories.<br />
** [http://www.archivists.org/catalog/stds99/index.html SAA page to download the Handbook]<br />
* SNAC: Social Networks and Archival Context - A cooperative in development to create a more collaborative environment for discovering records related to historical persons.<br />
** [http://socialarchive.iath.virginia.edu/ SNAC Prototype Research & Development Cooperative Program]<br />
** [http://www.snaccooperative.org SNAC Prototype Site]<br />
* PREMIS: Preservation Metadata: Implementation Strategies - A data dictionary developed as the international standard for metadata to support the preservation of digital objects and ensure their long-term usability.<br />
** [http://www.loc.gov/standards/premis/ Library of Congress PREMIS Official Web Site]<br />
* PBCORE: Public Broadcasting Metadata Dictionary Project - An XML metadata schema designed for sound and moving images that is both a content and data standard.<br />
** [http://pbcore.org/ PBCore homepage]<br />
** [http://pbcore.org/blog/ PBCore blog]<br />
* The Small Museums Cataguing Manual: A guide to cataloguing object and image collections - 4th edition of the guide (2009) published by Museums Australia (Victoria)<br />
** [http://www.mavic.asn.au/assets/Small_Museums_Cataloguing_Manual_4th.pdf The Small Museums Cataloguing Manual]<br />
* NPS Museum Handbook, Part II: Museum Records - A publication of the National Parks Service, downloadable as a pdf file.<br />
** [https://www.nps.gov/museum/publications/MHII/mushbkII.html NPS Museum Handbook, Part II: Museum Records]<br />
* The FIAF Moving Image Cataloguing Manual - Published by the International Federation of Film Archives ([http://www.fiafnet.org/ FIAF]) Cataloguing and Documentation Commission. Available for free as a pdf download<br />
** [http://www.fiafnet.org/pages/E-Resources/Cataloguing-Manual.html The FIAF Moving Image Cataloguing Manual]<br />
* Cataloging Cultural Objects: A Guide to Describing Cultural Works and Their Images - A data content standard for the cultural heritage community sponsored by the Visual Resources Association Foundation (VRAF)<br />
** [http://cco.vrafoundation.org/ CCO Commons]<br />
[[#toc|Table of Contents]]<br />
<br />
==== Encoding Standards ====<br />
* <div id="MARC21"></div>MARC21 - Encoding standards to make bibliographic and related information machine-readable<br />
** [https://www.loc.gov/marc/ Library of Congress MARC Standards]<br />
* BIBFRAME: Bibliographic Framework Initiative - A new bibliographic encoding standard being developed by the Library of Congress to replace MARC21. The new model is designed to express and link bibliographic data.<br />
** [https://www.loc.gov/bibframe/ Library of Congress BIBFRAME page]<br />
* <div id="EAC"></div>EAC-CPF: Encoded Archival Context - Corporate bodies, Persons, and Families - Extensible Markup Language (XML) Standard for encoding contextual information about persons, corporate bodies, and families. Maintained by the Society of American Archivists (SAA) in partnership with the Berlin State Library.<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-eac-cpf/encoded-archival-context-corporate-bodies-persons-and-families-eac-cpf#.V5I2KfkrJpg SAA EAC-CPF page]<br />
* <div id="EAD"></div>EAD: Encoded Archival Description - Standard for encoding Finding Aids for interoperability in an online environment.<br />
** [http://www.loc.gov/ead/ Library of Congress EAD Official Site]<br />
* DCMI: Dublin Core Metadata Initiative - A set of metadata vocabulary to use with the Resource Description Framework (RDF) and other Linked Data initiatives that follows Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH).<br />
** [http://dublincore.org/ Home page for the Dublin Core Metadata Initiative]<br />
** [http://www.dublincoregenerator.com/ Free Dublin Core Generator]<br />
* MODS: Metadata Object Description Schema - An XML schema for a bibliographic element set that may be used for a vaiety of purposes, and particularly for library applications. Maintained by the Library of Congress.<br />
** [http://www.loc.gov/standards/mods/ Library of Congress MODS page]<br />
* IIIF: International Image Interoperability Framework - An image encoding standard to unlock standard information on the web<br />
** [http://iiif.io/ IIIF Homepage]<br />
* RDF: Resource Description Framework - A framework to describe any internet resource developed by the World Wide Web Consortium (W3C)<br />
** [https://www.w3.org/RDF/ W3C Semantic Web RDF page]<br />
** [https://www.obitko.com/tutorials/ontologies-semantic-web/resource-description-framework.html RDF section on Ontologies and Semantic Web Tutorial]<br />
** [http://www.linkeddatatools.com/semantic-web-basics Introducing Linked Data and the Semantic Web] - Introducing RDF is section 2<br />
* VRA Core - a data standard for the description of works of visual culture as well as the images that document them.<br />
** [http://www.loc.gov/standards/vracore/ Library of Congress official VRA Core website]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Data Management Tools ===<br />
* [http://www.bitcurator.net/ BitCurator] <br />
* [http://coptr.digipres.org/Main_Page CPOTR: Community Owned Digital Preservation Tool Registry]<br />
* [https://scout.wisc.edu/cwis CWIS: Collection Workflow Integration System] <br />
* [http://www.datawatch.com/gated/data-wrangling/?msrc=GooglePPC-DP-wrang&gclid=CjwKEAjwiMe8BRD0ts3Vtv-ohWgSJAAZurk12EC7fBtj6D9nF-CXKxDkbgmxY8Xu50deWtN1lOgfaRoC0M3w_wcB Data Wrangler]<br />
* [http://www.sno.phy.queensu.ca/~phil/exiftool/ ExifTool] <br />
* [https://www.avpreserve.com/tools/fixity/ Fixity] <br />
* [https://github.com/LibraryOfCongress/bagger Library of Congress Bagger]<br />
* [http://marcedit.reeset.net/ MarcEdit]<br />
* [https://github.com/ISA-tools/OntoMaton OntoMaton]<br />
* [http://ontowiki.net OntoWiki]<br />
* [http://openrefine.org/ Open Refine]<br />
* [https://www.oxygenxml.com/ Oxygen: XML Editor]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Management Systems ===<br />
The below systems are not an endorsement of the product by CLIR, just suggestions to highlight the range of systems available. This is not a comprehensive list of all systems available. We tried to include low cost and/or open source system options when possible.<br />
<br />
Jump to: [[#How to Choose|How to choose]] | [[#Gallery|Gallery]] | [[#Library|Library]] | [[#Archive|Archive]] | [[#Museum|Museum]] | [[#Online Exhibits|Online Exhibits]]<br />
<br />
==== How to choose ====<br />
SEE ALSO: [[#Selecting_the_best_collection_management_system|1.2 Selecting the Best Content Management System]]<br />
<br />
* [https://www.historyassociates.com/resource/guides/selecting-a-cloud-based-cms/ Selecting a Cloud-Based Museum Collections Management System] - Five area to consider when selecting a system from [https://www.historyassociates.com/ History Associates, Inc.]<br />
* [https://www.historyassociates.com/resource/articles/how-do-we-select-a-collections-management-system/ How Do We Select a Collections Management System?] - An article from [https://www.historyassociates.com/ History Associates, Inc.] on the process of system selection from contacting a vendor to data migration.<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - A downloadable report from [https://www.historyassociates.com/ History Associates, Inc.] to highlight the most common mistakes they've seen when selecting a CMS. Can be applied to all GLAM organizations.<br />
* [https://rowman.com/ISBN/9781442230132/The-Small-Library-Manager%27s-Handbook How to Choose the Right ILS for Your Library] - Chapter in The Small Library Manager's Handbook (book).<br />
* [http://go.gallerysystems.com/feature.html Choosing the Right CMS] - A downloadable guide from [http://www.gallerysystems.com/ GallerySystems] that provides 5 steps for the selection process as well as sample worksheets, checklists, and links to additional resources.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-14-FINAL.pdf Partnering with IT to Identify an Commercial tool for Capturing Archival E-mail of University Executives at the University of Michigan] - A 2013 case study from the Society of American Archivists by Aprille Cooke McKay that discusses partnering with IT to issue an RFP for a new system.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Gallery ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Library ====<br />
* [https://cslainfo.org/?page_id=3735 General recommendations for smaller institutions] - From the Church & Synagogue Library Association<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [http://lucidea.com/inmagic/ Inmagic] <br />
* [https://www.libib.com/ Libib] <br />
* [http://www.libraryworld.com LibraryWorld]<br />
* [http://www.mlasolutions.com Mandarin] <br />
* [http://www.readerware.com/index.php Readerware] <br />
* [http://www.resourcemate.com/ ResourceMate] <br />
* [https://www.librarycat.org/ TinyCat] <br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Archive ====<br />
* [http://archiviststoolkit.org/ Archivists’ Toolkit]- Available for download, but no longer being updated<br />
* [http://archivesspace.org/ ArchivesSpace] <br />
* [https://www.accesstomemory.org/en/ AtoM]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://boktowergardens.org/tower-gardens/library-archives/resources/ MS Access Finding Aid Creator] - offered by [https://boktowergardens.org/ Bok Tower Gardens]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Museum ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectionspace.org/ CollectionSpace]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://mukurtu.org/ Mukurtu] - Designed with indigenous communities in mind<br />
* [http://www.museumsoftware.com PastPerfect]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
<br />
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<br />
==== Online Exhibits ====<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/emuseum/ eMuseum] <br />
* [https://jekyllrb.com/ Jekyll] <br />
* [https://omeka.org/ OMEKA] <br />
* [http://projectmirador.org/ Mirador] - For collections that support the International Image Interoperability Framework ([http://iiif.io/ IIIF]) API <br />
* [https://wordpress.com/ WordPress]<br />
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[[#toc|Table of Contents]]<br />
<br />
=== Controlled Vocabularies and Thesauri ===<br />
* [http://getty.edu/research/tools/vocabularies/ The Getty Research Institute Vocabularies] <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Committee]<br />
* [http://gawainweaver.com/images/uploads/Photographic%20Process%20Controlled%20Vocabulary_v1.pdf Photographic Process Controlled Vocabulary]<br />
* [http://authorities.loc.gov Library of Congress Authorities]<br />
* [http://id.loc.gov/ LC Linked Data Service: Authorities and Vocabularies] <br />
* [http://www.conservation-wiki.com/wiki/Lexicon_Terms American Institute for Conservation Lexicon Terms]<br />
* [http://www.bgbm.fu-berlin.de/iapt/nomenclature/code/SaintLouis/0000St.Luistitle.htm International Code of Botanical Nomenclature]<br />
* [http://orcid.org/ ORCID] <br />
* [https://app.pch.gc.ca/application/dvp-pvd/appli/descr-eng.php Parks Canada Descriptive and Visual Dictionary of Objects]<br />
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<br />
=== Tutorials and Online Learning ===<br />
There are many options for online learning. The following list is a sampling of free or low cost options to enhance understanding of cataloging and processing techniques.<br />
<br />
* [https://www.youtube.com/playlist?list=PL098F0952877CDE31 Association for Library Collection & Technical Services (ALCTS) YouTube Channel, Cataloging topic]<br />
* [http://www.connectingtocollections.org/archivedigital/ Caring for Digital Materials: Preventing a Digital Dark Age] - A Connecting to Collections Care Webinar Series<br />
* [https://www.codecademy.com/ Codecademy]<br />
* [https://www.oclc.org/support/training/portfolios/cataloging-and-metadata/connexion-client/tutorials.en.html OCLC Tutorials]<br />
* [http://www.oclc.org/support/training/calendars/cataloging-training-calendar.en.html OCLC Cataloging Skills Training Calendar] - Includes some fee based training<br />
* [http://www.oclc.org/support/documentation/cataloging.en.html OCLC documentation, practices, and programs] <br />
* [https://www.carli.illinois.edu/products-services/i-share/cat/basic-cataloging-resources Basic Cataloging Resources from CARLI (Consortium of Academic Research Libraries in Illinois)]<br />
* [https://www.youtube.com/user/LibTec203/videos Cataloging Course] - A YouTube introduction to cataloging by LibTec203]<br />
* [http://librarysciencelist.com/free-online-courses-for-librarians/ 20+ Awesome Free Online Librarian Courses]<br />
* [https://www.webjunction.org/explore-topics/ils-ddb.html WebJunction Integrated Library Systems & Databases Topic] <br />
* [http://online.vraweb.org/cgi/viewcontent.cgi?article=1061&context=vrab FRBR and TMS: Applying a Conceptual Organizational Model for Cataloguing Photographic Archives]<br />
* [http://special-cataloguing.com/cheats SLC Cheat Sheets] - A collection of cataloging cheat sheets for a wide range of material types mostly developed by Mac Elrod and hosted by Special Libraries Cataloging ([http://www.special-cataloguing.com/ SLC]).<br />
* [https://dp.la/info/2015/10/07/new-self-guided-curriculum-for-digitization/ DPLA Curriculum for Digitization] - A self-guided, online learning experience developed by the [https://dp.la/ Digital Public Library of America]. The curriculum is intended for digitization beginners from a variety of cultural heritage institutions.<br />
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<br />
== Overcoming project hurdles: Approaches to identifying and managing collection red flags ==<br />
The resources included in this section are presented to help organizations deal with areas in collections that may present problems and give managers the confidence to move forward with processing.<br />
<br />
Additional information on the February 8, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>Hv9Y1zyG2vQ</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017_SAHC5_Bitely-Ng_OvercomingProjectHurdles_Slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017_SAHC5_Bitely-Ng_OvercomingProjectHurdles_SlideswithTranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017_SAHC5_OvercomingProjectHurdles_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017-SAHC-Bitely-Ng_chat1.pdf Swingate Public Library]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017-SAHC-Bitely-Ng_chat2.pdf Dealing With the Past]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017-SAHC-Bitely-Ng_chat3.pdf Collecting in the Now]<br />
** Chat 4, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017-SAHC-Bitely-Ng_chat4.pdf Access to Offensive Materials]<br />
** Chat 5, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017-SAHC-Bitely-Ng_chat5.pdf Community Archives Project]<br />
** Chat 6, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017-SAHC-Bitely-Ng_chat6.pdf Final Q&A]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
Jump to:<br />
[[#Creating Policies for Collection Building|Creating Policies for Collection Building]] | [[#Rights, Copyright, and Legal Dilemmas|Rights, Copyright, and Legal Dilemmas]] | [[#Ethics and Social Justice|Ethics and Social Justice]] | [[#Hazardous Materials|Hazardous Materials]] | [[#Culturally Sensitive and Tough Topic Collections|Culturally Sensitive and Tough Topic Collections]] | [[#Sample Projects and Collections|Sample Projects and Collections]]<br />
<br />
<br />
=== Creating Policies for Collection Building ===<br />
SEE ALSO [[#Developing and Evaluating Institutional Documentation|Developing and Evaluating Institutional Documentation]]<br />
* [http://www2.archivists.org/publications/brochures/deeds-of-gift SAA A Guide to Deeds of Gift]<br />
* [http://resource.aaslh.org/view/sample-deed-of-gift/ AASLH StEPS Resource: Sample Deed of Gift]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types hosted by the Florida Association of Museums ([http://www.flamuseums.org/ FAM]) <br />
* [http://www.aam-us.org/docs/default-source/continuum/developing-a-cmp-final.pdf?sfvrsn=4 AAM Reference Guide: Developing a Collections Management Policy]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/collections-stewardship American Alliance of Museums (AAM) Standards Regarding Collections Stewardship]<br />
* [https://www.wisconsinhistory.org/pdfs/la/LIB-WHRAB-Records-Policy-Libraries-WAPL.pdf Creating a Collection Development Policy for Local Historical Records in Public Libraries] - A pdf resource from the [http://www.wisconsinhistory.org/Content.aspx?dsNav=N:4294963828-4294963805&dsRecordDetails=R:CS3558 Wisconsin Historical Records Advisory Board] and the [http://wla.wisconsinlibraries.org/wapl Wisconsin Association of Public Librarians] (April 1998).<br />
* [http://sustainableheritagenetwork.org/collection/support-documents-community-decision-making Support Documents for Community Decision Making] - A collection of documents provided by the [http://sustainableheritagenetwork.org/home Sustainable Heritage Network] that help organizations makes decisions regarding access, circulation, and ownership of cultural materials.<br />
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<br />
=== Rights, Copyright, and Legal Dilemmas ===<br />
Resources included are for reference only and do not represent legal advice. Most apply only to U.S. law; other countries may have different rules and guidelines.<br />
<br />
* [http://rightsstatements.org/en/ Digital Public Library (DPL) Rights Statements] <br />
* [http://ohda.matrix.msu.edu/2012/06/a-creative-commons-solution/ Oral History Interviews: “Who Owns Oral History? A Creative Commons Solution,"]<br />
* [http://ohda.matrix.msu.edu/2012/06/major-legal-challenges/ Major Legal Challenges Facing Oral History In The Digital Age] - A detailed 2014 article by John Neuenschwander on the IMLS Oral History in the Digital Age blog. Includes references.<br />
* [http://www.connectingtocollections.org/the_deaccessioning_dilemma_laws_ethics_and_actions/ The Deaccessioning Dilemma: Laws, Ethics, and Actions] - A 2015 Connecting to Collections Care webinar presented by John E. Simmons.<br />
* [http://learn.aaslh.org/event/webinar-steps-lab-1-deaccessioning-the-devils-in-the-details/ Deaccessioning: The Devil’s in the Details] - A webinar in the AASLH StEPs program (fee)<br />
* [http://www2.archivists.org/groups/technical-subcommittee-on-guidelines-for-reappraisal-and-deaccessioning-ts-grd/guidelines-for-reappraisal-and-deaccession SAA Guidelines for Reappraisal and Deaccessioning] - A pdf document from the Society of American Archivists (SAA)<br />
* [http://archive.cmsimpact.org/fair-use/best-practices/code-best-practices-fair-use-academic-and-research-libraries The Code of Best Practices in Fair Use for Academic and Research Libraries] - Can be used as a model to develop institutional policies regarding fair use and online access.<br />
* [http://copyright.cornell.edu/resources/publicdomain.cfm Cornell’s Copyright Term and the Public Domain in the US] - An easy to use chart to reference when particular types of items move into the public domain. Originally published by [http://vivo.cornell.edu/display/individual23436 Peter B. Hirtle] who has published a number of copyright resources. Updated annually.<br />
* [http://fairuse.stanford.edu/charts-and-tools/ Copyright & Fair Use Resources from Stanford University Libraries] - A number of charts and tools discussing copyright, fair use, and best practices.<br />
* [http://fairuse.stanford.edu/overview/website-permissions/websites/ Websites: Five Ways to Stay Out of Trouble] - A resource from the Stanford University Libraries Copyright & Fair Use website dealing specifically with website usage and rights.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - Select "Legal Issues" from the list for an extensive list of related resources.<br />
* [http://www2.archivists.org/publications/brochures/copyright-and-unpublished-material SAA’s Copyright and Unpublished Material: An introduction for Users of Archives and Manuscript Collections] - A downloadable and printable resource that answers basic questions.<br />
* [http://www2.archivists.org/groups/intellectual-property-working-group/well-intentioned-practice-for-putting-digitized-collections-of-unpublished-materials- Well-intentioned Practice for Putting Digitized Collections of Unpublished Materials Online (W-iP)] - A 2011 document developed by [http://www.oclc.org/research.html OCLC Research] and supported by the [http://www2.archivists.org/groups/intellectual-property-working-group SAA's Intellectual Property Working Group] to help move institutions forward with digitization of unpublished archival materials whose rights holders are often difficult to identify and contact.<br />
* [http://www.nemanet.org/nemn/summer-2016/abandonned-property/# Found! Abandoned Property in the Museum] - A New England Museums Now 2016 reprint of a 2013 article from NEMA News on Legal Issues. Authored by Gilbert Whittemore and covers ten clear steps for dealing with undocumented items in collections.<br />
* [http://www2.archivists.org/groups/acquisitions-appraisal-section/abandoned-property-project SAA Abandoned Property Project] - A state-by-state listing of relevant abandoned property legislation compiled by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and updated as required.<br />
* [http://www.ala.org/acrl/standards/security_theft ACRL/RBMS Guidelines Regarding Security and Theft in Special Collections] - Guidelines developed by the Association of College & Research Libraries ([http://www.ala.org/acrl/ ACRL]) and its Rare Books and Manuscript Section ([http://www.ala.org/acrl/aboutacrl/directoryofleadership/sections/rbms/acr-rbmec RBMS]).<br />
* [http://publications.arl.org/rli279/ Research Library Issues (RLI) Special Issue on Special Collections and Archives in the Digital Age] - This June 2012 issue of RLI, published by the Association of Research Libraries ([http://www.arl.org/ ARL]), includes articles on legal matters associated with digitization, Deeds of Gifts, and copyright.<br />
* [http://www.localcontexts.org/ Local Contexts] - An initiative to support Native, First Nations, Aboriginal, and Indigenous communities in the management of their intellectual property within the digital environment by providing strategic resources and practical solutions.<br />
** [http://www.sfu.ca/ipinch/project-components/community-based-initiatives/special-initiative-traditional-knowledge-licensing-an/ Traditional Knowledge Licensing and Labeling Website 1.0] - A description of the creation of Traditional Knowledge (TK) that led to the development of the TK Labels shared in the Local Contexts website. <br />
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<br />
=== Ethics and Social Justice===<br />
SEE ALSO [[#Institutional Ethics|Institutional Ethics]]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/code-of-ethics/ Code of Ethics and Other Institutional Documents] - A 2013 educational module, including a webinar, from the Florida Connecting to Collections Series presented from the museum (Myriam Springuel) and library (Burt Altman) perspectives.<br />
* [http://archivaria.ca/index.php/archivaria/article/view/13557 From Human Rights to Feminist Ethics: Radical Empathy in the Archives] - A 2016 article by Michelle Caswell and Marika Cifor. Published in Archivaria, a journal of the Association of Canadian Archivists ([http://archivists.ca/ ACA]). Link is to abstract only.<br />
* [https://www.lib.ncsu.edu/social-media-archives-toolkit/legal Social Media Archives Toolkit: Legal and Ethical Implications] - A resource of the North Carolina State University Libraries providing insight into the legal and ethical issues of harvesting social media.<br />
* [https://points.datasociety.net/okcupid-data-release-fiasco-ba0388348cd#.2aoqi7ydb OKCupid data release fiasco: It's time to rethink ethics education] - A 2016 post by Annette Markham that addresses data releases from an ethics educator's perspective.<br />
* [http://cmsimpact.org/resource/beyond-hashtags-ferguson-blacklivesmatter-online-struggle-offline-justice/ Beyond the hashtags: #Ferguson, #Blacklivesmatter, and the online struggle for offline justice] - A 2016 downloadable report written by Deen Feelon, Charlton D. McIlwain, and Meredith D. Clark that analyzes the Black Lives Matter movement online and the implications for using online tools to encourage social and political change.<br />
* [https://news.docnow.io/surveillance-and-social-media-archiving-7ea21b77b807#.iahlvrb8h Surveillance and Social Media Archiving] - A transcript of remarks made by Bergis Jules during the 2016 Library of Congress symposium, Collections as Data: Stewardship and Use Models to Enhance Access. Includes link to slides and the symposium's full agenda.<br />
* [https://papers.ssrn.com/sol3/papers2.cfm?abstract_id=2779647 Where are Human Subjects in Big Data Research? The Emerging Ethics Divide] - A 2016 article by Jacob Metcalf and Kate Crawford published in Big Data and Society (Spring 2016).<br />
* [http://bdes.datasociety.net/wp-content/uploads/2016/10/Ursic-politiwoops.pdf The Right to be Forgotten of the Duty to be Remembered? Twitter data reuse and implications for user privacy] - A 2016 PDF case study by Helena Ursic (Leiden University) written for The Council for Big Data, Ethics, and Society.<br />
* [http://link.springer.com/article/10.1007/s10502-014-9220-6 Toward a survivor-centered approach to records documenting human rights abuse: lessons from community archives] - Link to abstract (full article available for purchase). A 2014 article by Michelle Caswell published in Archival Science.<br />
* [https://aprilhathcock.wordpress.com/2016/11/18/opening-up-the-margins/ Opening up the Margins] - A November 18, 2016 blog post by April Hathcock that combines her remarks at a number of venues about opening up "good scholarship" to marginalized communities.<br />
* [http://zinelibraries.info/code-of-ethics/ Zine Librarians Code of Ethics] - A downloadable (PDF or Word) version of an ethical code as it applies to librarians and archivists that handle zines.<br />
* [https://medium.com/on-archivy/archivesforblacklives-building-a-community-archives-of-police-violence-in-cleveland-93615d777289#.t6wnjelwu #ArchivesForBlackLives: Building a Community Archives of Police Violence in Cleveland] - The text of a 2016 talk by Jarrett M. Drake presented at the Digital Blackness conference on the panel Uploading Black History: Archiving Blacks' Lived Experiences.<br />
* [http://tararobertson.ca/2016/oob/ digitization: just because you can, doesn't mean you should] - A 2016 blog post by Tara Robertson that reflects on the ethics of digitization through the example of a pre-internet lesbian porn magazine that was recently digitized and placed on line.<br />
* [http://link.springer.com/article/10.1007/s10502-012-9180-7 Evidence, memory, identify, and community: four shifting archival paradigms] - Link to abstract (full article available for purchase). A 2013 article by Terry Cook published in Archival Science.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Hazardous Materials ===<br />
* [http://cool.conservation-us.org/coolaic/sg/bpg/annual/v24/bp24-13.pdf Archives Conservators Discussion Group 2005: Hazardous Holdings] - A pdf article by Linda Blaser and Susan Peckham summarizing the panel. Printed in The Book and Paper Group Annual 24 (2005), p. 73-83. <br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-7_1439925170012_eng.pdf?WT.contentAuthority=4.4.10 Mercury in Museum Collections] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/7, 2002. Also available online [http://canada.pch.gc.ca/eng/1439925170006 here].<br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-8_1439925170028_eng.pdf?WT.contentAuthority=4.4.10 Lead in Museusm Collections and Heritage Buildings] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/8, 2010. Also available online [http://canada.pch.gc.ca/eng/1439925170022 here].<br />
* [http://www.connectingtocollections.org/arsenic-and-old-lace-controlling-hazardous-collection-materials/ Arsenic and Old Lace: Controlling Hazardous Collection Materials] - A 2016 Connecting to Collections Care Webinar. Page includes links to slides and handouts.<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/08/How-To-Guide-Hazards.pdf Hazards in museum collections: A Collections Care How To Guide] - A pdf guide from SHARE Museums East, Norfolk Museums & Archeology Service, and CollectionsTrust.<br />
* [https://alaskawhitestuffid.wordpress.com/ What’s That White Stuff blog] - A blog sponsored by the Alaska State Museum offering advice about common issues in museums.<br />
* [http://www.loc.gov/preservation/care/film.html Library of Congress Care, Handling, and Storage of Motion Picture Film] - Resources and links from the Library of Congress.<br />
* [http://www.mavic.asn.au/insite/september-october-2012 Museums Australia Vicotoria INSITE, September - October 2012, Dangerous Collections Special Issue] - Includes articles on a variety of tough issues<br />
* [http://opensi.si.edu/index.php/smithsonian/catalog/book/64 Pesticide Mitigation in Museum Collections: Science in Conservation: Proceedings from the MCI Workshop Series] - 2010 publication from the [http://opensi.si.edu/index.php/smithsonian/catalog/series/SCMC Smithsonian Contributions to Museum Conservation series] that addresses the issue of pesticide removal from museum objects.<br />
* [http://anthropology.si.edu/cm/NMNH_Potential_Hazards_Disclosure_Statement_2010.pdf Statement on Potential Hazards (Inherent and Acquired) Associated with Collection Objects] - A 2010 policy statement from the Smithsonian National Museum of Natural History [http://anthropology.si.edu/index.html Department of Anthropology] that can be used as a model for other institutions.<br />
* [https://www.nps.gov/museum/publications/conserveogram/02-10.pdf Hazardous Materials in Your Collection] - National Park Service (NPS) [https://www.nps.gov/museum/publications/conserveogram/cons_toc.html Conserve O Gram] series, August 1998, Number 2/10.<br />
* [http://museumpests.net/ MuseumPests.net] - A product of the Integrated Pest Management Working Group and includes a number of resources for prevention, monitoring, identification, and solutions for pests in collection spaces.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Culturally Sensitive and Tough Topic Collections ===<br />
* [http://www2.nau.edu/libnap-p/protocols.html Protocols for Native American Archival Materials] - The Protocols were developed to provide best practices for culturally responsive care and use of Native American archival and documentary material held by non-tribal organizations. The document reflects a Native American perspective.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - This is a good, brief, article regarding culturally sensitive Native American images in a non-native institution. It very clearly lays out a respectful, real world application of balancing maximum access and respectful consultation.<br />
* [http://ailanet.org/resources/ American Indian Library Association Resources] - A listing of resources compiled by the American Indian Library Association <br />
* [http://canada.pch.gc.ca/eng/1448995219999 Canadian Conservation Institute Caring for Sacred and Culturally Sensitive Objects] - Guidelines developed in 2015 to present key considerations related to sacred and culturally sensitive objects in heritage collections.<br />
* [http://digitalcommons.usu.edu/westernarchives/vol6/iss1/3 Tribal Archives, Traditional Knowledge, and Local Contexts: Why the "s" Matters] - A 2015 article by Kimberly Christen in the Journal of Western Archives ([http://digitalcommons.usu.edu/westernarchives/ JWA] Vol. 6, Iss. 1, Article 3).<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.74.1.4233nv6nv6428521?code=same-site Opening Archives: Respectful Repatriation] - An article by Kimberly Christen published in The American Archivist (Vol. 74, Spring/Summer 2011) examining one collaborative archival project aimed at digitally repatriating and reciprocally curating cultural heritage materials of the Plateau tribes in the Pacific Northwest.<br />
* [https://medium.com/on-archivy/confronting-our-failure-of-care-around-the-legacies-of-marginalized-people-in-the-archives-dc4180397280#.gbb4nqug0 Confronting Our Failure of Care Around the Legacies of Marginalized People in the Archives] - Transcript and select slides from a 2016 talk by Bergis Jules presented at the [http://ndsa.org/ National Digital Stewardship Alliance] annual meeting.<br />
* [http://www.archivists.org/governance/taskforces/0208-NativeAmProtocols-IIIA.pdf Report: Task force to review ''Protocols for Native American Archival Materials''] - A PDF version of the 2008 Society of American Archivists (SAA) report.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - A 2014 Case Study in Archival Ethics by Ellen Ryan and completed for the Society of American Archivists (SAA).<br />
* [https://artmuseumteaching.com/2016/08/31/have-conversations-here/ Have Conversations Here: Supporting Productive Dialogue in Museums] - A 2016 post by Mike Murawski on [https://artmuseumteaching.com/ Art Museum Teaching] discussing the facilitation of conversations in museums about difficult events and topics.<br />
* [http://www.liverpoolmuseums.org.uk/ism/resources/museum_interpretation.aspx Interpreting Transatlantic Slavery: the role of museums] - A 1999 article from the International Slavery Museum by Anthony Tibbles.<br />
* [http://interpretingdifficulthistory.com/ Interpreting Difficult History at Museums and Historic Sites] - Book by Julia Rose <br />
* [http://findingcommunityengagingaudiences.blogspot.com/2013/12/difficult-issues-in-history-museums.html Difficult Issues in History Museums] - A 2013 post on the Finding Community blog.<br />
* [http://www2.archivists.org/sites/all/files/PreservationWorkshopsWithRestrictedResources-CaseStudy1_0.pdf SAA Case Studies on Diversifying the Archival Record] - Case #1: Preservation Workshops with Restricted Resources: Preserving Cham Manuscripts in Vietnam <br />
* [http://aamg-us.org/wp/wp-content/uploads/2015/01/Managing-Museum-Controversy.pdf Museum Best Practices for Managing Controversy] - A pdf document from the Association of Academic Museums and Galleries ([https://www.aamg-us.org/wp/ AAMG])<br />
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<br />
=== Sample Projects and Collections ===<br />
* [http://www.docnow.io/ Documenting the Now] - A collaborative project that aims to respect both the content creator and the potential researcher and seeks to find a user-friendly means of collecting and preserving the digital content of social media.<br />
* [https://www.saada.org/ South Asian American Digital Archive (SAADA)] - An independant, national, non-profit organization working to document, preserve, and share stories representing the voices of South Asian Americans.<br />
* [https://www.lib.utexas.edu/hrdi Human Rights Documentation Initiative (HRDI)] - A long-term preservation effort by the University of Texas Libraries to capture fragile and vulnerable records of human rights struggles worldwide, promote them, and make them accessible for research.<br />
* [https://xfrcollective.wordpress.com/ XFR Collective] - A non-profit organization partnering with many to preserve at-risk audiovisual media by providing low-cost digitization services.<br />
* [http://www.mipops.org/ Moving Image Preservation of Puget Sound (MiPoPs)] - A non-profit organization helping to preserve our cultureal heritage by assisting archives, libraries, and other organizations with the conversion of analog video recordings to digital formats according to archival best practices.<br />
* [http://www.dclibrary.org/labs/memorylab The Memory Lab at DC Public Library] - A service provided to the DC public that allows for personal preservation of AV materials. A model that other organizations can follow.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Closing the loop: Project assessment and leveraging goals for future planning ==<br />
The resources included in this section provide additional information for all other topics and help provide support for sustaining and moving projects into the future.<br />
<br />
Additional information on the February 15, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar6 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p6t0282kmur/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_slides/<br />
* Collaborative Project Template Spreadsheet (.xlsx): https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_template/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_transcript/<br />
** Chat 1, Signs of Trouble: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat1/<br />
** Chat 2, Project ROI: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat2/<br />
** Chat 3, Roadblocks: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat3/<br />
** Chat 4, Celebration: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat4/<br />
** Chat 5, Final Comments: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat5/<br />
* Evaluation: https://www.surveymonkey.com/r/JXMZ36G<br />
<br />
<br />
<br />
=== During the Project ===<br />
* [https://hbr.org/2011/04/strategies-for-learning-from-failure Strategies for Learning from Failure] - An article by Amy C. Edmondson, a version also available in print, Harvard Business Review April 2011.<br />
* [http://www.artscapediy.org/Creative-Placemaking-Toolbox/What-Are-the-Most-Important-Factors-in-a-Successfu.aspx What are the Most Important Factors in a Successful Project?] - A brief Vimeo video from Artscape President and CEO Tim Jones on the crucial elements of project success.<br />
* [https://www.projectsmart.co.uk/avoid-the-same-old-mistakes-by-focussing-on-lessons-learned.php Avoid the Same Old Mistakes by Focusing on Lessons Learned] - A 2014 article by Duncan Haughey that covers 6 essential steps to document lessons learned.<br />
* [http://www2.archivists.org/sites/all/files/AnOnlineExhibit-SAA-CaseStudy_0.pdf An Online Exhibit: A Tale of Triumph and Tribulation] - A 2014 Case Study by Nancy Freeman and Robert B. Riter for the Society of American Archivists (SAA). <br />
* [http://americanarchivist.org/doi/abs/10.17723/aarc.68.2.c741823776k65863?code=same-site More Product, Less Process: Revamping Traditional Archival Processing] - A 2005 article by Mark Greene and Dennis Miller published in The American Archivist, a publication of the Society of American Archivists. Link to abstract, PDF version available for download.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Evaluation and Assessment ===<br />
* [http://www.horizon-research.com/taking-stock-a-practical-guide-to-evaluating-your-own-programs/ Taking Stock: A Practical Guide to Evaluating Your Own Programs] - A 1997 guide written by Sally L. Bond, Sally E. Boyd, and Kathleen A. Rapp written to help community-based organisations improve programs. <br />
* [http://www.wkkf.org/resource-directory/resource/2010/w-k-kellogg-foundation-evaluation-handbook W.K. Kellogg Foundation Evaluation Handbook] - A 2010 tool to help consider evaluation as a relevant and useful program tool. The handbook was written especially for W.K. Kellogg Foundation-funded programs but has broader application possibilities.<br />
* [http://oerl.sri.com/ OERL: Online Evaluation Resource Library] - A resource library designed to collect and make available evaluation plans, instruments, and reports for National Science Foundation (NSF) related projects but has broader application possibilities.<br />
* [https://www2.cdc.gov/cdcup/library/practices_guides/CDC_UP_Project_Close-Out_Practices_Guide.pdf CDC Unified Process Practices Guide: Project Close-out - A 2006 guide that can help organizations practice successful project-close out. <br />
* [http://www.ala.org/rusa/sections/rss/rsssection/rsscomm/rssresstat/prjctassmnteval Project Assessment and Evaluation] - A list of resources compiled by the Referencce and User Services Association ([http://www.ala.org/rusa/ RUSA]), a division of the American Library Association (ALA). <br />
* [https://manoa.hawaii.edu/assessment/workshops/pdf/templates_2009-12.pdf Creating an Assessment Plan & Using Assessment Templates] - A 2009 guide created by the University of Hawaii at Manoa Assessment Office.<br />
* Tutorials for creating Gantt, PERT, and CPM charts<br />
** [https://www.officetimeline.com/gantt-chart-excel How to make Gantt charts in Excel] - A video tutorial with Excel templates for making Gantt charts.<br />
** [https://www.youtube.com/watch?v=oe_Uvf6p4_A Creating a Pert CPM chart using Excel] - A 2012 YouTube video tutorial by Eric Magidson.<br />
** [https://www.youtube.com/watch?v=8NHJTRUiX6A Creating a PERT/CPM Chart using Excel 2016 and the Personal Trainer Case] - A 2016 YouTube video tutorial by Eric Magidson.<br />
* [http://www.pmsolutions.com/audio/PM_Performance_and_Value_List_of_Measures.pdf Measures of Project Management Performance and Value: A Benchmark of Current Business Practices] - A 2005 resource from the Center for Business Practices as part of the Comprehensive List of Measures series. <br />
* [http://www.mclam.com/pdf/Metrics.pdf Environmental Protection: Using Metrics to Track Progress of Community Outreach Programs] - A 2004 guide published by the American Institute of Chemical Engineers to help develop metrics for understanding how well organizations are implementing programs as well as how to improve them.<br />
* [http://www.cioarchives.ca.gov/itpolicy/pdf/PM5.2_Project_Execution_Tracking_and_Monitoring.pdf Project Execution - PM Elements: Tracking and Monitoring Project Performance] - A January 1997 PDF document from the California Chief Information Offices that offers practical solutions for project tracking that can be adapted to other organizations' needs. A part of the Statewide Information Management Manual ([http://www.cioarchives.ca.gov/ITpolicy/SIMM.html SIMM])<br />
* [http://www.businessofgovernment.org/blog/strategies-font-color-redcut-costsfont-and-improve-performance/shared-services-tracking-perform Shared Services: Tracking Performance/Performance Metrics - What Doesn’t Get Measured Doesn’t Get Done] - A 2011 blog post by Jennifer Lotkowski and Adam Jelic on the IBM Center for The Business of Government.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Future Project Planning ===<br />
* [http://resource.aaslh.org/view/engaging-the-grown-ups-a-roundtable-exploring-new-strategies/ Engaging the Grown-Ups: A Roundtable Exploring New Strategies] - An AASLH Audio Recording <br />
* [http://resource.aaslh.org/view/whos-next-succession-planning-and-institutional-health/ Who’s Next? Succession Planning and Institutional Health] - An AASLH Audio Recording<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Developing and Evaluating Institutional Documentation ===<br />
SEE ALSO [[#Creating Policies for Collection Building|Creating Policies for Collection Building]]<br />
<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_48_-_Plan_for_the_Future_You_Want_for_Your_Museum.pdf Plan for the future you want for you museum] - A Technical Bulletin of the Oklahoma Museums Association, July 2009 by Cecil Carter<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types.<br />
* [http://flamuseums.org/professional-development/florida-connecting-to-collections-program/emergency-plans/ Florida Connecting to Collections Emergency Plans] - A self-paced program for all GLAM Institution types<br />
* [http://www.aam-us.org/resources/assessment-programs/core-documents/documents AAM Description of Core Documents] - A listing of important documents suggested by the American Alliance of Museums (AAM) as fundamental for basic professional museum operations.<br />
* [https://www.nsf.gov/publications/pub_summ.jsp?ods_key=nsf02057 The 2002 User-friendly Handbook for Project Evaluation] - A 2002 resource guide in HTML or PDF from the National Science Foundation ([https://www.nsf.gov/ NSF])<br />
* [http://obolinx.com/resources/2013/10/five-project-management-performance-metrics-key-to-successful-project-execution-operational-excellence/ Five Project Management Metrics key to Successful Project Execution - Operational Excellence] - A 2013 post by Kavita Verma shared on [http://obolinx.com/resources/ OBOlinx Tech]. Includes equations and practical examples.<br />
<br />
[[#toc|Table of Contents]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Strategies_for_Advancing_Hidden_Collections&diff=14767Strategies for Advancing Hidden Collections2019-09-10T19:19:18Z<p>Joymbanks: /* Collection access: Describing, cataloging, and processing with the future in mind */</p>
<hr />
<div>This resource library has been prepared for gallery, library, archive, and museum (GLAM) workers engaged in collection processing projects. Compiled by experts from the GLAM communities, the library is arranged to support the content of the CLIR [https://www.clir.org/hiddencollections/sahc Strategies for Advancing Hidden Collections] (SAHC) webinar series. A wide range of solutions and suggestions for a variety of collecting organizations appear below; inclusion of links on this page does not necessarily represent an endorsement of an organization or a product by CLIR or any individual connected with the SAHC project.<br />
<br />
'''Project Coordinator'''<br />
<br />
Joy M. Banks, Consultant<br />
<br />
'''Speakers'''<br />
* Angela Kipp, Collection Manager, TECHNOSEUM and Administrator, [http://world.museumsprojekte.de/ Registrar Trek]<br />
* Rosemary Pleva Flynn, Principal Librarian, Library and Information Services Team Lead, Energy and Environmental Research Center (EERC) at the University of North Dakota<br />
* Sarah Leu, Project Archivist, Historical Society of Pennsylvania<br />
* Beth Knazook, Library Juice Academy and Queen's University<br />
* Jessica Bitely, Director of Preservation Services, Northeast Document Conservation Center (NEDCC)<br />
* Yvonne Ng, Senior Archivist, WITNESS<br />
* Ellen Ryan, Head of Special Collections and Archives and Assistant Professor, Idaho State University<br />
<br />
'''Curriculum Committee'''<br />
* Stephanie Gaub Antequino, Memorabilia Archivist, Planet Hollywood International<br />
* Casey Davis, Project Manager, American Archive of Public Broadcasting<br />
* Tamar Evangelista-Dougherty, Consultant<br />
* Linda Hocking, Curator of Library and Archives, Litchfield Historical Society<br />
* Daniel Johnson, Digital Preservation Librarian, University of Iowa<br />
* Holly Mengel, Manuscripts Cataloging Librarian, University of Pennsylvania<br />
* Matthew Peek, Military Collections Archivist, State Archives of North Carolina<br />
* Kelly Revak, Processing Archivist, Library of Congress<br />
<br />
Additions to this library are welcome. Readers may contribute to its development by [https://wiki.diglib.org/index.php?title=Special:CreateAccount&returnto=Main+Page creating an account], or by sending suggestions to [mailto:cwilliford@clir.org Christa Williford] at CLIR.<br />
<br />
== Where to begin: Basics of project planning for GLAM organizations ==<br />
The resources in this section will help lay the foundation for successful project planning and management.<br />
<br />
Additional information on the January 11, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>Vd4x6nQvu8g</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_transcript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017_Wheretobegin_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat4.pdf General webinar chat] <br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp_chat1.pdf Key Elements of a Project]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat2.pdf Time to Catalog]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat3.pdf Project Management]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar:<br />
https://www.surveymonkey.com/r/L9CYDRQ.<br />
<br />
Jump to:<br />
[[#General|General]] | [[#Selecting the best collection management system|Selecting the best collection management system]] | [[#Collection Prioritization & Assessment|Collection Prioritization & Assessment]] | [[#Workflow|Workflow]] | [[#Project Management Tools|Project Management Tools]]<br />
<br />
=== General ===<br />
* [https://www.clir.org/hiddencollections/meetings/2010HCsymposium.html CLIR 2010 Hidden Collections Symposium]<br />
* [https://www.clir.org/hiddencollections/2015-symposium-unconference/symposium-abstracts CLIR 2015 Hidden Collections Symposium & Unconference]<br />
* [http://registry.clir.org/ CLIR Hidden Collections Registry]<br />
* [https://www.webjunction.org/explore-topics/planning-coordination.html WebJunction Planning & Coordination Topic Page]<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources]<br />
* [http://openglam.org/ OpenGLAM]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Selecting the best collection management system ===<br />
Note: Some of these resources may be dated but can still contain useful information. SEE ALSO [[#Collection_access:_Describing.2C_cataloging.2C_and_processing_with_the_future_in_mind|Collection access: Describing, cataloging, and processing with the future in mind]]<br />
<br />
'''For all institution types'''<br />
* [http://carlibrary.org/CarLibrary-CollectionManagementSystems.htm CarLibrary.org - Collection Management Systems] - A detailed resource discussing all aspects of selecting a management system including a number of links to additional resources. The page also includes a link to a [http://carlibrary.org/CarLibrary-CMS-Table.htm summary table] of a wide range of CMS software systems.<br />
'''For Museums'''<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - Tips on selecting the right museum CMS software from [https://www.historyassociates.com History Associates, Inc.].<br />
* [http://manyonline.org/professional-development/collections-management-software Collections Management Software] - A list with additional information on software systems designed specifically for the museum collection management environment from the [http://manyonline.org Museum Association of New York].<br />
* [http://rcaam.org/cms/wp-content/uploads/2011/05/Graduate-Studies-Thesis-Collections-Management-Elana-Carpinone.pdf Museum Collections Management Systems: One Size Does NOT Fit All] - Masters Thesis by Elana C. Carpinone, Seton Hall University, May 2010<br />
* [http://www.idea.org/blog/2011/04/07/collection-management-systems-museums-and-the-web-2011/ Collection management systems: Museums and the Web 2011] - A listing and explanation of collection management systems represented at the [http://www.museumsandtheweb.com/mw2011.html Museums and the Web 2011] event.<br />
'''For Libraries'''<br />
* The Small Libraries Manager's Handbook, edited by Alice Graves. Includes several chapters on system selection.<br />
'''For Archives'''<br />
* [https://www.clir.org/pubs/reports/spiro/spiro/spiro_Jan13.pdf Archival Management Software] - A report for the Council on Library and Information Resources (CLIR) by Lisa Spiro, January 2009<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Prioritization & Assessment ===<br />
* [http://www.pacsclsurvey.org/ PACSCL Survey Initiative] - Includes information and resources from the Philadelphia Area Consortium of Special Collections Libraries (PACSCL) Consortial Survey Initiative project to assess backlogged archival collections.<br />
* [https://psap.library.illinois.edu/about Preservation Self-Assessment Program (PSAP)] - A free, online tool that helps collection managers prioritize efforts to improve conditions of collections developed by the University of Illinois, University Library through the IMLS<br />
** [https://www.imls.gov/news-events/project-profiles/extending-preservation-self-assessment-option-libraries-archives-and Press Release from IMLS]<br />
* [http://www.oclc.org/content/dam/research/publications/library/2011/2011-07.pdf Taking Stock and Making Hay: Archival Collections Assessment] - A report from OCLC by Martha O'Hara Conway and Merrilee Proffitt, July 2011.<br />
* [http://nationalwomansparty.org/wp-content/uploads/2011/02/Strategy-and-Priorities-for-Cataloging.pdf Strategy and Priorities for Cataloging the National Woman's Party Collection] - A report from the Sewall-Belmont House and Museum that can be used as a sample collection analysis tool<br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Benchmarks in Collections Care] - The resources page provides access to information on Benchmarks in Collection Care as well as the self assessment checklist to aid in establishing realistic colleciton goals. This is a resource provided by the [http://www.collectionstrust.org.uk/ Collections Trust].<br />
* [http://library.columbia.edu/services/preservation/audiosurvey.html Survey Instrument for Audio & Moving Image Collections] - A resource developed by the Columbia University Libraries to inventory and assess audio and moving image materials.<br />
* [http://www.avcompass.bavc.org/ AV Compass] - A free online resource from the [https://www.bavc.org/ Bay Area Video Coalition] to help organize, preserve, and access AV collections.<br />
* [http://library.columbia.edu/services/preservation/survey_tools.html Special Collections Materials Survey Instrument] - A resource developed by the Columbia University Libraries to evaluate under-processed archival collections.<br />
* [http://tools.aaslh.org/steps/ Standards and Excellence Program (StEPs)] - A self-study program developed by the American Association for State and Local History (AASLH) designed specifically for small to mid-sized organizations.<br />
* [http://www.aam-us.org/resources/assessment-programs American Alliance of Museums (AAM) Assessment Programs] - A page describing the Continuum of Excellence to help move organizations towards better stewardship of their collections.<br />
* [https://www.imls.gov/grants/available/collections-assessment-preservation-program-cap IMLS Collections Assessment for Preservation Program (CAP)] - A grant program through the Institute of Museum and Library Services (IMLS). Deadline for applications vary.<br />
* [http://www.digitalpreservation.gov/documents/NDSA_Levels_Archiving_2013.pdf NDSA Levels of Digital Preservation] - Includes explanations and uses for maintaining and preserving digital files in archival settings.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Workflow ===<br />
* [http://www.libraryworkflowexchange.org/about/ Library Workflow Exchange] - A space for libraries to share and find workflows and best practices across institutions.<br />
* [http://digitizingmillerhouseandgarden.tumblr.com/tagged/workflow Workflows from the Documenting Modern Living project] - Examples of workflows from the Documenting Modern Living: Digitizing the Miller House and Garden Collection Tumblr page<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Management Tools ===<br />
* [http://blog.hubspot.com/agency/agency-project-management-tools#sm.0000y44e3e7sifdbt8018ehatkvxc Improve Your Collaboration: 18 Project Management Tools for Marketing Agencies] - Not GLAM specific, but a resource by Jami Oetting on selecting a project management tool with some suggested software.<br />
* [http://www.techworld.com/picture-gallery/startups/10-best-free-project-management-software-programs-3625922/ 14 best free project management software programs 2016: Great project management software tools that don't cost a penny] - By Matt Egan and posted on TechWorld, includes software and brief explanations of each.<br />
* [http://www.projectsmart.com/project-management/introduction.php 21 Ways to Excel at Project Management] - A detailed step by step tool from ProjectSmart for successful project management from beginning to end.<br />
* [http://www.archivejournal.net/issue/3/notes-queries/teaching-librarians-project-management-new-expectations-for-the-digital-age/ Teaching Librarians & Project Management: New Expectations for the Digital Age] - An article by Caro Pinto in the Archives Journal Notes + Queries (Issue 3, Summer 2013) that addresses the changing nature of librarian training to include project management.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Building resources and relationships: Determining what and who you need ==<br />
The resources in this section will help guide project managers through the process of estimating project costs, communicating costs with others, and building relationships for support. <br />
<br />
Additional information on the January 18, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>BTxNqOQsyow</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slideswithtranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_-SAHC2_Pleva-Flynn_Buildingresourcesandrelationships_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat1.pdf Justifying the Existence of GLAMS] <br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat2.pdf What would you do differently?]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat3.pdf Not-Your-Usual Funding Sources]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
Jump to:<br />
[[#General_2|General]] | [[#Buy-in from Board of Directors, Community, Volunteers|Buy-in from Board of Directors, Community, Volunteers]] | [[#Calculating processing time, staff time, and estimating supply costs|Calculating processing time, staff time, and estimating supply costs]] | [[#Communicating to people who need to approve the project|Communicating to people who need to approve the project]] | [[#Funding Sources and Grant Writing|Funding Sources and Grant Writing]]<br />
<br />
=== General ===<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html WebJunction Budgets & Funding Resource Page] - Resources, webinars, and other information on budget planning and development for libraries that can be applied to all GLAM organizations.<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html Connecting to Collections Care Resources Page] - For more information on budgets and increasing collection support, select the ''Increasing Support for Collections Care'' from the list.<br />
* [http://www.mapfornonprofits.org/resources/fund-development/ MAP Resources for Fund Development] - Resources from the [http://www.mapfornonprofits.org/ MAP for Nonprofits], serving nonprofits through provision of consulting and training.<br />
* [http://managementhelp.org/nonprofitfundraising/index.htm Free Management Library All About Nonprofit Fundraising Resources] - A extensive listing of resources for nonprofits from the [http://managementhelp.org/ Free Management Library], a service of Authenticity Consulting, LLC.<br />
* Nonprofit Sustainability: Making Strategic Decisions for Financial Viability - 2010 book by Jeanne Bell, Jan Masaoka, and Steve Zimmerman.<br />
** [https://ssir.org/book_reviews/entry/nonprofit_sustainability_jeanne_bell_jan_masaoka_steve_zimmerman 2011 Review] in the Stanford Social Innovation Review by Jim Schorr<br />
** [http://www.nonprofitsustainability.org/ The Sustainability Mindset] - A 2014 companion book by Jeanne Bell and Steve Zimmerman that offers a step-by-step guide and templates for moving nonprofits toward a sustainable model.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Buy-in from Board of Directors, Community, Volunteers ===<br />
* [http://www.mandywilson.co.uk/data/uploads/pdf/Museums-Community-Involvement-Toolkit.pdf Community Involvement in Museums, Archives and Libraries: Toolkit for improving practice] - A pdf resource developed by COGS (Communities and Organizations - Growth and Support) for Yorkshire Museums Council, 2002. The toolkit includes a number of practical resources and guides for strengthening community involvement.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Calculating processing time, staff time, and estimating supply costs ===<br />
* [http://www.marac.info/assets/documents/marac_technical_leaflet_2.pdf Computing the Total Cost of Archival Processing] - A technical leaflet by Thomas Wilsted produced by the Mid-Atlantic Regional Archives Conference ([http://www.marac.info/ MARAC]), 1989.<br />
* [http://library.gwu.edu/collections/digitize/cost-calculator George Washington University Digitization Cost Calculator] - (unavailable)<br />
* [http://dashboard.diglib.org/ Digitization Cost Calculator] - A project of the [https://wiki.diglib.org/Assessment:Costs Digital Library Federation Assessment Interest Group’s working group on Cost Assessment] that uses community supplied data to help users estimate costs for digitization projects.<br />
* [https://roseelr.files.wordpress.com/2014/04/cost-finding-rose.docx Cost Finding Exercise] - Word Document Download. An exercise by Elizabeth Rose completed during her masters work at Southern Connecticut State University. The exercise considers the direct and indirect costs of processing an archival collection and includes references for additional information.<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.58.1.h9847h1372211l75 Beneficial Shocks: The Place of Processing-Cost Analysis in Archival Administration] - Research article by Paul Ericksen and Robert Shuster from American Archivist, Winter 1995. Includes discussion of both theoretical analysis and practical application.<br />
* [https://minds.wisconsin.edu/bitstream/handle/1793/44723/MA07_1_3.pdf?sequence%E2%80%A6 Rates of Processing Manuscripts and Arhives] - PDF download. An article by Karen Temple Lynch and Thomas E. Lynch from The Midwestern Archivist, p. 25-35, Vol. VII, No. 1, 1982 available through [https://www.jstor.org/journal/midwarch JSTOR]. Provides an analysis of processing rates from various grant proposals and considers how variable levels of processing affect cost.<br />
* [http://beinecke.library.yale.edu/25-processing-estimates Beinecke Rare Book & Manuscript Library (Yale University) Processing Estimates] - A guidelines developed in 2015 to consider the cost to process, arrange, and describe collections of personal papers.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ The Cost of Processing] - A blog post from 2010 by Emily Walters from North Carolina State University Libraries reflecting on estimating costs for their Changing the Landscape: Exposing the Legacy of Modernist Architects and Landscape Architects multi-year project.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ Costs of Cataloging] - A chapter by Felix Reichmann in Library Trends 2 (1953) providing historical context for cataloging cost analysis.<br />
* [https://ejournals.bc.edu/ojs/index.php/ital/article/viewFile/3161/2775 Cost Analysis of an Automated and Manual Cataloging and Book Processing System] - An article by Joselyn Druschel from the Journal of Library Automation (Vol. 14, no. 1, March 1981). Showing the historical argument for automating cataloging and processing to reduce cost.<br />
* [https://journals.ala.org/lrts/article/view/5501/6757 Assessing the Cost and Value of Bibliographic Control] - An article by Erin Stalbert and Christopher Cronin from Library Resources & Technical Services (Vol. 55, No. 3, 2011) published by the Association for Library Collections & Technical Services ([http://www.ala.org/alcts/ ALCTS]). Provides a detailed discussion of the past and present issues with estimating cataloging costs.<br />
* [https://www.liberquarterly.eu/articles/10.18352/lq.8558/ Improving Library Management by Using Cost Analysis Tools: A Case Study for Cataloguing Processes] - Article by Lorena Siguenza-Guzman, Alexandra Van den Abbeele, and Dirk Cattrysse from LIBER Quarterly, the Journal of the Association of European Research Libraries. This was originally presented at the LIBER conference in 2013 and discusses the application of TDABC (Time-Driven Activity-Based Costing) procedures in libraries.<br />
* [https://rbms.info/committees/task_force/metrics_assessment/group-1/cataloging/ RBMS Page on Cataloging] - Includes thoughts and definitions on cataloging from the Rare Books and Manuscripts Section ([https://rbms.info/ RBMS]) of the Association of College and Research Libraries ([http://www.ala.org/acrl/ ACRL]. A discussion of cataloging metrics is included as well as a resource list.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Communicating to people who need to approve the project ===<br />
* [http://enfocussolutions.com/8-best-practices-for-stakeholder-engagement/ 8 Best Practices for Stakeholder Engagement] - An article by John Parker from Enfocus Solutions (2012). Offers practical suggestions to engage and communicate with project stakeholders.<br />
* [http://agilemodeling.com/essays/activeStakeholderParticipation.htm Active Stakeholder Participation: An Agile Best Practice] - A detailed discussion of stakeholder engagement from Agile Modeling including definitions and useful charts.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2013-presentations/programming-on-a-shoestring-budget/ Programming on a Shoestring Budget] - Video presentation from David Mixdorf from South Sioux City Public Library (NE) presented in February 2013 for the Big Talk from Small Libraries online conference.<br />
* [http://www.wkkf.org/resource-directory/resource/2006/01/template-for-strategic-communications-plan Template for Strategic Communications Plan] - Practical template developed for use by the [http://www.wkkf.org/ W.K. Kellogg Foundation] including worksheets to develop a new plan.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case2Final.pdf Defining and Formalizing a Procedure for Archiving the Digital Version of the ''Schedule of Classes'' at the University of Michigan] - A 2008 case study from the Society of American Archivists (SAA) by Nancy Deromedi describing the process of forming an agreement between the university archive and registrar's office to continue the preservation of the schedule of classes after it moved to digital only.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Funding Sources and Grant Writing ===<br />
* [http://www.museumsoftware.com/grants.html Grant Opportunities] - A listing of available grants compiled by Past Perfect Museum Software.<br />
* [https://librarygrants.blogspot.com/ Library Grants blog] - A blog maintained by Stephanie Gerding and Pam MacKellar, authors of [http://www.alastore.ala.org/detail.aspx?ID=4039 Winning Grants: A How-To-Do-It Manual for Librarians with Multimedia Tutorials and Grant Development Tools]. Updated regularly with available opportunities.<br />
* [https://www.imls.gov/grants/available/museums-america IMLS Museums for America grant] - A grant program from the Institute of Museum and Library Services (IMLS) with the goal to "strengthen the ability of an individual museum to serve its public."<br />
* [https://www.neh.gov/grants/preservation/preservation-assistance-grants-smaller-institutions NEH Preservation Assistance Grants (PAG)] - These PAG funds help small and mid-sized institutions improve their ability to preserve and care for significant historical collections.<br />
* [https://www.neh.gov/grants/challenge/creating-humanities-communities Creating Humanities Communities] - A grant program from the NEH to help stimulate and proliferate meaningful humanities activities in underserved areas of the United States and territories. Limited geographic regions qualify.<br />
* [http://www.connectingtocollections.org/funding-collections-care/ Connecting to Collections Care Funding for Collections Care] - A webinar recorded November 2010 presented by Debra Hess Norris and Lee Price. The webinar page also includes related books for additional resources.<br />
* [http://www.connectingtocollections.org/fundraising-for-collections-care/ Connecting to Collections Care Fundraising for Collections Care] - A webinar series recorded in 2013 with sessions on Fundamentals, Finding Support, Cultivating Donors and Members, Writing Proposals, and Creative Fundraising. The series page includes additional links to resources, slides, and sample documents.<br />
* [https://event.on24.com/eventRegistration/EventLobbyServlet?target=reg20.jsp&partnerref=LJWebbestmall150901&eventid=1033500&sessionid=1&key=5EF4833291C07A8F39B02944D8C40810&regTag=&sourcepage=register Funding & Fundraising for Small Libraries] - An on-demand downloadable webinar from the LibraryJournal series Best Practices from America's Best Small Libraries. Presented in 2015 by Mary Beth Stenger and Cheryl Clay (registration required). A review of the webinar is available from [http://www.lminfo.us/blog/funding-and-fundraising-for-small-public-libraries/ Didi Yunginger].<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_46_-_Ten_Points_to_Increase_Your_Grant_Writing_Success.pdf Ten points to increase your grant writing success] - A one page technical bulletin by Cecil Carter from the Oklahoma Museums Association (January 2008).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Making the most of people: Recruitment, retention, and recognition ==<br />
The resources in this section consider how volunteers, interns, and staff fit into the project picture.<br />
<br />
Additional information on the January 25, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>lQs-MlrC6os</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017_SAHC3_Leu_MakingtheMostofPeople_Slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slideswithtranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017_SAHC3_Leu_Makingthemostofpeople_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017-SAHC-Leu_chat1.pdf Strategies for Outreach to Students, Interns, and Volunteers]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017-SAHC-Leu_chat2.pdf Troubleshooting Concerns about Students, Interns, and Volunteers]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/JRXMV3F<br />
<br />
Jump to:<br />
[[#Teens and Student Workers|Teens and Student Workers]] | [[#Volunteers and Staff|Volunteers and Staff]] | [[#Celebrating Success|Celebrating Success]] | [[#Ethics of Hiring|Ethics of Hiring]]<br />
<br />
=== Teens and Student Workers ===<br />
* [https://olcsmalllibraries.wordpress.com/2010/04/02/no-budget-no-time-no-problem/ No Budget? No Time? No Problem!] - Blog post from the Ohio Library Council by RoseMary Honnold discussing how community teens can be engaged in the work of collections.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2016-presentations/to-the-big-stage-on-a-small-budget-from-special-collections-to-archive-2-0/ To the Big Stage on a Small Budget: From Special Collections to Archive 2.0] - A presentation by Julie Pinnell for the 2016 Big Talk From Small Libraries [http://nlcblogs.nebraska.gov/bigtalk/ online conference] discussing the use of Doane College students to process the college archive.<br />
* [http://newprairiepress.org/culsproceedings/vol1/iss1/8/ Archival Internships: Creating Real World Learning Beyond the Classroom] - An article from the College & University Libraries Section (CULS) of the Kansas Library Association by Lorraine Madway (CULS Proceedings, Vol. 1, 2011, no. 1). Presents findings from the internship program at Wichita State University Libraries and offers practical advice for establishing an internship program.<br />
* [http://cupola.gettysburg.edu/librarypubs/53/ Undergraduate Library Internships and Professional Success] - A downloadable pdf poster by staff at Gettysburg College reporting on the impact undergraduate library internships had on the development of student career goals.<br />
* [http://www.nyarc.org/content/training-future-librarians-and-enhancing-digital-and-print-collections-m-lead-ii-comes Training Future Librarians and Enhancing Digital and Print Collections: M-LEAD II Comes to a Successful End] - A 2015 report by Kim Loconto on the [https://www.imls.gov/ IMLS] funded Museum Library Education and Digitization [M-LEAD] grant which allowed interns to gain a wide range of experiences with practical, hands-on projects.<br />
* [http://www.businessnewsdaily.com/8394-create-internship-program.html Creating a Successful (and Legal) Internship Program] - A 2015 article from Business News Daily by Nicole Fallon Taylor. A basic overview for creating an internship program that will be beneficial to the intern, productive for the organization, and meet current employment laws.<br />
* [http://www2.archivists.org/standards/best-practices-for-internships-as-a-component-of-graduate-archival-education Best Practices for Internships as Components of Graduate Archival Education] - A downloadable best practices guide from the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Volunteers and Staff ===<br />
* [http://www.connectingtocollections.org/archivecollectionscare/ Connecting to Collections Care Staff and Volunteer Management for Collections Care] - Webinar 6 in the Collections Care Basics: Where Do I Begin? webinar series. Originally presented by Donia Conn in 2013. The webinar section contains links to the recording, PowerPoint presentation, and a number of additional readings and resources related to the topic.<br />
* [http://www.slideshare.net/volunteermatch/creating-a-comprehensive-engaging-volunteer-training-program Creating a Comprehensive & Engaging Volunteer Training Program] - A 2013 SlideShare presentation by Jennifer Bennett and Matt Wallace. Hosted by VolunteerMatch Learning Center.<br />
* [http://files.archivists.org/pubs/free/Resources_for_Volunteers-Final-V3.pdf Resources for Volunteer Programs in Archives] - A 2012 joint publication, available as a PDF, from the National Archives and Records Administration (NARA) and the Society of American Archivist (SAA) that provides descriptions of volunteer projects undertaken at various archives as well as a "Tools Shared by Archives" section with examples of volunteer questionnaires and applications, volunteer standards of conduct, volunteer handbook, and additional resources.<br />
* [http://www.connectingtocollections.org/seeding-engagement-and-cultivating-volunteers-through-crowdsourcing/ Seeding Engagement and Cultivating Volunteers through Crowdsourcing] - A Connecting to Collections Care webinar originally presented in July 2016 by Meghan Ferriter. Dr. Ferriter shares the crowdsourcing experience of the [https://transcription.si.edu/ Smithsonian Transcription Center (TC)] and how their experience can be adapted to other projects.<br />
* [http://www.infotoday.com/cilmag/oct14/Zastrow--Crowdsourcing-Cultural-Heritage.shtml Crowdsourcing Cultural Heritage: 'Citizen Archivists' for the future] - A 2014 article by Jan Zastrow published in Computers in Libraries (Vol. 34, No. 8, October 2014).<br />
* [http://alm.axiell.com/infographic-leveraging-volunteers-and-crowdsourcing-digitisation?utm_source=Axiell+ALM+-+Non-Customer+Newsletter&utm_campaign=6f296c7bbf-Prospect+Newsletter+February&utm_medium=email&utm_term=0_00e6b7cbf3-6f296c7bbf-143955453 Leveraging Volunteers and Crowdsourcing for Digitisation] - A February 2017 infographic that shares results of research conducted by [http://mcn.edu/ MCN] and [http://alm.axiell.com/ Axiell] involving over 100 Museums and Archives from around the world.<br />
* Examples of Crowdsourcing volunteer projects:<br />
** [https://www.flickr.com/photos/8623220@N02/ Library of Congress Flickr Feed]<br />
** [https://diyhistory.lib.uiowa.edu University of Iowa DIY History]<br />
** [https://transcription.si.edu Smithsonian Transcription Project]<br />
** [https://www.archives.gov/citizen-archivist/transcribe US National Archives - Citizen Archivist Transcription Project]<br />
* [http://oregonstate.edu/ua/ncs/archives/2010/feb/business-students-raise-funds-haiti-learn-value-%E2%80%98blitz-project%E2%80%99 Business students raise funds for Haiti, learn value of 'blitz project'] - A short 2010 article describing a blitz project by Oregon State University College of Business students.<br />
* Yellowstone National Park Blitz projects<br />
** [https://www.nps.gov/yell/blogs/Using-a-Team-Approach-to-Expose-Yellowstone-s-Hidden-Collections.htm Using a Team Approach to Expose Yellowstone's Hidden Collections] (July 10, 2014), by Anne Foster<br />
** [https://www.nps.gov/yell/blogs/Bringing-Yellowstone-Back-Home-Using-the-Archives-Blitz-as-a-Framework-for-Other-Institutions.htm Bringing Yellowstone Back Home: Using the Archives Blitz as a Framework for Other Institutions] (October 7, 2014), by Anna Trammell<br />
** [https://www.nps.gov/yell/blogs/Keys-to-a-Blissful-Blitz.htm Keys to a Blissful Blitz] (March 12, 2015), by Kiley Hayes<br />
* [http://www.aam-us.org/resources/online-programs/human-resources-webinars Human Resources Recorded Webinars] - A series of webinars from the American Alliance of Museums ([http://www.aam-us.org/home AAM]) on a variety of topics related to staff and volunteers.<br />
* [https://aamv.wildapricot.org/ American Association for Museum Volunteers (AAMV)] - An association supporting the museum volunteer management community. Their website includes some resources freely available to non-members.<br />
* [http://peabody.yale.edu/volunteer Volunteer Page for the Yale Peabody Museum of Natural History] - Provides an example of a well-designed volunteer page including a link to the Yale Peabody volunteer application.<br />
** [http://peabody.yale.edu/sites/default/files/documents/volunteer/volunteer_application_form.pdf Yale Peabody Museum Volunteer application example]<br />
* [http://themuseum.org/sites/default/files/volunteeragreement.pdf Volunteer Code of Ethics and Professional Standards] - A standard from the [http://themuseum.org/ Alexandria Museum of Art] that can be used as a model for other institutions.<br />
* [http://www.connectingtocollections.org/outreach/ Involving the Public in Your Preservation Efforts] - A Connecting to Collections Care webinar from 2013 showcasing work from a number of institutions in celebration of Preservation Week. The page contains links to referenced projects and resources.<br />
* [http://www2.archivists.org/standards/best-practices-for-volunteers-in-archives Best Practices for Volunteers in Archives] - A downloadable resource by the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_45_-_Creating_a_Successful_Volunteer_Program.pdf Building a successful museum volunteer services program] - A technical bulletin by Robbin Davis produced by the Oklahoma Museums Association (July 2007).<br />
* [http://www.wildapricot.com/blogs/newsblog/2015/05/13/top-challenges-with-volunteer-engagement-retention Top Challenges with Volunteer Engagement & Retention] - A 2015 post by Lori Halley on the [http://www.wildapricot.com/academy Wild Apricot Membership Academy] blog that discusses challenges and solutions to some of the most frequent volunteer issues. Also includes links to a Wild Apricot webinar on volunteers and other resources.<br />
* [http://www.wildapricot.com/academy/expert-webinar-series/converting-volunteers-from-joiners-to-stayers Converting Volunteers from Joiners to Stayers] - A 2015 webinar presented by Tobi Johnson as part of the Wild Apricot Expert Webinar Series.<br />
* [https://americanlibrariesmagazine.org/2016/05/31/recruiting-retaining-library-volunteers/ Recruiting and Retaining Volunteers] - A 2016 post by Kaitlin Throgmorton on the American Libraries blog.<br />
* [http://wikis.ala.org/professionaltips/index.php?title=Volunteers ALA Volunteers Wiki] - A wiki page from the American Library Association (ALA) that compiles a number of different resources about volunteers in libraries.<br />
* [http://www.alastore.ala.org/detail.aspx?ID=3069 Managing Library Volunteers, Second Edition] - A 2011 book by Preston Driggers and Eileen Dumas published by the American Library Association. Link goes to the book description in the ALA store.<br />
* [http://www.mcfarlandbooks.com/book-2.php?id=978-0-7864-9780-5 Library Volunteers Welcome! Strategies for Attracting, Retaining, and Making the Most of Willing Helpers] - A 2016 book edited by Carol Smallwood and Lura Sanborn (McFarland & Company). Link goes to the book description on the McFarland website.<br />
* [https://www.taprootplus.org/ Taproot+] - A connection service claiming to be "the best way for nonprofits to find pro bono help and for skilled volunteers to provide it."<br />
* [https://www.serviceleader.org/leaders/firing A Few Pointers on the Unpleasant Topic of Firing Volunteers] - A post by Sarah Jane Rehnborg on the ServiceLeader.org website hosted by the University of Texas at Austin. Other volunteer resources can also be found on this page.<br />
* [http://www.volunteerhub.com/blog/when-helping-hands-hurt-your-cause/ When Helping Hands Hurt your Cause] - A 2008 post by Fonda Kendrick on the VolunteerHub website.<br />
* [http://www.volunteerhub.com/blog/difficult-volunteers/ Dealing with Difficult Volunteers] - A 2014 post by Krista Balbach on the VolunteerHub website. Includes a list of resources.<br />
* [http://nonprofithub.org/featured/break-say-volunteers/ The Break-Up: How to Say No to Volunteers] - A post by Lincoln Arneal on the Nonprofit Hub.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Celebrating Success ===<br />
* [http://www.bridging-the-gap.com/join-your-distributed-team-in-virtual-celebration/ How to Celebrate Project Success with a Distributed Team] - A resource compiled with input from a Virtual Facilitators Forum on LinkedIn to help build teams even when members are dispersed.<br />
* [https://thesavvypm.wordpress.com/2008/05/21/how-to-celebrate-success-throughout-your-projects/ How to Celebrate Success Throughout Your Projects] - A 2008 blog post from [https://thesavvypm.wordpress.com/about/ Making Things Happen] on developing an environment of ongoing celebration of success.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Ethics of Hiring ===<br />
* [https://www.shrm.org/about-shrm/pages/bylaws--code-of-ethics.aspx SHRM Code of Ethical and Professional Standards in Human Resource Management] - From the Society for Human Resources Management ([https://www.shrm.org SHRM]), guidelines for ethical Human Resources management. Includes a comprehensive guide for developing your own organizational Code of Ethics.<br />
* [https://www.cornerstoneondemand.com/rework/why-path-good-ethics-starts-human-resources Why the Path to Good Ethics Starts in Human Resources] - A 2013 blog post from Chris MacDonald on Company Culture.<br />
* [http://wiki.wearedynamo.org/index.php/Guidelines_for_Academic_Requesters Guidelines for Academic Requestors] - Guidelines specifically related to the ethical hiring of Turkers through [https://www.mturk.com/mturk/welcome Amazon Mechanical Turk] for outsourced academic projects but could be applied more broadly.<br />
* [http://futureofmuseums.blogspot.com/2016/10/volunteers-and-museum-labor_18.html Volunteers and Museum Labor] - A 2016 blog post by Elizabeth Merritt from the [http://www.aam-us.org/resources/center-for-the-future-of-museums Center for the Future of Museums] (An American Alliance of Museums Initiative) that considers the challenges of volunteers versus professional staff in museums.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Collection access: Describing, cataloging, and processing with the future in mind ==<br />
The resources available in this section try to provide guidance on the sometimes complicated world of description and processing. We understand that while GLAM organizations have many things in common, processing is often handled differently depending on the field. As we learn to work together, we hope that exploring best practices from different areas will help us move towards greater interoperability in the future.<br />
<br />
Additional information on the February 1, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>8L1C2mV1R7A</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017-SAHC4_Knazook_CollectionAccess_Slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017_SAHC4_Knazook_CollectionAccess_SlideswithTranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017_SAHC5_OvercomingProjectHurdles_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017-SAHC-Knazook_chat1.pdf What is cataloging?]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017-SAHC-Knazook_chat2.pdf Cataloging concerns]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017-SAHC-Knazook_chat3.pdf Legacy Data & You]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/JT9PCKG<br />
<br />
Jump to:<br />
[[#Communities|Communities]] | [[#General_3|General]] | [[#Institutional Ethics|Institutional Ethics]] | [[#Cataloging and Metadata Standards|Cataloging and Metadata Standards]] | [[#Data Management Tools|Data Management Tools]] | [[#Collection Management Systems|Collection Management Systems]] | [[#Controlled Vocabularies and Thesauri|Controlled Vocabularies and Thesauri]] | [[#Tutorials and Online Learning|Tutorials and Online Learning]]<br />
<br />
=== Communities ===<br />
* [https://listserv.syr.edu/scripts/wa.exe?A0=AUTOCAT AutoCat] - A general cataloging listserv, primarily for libraries but open to everyone.<br />
* [http://listserv.oclc.org/archives/oclc-cat.html OCLCCAT] - An OCLC sponsored cataloging listserv open to everyone.<br />
* [https://docs.google.com/forms/d/e/1FAIpQLSc3WCCi2_03rkbSwGVbE0rQwYFSxvL6THz6GRZY8HAbijaK4w/viewform Metadata Support Group] - A Slack forum sponsored by the Digital Library Federation ([https://www.diglib.org/ DLF]). Requires registration and a Slack account but not membership in DLF. <br />
* [http://www.archivists.org/saagroups/lonearr/resources.asp SAA Lone Arrangers listserv] - Hosted by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and open to members and non-members. <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Community] - A space for those using or interested in using the Nomenclature 4.0 resource from the American Association for State and Local History ([http://www.aaslh.org/ AASLH]).<br />
* [http://www.connectingtocollections.org/groups/connecting-to-collections-care-online-community/forum/ Connecting to Collections Care Forum] - A space to ask questions about collections care and receive answers from peers and forum monitors. Requires registration for participation.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== General ===<br />
* [http://firstmonday.org/article/view/1628/1543 Metadata for All: Descriptive Standards and Metadata Sharing Across Libraries, Archives, and Museums] - An article from [http://firstmonday.org/index First Monday], a peer reviewed journal on the internet, by Mary W. Elings and Gunter Waibel (Vol. 12, No. 3, 5 March 2007).<br />
* [http://www.alastore.ala.org/nealschuman/companionwebsite/metadata-digital-collections/ Metadata for Digital Collections: A How-to-Do-It Manual] - A 2004 book by Steven J. Miller. Link goes to a Companion Website for the manual that includes resources, chapter supplements, and additional information.<br />
* [https://protekvaults.com/the-art-and-science-of-descriptive-metadata/ The art and science of descriptive metadata: Classifying your film archive for identification and discovery] - A general overview, with examples, of metadata by Tim Knapp of [https://protekvaults.com/ PRO-TEK Vaults]<br />
* [http://freeyourmetadata.org/ Linked Data for Libraries, Archives, and Museums] - A book and website on getting the most from your metadata. <br />
* [https://www.clir.org/pubs/reports/spiro/spiro_Jan13.pdf Archival Management Software: A Report for the Council on Library and Information Resources] - A pdf 2009 report for the Council on Library and Information Resources ([https://www.clir.org CLIR]) by Lisa Spiro<br />
* [http://resource.aaslh.org/view/building-digital-archives-lessons-learned-from-four-crowdsourced-online-projects/ AASLH Audio Recording: Building Digital Archives: Lessons Learned From Four Crowdsourced Online Projects] - An audio download of the session from the 2014 Annual Meeting of the [http://www.aaslh.org/ AASLH].<br />
* [http://www.gallerysystems.com/resources/free-resources/ Gallery Systems Free Collections Management Resources] - A collection of free collections management resources compiled by [http://www.gallerysystems.com/ GallerySystems].<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/12/Collections-Access-and-the-use-of-Digital-Technology.pdf Collections Access and the use of technology in museums] - A report by the Norfolk Museums and Archaeology Service, 2012. <br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Collections Trust: Benchmarks in Collections Care] - Self-Assessment checklist developed by [http://www.collectionstrust.org.uk/ Collections Trust] to encourage thinking about collection care activity during the organizations planning cycle.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - An extensive collection of resources arranged by topic.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-15-FINAL.pdf Will They Populate the Boxes? Piloting a Low-Tech Method for Capturing Executive E-mail and a Workflow for preserving It at the University of Michigan] - A 2013 case study by Aprille Cooke McKay published by the Society of American Archivists (SAA) that covers the process of engaging administration in the process of tagging new materials to add to the archive.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Institutional Ethics ===<br />
SEE ALSO [[#Ethics and Social Justice|Ethics and Social Justice]]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/code-of-ethics American Alliance of Museums (AAM) Code of Ethics for Museums]<br />
* [http://www.ala.org/advocacy/proethics American Library Association (ALA) Professional Ethics] <br />
* [http://archivists.org/statements/saa-core-values-statement-and-code-of-ethics Society of American Archivists (SAA) Core Values Statement and Code of Ethics] <br />
* [http://www2.archivists.org/groups/saa-council/ala-saa-joint-statement-on-access-guidelines-for-access-to-original-research-materials ALA-SAA Joint Statement on Access: Guidelines for Access to Original Research Materials]<br />
* [http://www.artdealers.org/about/code-of-ethics-and-professional-practices Art Dealers Association of America (ADAA) Code of Ethics and Professional Practices]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Cataloging and Metadata Standards ===<br />
The resources listed below may require registration or subscription for access. While some are freely available online, others are fee-based.<br />
<br />
Jump to: [[#General_4|General]] | [[#Description Standards|Description Standards]] | [[#Encoding Standards|Encoding Standards]]<br />
<br />
==== General ====<br />
* [http://www.loc.gov/standards Standards at the Library of Congress] - A listing of all of the standards maintained by the Library of Congress<br />
* [http://www.getty.edu/research/publications/electronic_publications/intrometadata/crosswalks.html Metadata Standards Crosswalk] - A useful online spreadsheet from Getty that shows how a selection of well-used metadata standards may interact with each other.<br />
* [https://www.loc.gov/marc/marc2dc.html MARC to Dublin Core Crosswalk] - A detailed resource from the Library of Congress to help manage the conversion of metadata from MARC to Dublin Core. A link to the [https://www.loc.gov/marc/dccross.html Dublin Core to MARC Crosswalk] is also available on the page.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case7Final.pdf Standards and Standards Development: The Development of Digital Records Conversion Process (ANSI/ARMA 6-2007)] - A 2008 Case Study from the Society of American Archivists (SAA) that addresses several critical questions about standards in archives.<br />
* [http://www.niso.org/publications/press/understanding_metadata Understanding Metadata: What is Metadata, and What is it For?: A Primer] - A 2017 update by Jenn Riley published by [http://www.niso.org/home/ NISO] Press. Link goes to a PDF version. Additional NISO press resources can be found [http://www.niso.org/publications/press/ here].<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Description Standards ====<br />
* RDA: Resource Description and Access - Cataloging standard that replaced AACR2 and RDA is based on the FRBR (Functional Requirements for Bibliographic Records) and FRAD (Functional Requirements for Authority Data) concept models<br />
** [http://www.loc.gov/aba/rda/ Information from the Library of Congress]<br />
** [https://www.oclc.org/rda/about.en.html Information from OCLC]<br />
** [https://access.rdatoolkit.org/ RDA Toolkit]<br />
* AACR2: Anglo-American Cataloging Rules - Standards to build catalogs in general libraries of all sizes. No longer being updated. Replaced by RDA. Still valid and used by some smaller organizations.<br />
** [http://www.aacr2.org/index.html AACR2 Homepage]<br />
* Describing Archives: A Content Standard (DACS), Second Edition - An output-neutral set of rules for describing archives, personal papers, and manuscript collections that can be used with any encoding standard including [[#MARC21|MARC21]], [[#EAD|EAD]], and [[#EAC|EAC]].<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-describing-archives-a-content-standard-dacs/dacs#.V5fD8q1zUiQ SAA DACS Official page]<br />
* Standards for Archival Description: A Handbook - 1994 Handbook of the Society of American Archivists (SAA) describing technical standards, conventions, and guidelines used by archivists to describe holdings and repositories.<br />
** [http://www.archivists.org/catalog/stds99/index.html SAA page to download the Handbook]<br />
* SNAC: Social Networks and Archival Context - A cooperative in development to create a more collaborative environment for discovering records related to historical persons.<br />
** [http://socialarchive.iath.virginia.edu/ SNAC Prototype Research & Development Cooperative Program]<br />
** [http://www.snaccooperative.org SNAC Prototype Site]<br />
* PREMIS: Preservation Metadata: Implementation Strategies - A data dictionary developed as the international standard for metadata to support the preservation of digital objects and ensure their long-term usability.<br />
** [http://www.loc.gov/standards/premis/ Library of Congress PREMIS Official Web Site]<br />
* PBCORE: Public Broadcasting Metadata Dictionary Project - An XML metadata schema designed for sound and moving images that is both a content and data standard.<br />
** [http://pbcore.org/ PBCore homepage]<br />
** [http://pbcore.org/blog/ PBCore blog]<br />
* The Small Museums Cataguing Manual: A guide to cataloguing object and image collections - 4th edition of the guide (2009) published by Museums Australia (Victoria)<br />
** [http://www.mavic.asn.au/assets/Small_Museums_Cataloguing_Manual_4th.pdf The Small Museums Cataloguing Manual]<br />
* NPS Museum Handbook, Part II: Museum Records - A publication of the National Parks Service, downloadable as a pdf file.<br />
** [https://www.nps.gov/museum/publications/MHII/mushbkII.html NPS Museum Handbook, Part II: Museum Records]<br />
* The FIAF Moving Image Cataloguing Manual - Published by the International Federation of Film Archives ([http://www.fiafnet.org/ FIAF]) Cataloguing and Documentation Commission. Available for free as a pdf download<br />
** [http://www.fiafnet.org/pages/E-Resources/Cataloguing-Manual.html The FIAF Moving Image Cataloguing Manual]<br />
* Cataloging Cultural Objects: A Guide to Describing Cultural Works and Their Images - A data content standard for the cultural heritage community sponsored by the Visual Resources Association Foundation (VRAF)<br />
** [http://cco.vrafoundation.org/ CCO Commons]<br />
[[#toc|Table of Contents]]<br />
<br />
==== Encoding Standards ====<br />
* <div id="MARC21"></div>MARC21 - Encoding standards to make bibliographic and related information machine-readable<br />
** [https://www.loc.gov/marc/ Library of Congress MARC Standards]<br />
* BIBFRAME: Bibliographic Framework Initiative - A new bibliographic encoding standard being developed by the Library of Congress to replace MARC21. The new model is designed to express and link bibliographic data.<br />
** [https://www.loc.gov/bibframe/ Library of Congress BIBFRAME page]<br />
* <div id="EAC"></div>EAC-CPF: Encoded Archival Context - Corporate bodies, Persons, and Families - Extensible Markup Language (XML) Standard for encoding contextual information about persons, corporate bodies, and families. Maintained by the Society of American Archivists (SAA) in partnership with the Berlin State Library.<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-eac-cpf/encoded-archival-context-corporate-bodies-persons-and-families-eac-cpf#.V5I2KfkrJpg SAA EAC-CPF page]<br />
* <div id="EAD"></div>EAD: Encoded Archival Description - Standard for encoding Finding Aids for interoperability in an online environment.<br />
** [http://www.loc.gov/ead/ Library of Congress EAD Official Site]<br />
* DCMI: Dublin Core Metadata Initiative - A set of metadata vocabulary to use with the Resource Description Framework (RDF) and other Linked Data initiatives that follows Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH).<br />
** [http://dublincore.org/ Home page for the Dublin Core Metadata Initiative]<br />
** [http://www.dublincoregenerator.com/ Free Dublin Core Generator]<br />
* MODS: Metadata Object Description Schema - An XML schema for a bibliographic element set that may be used for a vaiety of purposes, and particularly for library applications. Maintained by the Library of Congress.<br />
** [http://www.loc.gov/standards/mods/ Library of Congress MODS page]<br />
* IIIF: International Image Interoperability Framework - An image encoding standard to unlock standard information on the web<br />
** [http://iiif.io/ IIIF Homepage]<br />
* RDF: Resource Description Framework - A framework to describe any internet resource developed by the World Wide Web Consortium (W3C)<br />
** [https://www.w3.org/RDF/ W3C Semantic Web RDF page]<br />
** [https://www.obitko.com/tutorials/ontologies-semantic-web/resource-description-framework.html RDF section on Ontologies and Semantic Web Tutorial]<br />
** [http://www.linkeddatatools.com/semantic-web-basics Introducing Linked Data and the Semantic Web] - Introducing RDF is section 2<br />
* VRA Core - a data standard for the description of works of visual culture as well as the images that document them.<br />
** [http://www.loc.gov/standards/vracore/ Library of Congress official VRA Core website]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Data Management Tools ===<br />
* [http://www.bitcurator.net/ BitCurator] <br />
* [http://coptr.digipres.org/Main_Page CPOTR: Community Owned Digital Preservation Tool Registry]<br />
* [https://scout.wisc.edu/cwis CWIS: Collection Workflow Integration System] <br />
* [http://www.datawatch.com/gated/data-wrangling/?msrc=GooglePPC-DP-wrang&gclid=CjwKEAjwiMe8BRD0ts3Vtv-ohWgSJAAZurk12EC7fBtj6D9nF-CXKxDkbgmxY8Xu50deWtN1lOgfaRoC0M3w_wcB Data Wrangler]<br />
* [http://www.sno.phy.queensu.ca/~phil/exiftool/ ExifTool] <br />
* [https://www.avpreserve.com/tools/fixity/ Fixity] <br />
* [https://github.com/LibraryOfCongress/bagger Library of Congress Bagger]<br />
* [http://marcedit.reeset.net/ MarcEdit]<br />
* [https://github.com/ISA-tools/OntoMaton OntoMaton]<br />
* [http://ontowiki.net OntoWiki]<br />
* [http://openrefine.org/ Open Refine]<br />
* [https://www.oxygenxml.com/ Oxygen: XML Editor]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Management Systems ===<br />
The below systems are not an endorsement of the product by CLIR, just suggestions to highlight the range of systems available. This is not a comprehensive list of all systems available. We tried to include low cost and/or open source system options when possible.<br />
<br />
Jump to: [[#How to Choose|How to choose]] | [[#Gallery|Gallery]] | [[#Library|Library]] | [[#Archive|Archive]] | [[#Museum|Museum]] | [[#Online Exhibits|Online Exhibits]]<br />
<br />
==== How to choose ====<br />
SEE ALSO: [[#Selecting_the_best_collection_management_system|1.2 Selecting the Best Content Management System]]<br />
<br />
* [https://www.historyassociates.com/resource/guides/selecting-a-cloud-based-cms/ Selecting a Cloud-Based Museum Collections Management System] - Five area to consider when selecting a system from [https://www.historyassociates.com/ History Associates, Inc.]<br />
* [https://www.historyassociates.com/resource/articles/how-do-we-select-a-collections-management-system/ How Do We Select a Collections Management System?] - An article from [https://www.historyassociates.com/ History Associates, Inc.] on the process of system selection from contacting a vendor to data migration.<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - A downloadable report from [https://www.historyassociates.com/ History Associates, Inc.] to highlight the most common mistakes they've seen when selecting a CMS. Can be applied to all GLAM organizations.<br />
* [https://rowman.com/ISBN/9781442230132/The-Small-Library-Manager%27s-Handbook How to Choose the Right ILS for Your Library] - Chapter in The Small Library Manager's Handbook (book).<br />
* [http://go.gallerysystems.com/feature.html Choosing the Right CMS] - A downloadable guide from [http://www.gallerysystems.com/ GallerySystems] that provides 5 steps for the selection process as well as sample worksheets, checklists, and links to additional resources.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-14-FINAL.pdf Partnering with IT to Identify an Commercial tool for Capturing Archival E-mail of University Executives at the University of Michigan] - A 2013 case study from the Society of American Archivists by Aprille Cooke McKay that discusses partnering with IT to issue an RFP for a new system.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Gallery ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Library ====<br />
* [https://cslainfo.org/?page_id=3735 General recommendations for smaller institutions] - From the Church & Synagogue Library Association<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [http://lucidea.com/inmagic/ Inmagic] <br />
* [https://www.libib.com/ Libib] <br />
* [http://www.libraryworld.com LibraryWorld]<br />
* [http://www.mlasolutions.com Mandarin] <br />
* [http://www.readerware.com/index.php Readerware] <br />
* [http://www.resourcemate.com/ ResourceMate] <br />
* [https://www.librarycat.org/ TinyCat] <br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Archive ====<br />
* [http://archiviststoolkit.org/ Archivists’ Toolkit]- Available for download, but no longer being updated<br />
* [http://archivesspace.org/ ArchivesSpace] <br />
* [https://www.accesstomemory.org/en/ AtoM]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://boktowergardens.org/tower-gardens/library-archives/resources/ MS Access Finding Aid Creator] - offered by [https://boktowergardens.org/ Bok Tower Gardens]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Museum ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectionspace.org/ CollectionSpace]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://mukurtu.org/ Mukurtu] - Designed with indigenous communities in mind<br />
* [http://www.museumsoftware.com PastPerfect]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Online Exhibits ====<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/emuseum/ eMuseum] <br />
* [https://jekyllrb.com/ Jekyll] <br />
* [https://omeka.org/ OMEKA] <br />
* [http://projectmirador.org/ Mirador] - For collections that support the International Image Interoperability Framework ([http://iiif.io/ IIIF]) API <br />
* [https://wordpress.com/ WordPress]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Controlled Vocabularies and Thesauri ===<br />
* [http://getty.edu/research/tools/vocabularies/ The Getty Research Institute Vocabularies] <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Committee]<br />
* [http://gawainweaver.com/images/uploads/Photographic%20Process%20Controlled%20Vocabulary_v1.pdf Photographic Process Controlled Vocabulary]<br />
* [http://authorities.loc.gov Library of Congress Authorities]<br />
* [http://id.loc.gov/ LC Linked Data Service: Authorities and Vocabularies] <br />
* [http://www.conservation-wiki.com/wiki/Lexicon_Terms American Institute for Conservation Lexicon Terms]<br />
* [http://www.bgbm.fu-berlin.de/iapt/nomenclature/code/SaintLouis/0000St.Luistitle.htm International Code of Botanical Nomenclature]<br />
* [http://orcid.org/ ORCID] <br />
* [https://app.pch.gc.ca/application/dvp-pvd/appli/descr-eng.php Parks Canada Descriptive and Visual Dictionary of Objects]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Tutorials and Online Learning ===<br />
There are many options for online learning. The following list is a sampling of free or low cost options to enhance understanding of cataloging and processing techniques.<br />
<br />
* [https://www.youtube.com/playlist?list=PL098F0952877CDE31 Association for Library Collection & Technical Services (ALCTS) YouTube Channel, Cataloging topic]<br />
* [http://www.connectingtocollections.org/archivedigital/ Caring for Digital Materials: Preventing a Digital Dark Age] - A Connecting to Collections Care Webinar Series<br />
* [https://www.codecademy.com/ Codecademy]<br />
* [https://www.oclc.org/support/training/portfolios/cataloging-and-metadata/connexion-client/tutorials.en.html OCLC Tutorials]<br />
* [http://www.oclc.org/support/training/calendars/cataloging-training-calendar.en.html OCLC Cataloging Skills Training Calendar] - Includes some fee based training<br />
* [http://www.oclc.org/support/documentation/cataloging.en.html OCLC documentation, practices, and programs] <br />
* [https://www.carli.illinois.edu/products-services/i-share/cat/basic-cataloging-resources Basic Cataloging Resources from CARLI (Consortium of Academic Research Libraries in Illinois)]<br />
* [https://www.youtube.com/user/LibTec203/videos Cataloging Course] - A YouTube introduction to cataloging by LibTec203]<br />
* [http://librarysciencelist.com/free-online-courses-for-librarians/ 20+ Awesome Free Online Librarian Courses]<br />
* [https://www.webjunction.org/explore-topics/ils-ddb.html WebJunction Integrated Library Systems & Databases Topic] <br />
* [http://online.vraweb.org/cgi/viewcontent.cgi?article=1061&context=vrab FRBR and TMS: Applying a Conceptual Organizational Model for Cataloguing Photographic Archives]<br />
* [http://special-cataloguing.com/cheats SLC Cheat Sheets] - A collection of cataloging cheat sheets for a wide range of material types mostly developed by Mac Elrod and hosted by Special Libraries Cataloging ([http://www.special-cataloguing.com/ SLC]).<br />
* [https://dp.la/info/2015/10/07/new-self-guided-curriculum-for-digitization/ DPLA Curriculum for Digitization] - A self-guided, online learning experience developed by the [https://dp.la/ Digital Public Library of America]. The curriculum is intended for digitization beginners from a variety of cultural heritage institutions.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Overcoming project hurdles: Approaches to identifying and managing collection red flags ==<br />
The resources included in this section are presented to help organizations deal with areas in collections that may present problems and give managers the confidence to move forward with processing.<br />
<br />
Additional information on the February 8, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar5 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p93lcun8g78/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_slides<br />
* Scenarios discussed during the session: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_scenarios/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_transcript/<br />
** Chat 1, Swingate Public Library: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat1/<br />
** Chat 2, Dealing With the Past: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat2/<br />
** Chat 3, Collecting in the Now: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat3/<br />
** Chat 4, Access to Offensive Materials: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat4/<br />
** Chat 5, Community Archives Project: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat5/<br />
** Chat 6, Final Q&A: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat6/<br />
* Evaluation: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
<br />
Jump to:<br />
[[#Creating Policies for Collection Building|Creating Policies for Collection Building]] | [[#Rights, Copyright, and Legal Dilemmas|Rights, Copyright, and Legal Dilemmas]] | [[#Ethics and Social Justice|Ethics and Social Justice]] | [[#Hazardous Materials|Hazardous Materials]] | [[#Culturally Sensitive and Tough Topic Collections|Culturally Sensitive and Tough Topic Collections]] | [[#Sample Projects and Collections|Sample Projects and Collections]]<br />
<br />
<br />
=== Creating Policies for Collection Building ===<br />
SEE ALSO [[#Developing and Evaluating Institutional Documentation|Developing and Evaluating Institutional Documentation]]<br />
* [http://www2.archivists.org/publications/brochures/deeds-of-gift SAA A Guide to Deeds of Gift]<br />
* [http://resource.aaslh.org/view/sample-deed-of-gift/ AASLH StEPS Resource: Sample Deed of Gift]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types hosted by the Florida Association of Museums ([http://www.flamuseums.org/ FAM]) <br />
* [http://www.aam-us.org/docs/default-source/continuum/developing-a-cmp-final.pdf?sfvrsn=4 AAM Reference Guide: Developing a Collections Management Policy]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/collections-stewardship American Alliance of Museums (AAM) Standards Regarding Collections Stewardship]<br />
* [https://www.wisconsinhistory.org/pdfs/la/LIB-WHRAB-Records-Policy-Libraries-WAPL.pdf Creating a Collection Development Policy for Local Historical Records in Public Libraries] - A pdf resource from the [http://www.wisconsinhistory.org/Content.aspx?dsNav=N:4294963828-4294963805&dsRecordDetails=R:CS3558 Wisconsin Historical Records Advisory Board] and the [http://wla.wisconsinlibraries.org/wapl Wisconsin Association of Public Librarians] (April 1998).<br />
* [http://sustainableheritagenetwork.org/collection/support-documents-community-decision-making Support Documents for Community Decision Making] - A collection of documents provided by the [http://sustainableheritagenetwork.org/home Sustainable Heritage Network] that help organizations makes decisions regarding access, circulation, and ownership of cultural materials.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Rights, Copyright, and Legal Dilemmas ===<br />
Resources included are for reference only and do not represent legal advice. Most apply only to U.S. law; other countries may have different rules and guidelines.<br />
<br />
* [http://rightsstatements.org/en/ Digital Public Library (DPL) Rights Statements] <br />
* [http://ohda.matrix.msu.edu/2012/06/a-creative-commons-solution/ Oral History Interviews: “Who Owns Oral History? A Creative Commons Solution,"]<br />
* [http://ohda.matrix.msu.edu/2012/06/major-legal-challenges/ Major Legal Challenges Facing Oral History In The Digital Age] - A detailed 2014 article by John Neuenschwander on the IMLS Oral History in the Digital Age blog. Includes references.<br />
* [http://www.connectingtocollections.org/the_deaccessioning_dilemma_laws_ethics_and_actions/ The Deaccessioning Dilemma: Laws, Ethics, and Actions] - A 2015 Connecting to Collections Care webinar presented by John E. Simmons.<br />
* [http://learn.aaslh.org/event/webinar-steps-lab-1-deaccessioning-the-devils-in-the-details/ Deaccessioning: The Devil’s in the Details] - A webinar in the AASLH StEPs program (fee)<br />
* [http://www2.archivists.org/groups/technical-subcommittee-on-guidelines-for-reappraisal-and-deaccessioning-ts-grd/guidelines-for-reappraisal-and-deaccession SAA Guidelines for Reappraisal and Deaccessioning] - A pdf document from the Society of American Archivists (SAA)<br />
* [http://archive.cmsimpact.org/fair-use/best-practices/code-best-practices-fair-use-academic-and-research-libraries The Code of Best Practices in Fair Use for Academic and Research Libraries] - Can be used as a model to develop institutional policies regarding fair use and online access.<br />
* [http://copyright.cornell.edu/resources/publicdomain.cfm Cornell’s Copyright Term and the Public Domain in the US] - An easy to use chart to reference when particular types of items move into the public domain. Originally published by [http://vivo.cornell.edu/display/individual23436 Peter B. Hirtle] who has published a number of copyright resources. Updated annually.<br />
* [http://fairuse.stanford.edu/charts-and-tools/ Copyright & Fair Use Resources from Stanford University Libraries] - A number of charts and tools discussing copyright, fair use, and best practices.<br />
* [http://fairuse.stanford.edu/overview/website-permissions/websites/ Websites: Five Ways to Stay Out of Trouble] - A resource from the Stanford University Libraries Copyright & Fair Use website dealing specifically with website usage and rights.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - Select "Legal Issues" from the list for an extensive list of related resources.<br />
* [http://www2.archivists.org/publications/brochures/copyright-and-unpublished-material SAA’s Copyright and Unpublished Material: An introduction for Users of Archives and Manuscript Collections] - A downloadable and printable resource that answers basic questions.<br />
* [http://www2.archivists.org/groups/intellectual-property-working-group/well-intentioned-practice-for-putting-digitized-collections-of-unpublished-materials- Well-intentioned Practice for Putting Digitized Collections of Unpublished Materials Online (W-iP)] - A 2011 document developed by [http://www.oclc.org/research.html OCLC Research] and supported by the [http://www2.archivists.org/groups/intellectual-property-working-group SAA's Intellectual Property Working Group] to help move institutions forward with digitization of unpublished archival materials whose rights holders are often difficult to identify and contact.<br />
* [http://www.nemanet.org/nemn/summer-2016/abandonned-property/# Found! Abandoned Property in the Museum] - A New England Museums Now 2016 reprint of a 2013 article from NEMA News on Legal Issues. Authored by Gilbert Whittemore and covers ten clear steps for dealing with undocumented items in collections.<br />
* [http://www2.archivists.org/groups/acquisitions-appraisal-section/abandoned-property-project SAA Abandoned Property Project] - A state-by-state listing of relevant abandoned property legislation compiled by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and updated as required.<br />
* [http://www.ala.org/acrl/standards/security_theft ACRL/RBMS Guidelines Regarding Security and Theft in Special Collections] - Guidelines developed by the Association of College & Research Libraries ([http://www.ala.org/acrl/ ACRL]) and its Rare Books and Manuscript Section ([http://www.ala.org/acrl/aboutacrl/directoryofleadership/sections/rbms/acr-rbmec RBMS]).<br />
* [http://publications.arl.org/rli279/ Research Library Issues (RLI) Special Issue on Special Collections and Archives in the Digital Age] - This June 2012 issue of RLI, published by the Association of Research Libraries ([http://www.arl.org/ ARL]), includes articles on legal matters associated with digitization, Deeds of Gifts, and copyright.<br />
* [http://www.localcontexts.org/ Local Contexts] - An initiative to support Native, First Nations, Aboriginal, and Indigenous communities in the management of their intellectual property within the digital environment by providing strategic resources and practical solutions.<br />
** [http://www.sfu.ca/ipinch/project-components/community-based-initiatives/special-initiative-traditional-knowledge-licensing-an/ Traditional Knowledge Licensing and Labeling Website 1.0] - A description of the creation of Traditional Knowledge (TK) that led to the development of the TK Labels shared in the Local Contexts website. <br />
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<br />
=== Ethics and Social Justice===<br />
SEE ALSO [[#Institutional Ethics|Institutional Ethics]]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/code-of-ethics/ Code of Ethics and Other Institutional Documents] - A 2013 educational module, including a webinar, from the Florida Connecting to Collections Series presented from the museum (Myriam Springuel) and library (Burt Altman) perspectives.<br />
* [http://archivaria.ca/index.php/archivaria/article/view/13557 From Human Rights to Feminist Ethics: Radical Empathy in the Archives] - A 2016 article by Michelle Caswell and Marika Cifor. Published in Archivaria, a journal of the Association of Canadian Archivists ([http://archivists.ca/ ACA]). Link is to abstract only.<br />
* [https://www.lib.ncsu.edu/social-media-archives-toolkit/legal Social Media Archives Toolkit: Legal and Ethical Implications] - A resource of the North Carolina State University Libraries providing insight into the legal and ethical issues of harvesting social media.<br />
* [https://points.datasociety.net/okcupid-data-release-fiasco-ba0388348cd#.2aoqi7ydb OKCupid data release fiasco: It's time to rethink ethics education] - A 2016 post by Annette Markham that addresses data releases from an ethics educator's perspective.<br />
* [http://cmsimpact.org/resource/beyond-hashtags-ferguson-blacklivesmatter-online-struggle-offline-justice/ Beyond the hashtags: #Ferguson, #Blacklivesmatter, and the online struggle for offline justice] - A 2016 downloadable report written by Deen Feelon, Charlton D. McIlwain, and Meredith D. Clark that analyzes the Black Lives Matter movement online and the implications for using online tools to encourage social and political change.<br />
* [https://news.docnow.io/surveillance-and-social-media-archiving-7ea21b77b807#.iahlvrb8h Surveillance and Social Media Archiving] - A transcript of remarks made by Bergis Jules during the 2016 Library of Congress symposium, Collections as Data: Stewardship and Use Models to Enhance Access. Includes link to slides and the symposium's full agenda.<br />
* [https://papers.ssrn.com/sol3/papers2.cfm?abstract_id=2779647 Where are Human Subjects in Big Data Research? The Emerging Ethics Divide] - A 2016 article by Jacob Metcalf and Kate Crawford published in Big Data and Society (Spring 2016).<br />
* [http://bdes.datasociety.net/wp-content/uploads/2016/10/Ursic-politiwoops.pdf The Right to be Forgotten of the Duty to be Remembered? Twitter data reuse and implications for user privacy] - A 2016 PDF case study by Helena Ursic (Leiden University) written for The Council for Big Data, Ethics, and Society.<br />
* [http://link.springer.com/article/10.1007/s10502-014-9220-6 Toward a survivor-centered approach to records documenting human rights abuse: lessons from community archives] - Link to abstract (full article available for purchase). A 2014 article by Michelle Caswell published in Archival Science.<br />
* [https://aprilhathcock.wordpress.com/2016/11/18/opening-up-the-margins/ Opening up the Margins] - A November 18, 2016 blog post by April Hathcock that combines her remarks at a number of venues about opening up "good scholarship" to marginalized communities.<br />
* [http://zinelibraries.info/code-of-ethics/ Zine Librarians Code of Ethics] - A downloadable (PDF or Word) version of an ethical code as it applies to librarians and archivists that handle zines.<br />
* [https://medium.com/on-archivy/archivesforblacklives-building-a-community-archives-of-police-violence-in-cleveland-93615d777289#.t6wnjelwu #ArchivesForBlackLives: Building a Community Archives of Police Violence in Cleveland] - The text of a 2016 talk by Jarrett M. Drake presented at the Digital Blackness conference on the panel Uploading Black History: Archiving Blacks' Lived Experiences.<br />
* [http://tararobertson.ca/2016/oob/ digitization: just because you can, doesn't mean you should] - A 2016 blog post by Tara Robertson that reflects on the ethics of digitization through the example of a pre-internet lesbian porn magazine that was recently digitized and placed on line.<br />
* [http://link.springer.com/article/10.1007/s10502-012-9180-7 Evidence, memory, identify, and community: four shifting archival paradigms] - Link to abstract (full article available for purchase). A 2013 article by Terry Cook published in Archival Science.<br />
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<br />
=== Hazardous Materials ===<br />
* [http://cool.conservation-us.org/coolaic/sg/bpg/annual/v24/bp24-13.pdf Archives Conservators Discussion Group 2005: Hazardous Holdings] - A pdf article by Linda Blaser and Susan Peckham summarizing the panel. Printed in The Book and Paper Group Annual 24 (2005), p. 73-83. <br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-7_1439925170012_eng.pdf?WT.contentAuthority=4.4.10 Mercury in Museum Collections] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/7, 2002. Also available online [http://canada.pch.gc.ca/eng/1439925170006 here].<br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-8_1439925170028_eng.pdf?WT.contentAuthority=4.4.10 Lead in Museusm Collections and Heritage Buildings] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/8, 2010. Also available online [http://canada.pch.gc.ca/eng/1439925170022 here].<br />
* [http://www.connectingtocollections.org/arsenic-and-old-lace-controlling-hazardous-collection-materials/ Arsenic and Old Lace: Controlling Hazardous Collection Materials] - A 2016 Connecting to Collections Care Webinar. Page includes links to slides and handouts.<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/08/How-To-Guide-Hazards.pdf Hazards in museum collections: A Collections Care How To Guide] - A pdf guide from SHARE Museums East, Norfolk Museums & Archeology Service, and CollectionsTrust.<br />
* [https://alaskawhitestuffid.wordpress.com/ What’s That White Stuff blog] - A blog sponsored by the Alaska State Museum offering advice about common issues in museums.<br />
* [http://www.loc.gov/preservation/care/film.html Library of Congress Care, Handling, and Storage of Motion Picture Film] - Resources and links from the Library of Congress.<br />
* [http://www.mavic.asn.au/insite/september-october-2012 Museums Australia Vicotoria INSITE, September - October 2012, Dangerous Collections Special Issue] - Includes articles on a variety of tough issues<br />
* [http://opensi.si.edu/index.php/smithsonian/catalog/book/64 Pesticide Mitigation in Museum Collections: Science in Conservation: Proceedings from the MCI Workshop Series] - 2010 publication from the [http://opensi.si.edu/index.php/smithsonian/catalog/series/SCMC Smithsonian Contributions to Museum Conservation series] that addresses the issue of pesticide removal from museum objects.<br />
* [http://anthropology.si.edu/cm/NMNH_Potential_Hazards_Disclosure_Statement_2010.pdf Statement on Potential Hazards (Inherent and Acquired) Associated with Collection Objects] - A 2010 policy statement from the Smithsonian National Museum of Natural History [http://anthropology.si.edu/index.html Department of Anthropology] that can be used as a model for other institutions.<br />
* [https://www.nps.gov/museum/publications/conserveogram/02-10.pdf Hazardous Materials in Your Collection] - National Park Service (NPS) [https://www.nps.gov/museum/publications/conserveogram/cons_toc.html Conserve O Gram] series, August 1998, Number 2/10.<br />
* [http://museumpests.net/ MuseumPests.net] - A product of the Integrated Pest Management Working Group and includes a number of resources for prevention, monitoring, identification, and solutions for pests in collection spaces.<br />
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<br />
=== Culturally Sensitive and Tough Topic Collections ===<br />
* [http://www2.nau.edu/libnap-p/protocols.html Protocols for Native American Archival Materials] - The Protocols were developed to provide best practices for culturally responsive care and use of Native American archival and documentary material held by non-tribal organizations. The document reflects a Native American perspective.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - This is a good, brief, article regarding culturally sensitive Native American images in a non-native institution. It very clearly lays out a respectful, real world application of balancing maximum access and respectful consultation.<br />
* [http://ailanet.org/resources/ American Indian Library Association Resources] - A listing of resources compiled by the American Indian Library Association <br />
* [http://canada.pch.gc.ca/eng/1448995219999 Canadian Conservation Institute Caring for Sacred and Culturally Sensitive Objects] - Guidelines developed in 2015 to present key considerations related to sacred and culturally sensitive objects in heritage collections.<br />
* [http://digitalcommons.usu.edu/westernarchives/vol6/iss1/3 Tribal Archives, Traditional Knowledge, and Local Contexts: Why the "s" Matters] - A 2015 article by Kimberly Christen in the Journal of Western Archives ([http://digitalcommons.usu.edu/westernarchives/ JWA] Vol. 6, Iss. 1, Article 3).<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.74.1.4233nv6nv6428521?code=same-site Opening Archives: Respectful Repatriation] - An article by Kimberly Christen published in The American Archivist (Vol. 74, Spring/Summer 2011) examining one collaborative archival project aimed at digitally repatriating and reciprocally curating cultural heritage materials of the Plateau tribes in the Pacific Northwest.<br />
* [https://medium.com/on-archivy/confronting-our-failure-of-care-around-the-legacies-of-marginalized-people-in-the-archives-dc4180397280#.gbb4nqug0 Confronting Our Failure of Care Around the Legacies of Marginalized People in the Archives] - Transcript and select slides from a 2016 talk by Bergis Jules presented at the [http://ndsa.org/ National Digital Stewardship Alliance] annual meeting.<br />
* [http://www.archivists.org/governance/taskforces/0208-NativeAmProtocols-IIIA.pdf Report: Task force to review ''Protocols for Native American Archival Materials''] - A PDF version of the 2008 Society of American Archivists (SAA) report.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - A 2014 Case Study in Archival Ethics by Ellen Ryan and completed for the Society of American Archivists (SAA).<br />
* [https://artmuseumteaching.com/2016/08/31/have-conversations-here/ Have Conversations Here: Supporting Productive Dialogue in Museums] - A 2016 post by Mike Murawski on [https://artmuseumteaching.com/ Art Museum Teaching] discussing the facilitation of conversations in museums about difficult events and topics.<br />
* [http://www.liverpoolmuseums.org.uk/ism/resources/museum_interpretation.aspx Interpreting Transatlantic Slavery: the role of museums] - A 1999 article from the International Slavery Museum by Anthony Tibbles.<br />
* [http://interpretingdifficulthistory.com/ Interpreting Difficult History at Museums and Historic Sites] - Book by Julia Rose <br />
* [http://findingcommunityengagingaudiences.blogspot.com/2013/12/difficult-issues-in-history-museums.html Difficult Issues in History Museums] - A 2013 post on the Finding Community blog.<br />
* [http://www2.archivists.org/sites/all/files/PreservationWorkshopsWithRestrictedResources-CaseStudy1_0.pdf SAA Case Studies on Diversifying the Archival Record] - Case #1: Preservation Workshops with Restricted Resources: Preserving Cham Manuscripts in Vietnam <br />
* [http://aamg-us.org/wp/wp-content/uploads/2015/01/Managing-Museum-Controversy.pdf Museum Best Practices for Managing Controversy] - A pdf document from the Association of Academic Museums and Galleries ([https://www.aamg-us.org/wp/ AAMG])<br />
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<br />
=== Sample Projects and Collections ===<br />
* [http://www.docnow.io/ Documenting the Now] - A collaborative project that aims to respect both the content creator and the potential researcher and seeks to find a user-friendly means of collecting and preserving the digital content of social media.<br />
* [https://www.saada.org/ South Asian American Digital Archive (SAADA)] - An independant, national, non-profit organization working to document, preserve, and share stories representing the voices of South Asian Americans.<br />
* [https://www.lib.utexas.edu/hrdi Human Rights Documentation Initiative (HRDI)] - A long-term preservation effort by the University of Texas Libraries to capture fragile and vulnerable records of human rights struggles worldwide, promote them, and make them accessible for research.<br />
* [https://xfrcollective.wordpress.com/ XFR Collective] - A non-profit organization partnering with many to preserve at-risk audiovisual media by providing low-cost digitization services.<br />
* [http://www.mipops.org/ Moving Image Preservation of Puget Sound (MiPoPs)] - A non-profit organization helping to preserve our cultureal heritage by assisting archives, libraries, and other organizations with the conversion of analog video recordings to digital formats according to archival best practices.<br />
* [http://www.dclibrary.org/labs/memorylab The Memory Lab at DC Public Library] - A service provided to the DC public that allows for personal preservation of AV materials. A model that other organizations can follow.<br />
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<br />
== Closing the loop: Project assessment and leveraging goals for future planning ==<br />
The resources included in this section provide additional information for all other topics and help provide support for sustaining and moving projects into the future.<br />
<br />
Additional information on the February 15, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar6 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p6t0282kmur/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_slides/<br />
* Collaborative Project Template Spreadsheet (.xlsx): https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_template/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_transcript/<br />
** Chat 1, Signs of Trouble: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat1/<br />
** Chat 2, Project ROI: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat2/<br />
** Chat 3, Roadblocks: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat3/<br />
** Chat 4, Celebration: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat4/<br />
** Chat 5, Final Comments: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat5/<br />
* Evaluation: https://www.surveymonkey.com/r/JXMZ36G<br />
<br />
<br />
<br />
=== During the Project ===<br />
* [https://hbr.org/2011/04/strategies-for-learning-from-failure Strategies for Learning from Failure] - An article by Amy C. Edmondson, a version also available in print, Harvard Business Review April 2011.<br />
* [http://www.artscapediy.org/Creative-Placemaking-Toolbox/What-Are-the-Most-Important-Factors-in-a-Successfu.aspx What are the Most Important Factors in a Successful Project?] - A brief Vimeo video from Artscape President and CEO Tim Jones on the crucial elements of project success.<br />
* [https://www.projectsmart.co.uk/avoid-the-same-old-mistakes-by-focussing-on-lessons-learned.php Avoid the Same Old Mistakes by Focusing on Lessons Learned] - A 2014 article by Duncan Haughey that covers 6 essential steps to document lessons learned.<br />
* [http://www2.archivists.org/sites/all/files/AnOnlineExhibit-SAA-CaseStudy_0.pdf An Online Exhibit: A Tale of Triumph and Tribulation] - A 2014 Case Study by Nancy Freeman and Robert B. Riter for the Society of American Archivists (SAA). <br />
* [http://americanarchivist.org/doi/abs/10.17723/aarc.68.2.c741823776k65863?code=same-site More Product, Less Process: Revamping Traditional Archival Processing] - A 2005 article by Mark Greene and Dennis Miller published in The American Archivist, a publication of the Society of American Archivists. Link to abstract, PDF version available for download.<br />
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<br />
=== Project Evaluation and Assessment ===<br />
* [http://www.horizon-research.com/taking-stock-a-practical-guide-to-evaluating-your-own-programs/ Taking Stock: A Practical Guide to Evaluating Your Own Programs] - A 1997 guide written by Sally L. Bond, Sally E. Boyd, and Kathleen A. Rapp written to help community-based organisations improve programs. <br />
* [http://www.wkkf.org/resource-directory/resource/2010/w-k-kellogg-foundation-evaluation-handbook W.K. Kellogg Foundation Evaluation Handbook] - A 2010 tool to help consider evaluation as a relevant and useful program tool. The handbook was written especially for W.K. Kellogg Foundation-funded programs but has broader application possibilities.<br />
* [http://oerl.sri.com/ OERL: Online Evaluation Resource Library] - A resource library designed to collect and make available evaluation plans, instruments, and reports for National Science Foundation (NSF) related projects but has broader application possibilities.<br />
* [https://www2.cdc.gov/cdcup/library/practices_guides/CDC_UP_Project_Close-Out_Practices_Guide.pdf CDC Unified Process Practices Guide: Project Close-out - A 2006 guide that can help organizations practice successful project-close out. <br />
* [http://www.ala.org/rusa/sections/rss/rsssection/rsscomm/rssresstat/prjctassmnteval Project Assessment and Evaluation] - A list of resources compiled by the Referencce and User Services Association ([http://www.ala.org/rusa/ RUSA]), a division of the American Library Association (ALA). <br />
* [https://manoa.hawaii.edu/assessment/workshops/pdf/templates_2009-12.pdf Creating an Assessment Plan & Using Assessment Templates] - A 2009 guide created by the University of Hawaii at Manoa Assessment Office.<br />
* Tutorials for creating Gantt, PERT, and CPM charts<br />
** [https://www.officetimeline.com/gantt-chart-excel How to make Gantt charts in Excel] - A video tutorial with Excel templates for making Gantt charts.<br />
** [https://www.youtube.com/watch?v=oe_Uvf6p4_A Creating a Pert CPM chart using Excel] - A 2012 YouTube video tutorial by Eric Magidson.<br />
** [https://www.youtube.com/watch?v=8NHJTRUiX6A Creating a PERT/CPM Chart using Excel 2016 and the Personal Trainer Case] - A 2016 YouTube video tutorial by Eric Magidson.<br />
* [http://www.pmsolutions.com/audio/PM_Performance_and_Value_List_of_Measures.pdf Measures of Project Management Performance and Value: A Benchmark of Current Business Practices] - A 2005 resource from the Center for Business Practices as part of the Comprehensive List of Measures series. <br />
* [http://www.mclam.com/pdf/Metrics.pdf Environmental Protection: Using Metrics to Track Progress of Community Outreach Programs] - A 2004 guide published by the American Institute of Chemical Engineers to help develop metrics for understanding how well organizations are implementing programs as well as how to improve them.<br />
* [http://www.cioarchives.ca.gov/itpolicy/pdf/PM5.2_Project_Execution_Tracking_and_Monitoring.pdf Project Execution - PM Elements: Tracking and Monitoring Project Performance] - A January 1997 PDF document from the California Chief Information Offices that offers practical solutions for project tracking that can be adapted to other organizations' needs. A part of the Statewide Information Management Manual ([http://www.cioarchives.ca.gov/ITpolicy/SIMM.html SIMM])<br />
* [http://www.businessofgovernment.org/blog/strategies-font-color-redcut-costsfont-and-improve-performance/shared-services-tracking-perform Shared Services: Tracking Performance/Performance Metrics - What Doesn’t Get Measured Doesn’t Get Done] - A 2011 blog post by Jennifer Lotkowski and Adam Jelic on the IBM Center for The Business of Government.<br />
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<br />
=== Future Project Planning ===<br />
* [http://resource.aaslh.org/view/engaging-the-grown-ups-a-roundtable-exploring-new-strategies/ Engaging the Grown-Ups: A Roundtable Exploring New Strategies] - An AASLH Audio Recording <br />
* [http://resource.aaslh.org/view/whos-next-succession-planning-and-institutional-health/ Who’s Next? Succession Planning and Institutional Health] - An AASLH Audio Recording<br />
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<br />
=== Developing and Evaluating Institutional Documentation ===<br />
SEE ALSO [[#Creating Policies for Collection Building|Creating Policies for Collection Building]]<br />
<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_48_-_Plan_for_the_Future_You_Want_for_Your_Museum.pdf Plan for the future you want for you museum] - A Technical Bulletin of the Oklahoma Museums Association, July 2009 by Cecil Carter<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types.<br />
* [http://flamuseums.org/professional-development/florida-connecting-to-collections-program/emergency-plans/ Florida Connecting to Collections Emergency Plans] - A self-paced program for all GLAM Institution types<br />
* [http://www.aam-us.org/resources/assessment-programs/core-documents/documents AAM Description of Core Documents] - A listing of important documents suggested by the American Alliance of Museums (AAM) as fundamental for basic professional museum operations.<br />
* [https://www.nsf.gov/publications/pub_summ.jsp?ods_key=nsf02057 The 2002 User-friendly Handbook for Project Evaluation] - A 2002 resource guide in HTML or PDF from the National Science Foundation ([https://www.nsf.gov/ NSF])<br />
* [http://obolinx.com/resources/2013/10/five-project-management-performance-metrics-key-to-successful-project-execution-operational-excellence/ Five Project Management Metrics key to Successful Project Execution - Operational Excellence] - A 2013 post by Kavita Verma shared on [http://obolinx.com/resources/ OBOlinx Tech]. Includes equations and practical examples.<br />
<br />
[[#toc|Table of Contents]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Strategies_for_Advancing_Hidden_Collections&diff=14766Strategies for Advancing Hidden Collections2019-09-10T19:18:06Z<p>Joymbanks: /* Collection access: Describing, cataloging, and processing with the future in mind */</p>
<hr />
<div>This resource library has been prepared for gallery, library, archive, and museum (GLAM) workers engaged in collection processing projects. Compiled by experts from the GLAM communities, the library is arranged to support the content of the CLIR [https://www.clir.org/hiddencollections/sahc Strategies for Advancing Hidden Collections] (SAHC) webinar series. A wide range of solutions and suggestions for a variety of collecting organizations appear below; inclusion of links on this page does not necessarily represent an endorsement of an organization or a product by CLIR or any individual connected with the SAHC project.<br />
<br />
'''Project Coordinator'''<br />
<br />
Joy M. Banks, Consultant<br />
<br />
'''Speakers'''<br />
* Angela Kipp, Collection Manager, TECHNOSEUM and Administrator, [http://world.museumsprojekte.de/ Registrar Trek]<br />
* Rosemary Pleva Flynn, Principal Librarian, Library and Information Services Team Lead, Energy and Environmental Research Center (EERC) at the University of North Dakota<br />
* Sarah Leu, Project Archivist, Historical Society of Pennsylvania<br />
* Beth Knazook, Library Juice Academy and Queen's University<br />
* Jessica Bitely, Director of Preservation Services, Northeast Document Conservation Center (NEDCC)<br />
* Yvonne Ng, Senior Archivist, WITNESS<br />
* Ellen Ryan, Head of Special Collections and Archives and Assistant Professor, Idaho State University<br />
<br />
'''Curriculum Committee'''<br />
* Stephanie Gaub Antequino, Memorabilia Archivist, Planet Hollywood International<br />
* Casey Davis, Project Manager, American Archive of Public Broadcasting<br />
* Tamar Evangelista-Dougherty, Consultant<br />
* Linda Hocking, Curator of Library and Archives, Litchfield Historical Society<br />
* Daniel Johnson, Digital Preservation Librarian, University of Iowa<br />
* Holly Mengel, Manuscripts Cataloging Librarian, University of Pennsylvania<br />
* Matthew Peek, Military Collections Archivist, State Archives of North Carolina<br />
* Kelly Revak, Processing Archivist, Library of Congress<br />
<br />
Additions to this library are welcome. Readers may contribute to its development by [https://wiki.diglib.org/index.php?title=Special:CreateAccount&returnto=Main+Page creating an account], or by sending suggestions to [mailto:cwilliford@clir.org Christa Williford] at CLIR.<br />
<br />
== Where to begin: Basics of project planning for GLAM organizations ==<br />
The resources in this section will help lay the foundation for successful project planning and management.<br />
<br />
Additional information on the January 11, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>Vd4x6nQvu8g</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_transcript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017_Wheretobegin_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat4.pdf General webinar chat] <br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp_chat1.pdf Key Elements of a Project]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat2.pdf Time to Catalog]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat3.pdf Project Management]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar:<br />
https://www.surveymonkey.com/r/L9CYDRQ.<br />
<br />
Jump to:<br />
[[#General|General]] | [[#Selecting the best collection management system|Selecting the best collection management system]] | [[#Collection Prioritization & Assessment|Collection Prioritization & Assessment]] | [[#Workflow|Workflow]] | [[#Project Management Tools|Project Management Tools]]<br />
<br />
=== General ===<br />
* [https://www.clir.org/hiddencollections/meetings/2010HCsymposium.html CLIR 2010 Hidden Collections Symposium]<br />
* [https://www.clir.org/hiddencollections/2015-symposium-unconference/symposium-abstracts CLIR 2015 Hidden Collections Symposium & Unconference]<br />
* [http://registry.clir.org/ CLIR Hidden Collections Registry]<br />
* [https://www.webjunction.org/explore-topics/planning-coordination.html WebJunction Planning & Coordination Topic Page]<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources]<br />
* [http://openglam.org/ OpenGLAM]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Selecting the best collection management system ===<br />
Note: Some of these resources may be dated but can still contain useful information. SEE ALSO [[#Collection_access:_Describing.2C_cataloging.2C_and_processing_with_the_future_in_mind|Collection access: Describing, cataloging, and processing with the future in mind]]<br />
<br />
'''For all institution types'''<br />
* [http://carlibrary.org/CarLibrary-CollectionManagementSystems.htm CarLibrary.org - Collection Management Systems] - A detailed resource discussing all aspects of selecting a management system including a number of links to additional resources. The page also includes a link to a [http://carlibrary.org/CarLibrary-CMS-Table.htm summary table] of a wide range of CMS software systems.<br />
'''For Museums'''<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - Tips on selecting the right museum CMS software from [https://www.historyassociates.com History Associates, Inc.].<br />
* [http://manyonline.org/professional-development/collections-management-software Collections Management Software] - A list with additional information on software systems designed specifically for the museum collection management environment from the [http://manyonline.org Museum Association of New York].<br />
* [http://rcaam.org/cms/wp-content/uploads/2011/05/Graduate-Studies-Thesis-Collections-Management-Elana-Carpinone.pdf Museum Collections Management Systems: One Size Does NOT Fit All] - Masters Thesis by Elana C. Carpinone, Seton Hall University, May 2010<br />
* [http://www.idea.org/blog/2011/04/07/collection-management-systems-museums-and-the-web-2011/ Collection management systems: Museums and the Web 2011] - A listing and explanation of collection management systems represented at the [http://www.museumsandtheweb.com/mw2011.html Museums and the Web 2011] event.<br />
'''For Libraries'''<br />
* The Small Libraries Manager's Handbook, edited by Alice Graves. Includes several chapters on system selection.<br />
'''For Archives'''<br />
* [https://www.clir.org/pubs/reports/spiro/spiro/spiro_Jan13.pdf Archival Management Software] - A report for the Council on Library and Information Resources (CLIR) by Lisa Spiro, January 2009<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Prioritization & Assessment ===<br />
* [http://www.pacsclsurvey.org/ PACSCL Survey Initiative] - Includes information and resources from the Philadelphia Area Consortium of Special Collections Libraries (PACSCL) Consortial Survey Initiative project to assess backlogged archival collections.<br />
* [https://psap.library.illinois.edu/about Preservation Self-Assessment Program (PSAP)] - A free, online tool that helps collection managers prioritize efforts to improve conditions of collections developed by the University of Illinois, University Library through the IMLS<br />
** [https://www.imls.gov/news-events/project-profiles/extending-preservation-self-assessment-option-libraries-archives-and Press Release from IMLS]<br />
* [http://www.oclc.org/content/dam/research/publications/library/2011/2011-07.pdf Taking Stock and Making Hay: Archival Collections Assessment] - A report from OCLC by Martha O'Hara Conway and Merrilee Proffitt, July 2011.<br />
* [http://nationalwomansparty.org/wp-content/uploads/2011/02/Strategy-and-Priorities-for-Cataloging.pdf Strategy and Priorities for Cataloging the National Woman's Party Collection] - A report from the Sewall-Belmont House and Museum that can be used as a sample collection analysis tool<br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Benchmarks in Collections Care] - The resources page provides access to information on Benchmarks in Collection Care as well as the self assessment checklist to aid in establishing realistic colleciton goals. This is a resource provided by the [http://www.collectionstrust.org.uk/ Collections Trust].<br />
* [http://library.columbia.edu/services/preservation/audiosurvey.html Survey Instrument for Audio & Moving Image Collections] - A resource developed by the Columbia University Libraries to inventory and assess audio and moving image materials.<br />
* [http://www.avcompass.bavc.org/ AV Compass] - A free online resource from the [https://www.bavc.org/ Bay Area Video Coalition] to help organize, preserve, and access AV collections.<br />
* [http://library.columbia.edu/services/preservation/survey_tools.html Special Collections Materials Survey Instrument] - A resource developed by the Columbia University Libraries to evaluate under-processed archival collections.<br />
* [http://tools.aaslh.org/steps/ Standards and Excellence Program (StEPs)] - A self-study program developed by the American Association for State and Local History (AASLH) designed specifically for small to mid-sized organizations.<br />
* [http://www.aam-us.org/resources/assessment-programs American Alliance of Museums (AAM) Assessment Programs] - A page describing the Continuum of Excellence to help move organizations towards better stewardship of their collections.<br />
* [https://www.imls.gov/grants/available/collections-assessment-preservation-program-cap IMLS Collections Assessment for Preservation Program (CAP)] - A grant program through the Institute of Museum and Library Services (IMLS). Deadline for applications vary.<br />
* [http://www.digitalpreservation.gov/documents/NDSA_Levels_Archiving_2013.pdf NDSA Levels of Digital Preservation] - Includes explanations and uses for maintaining and preserving digital files in archival settings.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Workflow ===<br />
* [http://www.libraryworkflowexchange.org/about/ Library Workflow Exchange] - A space for libraries to share and find workflows and best practices across institutions.<br />
* [http://digitizingmillerhouseandgarden.tumblr.com/tagged/workflow Workflows from the Documenting Modern Living project] - Examples of workflows from the Documenting Modern Living: Digitizing the Miller House and Garden Collection Tumblr page<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Management Tools ===<br />
* [http://blog.hubspot.com/agency/agency-project-management-tools#sm.0000y44e3e7sifdbt8018ehatkvxc Improve Your Collaboration: 18 Project Management Tools for Marketing Agencies] - Not GLAM specific, but a resource by Jami Oetting on selecting a project management tool with some suggested software.<br />
* [http://www.techworld.com/picture-gallery/startups/10-best-free-project-management-software-programs-3625922/ 14 best free project management software programs 2016: Great project management software tools that don't cost a penny] - By Matt Egan and posted on TechWorld, includes software and brief explanations of each.<br />
* [http://www.projectsmart.com/project-management/introduction.php 21 Ways to Excel at Project Management] - A detailed step by step tool from ProjectSmart for successful project management from beginning to end.<br />
* [http://www.archivejournal.net/issue/3/notes-queries/teaching-librarians-project-management-new-expectations-for-the-digital-age/ Teaching Librarians & Project Management: New Expectations for the Digital Age] - An article by Caro Pinto in the Archives Journal Notes + Queries (Issue 3, Summer 2013) that addresses the changing nature of librarian training to include project management.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Building resources and relationships: Determining what and who you need ==<br />
The resources in this section will help guide project managers through the process of estimating project costs, communicating costs with others, and building relationships for support. <br />
<br />
Additional information on the January 18, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>BTxNqOQsyow</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slideswithtranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_-SAHC2_Pleva-Flynn_Buildingresourcesandrelationships_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat1.pdf Justifying the Existence of GLAMS] <br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat2.pdf What would you do differently?]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat3.pdf Not-Your-Usual Funding Sources]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
Jump to:<br />
[[#General_2|General]] | [[#Buy-in from Board of Directors, Community, Volunteers|Buy-in from Board of Directors, Community, Volunteers]] | [[#Calculating processing time, staff time, and estimating supply costs|Calculating processing time, staff time, and estimating supply costs]] | [[#Communicating to people who need to approve the project|Communicating to people who need to approve the project]] | [[#Funding Sources and Grant Writing|Funding Sources and Grant Writing]]<br />
<br />
=== General ===<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html WebJunction Budgets & Funding Resource Page] - Resources, webinars, and other information on budget planning and development for libraries that can be applied to all GLAM organizations.<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html Connecting to Collections Care Resources Page] - For more information on budgets and increasing collection support, select the ''Increasing Support for Collections Care'' from the list.<br />
* [http://www.mapfornonprofits.org/resources/fund-development/ MAP Resources for Fund Development] - Resources from the [http://www.mapfornonprofits.org/ MAP for Nonprofits], serving nonprofits through provision of consulting and training.<br />
* [http://managementhelp.org/nonprofitfundraising/index.htm Free Management Library All About Nonprofit Fundraising Resources] - A extensive listing of resources for nonprofits from the [http://managementhelp.org/ Free Management Library], a service of Authenticity Consulting, LLC.<br />
* Nonprofit Sustainability: Making Strategic Decisions for Financial Viability - 2010 book by Jeanne Bell, Jan Masaoka, and Steve Zimmerman.<br />
** [https://ssir.org/book_reviews/entry/nonprofit_sustainability_jeanne_bell_jan_masaoka_steve_zimmerman 2011 Review] in the Stanford Social Innovation Review by Jim Schorr<br />
** [http://www.nonprofitsustainability.org/ The Sustainability Mindset] - A 2014 companion book by Jeanne Bell and Steve Zimmerman that offers a step-by-step guide and templates for moving nonprofits toward a sustainable model.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Buy-in from Board of Directors, Community, Volunteers ===<br />
* [http://www.mandywilson.co.uk/data/uploads/pdf/Museums-Community-Involvement-Toolkit.pdf Community Involvement in Museums, Archives and Libraries: Toolkit for improving practice] - A pdf resource developed by COGS (Communities and Organizations - Growth and Support) for Yorkshire Museums Council, 2002. The toolkit includes a number of practical resources and guides for strengthening community involvement.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Calculating processing time, staff time, and estimating supply costs ===<br />
* [http://www.marac.info/assets/documents/marac_technical_leaflet_2.pdf Computing the Total Cost of Archival Processing] - A technical leaflet by Thomas Wilsted produced by the Mid-Atlantic Regional Archives Conference ([http://www.marac.info/ MARAC]), 1989.<br />
* [http://library.gwu.edu/collections/digitize/cost-calculator George Washington University Digitization Cost Calculator] - (unavailable)<br />
* [http://dashboard.diglib.org/ Digitization Cost Calculator] - A project of the [https://wiki.diglib.org/Assessment:Costs Digital Library Federation Assessment Interest Group’s working group on Cost Assessment] that uses community supplied data to help users estimate costs for digitization projects.<br />
* [https://roseelr.files.wordpress.com/2014/04/cost-finding-rose.docx Cost Finding Exercise] - Word Document Download. An exercise by Elizabeth Rose completed during her masters work at Southern Connecticut State University. The exercise considers the direct and indirect costs of processing an archival collection and includes references for additional information.<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.58.1.h9847h1372211l75 Beneficial Shocks: The Place of Processing-Cost Analysis in Archival Administration] - Research article by Paul Ericksen and Robert Shuster from American Archivist, Winter 1995. Includes discussion of both theoretical analysis and practical application.<br />
* [https://minds.wisconsin.edu/bitstream/handle/1793/44723/MA07_1_3.pdf?sequence%E2%80%A6 Rates of Processing Manuscripts and Arhives] - PDF download. An article by Karen Temple Lynch and Thomas E. Lynch from The Midwestern Archivist, p. 25-35, Vol. VII, No. 1, 1982 available through [https://www.jstor.org/journal/midwarch JSTOR]. Provides an analysis of processing rates from various grant proposals and considers how variable levels of processing affect cost.<br />
* [http://beinecke.library.yale.edu/25-processing-estimates Beinecke Rare Book & Manuscript Library (Yale University) Processing Estimates] - A guidelines developed in 2015 to consider the cost to process, arrange, and describe collections of personal papers.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ The Cost of Processing] - A blog post from 2010 by Emily Walters from North Carolina State University Libraries reflecting on estimating costs for their Changing the Landscape: Exposing the Legacy of Modernist Architects and Landscape Architects multi-year project.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ Costs of Cataloging] - A chapter by Felix Reichmann in Library Trends 2 (1953) providing historical context for cataloging cost analysis.<br />
* [https://ejournals.bc.edu/ojs/index.php/ital/article/viewFile/3161/2775 Cost Analysis of an Automated and Manual Cataloging and Book Processing System] - An article by Joselyn Druschel from the Journal of Library Automation (Vol. 14, no. 1, March 1981). Showing the historical argument for automating cataloging and processing to reduce cost.<br />
* [https://journals.ala.org/lrts/article/view/5501/6757 Assessing the Cost and Value of Bibliographic Control] - An article by Erin Stalbert and Christopher Cronin from Library Resources & Technical Services (Vol. 55, No. 3, 2011) published by the Association for Library Collections & Technical Services ([http://www.ala.org/alcts/ ALCTS]). Provides a detailed discussion of the past and present issues with estimating cataloging costs.<br />
* [https://www.liberquarterly.eu/articles/10.18352/lq.8558/ Improving Library Management by Using Cost Analysis Tools: A Case Study for Cataloguing Processes] - Article by Lorena Siguenza-Guzman, Alexandra Van den Abbeele, and Dirk Cattrysse from LIBER Quarterly, the Journal of the Association of European Research Libraries. This was originally presented at the LIBER conference in 2013 and discusses the application of TDABC (Time-Driven Activity-Based Costing) procedures in libraries.<br />
* [https://rbms.info/committees/task_force/metrics_assessment/group-1/cataloging/ RBMS Page on Cataloging] - Includes thoughts and definitions on cataloging from the Rare Books and Manuscripts Section ([https://rbms.info/ RBMS]) of the Association of College and Research Libraries ([http://www.ala.org/acrl/ ACRL]. A discussion of cataloging metrics is included as well as a resource list.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Communicating to people who need to approve the project ===<br />
* [http://enfocussolutions.com/8-best-practices-for-stakeholder-engagement/ 8 Best Practices for Stakeholder Engagement] - An article by John Parker from Enfocus Solutions (2012). Offers practical suggestions to engage and communicate with project stakeholders.<br />
* [http://agilemodeling.com/essays/activeStakeholderParticipation.htm Active Stakeholder Participation: An Agile Best Practice] - A detailed discussion of stakeholder engagement from Agile Modeling including definitions and useful charts.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2013-presentations/programming-on-a-shoestring-budget/ Programming on a Shoestring Budget] - Video presentation from David Mixdorf from South Sioux City Public Library (NE) presented in February 2013 for the Big Talk from Small Libraries online conference.<br />
* [http://www.wkkf.org/resource-directory/resource/2006/01/template-for-strategic-communications-plan Template for Strategic Communications Plan] - Practical template developed for use by the [http://www.wkkf.org/ W.K. Kellogg Foundation] including worksheets to develop a new plan.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case2Final.pdf Defining and Formalizing a Procedure for Archiving the Digital Version of the ''Schedule of Classes'' at the University of Michigan] - A 2008 case study from the Society of American Archivists (SAA) by Nancy Deromedi describing the process of forming an agreement between the university archive and registrar's office to continue the preservation of the schedule of classes after it moved to digital only.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Funding Sources and Grant Writing ===<br />
* [http://www.museumsoftware.com/grants.html Grant Opportunities] - A listing of available grants compiled by Past Perfect Museum Software.<br />
* [https://librarygrants.blogspot.com/ Library Grants blog] - A blog maintained by Stephanie Gerding and Pam MacKellar, authors of [http://www.alastore.ala.org/detail.aspx?ID=4039 Winning Grants: A How-To-Do-It Manual for Librarians with Multimedia Tutorials and Grant Development Tools]. Updated regularly with available opportunities.<br />
* [https://www.imls.gov/grants/available/museums-america IMLS Museums for America grant] - A grant program from the Institute of Museum and Library Services (IMLS) with the goal to "strengthen the ability of an individual museum to serve its public."<br />
* [https://www.neh.gov/grants/preservation/preservation-assistance-grants-smaller-institutions NEH Preservation Assistance Grants (PAG)] - These PAG funds help small and mid-sized institutions improve their ability to preserve and care for significant historical collections.<br />
* [https://www.neh.gov/grants/challenge/creating-humanities-communities Creating Humanities Communities] - A grant program from the NEH to help stimulate and proliferate meaningful humanities activities in underserved areas of the United States and territories. Limited geographic regions qualify.<br />
* [http://www.connectingtocollections.org/funding-collections-care/ Connecting to Collections Care Funding for Collections Care] - A webinar recorded November 2010 presented by Debra Hess Norris and Lee Price. The webinar page also includes related books for additional resources.<br />
* [http://www.connectingtocollections.org/fundraising-for-collections-care/ Connecting to Collections Care Fundraising for Collections Care] - A webinar series recorded in 2013 with sessions on Fundamentals, Finding Support, Cultivating Donors and Members, Writing Proposals, and Creative Fundraising. The series page includes additional links to resources, slides, and sample documents.<br />
* [https://event.on24.com/eventRegistration/EventLobbyServlet?target=reg20.jsp&partnerref=LJWebbestmall150901&eventid=1033500&sessionid=1&key=5EF4833291C07A8F39B02944D8C40810&regTag=&sourcepage=register Funding & Fundraising for Small Libraries] - An on-demand downloadable webinar from the LibraryJournal series Best Practices from America's Best Small Libraries. Presented in 2015 by Mary Beth Stenger and Cheryl Clay (registration required). A review of the webinar is available from [http://www.lminfo.us/blog/funding-and-fundraising-for-small-public-libraries/ Didi Yunginger].<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_46_-_Ten_Points_to_Increase_Your_Grant_Writing_Success.pdf Ten points to increase your grant writing success] - A one page technical bulletin by Cecil Carter from the Oklahoma Museums Association (January 2008).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Making the most of people: Recruitment, retention, and recognition ==<br />
The resources in this section consider how volunteers, interns, and staff fit into the project picture.<br />
<br />
Additional information on the January 25, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>lQs-MlrC6os</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017_SAHC3_Leu_MakingtheMostofPeople_Slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slideswithtranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017_SAHC3_Leu_Makingthemostofpeople_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017-SAHC-Leu_chat1.pdf Strategies for Outreach to Students, Interns, and Volunteers]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017-SAHC-Leu_chat2.pdf Troubleshooting Concerns about Students, Interns, and Volunteers]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/JRXMV3F<br />
<br />
Jump to:<br />
[[#Teens and Student Workers|Teens and Student Workers]] | [[#Volunteers and Staff|Volunteers and Staff]] | [[#Celebrating Success|Celebrating Success]] | [[#Ethics of Hiring|Ethics of Hiring]]<br />
<br />
=== Teens and Student Workers ===<br />
* [https://olcsmalllibraries.wordpress.com/2010/04/02/no-budget-no-time-no-problem/ No Budget? No Time? No Problem!] - Blog post from the Ohio Library Council by RoseMary Honnold discussing how community teens can be engaged in the work of collections.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2016-presentations/to-the-big-stage-on-a-small-budget-from-special-collections-to-archive-2-0/ To the Big Stage on a Small Budget: From Special Collections to Archive 2.0] - A presentation by Julie Pinnell for the 2016 Big Talk From Small Libraries [http://nlcblogs.nebraska.gov/bigtalk/ online conference] discussing the use of Doane College students to process the college archive.<br />
* [http://newprairiepress.org/culsproceedings/vol1/iss1/8/ Archival Internships: Creating Real World Learning Beyond the Classroom] - An article from the College & University Libraries Section (CULS) of the Kansas Library Association by Lorraine Madway (CULS Proceedings, Vol. 1, 2011, no. 1). Presents findings from the internship program at Wichita State University Libraries and offers practical advice for establishing an internship program.<br />
* [http://cupola.gettysburg.edu/librarypubs/53/ Undergraduate Library Internships and Professional Success] - A downloadable pdf poster by staff at Gettysburg College reporting on the impact undergraduate library internships had on the development of student career goals.<br />
* [http://www.nyarc.org/content/training-future-librarians-and-enhancing-digital-and-print-collections-m-lead-ii-comes Training Future Librarians and Enhancing Digital and Print Collections: M-LEAD II Comes to a Successful End] - A 2015 report by Kim Loconto on the [https://www.imls.gov/ IMLS] funded Museum Library Education and Digitization [M-LEAD] grant which allowed interns to gain a wide range of experiences with practical, hands-on projects.<br />
* [http://www.businessnewsdaily.com/8394-create-internship-program.html Creating a Successful (and Legal) Internship Program] - A 2015 article from Business News Daily by Nicole Fallon Taylor. A basic overview for creating an internship program that will be beneficial to the intern, productive for the organization, and meet current employment laws.<br />
* [http://www2.archivists.org/standards/best-practices-for-internships-as-a-component-of-graduate-archival-education Best Practices for Internships as Components of Graduate Archival Education] - A downloadable best practices guide from the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
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<br />
=== Volunteers and Staff ===<br />
* [http://www.connectingtocollections.org/archivecollectionscare/ Connecting to Collections Care Staff and Volunteer Management for Collections Care] - Webinar 6 in the Collections Care Basics: Where Do I Begin? webinar series. Originally presented by Donia Conn in 2013. The webinar section contains links to the recording, PowerPoint presentation, and a number of additional readings and resources related to the topic.<br />
* [http://www.slideshare.net/volunteermatch/creating-a-comprehensive-engaging-volunteer-training-program Creating a Comprehensive & Engaging Volunteer Training Program] - A 2013 SlideShare presentation by Jennifer Bennett and Matt Wallace. Hosted by VolunteerMatch Learning Center.<br />
* [http://files.archivists.org/pubs/free/Resources_for_Volunteers-Final-V3.pdf Resources for Volunteer Programs in Archives] - A 2012 joint publication, available as a PDF, from the National Archives and Records Administration (NARA) and the Society of American Archivist (SAA) that provides descriptions of volunteer projects undertaken at various archives as well as a "Tools Shared by Archives" section with examples of volunteer questionnaires and applications, volunteer standards of conduct, volunteer handbook, and additional resources.<br />
* [http://www.connectingtocollections.org/seeding-engagement-and-cultivating-volunteers-through-crowdsourcing/ Seeding Engagement and Cultivating Volunteers through Crowdsourcing] - A Connecting to Collections Care webinar originally presented in July 2016 by Meghan Ferriter. Dr. Ferriter shares the crowdsourcing experience of the [https://transcription.si.edu/ Smithsonian Transcription Center (TC)] and how their experience can be adapted to other projects.<br />
* [http://www.infotoday.com/cilmag/oct14/Zastrow--Crowdsourcing-Cultural-Heritage.shtml Crowdsourcing Cultural Heritage: 'Citizen Archivists' for the future] - A 2014 article by Jan Zastrow published in Computers in Libraries (Vol. 34, No. 8, October 2014).<br />
* [http://alm.axiell.com/infographic-leveraging-volunteers-and-crowdsourcing-digitisation?utm_source=Axiell+ALM+-+Non-Customer+Newsletter&utm_campaign=6f296c7bbf-Prospect+Newsletter+February&utm_medium=email&utm_term=0_00e6b7cbf3-6f296c7bbf-143955453 Leveraging Volunteers and Crowdsourcing for Digitisation] - A February 2017 infographic that shares results of research conducted by [http://mcn.edu/ MCN] and [http://alm.axiell.com/ Axiell] involving over 100 Museums and Archives from around the world.<br />
* Examples of Crowdsourcing volunteer projects:<br />
** [https://www.flickr.com/photos/8623220@N02/ Library of Congress Flickr Feed]<br />
** [https://diyhistory.lib.uiowa.edu University of Iowa DIY History]<br />
** [https://transcription.si.edu Smithsonian Transcription Project]<br />
** [https://www.archives.gov/citizen-archivist/transcribe US National Archives - Citizen Archivist Transcription Project]<br />
* [http://oregonstate.edu/ua/ncs/archives/2010/feb/business-students-raise-funds-haiti-learn-value-%E2%80%98blitz-project%E2%80%99 Business students raise funds for Haiti, learn value of 'blitz project'] - A short 2010 article describing a blitz project by Oregon State University College of Business students.<br />
* Yellowstone National Park Blitz projects<br />
** [https://www.nps.gov/yell/blogs/Using-a-Team-Approach-to-Expose-Yellowstone-s-Hidden-Collections.htm Using a Team Approach to Expose Yellowstone's Hidden Collections] (July 10, 2014), by Anne Foster<br />
** [https://www.nps.gov/yell/blogs/Bringing-Yellowstone-Back-Home-Using-the-Archives-Blitz-as-a-Framework-for-Other-Institutions.htm Bringing Yellowstone Back Home: Using the Archives Blitz as a Framework for Other Institutions] (October 7, 2014), by Anna Trammell<br />
** [https://www.nps.gov/yell/blogs/Keys-to-a-Blissful-Blitz.htm Keys to a Blissful Blitz] (March 12, 2015), by Kiley Hayes<br />
* [http://www.aam-us.org/resources/online-programs/human-resources-webinars Human Resources Recorded Webinars] - A series of webinars from the American Alliance of Museums ([http://www.aam-us.org/home AAM]) on a variety of topics related to staff and volunteers.<br />
* [https://aamv.wildapricot.org/ American Association for Museum Volunteers (AAMV)] - An association supporting the museum volunteer management community. Their website includes some resources freely available to non-members.<br />
* [http://peabody.yale.edu/volunteer Volunteer Page for the Yale Peabody Museum of Natural History] - Provides an example of a well-designed volunteer page including a link to the Yale Peabody volunteer application.<br />
** [http://peabody.yale.edu/sites/default/files/documents/volunteer/volunteer_application_form.pdf Yale Peabody Museum Volunteer application example]<br />
* [http://themuseum.org/sites/default/files/volunteeragreement.pdf Volunteer Code of Ethics and Professional Standards] - A standard from the [http://themuseum.org/ Alexandria Museum of Art] that can be used as a model for other institutions.<br />
* [http://www.connectingtocollections.org/outreach/ Involving the Public in Your Preservation Efforts] - A Connecting to Collections Care webinar from 2013 showcasing work from a number of institutions in celebration of Preservation Week. The page contains links to referenced projects and resources.<br />
* [http://www2.archivists.org/standards/best-practices-for-volunteers-in-archives Best Practices for Volunteers in Archives] - A downloadable resource by the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_45_-_Creating_a_Successful_Volunteer_Program.pdf Building a successful museum volunteer services program] - A technical bulletin by Robbin Davis produced by the Oklahoma Museums Association (July 2007).<br />
* [http://www.wildapricot.com/blogs/newsblog/2015/05/13/top-challenges-with-volunteer-engagement-retention Top Challenges with Volunteer Engagement & Retention] - A 2015 post by Lori Halley on the [http://www.wildapricot.com/academy Wild Apricot Membership Academy] blog that discusses challenges and solutions to some of the most frequent volunteer issues. Also includes links to a Wild Apricot webinar on volunteers and other resources.<br />
* [http://www.wildapricot.com/academy/expert-webinar-series/converting-volunteers-from-joiners-to-stayers Converting Volunteers from Joiners to Stayers] - A 2015 webinar presented by Tobi Johnson as part of the Wild Apricot Expert Webinar Series.<br />
* [https://americanlibrariesmagazine.org/2016/05/31/recruiting-retaining-library-volunteers/ Recruiting and Retaining Volunteers] - A 2016 post by Kaitlin Throgmorton on the American Libraries blog.<br />
* [http://wikis.ala.org/professionaltips/index.php?title=Volunteers ALA Volunteers Wiki] - A wiki page from the American Library Association (ALA) that compiles a number of different resources about volunteers in libraries.<br />
* [http://www.alastore.ala.org/detail.aspx?ID=3069 Managing Library Volunteers, Second Edition] - A 2011 book by Preston Driggers and Eileen Dumas published by the American Library Association. Link goes to the book description in the ALA store.<br />
* [http://www.mcfarlandbooks.com/book-2.php?id=978-0-7864-9780-5 Library Volunteers Welcome! Strategies for Attracting, Retaining, and Making the Most of Willing Helpers] - A 2016 book edited by Carol Smallwood and Lura Sanborn (McFarland & Company). Link goes to the book description on the McFarland website.<br />
* [https://www.taprootplus.org/ Taproot+] - A connection service claiming to be "the best way for nonprofits to find pro bono help and for skilled volunteers to provide it."<br />
* [https://www.serviceleader.org/leaders/firing A Few Pointers on the Unpleasant Topic of Firing Volunteers] - A post by Sarah Jane Rehnborg on the ServiceLeader.org website hosted by the University of Texas at Austin. Other volunteer resources can also be found on this page.<br />
* [http://www.volunteerhub.com/blog/when-helping-hands-hurt-your-cause/ When Helping Hands Hurt your Cause] - A 2008 post by Fonda Kendrick on the VolunteerHub website.<br />
* [http://www.volunteerhub.com/blog/difficult-volunteers/ Dealing with Difficult Volunteers] - A 2014 post by Krista Balbach on the VolunteerHub website. Includes a list of resources.<br />
* [http://nonprofithub.org/featured/break-say-volunteers/ The Break-Up: How to Say No to Volunteers] - A post by Lincoln Arneal on the Nonprofit Hub.<br />
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<br />
=== Celebrating Success ===<br />
* [http://www.bridging-the-gap.com/join-your-distributed-team-in-virtual-celebration/ How to Celebrate Project Success with a Distributed Team] - A resource compiled with input from a Virtual Facilitators Forum on LinkedIn to help build teams even when members are dispersed.<br />
* [https://thesavvypm.wordpress.com/2008/05/21/how-to-celebrate-success-throughout-your-projects/ How to Celebrate Success Throughout Your Projects] - A 2008 blog post from [https://thesavvypm.wordpress.com/about/ Making Things Happen] on developing an environment of ongoing celebration of success.<br />
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[[#toc|Table of Contents]]<br />
<br />
=== Ethics of Hiring ===<br />
* [https://www.shrm.org/about-shrm/pages/bylaws--code-of-ethics.aspx SHRM Code of Ethical and Professional Standards in Human Resource Management] - From the Society for Human Resources Management ([https://www.shrm.org SHRM]), guidelines for ethical Human Resources management. Includes a comprehensive guide for developing your own organizational Code of Ethics.<br />
* [https://www.cornerstoneondemand.com/rework/why-path-good-ethics-starts-human-resources Why the Path to Good Ethics Starts in Human Resources] - A 2013 blog post from Chris MacDonald on Company Culture.<br />
* [http://wiki.wearedynamo.org/index.php/Guidelines_for_Academic_Requesters Guidelines for Academic Requestors] - Guidelines specifically related to the ethical hiring of Turkers through [https://www.mturk.com/mturk/welcome Amazon Mechanical Turk] for outsourced academic projects but could be applied more broadly.<br />
* [http://futureofmuseums.blogspot.com/2016/10/volunteers-and-museum-labor_18.html Volunteers and Museum Labor] - A 2016 blog post by Elizabeth Merritt from the [http://www.aam-us.org/resources/center-for-the-future-of-museums Center for the Future of Museums] (An American Alliance of Museums Initiative) that considers the challenges of volunteers versus professional staff in museums.<br />
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[[#toc|Table of Contents]]<br />
<br />
== Collection access: Describing, cataloging, and processing with the future in mind ==<br />
The resources available in this section try to provide guidance on the sometimes complicated world of description and processing. We understand that while GLAM organizations have many things in common, processing is often handled differently depending on the field. As we learn to work together, we hope that exploring best practices from different areas will help us move towards greater interoperability in the future.<br />
<br />
Additional information on the February 1, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
Webinar resources:<br />
* Webinar recording with captions: <youtube>8L1C2mV1R7A</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017-SAHC4_Knazook_CollectionAccess_Slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017_SAHC4_Knazook_CollectionAccess_SlideswithTranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/2-8-2017_SAHC5_OvercomingProjectHurdles_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017-SAHC-Knazook_chat1.pdf What is cataloging?]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017-SAHC-Knazook_chat2.pdf Cataloging concerns]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/2-1-2017-SAHC-Knazook_chat3.pdf Legacy Data & You]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/JT9PCKG<br />
<br />
Jump to:<br />
[[#Communities|Communities]] | [[#General_3|General]] | [[#Institutional Ethics|Institutional Ethics]] | [[#Cataloging and Metadata Standards|Cataloging and Metadata Standards]] | [[#Data Management Tools|Data Management Tools]] | [[#Collection Management Systems|Collection Management Systems]] | [[#Controlled Vocabularies and Thesauri|Controlled Vocabularies and Thesauri]] | [[#Tutorials and Online Learning|Tutorials and Online Learning]]<br />
<br />
=== Communities ===<br />
* [https://listserv.syr.edu/scripts/wa.exe?A0=AUTOCAT AutoCat] - A general cataloging listserv, primarily for libraries but open to everyone.<br />
* [http://listserv.oclc.org/archives/oclc-cat.html OCLCCAT] - An OCLC sponsored cataloging listserv open to everyone.<br />
* [https://docs.google.com/forms/d/e/1FAIpQLSc3WCCi2_03rkbSwGVbE0rQwYFSxvL6THz6GRZY8HAbijaK4w/viewform Metadata Support Group] - A Slack forum sponsored by the Digital Library Federation ([https://www.diglib.org/ DLF]). Requires registration and a Slack account but not membership in DLF. <br />
* [http://www.archivists.org/saagroups/lonearr/resources.asp SAA Lone Arrangers listserv] - Hosted by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and open to members and non-members. <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Community] - A space for those using or interested in using the Nomenclature 4.0 resource from the American Association for State and Local History ([http://www.aaslh.org/ AASLH]).<br />
* [http://www.connectingtocollections.org/groups/connecting-to-collections-care-online-community/forum/ Connecting to Collections Care Forum] - A space to ask questions about collections care and receive answers from peers and forum monitors. Requires registration for participation.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== General ===<br />
* [http://firstmonday.org/article/view/1628/1543 Metadata for All: Descriptive Standards and Metadata Sharing Across Libraries, Archives, and Museums] - An article from [http://firstmonday.org/index First Monday], a peer reviewed journal on the internet, by Mary W. Elings and Gunter Waibel (Vol. 12, No. 3, 5 March 2007).<br />
* [http://www.alastore.ala.org/nealschuman/companionwebsite/metadata-digital-collections/ Metadata for Digital Collections: A How-to-Do-It Manual] - A 2004 book by Steven J. Miller. Link goes to a Companion Website for the manual that includes resources, chapter supplements, and additional information.<br />
* [https://protekvaults.com/the-art-and-science-of-descriptive-metadata/ The art and science of descriptive metadata: Classifying your film archive for identification and discovery] - A general overview, with examples, of metadata by Tim Knapp of [https://protekvaults.com/ PRO-TEK Vaults]<br />
* [http://freeyourmetadata.org/ Linked Data for Libraries, Archives, and Museums] - A book and website on getting the most from your metadata. <br />
* [https://www.clir.org/pubs/reports/spiro/spiro_Jan13.pdf Archival Management Software: A Report for the Council on Library and Information Resources] - A pdf 2009 report for the Council on Library and Information Resources ([https://www.clir.org CLIR]) by Lisa Spiro<br />
* [http://resource.aaslh.org/view/building-digital-archives-lessons-learned-from-four-crowdsourced-online-projects/ AASLH Audio Recording: Building Digital Archives: Lessons Learned From Four Crowdsourced Online Projects] - An audio download of the session from the 2014 Annual Meeting of the [http://www.aaslh.org/ AASLH].<br />
* [http://www.gallerysystems.com/resources/free-resources/ Gallery Systems Free Collections Management Resources] - A collection of free collections management resources compiled by [http://www.gallerysystems.com/ GallerySystems].<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/12/Collections-Access-and-the-use-of-Digital-Technology.pdf Collections Access and the use of technology in museums] - A report by the Norfolk Museums and Archaeology Service, 2012. <br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Collections Trust: Benchmarks in Collections Care] - Self-Assessment checklist developed by [http://www.collectionstrust.org.uk/ Collections Trust] to encourage thinking about collection care activity during the organizations planning cycle.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - An extensive collection of resources arranged by topic.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-15-FINAL.pdf Will They Populate the Boxes? Piloting a Low-Tech Method for Capturing Executive E-mail and a Workflow for preserving It at the University of Michigan] - A 2013 case study by Aprille Cooke McKay published by the Society of American Archivists (SAA) that covers the process of engaging administration in the process of tagging new materials to add to the archive.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Institutional Ethics ===<br />
SEE ALSO [[#Ethics and Social Justice|Ethics and Social Justice]]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/code-of-ethics American Alliance of Museums (AAM) Code of Ethics for Museums]<br />
* [http://www.ala.org/advocacy/proethics American Library Association (ALA) Professional Ethics] <br />
* [http://archivists.org/statements/saa-core-values-statement-and-code-of-ethics Society of American Archivists (SAA) Core Values Statement and Code of Ethics] <br />
* [http://www2.archivists.org/groups/saa-council/ala-saa-joint-statement-on-access-guidelines-for-access-to-original-research-materials ALA-SAA Joint Statement on Access: Guidelines for Access to Original Research Materials]<br />
* [http://www.artdealers.org/about/code-of-ethics-and-professional-practices Art Dealers Association of America (ADAA) Code of Ethics and Professional Practices]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Cataloging and Metadata Standards ===<br />
The resources listed below may require registration or subscription for access. While some are freely available online, others are fee-based.<br />
<br />
Jump to: [[#General_4|General]] | [[#Description Standards|Description Standards]] | [[#Encoding Standards|Encoding Standards]]<br />
<br />
==== General ====<br />
* [http://www.loc.gov/standards Standards at the Library of Congress] - A listing of all of the standards maintained by the Library of Congress<br />
* [http://www.getty.edu/research/publications/electronic_publications/intrometadata/crosswalks.html Metadata Standards Crosswalk] - A useful online spreadsheet from Getty that shows how a selection of well-used metadata standards may interact with each other.<br />
* [https://www.loc.gov/marc/marc2dc.html MARC to Dublin Core Crosswalk] - A detailed resource from the Library of Congress to help manage the conversion of metadata from MARC to Dublin Core. A link to the [https://www.loc.gov/marc/dccross.html Dublin Core to MARC Crosswalk] is also available on the page.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case7Final.pdf Standards and Standards Development: The Development of Digital Records Conversion Process (ANSI/ARMA 6-2007)] - A 2008 Case Study from the Society of American Archivists (SAA) that addresses several critical questions about standards in archives.<br />
* [http://www.niso.org/publications/press/understanding_metadata Understanding Metadata: What is Metadata, and What is it For?: A Primer] - A 2017 update by Jenn Riley published by [http://www.niso.org/home/ NISO] Press. Link goes to a PDF version. Additional NISO press resources can be found [http://www.niso.org/publications/press/ here].<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Description Standards ====<br />
* RDA: Resource Description and Access - Cataloging standard that replaced AACR2 and RDA is based on the FRBR (Functional Requirements for Bibliographic Records) and FRAD (Functional Requirements for Authority Data) concept models<br />
** [http://www.loc.gov/aba/rda/ Information from the Library of Congress]<br />
** [https://www.oclc.org/rda/about.en.html Information from OCLC]<br />
** [https://access.rdatoolkit.org/ RDA Toolkit]<br />
* AACR2: Anglo-American Cataloging Rules - Standards to build catalogs in general libraries of all sizes. No longer being updated. Replaced by RDA. Still valid and used by some smaller organizations.<br />
** [http://www.aacr2.org/index.html AACR2 Homepage]<br />
* Describing Archives: A Content Standard (DACS), Second Edition - An output-neutral set of rules for describing archives, personal papers, and manuscript collections that can be used with any encoding standard including [[#MARC21|MARC21]], [[#EAD|EAD]], and [[#EAC|EAC]].<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-describing-archives-a-content-standard-dacs/dacs#.V5fD8q1zUiQ SAA DACS Official page]<br />
* Standards for Archival Description: A Handbook - 1994 Handbook of the Society of American Archivists (SAA) describing technical standards, conventions, and guidelines used by archivists to describe holdings and repositories.<br />
** [http://www.archivists.org/catalog/stds99/index.html SAA page to download the Handbook]<br />
* SNAC: Social Networks and Archival Context - A cooperative in development to create a more collaborative environment for discovering records related to historical persons.<br />
** [http://socialarchive.iath.virginia.edu/ SNAC Prototype Research & Development Cooperative Program]<br />
** [http://www.snaccooperative.org SNAC Prototype Site]<br />
* PREMIS: Preservation Metadata: Implementation Strategies - A data dictionary developed as the international standard for metadata to support the preservation of digital objects and ensure their long-term usability.<br />
** [http://www.loc.gov/standards/premis/ Library of Congress PREMIS Official Web Site]<br />
* PBCORE: Public Broadcasting Metadata Dictionary Project - An XML metadata schema designed for sound and moving images that is both a content and data standard.<br />
** [http://pbcore.org/ PBCore homepage]<br />
** [http://pbcore.org/blog/ PBCore blog]<br />
* The Small Museums Cataguing Manual: A guide to cataloguing object and image collections - 4th edition of the guide (2009) published by Museums Australia (Victoria)<br />
** [http://www.mavic.asn.au/assets/Small_Museums_Cataloguing_Manual_4th.pdf The Small Museums Cataloguing Manual]<br />
* NPS Museum Handbook, Part II: Museum Records - A publication of the National Parks Service, downloadable as a pdf file.<br />
** [https://www.nps.gov/museum/publications/MHII/mushbkII.html NPS Museum Handbook, Part II: Museum Records]<br />
* The FIAF Moving Image Cataloguing Manual - Published by the International Federation of Film Archives ([http://www.fiafnet.org/ FIAF]) Cataloguing and Documentation Commission. Available for free as a pdf download<br />
** [http://www.fiafnet.org/pages/E-Resources/Cataloguing-Manual.html The FIAF Moving Image Cataloguing Manual]<br />
* Cataloging Cultural Objects: A Guide to Describing Cultural Works and Their Images - A data content standard for the cultural heritage community sponsored by the Visual Resources Association Foundation (VRAF)<br />
** [http://cco.vrafoundation.org/ CCO Commons]<br />
[[#toc|Table of Contents]]<br />
<br />
==== Encoding Standards ====<br />
* <div id="MARC21"></div>MARC21 - Encoding standards to make bibliographic and related information machine-readable<br />
** [https://www.loc.gov/marc/ Library of Congress MARC Standards]<br />
* BIBFRAME: Bibliographic Framework Initiative - A new bibliographic encoding standard being developed by the Library of Congress to replace MARC21. The new model is designed to express and link bibliographic data.<br />
** [https://www.loc.gov/bibframe/ Library of Congress BIBFRAME page]<br />
* <div id="EAC"></div>EAC-CPF: Encoded Archival Context - Corporate bodies, Persons, and Families - Extensible Markup Language (XML) Standard for encoding contextual information about persons, corporate bodies, and families. Maintained by the Society of American Archivists (SAA) in partnership with the Berlin State Library.<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-eac-cpf/encoded-archival-context-corporate-bodies-persons-and-families-eac-cpf#.V5I2KfkrJpg SAA EAC-CPF page]<br />
* <div id="EAD"></div>EAD: Encoded Archival Description - Standard for encoding Finding Aids for interoperability in an online environment.<br />
** [http://www.loc.gov/ead/ Library of Congress EAD Official Site]<br />
* DCMI: Dublin Core Metadata Initiative - A set of metadata vocabulary to use with the Resource Description Framework (RDF) and other Linked Data initiatives that follows Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH).<br />
** [http://dublincore.org/ Home page for the Dublin Core Metadata Initiative]<br />
** [http://www.dublincoregenerator.com/ Free Dublin Core Generator]<br />
* MODS: Metadata Object Description Schema - An XML schema for a bibliographic element set that may be used for a vaiety of purposes, and particularly for library applications. Maintained by the Library of Congress.<br />
** [http://www.loc.gov/standards/mods/ Library of Congress MODS page]<br />
* IIIF: International Image Interoperability Framework - An image encoding standard to unlock standard information on the web<br />
** [http://iiif.io/ IIIF Homepage]<br />
* RDF: Resource Description Framework - A framework to describe any internet resource developed by the World Wide Web Consortium (W3C)<br />
** [https://www.w3.org/RDF/ W3C Semantic Web RDF page]<br />
** [https://www.obitko.com/tutorials/ontologies-semantic-web/resource-description-framework.html RDF section on Ontologies and Semantic Web Tutorial]<br />
** [http://www.linkeddatatools.com/semantic-web-basics Introducing Linked Data and the Semantic Web] - Introducing RDF is section 2<br />
* VRA Core - a data standard for the description of works of visual culture as well as the images that document them.<br />
** [http://www.loc.gov/standards/vracore/ Library of Congress official VRA Core website]<br />
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<br />
=== Data Management Tools ===<br />
* [http://www.bitcurator.net/ BitCurator] <br />
* [http://coptr.digipres.org/Main_Page CPOTR: Community Owned Digital Preservation Tool Registry]<br />
* [https://scout.wisc.edu/cwis CWIS: Collection Workflow Integration System] <br />
* [http://www.datawatch.com/gated/data-wrangling/?msrc=GooglePPC-DP-wrang&gclid=CjwKEAjwiMe8BRD0ts3Vtv-ohWgSJAAZurk12EC7fBtj6D9nF-CXKxDkbgmxY8Xu50deWtN1lOgfaRoC0M3w_wcB Data Wrangler]<br />
* [http://www.sno.phy.queensu.ca/~phil/exiftool/ ExifTool] <br />
* [https://www.avpreserve.com/tools/fixity/ Fixity] <br />
* [https://github.com/LibraryOfCongress/bagger Library of Congress Bagger]<br />
* [http://marcedit.reeset.net/ MarcEdit]<br />
* [https://github.com/ISA-tools/OntoMaton OntoMaton]<br />
* [http://ontowiki.net OntoWiki]<br />
* [http://openrefine.org/ Open Refine]<br />
* [https://www.oxygenxml.com/ Oxygen: XML Editor]<br />
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<br />
=== Collection Management Systems ===<br />
The below systems are not an endorsement of the product by CLIR, just suggestions to highlight the range of systems available. This is not a comprehensive list of all systems available. We tried to include low cost and/or open source system options when possible.<br />
<br />
Jump to: [[#How to Choose|How to choose]] | [[#Gallery|Gallery]] | [[#Library|Library]] | [[#Archive|Archive]] | [[#Museum|Museum]] | [[#Online Exhibits|Online Exhibits]]<br />
<br />
==== How to choose ====<br />
SEE ALSO: [[#Selecting_the_best_collection_management_system|1.2 Selecting the Best Content Management System]]<br />
<br />
* [https://www.historyassociates.com/resource/guides/selecting-a-cloud-based-cms/ Selecting a Cloud-Based Museum Collections Management System] - Five area to consider when selecting a system from [https://www.historyassociates.com/ History Associates, Inc.]<br />
* [https://www.historyassociates.com/resource/articles/how-do-we-select-a-collections-management-system/ How Do We Select a Collections Management System?] - An article from [https://www.historyassociates.com/ History Associates, Inc.] on the process of system selection from contacting a vendor to data migration.<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - A downloadable report from [https://www.historyassociates.com/ History Associates, Inc.] to highlight the most common mistakes they've seen when selecting a CMS. Can be applied to all GLAM organizations.<br />
* [https://rowman.com/ISBN/9781442230132/The-Small-Library-Manager%27s-Handbook How to Choose the Right ILS for Your Library] - Chapter in The Small Library Manager's Handbook (book).<br />
* [http://go.gallerysystems.com/feature.html Choosing the Right CMS] - A downloadable guide from [http://www.gallerysystems.com/ GallerySystems] that provides 5 steps for the selection process as well as sample worksheets, checklists, and links to additional resources.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-14-FINAL.pdf Partnering with IT to Identify an Commercial tool for Capturing Archival E-mail of University Executives at the University of Michigan] - A 2013 case study from the Society of American Archivists by Aprille Cooke McKay that discusses partnering with IT to issue an RFP for a new system.<br />
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<br />
==== Gallery ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
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<br />
==== Library ====<br />
* [https://cslainfo.org/?page_id=3735 General recommendations for smaller institutions] - From the Church & Synagogue Library Association<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [http://lucidea.com/inmagic/ Inmagic] <br />
* [https://www.libib.com/ Libib] <br />
* [http://www.libraryworld.com LibraryWorld]<br />
* [http://www.mlasolutions.com Mandarin] <br />
* [http://www.readerware.com/index.php Readerware] <br />
* [http://www.resourcemate.com/ ResourceMate] <br />
* [https://www.librarycat.org/ TinyCat] <br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
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<br />
==== Archive ====<br />
* [http://archiviststoolkit.org/ Archivists’ Toolkit]- Available for download, but no longer being updated<br />
* [http://archivesspace.org/ ArchivesSpace] <br />
* [https://www.accesstomemory.org/en/ AtoM]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://boktowergardens.org/tower-gardens/library-archives/resources/ MS Access Finding Aid Creator] - offered by [https://boktowergardens.org/ Bok Tower Gardens]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
<br />
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[[#toc|Table of Contents]]<br />
<br />
==== Museum ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectionspace.org/ CollectionSpace]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://mukurtu.org/ Mukurtu] - Designed with indigenous communities in mind<br />
* [http://www.museumsoftware.com PastPerfect]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
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[[#toc|Table of Contents]]<br />
<br />
==== Online Exhibits ====<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/emuseum/ eMuseum] <br />
* [https://jekyllrb.com/ Jekyll] <br />
* [https://omeka.org/ OMEKA] <br />
* [http://projectmirador.org/ Mirador] - For collections that support the International Image Interoperability Framework ([http://iiif.io/ IIIF]) API <br />
* [https://wordpress.com/ WordPress]<br />
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[[#toc|Table of Contents]]<br />
<br />
=== Controlled Vocabularies and Thesauri ===<br />
* [http://getty.edu/research/tools/vocabularies/ The Getty Research Institute Vocabularies] <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Committee]<br />
* [http://gawainweaver.com/images/uploads/Photographic%20Process%20Controlled%20Vocabulary_v1.pdf Photographic Process Controlled Vocabulary]<br />
* [http://authorities.loc.gov Library of Congress Authorities]<br />
* [http://id.loc.gov/ LC Linked Data Service: Authorities and Vocabularies] <br />
* [http://www.conservation-wiki.com/wiki/Lexicon_Terms American Institute for Conservation Lexicon Terms]<br />
* [http://www.bgbm.fu-berlin.de/iapt/nomenclature/code/SaintLouis/0000St.Luistitle.htm International Code of Botanical Nomenclature]<br />
* [http://orcid.org/ ORCID] <br />
* [https://app.pch.gc.ca/application/dvp-pvd/appli/descr-eng.php Parks Canada Descriptive and Visual Dictionary of Objects]<br />
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[[#toc|Table of Contents]]<br />
<br />
=== Tutorials and Online Learning ===<br />
There are many options for online learning. The following list is a sampling of free or low cost options to enhance understanding of cataloging and processing techniques.<br />
<br />
* [https://www.youtube.com/playlist?list=PL098F0952877CDE31 Association for Library Collection & Technical Services (ALCTS) YouTube Channel, Cataloging topic]<br />
* [http://www.connectingtocollections.org/archivedigital/ Caring for Digital Materials: Preventing a Digital Dark Age] - A Connecting to Collections Care Webinar Series<br />
* [https://www.codecademy.com/ Codecademy]<br />
* [https://www.oclc.org/support/training/portfolios/cataloging-and-metadata/connexion-client/tutorials.en.html OCLC Tutorials]<br />
* [http://www.oclc.org/support/training/calendars/cataloging-training-calendar.en.html OCLC Cataloging Skills Training Calendar] - Includes some fee based training<br />
* [http://www.oclc.org/support/documentation/cataloging.en.html OCLC documentation, practices, and programs] <br />
* [https://www.carli.illinois.edu/products-services/i-share/cat/basic-cataloging-resources Basic Cataloging Resources from CARLI (Consortium of Academic Research Libraries in Illinois)]<br />
* [https://www.youtube.com/user/LibTec203/videos Cataloging Course] - A YouTube introduction to cataloging by LibTec203]<br />
* [http://librarysciencelist.com/free-online-courses-for-librarians/ 20+ Awesome Free Online Librarian Courses]<br />
* [https://www.webjunction.org/explore-topics/ils-ddb.html WebJunction Integrated Library Systems & Databases Topic] <br />
* [http://online.vraweb.org/cgi/viewcontent.cgi?article=1061&context=vrab FRBR and TMS: Applying a Conceptual Organizational Model for Cataloguing Photographic Archives]<br />
* [http://special-cataloguing.com/cheats SLC Cheat Sheets] - A collection of cataloging cheat sheets for a wide range of material types mostly developed by Mac Elrod and hosted by Special Libraries Cataloging ([http://www.special-cataloguing.com/ SLC]).<br />
* [https://dp.la/info/2015/10/07/new-self-guided-curriculum-for-digitization/ DPLA Curriculum for Digitization] - A self-guided, online learning experience developed by the [https://dp.la/ Digital Public Library of America]. The curriculum is intended for digitization beginners from a variety of cultural heritage institutions.<br />
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<br />
== Overcoming project hurdles: Approaches to identifying and managing collection red flags ==<br />
The resources included in this section are presented to help organizations deal with areas in collections that may present problems and give managers the confidence to move forward with processing.<br />
<br />
Additional information on the February 8, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar5 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p93lcun8g78/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_slides<br />
* Scenarios discussed during the session: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_scenarios/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_transcript/<br />
** Chat 1, Swingate Public Library: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat1/<br />
** Chat 2, Dealing With the Past: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat2/<br />
** Chat 3, Collecting in the Now: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat3/<br />
** Chat 4, Access to Offensive Materials: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat4/<br />
** Chat 5, Community Archives Project: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat5/<br />
** Chat 6, Final Q&A: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat6/<br />
* Evaluation: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
<br />
Jump to:<br />
[[#Creating Policies for Collection Building|Creating Policies for Collection Building]] | [[#Rights, Copyright, and Legal Dilemmas|Rights, Copyright, and Legal Dilemmas]] | [[#Ethics and Social Justice|Ethics and Social Justice]] | [[#Hazardous Materials|Hazardous Materials]] | [[#Culturally Sensitive and Tough Topic Collections|Culturally Sensitive and Tough Topic Collections]] | [[#Sample Projects and Collections|Sample Projects and Collections]]<br />
<br />
<br />
=== Creating Policies for Collection Building ===<br />
SEE ALSO [[#Developing and Evaluating Institutional Documentation|Developing and Evaluating Institutional Documentation]]<br />
* [http://www2.archivists.org/publications/brochures/deeds-of-gift SAA A Guide to Deeds of Gift]<br />
* [http://resource.aaslh.org/view/sample-deed-of-gift/ AASLH StEPS Resource: Sample Deed of Gift]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types hosted by the Florida Association of Museums ([http://www.flamuseums.org/ FAM]) <br />
* [http://www.aam-us.org/docs/default-source/continuum/developing-a-cmp-final.pdf?sfvrsn=4 AAM Reference Guide: Developing a Collections Management Policy]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/collections-stewardship American Alliance of Museums (AAM) Standards Regarding Collections Stewardship]<br />
* [https://www.wisconsinhistory.org/pdfs/la/LIB-WHRAB-Records-Policy-Libraries-WAPL.pdf Creating a Collection Development Policy for Local Historical Records in Public Libraries] - A pdf resource from the [http://www.wisconsinhistory.org/Content.aspx?dsNav=N:4294963828-4294963805&dsRecordDetails=R:CS3558 Wisconsin Historical Records Advisory Board] and the [http://wla.wisconsinlibraries.org/wapl Wisconsin Association of Public Librarians] (April 1998).<br />
* [http://sustainableheritagenetwork.org/collection/support-documents-community-decision-making Support Documents for Community Decision Making] - A collection of documents provided by the [http://sustainableheritagenetwork.org/home Sustainable Heritage Network] that help organizations makes decisions regarding access, circulation, and ownership of cultural materials.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Rights, Copyright, and Legal Dilemmas ===<br />
Resources included are for reference only and do not represent legal advice. Most apply only to U.S. law; other countries may have different rules and guidelines.<br />
<br />
* [http://rightsstatements.org/en/ Digital Public Library (DPL) Rights Statements] <br />
* [http://ohda.matrix.msu.edu/2012/06/a-creative-commons-solution/ Oral History Interviews: “Who Owns Oral History? A Creative Commons Solution,"]<br />
* [http://ohda.matrix.msu.edu/2012/06/major-legal-challenges/ Major Legal Challenges Facing Oral History In The Digital Age] - A detailed 2014 article by John Neuenschwander on the IMLS Oral History in the Digital Age blog. Includes references.<br />
* [http://www.connectingtocollections.org/the_deaccessioning_dilemma_laws_ethics_and_actions/ The Deaccessioning Dilemma: Laws, Ethics, and Actions] - A 2015 Connecting to Collections Care webinar presented by John E. Simmons.<br />
* [http://learn.aaslh.org/event/webinar-steps-lab-1-deaccessioning-the-devils-in-the-details/ Deaccessioning: The Devil’s in the Details] - A webinar in the AASLH StEPs program (fee)<br />
* [http://www2.archivists.org/groups/technical-subcommittee-on-guidelines-for-reappraisal-and-deaccessioning-ts-grd/guidelines-for-reappraisal-and-deaccession SAA Guidelines for Reappraisal and Deaccessioning] - A pdf document from the Society of American Archivists (SAA)<br />
* [http://archive.cmsimpact.org/fair-use/best-practices/code-best-practices-fair-use-academic-and-research-libraries The Code of Best Practices in Fair Use for Academic and Research Libraries] - Can be used as a model to develop institutional policies regarding fair use and online access.<br />
* [http://copyright.cornell.edu/resources/publicdomain.cfm Cornell’s Copyright Term and the Public Domain in the US] - An easy to use chart to reference when particular types of items move into the public domain. Originally published by [http://vivo.cornell.edu/display/individual23436 Peter B. Hirtle] who has published a number of copyright resources. Updated annually.<br />
* [http://fairuse.stanford.edu/charts-and-tools/ Copyright & Fair Use Resources from Stanford University Libraries] - A number of charts and tools discussing copyright, fair use, and best practices.<br />
* [http://fairuse.stanford.edu/overview/website-permissions/websites/ Websites: Five Ways to Stay Out of Trouble] - A resource from the Stanford University Libraries Copyright & Fair Use website dealing specifically with website usage and rights.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - Select "Legal Issues" from the list for an extensive list of related resources.<br />
* [http://www2.archivists.org/publications/brochures/copyright-and-unpublished-material SAA’s Copyright and Unpublished Material: An introduction for Users of Archives and Manuscript Collections] - A downloadable and printable resource that answers basic questions.<br />
* [http://www2.archivists.org/groups/intellectual-property-working-group/well-intentioned-practice-for-putting-digitized-collections-of-unpublished-materials- Well-intentioned Practice for Putting Digitized Collections of Unpublished Materials Online (W-iP)] - A 2011 document developed by [http://www.oclc.org/research.html OCLC Research] and supported by the [http://www2.archivists.org/groups/intellectual-property-working-group SAA's Intellectual Property Working Group] to help move institutions forward with digitization of unpublished archival materials whose rights holders are often difficult to identify and contact.<br />
* [http://www.nemanet.org/nemn/summer-2016/abandonned-property/# Found! Abandoned Property in the Museum] - A New England Museums Now 2016 reprint of a 2013 article from NEMA News on Legal Issues. Authored by Gilbert Whittemore and covers ten clear steps for dealing with undocumented items in collections.<br />
* [http://www2.archivists.org/groups/acquisitions-appraisal-section/abandoned-property-project SAA Abandoned Property Project] - A state-by-state listing of relevant abandoned property legislation compiled by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and updated as required.<br />
* [http://www.ala.org/acrl/standards/security_theft ACRL/RBMS Guidelines Regarding Security and Theft in Special Collections] - Guidelines developed by the Association of College & Research Libraries ([http://www.ala.org/acrl/ ACRL]) and its Rare Books and Manuscript Section ([http://www.ala.org/acrl/aboutacrl/directoryofleadership/sections/rbms/acr-rbmec RBMS]).<br />
* [http://publications.arl.org/rli279/ Research Library Issues (RLI) Special Issue on Special Collections and Archives in the Digital Age] - This June 2012 issue of RLI, published by the Association of Research Libraries ([http://www.arl.org/ ARL]), includes articles on legal matters associated with digitization, Deeds of Gifts, and copyright.<br />
* [http://www.localcontexts.org/ Local Contexts] - An initiative to support Native, First Nations, Aboriginal, and Indigenous communities in the management of their intellectual property within the digital environment by providing strategic resources and practical solutions.<br />
** [http://www.sfu.ca/ipinch/project-components/community-based-initiatives/special-initiative-traditional-knowledge-licensing-an/ Traditional Knowledge Licensing and Labeling Website 1.0] - A description of the creation of Traditional Knowledge (TK) that led to the development of the TK Labels shared in the Local Contexts website. <br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Ethics and Social Justice===<br />
SEE ALSO [[#Institutional Ethics|Institutional Ethics]]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/code-of-ethics/ Code of Ethics and Other Institutional Documents] - A 2013 educational module, including a webinar, from the Florida Connecting to Collections Series presented from the museum (Myriam Springuel) and library (Burt Altman) perspectives.<br />
* [http://archivaria.ca/index.php/archivaria/article/view/13557 From Human Rights to Feminist Ethics: Radical Empathy in the Archives] - A 2016 article by Michelle Caswell and Marika Cifor. Published in Archivaria, a journal of the Association of Canadian Archivists ([http://archivists.ca/ ACA]). Link is to abstract only.<br />
* [https://www.lib.ncsu.edu/social-media-archives-toolkit/legal Social Media Archives Toolkit: Legal and Ethical Implications] - A resource of the North Carolina State University Libraries providing insight into the legal and ethical issues of harvesting social media.<br />
* [https://points.datasociety.net/okcupid-data-release-fiasco-ba0388348cd#.2aoqi7ydb OKCupid data release fiasco: It's time to rethink ethics education] - A 2016 post by Annette Markham that addresses data releases from an ethics educator's perspective.<br />
* [http://cmsimpact.org/resource/beyond-hashtags-ferguson-blacklivesmatter-online-struggle-offline-justice/ Beyond the hashtags: #Ferguson, #Blacklivesmatter, and the online struggle for offline justice] - A 2016 downloadable report written by Deen Feelon, Charlton D. McIlwain, and Meredith D. Clark that analyzes the Black Lives Matter movement online and the implications for using online tools to encourage social and political change.<br />
* [https://news.docnow.io/surveillance-and-social-media-archiving-7ea21b77b807#.iahlvrb8h Surveillance and Social Media Archiving] - A transcript of remarks made by Bergis Jules during the 2016 Library of Congress symposium, Collections as Data: Stewardship and Use Models to Enhance Access. Includes link to slides and the symposium's full agenda.<br />
* [https://papers.ssrn.com/sol3/papers2.cfm?abstract_id=2779647 Where are Human Subjects in Big Data Research? The Emerging Ethics Divide] - A 2016 article by Jacob Metcalf and Kate Crawford published in Big Data and Society (Spring 2016).<br />
* [http://bdes.datasociety.net/wp-content/uploads/2016/10/Ursic-politiwoops.pdf The Right to be Forgotten of the Duty to be Remembered? Twitter data reuse and implications for user privacy] - A 2016 PDF case study by Helena Ursic (Leiden University) written for The Council for Big Data, Ethics, and Society.<br />
* [http://link.springer.com/article/10.1007/s10502-014-9220-6 Toward a survivor-centered approach to records documenting human rights abuse: lessons from community archives] - Link to abstract (full article available for purchase). A 2014 article by Michelle Caswell published in Archival Science.<br />
* [https://aprilhathcock.wordpress.com/2016/11/18/opening-up-the-margins/ Opening up the Margins] - A November 18, 2016 blog post by April Hathcock that combines her remarks at a number of venues about opening up "good scholarship" to marginalized communities.<br />
* [http://zinelibraries.info/code-of-ethics/ Zine Librarians Code of Ethics] - A downloadable (PDF or Word) version of an ethical code as it applies to librarians and archivists that handle zines.<br />
* [https://medium.com/on-archivy/archivesforblacklives-building-a-community-archives-of-police-violence-in-cleveland-93615d777289#.t6wnjelwu #ArchivesForBlackLives: Building a Community Archives of Police Violence in Cleveland] - The text of a 2016 talk by Jarrett M. Drake presented at the Digital Blackness conference on the panel Uploading Black History: Archiving Blacks' Lived Experiences.<br />
* [http://tararobertson.ca/2016/oob/ digitization: just because you can, doesn't mean you should] - A 2016 blog post by Tara Robertson that reflects on the ethics of digitization through the example of a pre-internet lesbian porn magazine that was recently digitized and placed on line.<br />
* [http://link.springer.com/article/10.1007/s10502-012-9180-7 Evidence, memory, identify, and community: four shifting archival paradigms] - Link to abstract (full article available for purchase). A 2013 article by Terry Cook published in Archival Science.<br />
<br />
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<br />
=== Hazardous Materials ===<br />
* [http://cool.conservation-us.org/coolaic/sg/bpg/annual/v24/bp24-13.pdf Archives Conservators Discussion Group 2005: Hazardous Holdings] - A pdf article by Linda Blaser and Susan Peckham summarizing the panel. Printed in The Book and Paper Group Annual 24 (2005), p. 73-83. <br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-7_1439925170012_eng.pdf?WT.contentAuthority=4.4.10 Mercury in Museum Collections] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/7, 2002. Also available online [http://canada.pch.gc.ca/eng/1439925170006 here].<br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-8_1439925170028_eng.pdf?WT.contentAuthority=4.4.10 Lead in Museusm Collections and Heritage Buildings] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/8, 2010. Also available online [http://canada.pch.gc.ca/eng/1439925170022 here].<br />
* [http://www.connectingtocollections.org/arsenic-and-old-lace-controlling-hazardous-collection-materials/ Arsenic and Old Lace: Controlling Hazardous Collection Materials] - A 2016 Connecting to Collections Care Webinar. Page includes links to slides and handouts.<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/08/How-To-Guide-Hazards.pdf Hazards in museum collections: A Collections Care How To Guide] - A pdf guide from SHARE Museums East, Norfolk Museums & Archeology Service, and CollectionsTrust.<br />
* [https://alaskawhitestuffid.wordpress.com/ What’s That White Stuff blog] - A blog sponsored by the Alaska State Museum offering advice about common issues in museums.<br />
* [http://www.loc.gov/preservation/care/film.html Library of Congress Care, Handling, and Storage of Motion Picture Film] - Resources and links from the Library of Congress.<br />
* [http://www.mavic.asn.au/insite/september-october-2012 Museums Australia Vicotoria INSITE, September - October 2012, Dangerous Collections Special Issue] - Includes articles on a variety of tough issues<br />
* [http://opensi.si.edu/index.php/smithsonian/catalog/book/64 Pesticide Mitigation in Museum Collections: Science in Conservation: Proceedings from the MCI Workshop Series] - 2010 publication from the [http://opensi.si.edu/index.php/smithsonian/catalog/series/SCMC Smithsonian Contributions to Museum Conservation series] that addresses the issue of pesticide removal from museum objects.<br />
* [http://anthropology.si.edu/cm/NMNH_Potential_Hazards_Disclosure_Statement_2010.pdf Statement on Potential Hazards (Inherent and Acquired) Associated with Collection Objects] - A 2010 policy statement from the Smithsonian National Museum of Natural History [http://anthropology.si.edu/index.html Department of Anthropology] that can be used as a model for other institutions.<br />
* [https://www.nps.gov/museum/publications/conserveogram/02-10.pdf Hazardous Materials in Your Collection] - National Park Service (NPS) [https://www.nps.gov/museum/publications/conserveogram/cons_toc.html Conserve O Gram] series, August 1998, Number 2/10.<br />
* [http://museumpests.net/ MuseumPests.net] - A product of the Integrated Pest Management Working Group and includes a number of resources for prevention, monitoring, identification, and solutions for pests in collection spaces.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Culturally Sensitive and Tough Topic Collections ===<br />
* [http://www2.nau.edu/libnap-p/protocols.html Protocols for Native American Archival Materials] - The Protocols were developed to provide best practices for culturally responsive care and use of Native American archival and documentary material held by non-tribal organizations. The document reflects a Native American perspective.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - This is a good, brief, article regarding culturally sensitive Native American images in a non-native institution. It very clearly lays out a respectful, real world application of balancing maximum access and respectful consultation.<br />
* [http://ailanet.org/resources/ American Indian Library Association Resources] - A listing of resources compiled by the American Indian Library Association <br />
* [http://canada.pch.gc.ca/eng/1448995219999 Canadian Conservation Institute Caring for Sacred and Culturally Sensitive Objects] - Guidelines developed in 2015 to present key considerations related to sacred and culturally sensitive objects in heritage collections.<br />
* [http://digitalcommons.usu.edu/westernarchives/vol6/iss1/3 Tribal Archives, Traditional Knowledge, and Local Contexts: Why the "s" Matters] - A 2015 article by Kimberly Christen in the Journal of Western Archives ([http://digitalcommons.usu.edu/westernarchives/ JWA] Vol. 6, Iss. 1, Article 3).<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.74.1.4233nv6nv6428521?code=same-site Opening Archives: Respectful Repatriation] - An article by Kimberly Christen published in The American Archivist (Vol. 74, Spring/Summer 2011) examining one collaborative archival project aimed at digitally repatriating and reciprocally curating cultural heritage materials of the Plateau tribes in the Pacific Northwest.<br />
* [https://medium.com/on-archivy/confronting-our-failure-of-care-around-the-legacies-of-marginalized-people-in-the-archives-dc4180397280#.gbb4nqug0 Confronting Our Failure of Care Around the Legacies of Marginalized People in the Archives] - Transcript and select slides from a 2016 talk by Bergis Jules presented at the [http://ndsa.org/ National Digital Stewardship Alliance] annual meeting.<br />
* [http://www.archivists.org/governance/taskforces/0208-NativeAmProtocols-IIIA.pdf Report: Task force to review ''Protocols for Native American Archival Materials''] - A PDF version of the 2008 Society of American Archivists (SAA) report.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - A 2014 Case Study in Archival Ethics by Ellen Ryan and completed for the Society of American Archivists (SAA).<br />
* [https://artmuseumteaching.com/2016/08/31/have-conversations-here/ Have Conversations Here: Supporting Productive Dialogue in Museums] - A 2016 post by Mike Murawski on [https://artmuseumteaching.com/ Art Museum Teaching] discussing the facilitation of conversations in museums about difficult events and topics.<br />
* [http://www.liverpoolmuseums.org.uk/ism/resources/museum_interpretation.aspx Interpreting Transatlantic Slavery: the role of museums] - A 1999 article from the International Slavery Museum by Anthony Tibbles.<br />
* [http://interpretingdifficulthistory.com/ Interpreting Difficult History at Museums and Historic Sites] - Book by Julia Rose <br />
* [http://findingcommunityengagingaudiences.blogspot.com/2013/12/difficult-issues-in-history-museums.html Difficult Issues in History Museums] - A 2013 post on the Finding Community blog.<br />
* [http://www2.archivists.org/sites/all/files/PreservationWorkshopsWithRestrictedResources-CaseStudy1_0.pdf SAA Case Studies on Diversifying the Archival Record] - Case #1: Preservation Workshops with Restricted Resources: Preserving Cham Manuscripts in Vietnam <br />
* [http://aamg-us.org/wp/wp-content/uploads/2015/01/Managing-Museum-Controversy.pdf Museum Best Practices for Managing Controversy] - A pdf document from the Association of Academic Museums and Galleries ([https://www.aamg-us.org/wp/ AAMG])<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Sample Projects and Collections ===<br />
* [http://www.docnow.io/ Documenting the Now] - A collaborative project that aims to respect both the content creator and the potential researcher and seeks to find a user-friendly means of collecting and preserving the digital content of social media.<br />
* [https://www.saada.org/ South Asian American Digital Archive (SAADA)] - An independant, national, non-profit organization working to document, preserve, and share stories representing the voices of South Asian Americans.<br />
* [https://www.lib.utexas.edu/hrdi Human Rights Documentation Initiative (HRDI)] - A long-term preservation effort by the University of Texas Libraries to capture fragile and vulnerable records of human rights struggles worldwide, promote them, and make them accessible for research.<br />
* [https://xfrcollective.wordpress.com/ XFR Collective] - A non-profit organization partnering with many to preserve at-risk audiovisual media by providing low-cost digitization services.<br />
* [http://www.mipops.org/ Moving Image Preservation of Puget Sound (MiPoPs)] - A non-profit organization helping to preserve our cultureal heritage by assisting archives, libraries, and other organizations with the conversion of analog video recordings to digital formats according to archival best practices.<br />
* [http://www.dclibrary.org/labs/memorylab The Memory Lab at DC Public Library] - A service provided to the DC public that allows for personal preservation of AV materials. A model that other organizations can follow.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Closing the loop: Project assessment and leveraging goals for future planning ==<br />
The resources included in this section provide additional information for all other topics and help provide support for sustaining and moving projects into the future.<br />
<br />
Additional information on the February 15, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar6 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p6t0282kmur/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_slides/<br />
* Collaborative Project Template Spreadsheet (.xlsx): https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_template/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_transcript/<br />
** Chat 1, Signs of Trouble: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat1/<br />
** Chat 2, Project ROI: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat2/<br />
** Chat 3, Roadblocks: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat3/<br />
** Chat 4, Celebration: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat4/<br />
** Chat 5, Final Comments: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat5/<br />
* Evaluation: https://www.surveymonkey.com/r/JXMZ36G<br />
<br />
<br />
<br />
=== During the Project ===<br />
* [https://hbr.org/2011/04/strategies-for-learning-from-failure Strategies for Learning from Failure] - An article by Amy C. Edmondson, a version also available in print, Harvard Business Review April 2011.<br />
* [http://www.artscapediy.org/Creative-Placemaking-Toolbox/What-Are-the-Most-Important-Factors-in-a-Successfu.aspx What are the Most Important Factors in a Successful Project?] - A brief Vimeo video from Artscape President and CEO Tim Jones on the crucial elements of project success.<br />
* [https://www.projectsmart.co.uk/avoid-the-same-old-mistakes-by-focussing-on-lessons-learned.php Avoid the Same Old Mistakes by Focusing on Lessons Learned] - A 2014 article by Duncan Haughey that covers 6 essential steps to document lessons learned.<br />
* [http://www2.archivists.org/sites/all/files/AnOnlineExhibit-SAA-CaseStudy_0.pdf An Online Exhibit: A Tale of Triumph and Tribulation] - A 2014 Case Study by Nancy Freeman and Robert B. Riter for the Society of American Archivists (SAA). <br />
* [http://americanarchivist.org/doi/abs/10.17723/aarc.68.2.c741823776k65863?code=same-site More Product, Less Process: Revamping Traditional Archival Processing] - A 2005 article by Mark Greene and Dennis Miller published in The American Archivist, a publication of the Society of American Archivists. Link to abstract, PDF version available for download.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Evaluation and Assessment ===<br />
* [http://www.horizon-research.com/taking-stock-a-practical-guide-to-evaluating-your-own-programs/ Taking Stock: A Practical Guide to Evaluating Your Own Programs] - A 1997 guide written by Sally L. Bond, Sally E. Boyd, and Kathleen A. Rapp written to help community-based organisations improve programs. <br />
* [http://www.wkkf.org/resource-directory/resource/2010/w-k-kellogg-foundation-evaluation-handbook W.K. Kellogg Foundation Evaluation Handbook] - A 2010 tool to help consider evaluation as a relevant and useful program tool. The handbook was written especially for W.K. Kellogg Foundation-funded programs but has broader application possibilities.<br />
* [http://oerl.sri.com/ OERL: Online Evaluation Resource Library] - A resource library designed to collect and make available evaluation plans, instruments, and reports for National Science Foundation (NSF) related projects but has broader application possibilities.<br />
* [https://www2.cdc.gov/cdcup/library/practices_guides/CDC_UP_Project_Close-Out_Practices_Guide.pdf CDC Unified Process Practices Guide: Project Close-out - A 2006 guide that can help organizations practice successful project-close out. <br />
* [http://www.ala.org/rusa/sections/rss/rsssection/rsscomm/rssresstat/prjctassmnteval Project Assessment and Evaluation] - A list of resources compiled by the Referencce and User Services Association ([http://www.ala.org/rusa/ RUSA]), a division of the American Library Association (ALA). <br />
* [https://manoa.hawaii.edu/assessment/workshops/pdf/templates_2009-12.pdf Creating an Assessment Plan & Using Assessment Templates] - A 2009 guide created by the University of Hawaii at Manoa Assessment Office.<br />
* Tutorials for creating Gantt, PERT, and CPM charts<br />
** [https://www.officetimeline.com/gantt-chart-excel How to make Gantt charts in Excel] - A video tutorial with Excel templates for making Gantt charts.<br />
** [https://www.youtube.com/watch?v=oe_Uvf6p4_A Creating a Pert CPM chart using Excel] - A 2012 YouTube video tutorial by Eric Magidson.<br />
** [https://www.youtube.com/watch?v=8NHJTRUiX6A Creating a PERT/CPM Chart using Excel 2016 and the Personal Trainer Case] - A 2016 YouTube video tutorial by Eric Magidson.<br />
* [http://www.pmsolutions.com/audio/PM_Performance_and_Value_List_of_Measures.pdf Measures of Project Management Performance and Value: A Benchmark of Current Business Practices] - A 2005 resource from the Center for Business Practices as part of the Comprehensive List of Measures series. <br />
* [http://www.mclam.com/pdf/Metrics.pdf Environmental Protection: Using Metrics to Track Progress of Community Outreach Programs] - A 2004 guide published by the American Institute of Chemical Engineers to help develop metrics for understanding how well organizations are implementing programs as well as how to improve them.<br />
* [http://www.cioarchives.ca.gov/itpolicy/pdf/PM5.2_Project_Execution_Tracking_and_Monitoring.pdf Project Execution - PM Elements: Tracking and Monitoring Project Performance] - A January 1997 PDF document from the California Chief Information Offices that offers practical solutions for project tracking that can be adapted to other organizations' needs. A part of the Statewide Information Management Manual ([http://www.cioarchives.ca.gov/ITpolicy/SIMM.html SIMM])<br />
* [http://www.businessofgovernment.org/blog/strategies-font-color-redcut-costsfont-and-improve-performance/shared-services-tracking-perform Shared Services: Tracking Performance/Performance Metrics - What Doesn’t Get Measured Doesn’t Get Done] - A 2011 blog post by Jennifer Lotkowski and Adam Jelic on the IBM Center for The Business of Government.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Future Project Planning ===<br />
* [http://resource.aaslh.org/view/engaging-the-grown-ups-a-roundtable-exploring-new-strategies/ Engaging the Grown-Ups: A Roundtable Exploring New Strategies] - An AASLH Audio Recording <br />
* [http://resource.aaslh.org/view/whos-next-succession-planning-and-institutional-health/ Who’s Next? Succession Planning and Institutional Health] - An AASLH Audio Recording<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Developing and Evaluating Institutional Documentation ===<br />
SEE ALSO [[#Creating Policies for Collection Building|Creating Policies for Collection Building]]<br />
<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_48_-_Plan_for_the_Future_You_Want_for_Your_Museum.pdf Plan for the future you want for you museum] - A Technical Bulletin of the Oklahoma Museums Association, July 2009 by Cecil Carter<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types.<br />
* [http://flamuseums.org/professional-development/florida-connecting-to-collections-program/emergency-plans/ Florida Connecting to Collections Emergency Plans] - A self-paced program for all GLAM Institution types<br />
* [http://www.aam-us.org/resources/assessment-programs/core-documents/documents AAM Description of Core Documents] - A listing of important documents suggested by the American Alliance of Museums (AAM) as fundamental for basic professional museum operations.<br />
* [https://www.nsf.gov/publications/pub_summ.jsp?ods_key=nsf02057 The 2002 User-friendly Handbook for Project Evaluation] - A 2002 resource guide in HTML or PDF from the National Science Foundation ([https://www.nsf.gov/ NSF])<br />
* [http://obolinx.com/resources/2013/10/five-project-management-performance-metrics-key-to-successful-project-execution-operational-excellence/ Five Project Management Metrics key to Successful Project Execution - Operational Excellence] - A 2013 post by Kavita Verma shared on [http://obolinx.com/resources/ OBOlinx Tech]. Includes equations and practical examples.<br />
<br />
[[#toc|Table of Contents]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Strategies_for_Advancing_Hidden_Collections&diff=14765Strategies for Advancing Hidden Collections2019-09-10T19:12:03Z<p>Joymbanks: /* Making the most of people: Recruitment, retention, and recognition */</p>
<hr />
<div>This resource library has been prepared for gallery, library, archive, and museum (GLAM) workers engaged in collection processing projects. Compiled by experts from the GLAM communities, the library is arranged to support the content of the CLIR [https://www.clir.org/hiddencollections/sahc Strategies for Advancing Hidden Collections] (SAHC) webinar series. A wide range of solutions and suggestions for a variety of collecting organizations appear below; inclusion of links on this page does not necessarily represent an endorsement of an organization or a product by CLIR or any individual connected with the SAHC project.<br />
<br />
'''Project Coordinator'''<br />
<br />
Joy M. Banks, Consultant<br />
<br />
'''Speakers'''<br />
* Angela Kipp, Collection Manager, TECHNOSEUM and Administrator, [http://world.museumsprojekte.de/ Registrar Trek]<br />
* Rosemary Pleva Flynn, Principal Librarian, Library and Information Services Team Lead, Energy and Environmental Research Center (EERC) at the University of North Dakota<br />
* Sarah Leu, Project Archivist, Historical Society of Pennsylvania<br />
* Beth Knazook, Library Juice Academy and Queen's University<br />
* Jessica Bitely, Director of Preservation Services, Northeast Document Conservation Center (NEDCC)<br />
* Yvonne Ng, Senior Archivist, WITNESS<br />
* Ellen Ryan, Head of Special Collections and Archives and Assistant Professor, Idaho State University<br />
<br />
'''Curriculum Committee'''<br />
* Stephanie Gaub Antequino, Memorabilia Archivist, Planet Hollywood International<br />
* Casey Davis, Project Manager, American Archive of Public Broadcasting<br />
* Tamar Evangelista-Dougherty, Consultant<br />
* Linda Hocking, Curator of Library and Archives, Litchfield Historical Society<br />
* Daniel Johnson, Digital Preservation Librarian, University of Iowa<br />
* Holly Mengel, Manuscripts Cataloging Librarian, University of Pennsylvania<br />
* Matthew Peek, Military Collections Archivist, State Archives of North Carolina<br />
* Kelly Revak, Processing Archivist, Library of Congress<br />
<br />
Additions to this library are welcome. Readers may contribute to its development by [https://wiki.diglib.org/index.php?title=Special:CreateAccount&returnto=Main+Page creating an account], or by sending suggestions to [mailto:cwilliford@clir.org Christa Williford] at CLIR.<br />
<br />
== Where to begin: Basics of project planning for GLAM organizations ==<br />
The resources in this section will help lay the foundation for successful project planning and management.<br />
<br />
Additional information on the January 11, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>Vd4x6nQvu8g</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_transcript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017_Wheretobegin_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat4.pdf General webinar chat] <br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp_chat1.pdf Key Elements of a Project]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat2.pdf Time to Catalog]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat3.pdf Project Management]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar:<br />
https://www.surveymonkey.com/r/L9CYDRQ.<br />
<br />
Jump to:<br />
[[#General|General]] | [[#Selecting the best collection management system|Selecting the best collection management system]] | [[#Collection Prioritization & Assessment|Collection Prioritization & Assessment]] | [[#Workflow|Workflow]] | [[#Project Management Tools|Project Management Tools]]<br />
<br />
=== General ===<br />
* [https://www.clir.org/hiddencollections/meetings/2010HCsymposium.html CLIR 2010 Hidden Collections Symposium]<br />
* [https://www.clir.org/hiddencollections/2015-symposium-unconference/symposium-abstracts CLIR 2015 Hidden Collections Symposium & Unconference]<br />
* [http://registry.clir.org/ CLIR Hidden Collections Registry]<br />
* [https://www.webjunction.org/explore-topics/planning-coordination.html WebJunction Planning & Coordination Topic Page]<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources]<br />
* [http://openglam.org/ OpenGLAM]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Selecting the best collection management system ===<br />
Note: Some of these resources may be dated but can still contain useful information. SEE ALSO [[#Collection_access:_Describing.2C_cataloging.2C_and_processing_with_the_future_in_mind|Collection access: Describing, cataloging, and processing with the future in mind]]<br />
<br />
'''For all institution types'''<br />
* [http://carlibrary.org/CarLibrary-CollectionManagementSystems.htm CarLibrary.org - Collection Management Systems] - A detailed resource discussing all aspects of selecting a management system including a number of links to additional resources. The page also includes a link to a [http://carlibrary.org/CarLibrary-CMS-Table.htm summary table] of a wide range of CMS software systems.<br />
'''For Museums'''<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - Tips on selecting the right museum CMS software from [https://www.historyassociates.com History Associates, Inc.].<br />
* [http://manyonline.org/professional-development/collections-management-software Collections Management Software] - A list with additional information on software systems designed specifically for the museum collection management environment from the [http://manyonline.org Museum Association of New York].<br />
* [http://rcaam.org/cms/wp-content/uploads/2011/05/Graduate-Studies-Thesis-Collections-Management-Elana-Carpinone.pdf Museum Collections Management Systems: One Size Does NOT Fit All] - Masters Thesis by Elana C. Carpinone, Seton Hall University, May 2010<br />
* [http://www.idea.org/blog/2011/04/07/collection-management-systems-museums-and-the-web-2011/ Collection management systems: Museums and the Web 2011] - A listing and explanation of collection management systems represented at the [http://www.museumsandtheweb.com/mw2011.html Museums and the Web 2011] event.<br />
'''For Libraries'''<br />
* The Small Libraries Manager's Handbook, edited by Alice Graves. Includes several chapters on system selection.<br />
'''For Archives'''<br />
* [https://www.clir.org/pubs/reports/spiro/spiro/spiro_Jan13.pdf Archival Management Software] - A report for the Council on Library and Information Resources (CLIR) by Lisa Spiro, January 2009<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Prioritization & Assessment ===<br />
* [http://www.pacsclsurvey.org/ PACSCL Survey Initiative] - Includes information and resources from the Philadelphia Area Consortium of Special Collections Libraries (PACSCL) Consortial Survey Initiative project to assess backlogged archival collections.<br />
* [https://psap.library.illinois.edu/about Preservation Self-Assessment Program (PSAP)] - A free, online tool that helps collection managers prioritize efforts to improve conditions of collections developed by the University of Illinois, University Library through the IMLS<br />
** [https://www.imls.gov/news-events/project-profiles/extending-preservation-self-assessment-option-libraries-archives-and Press Release from IMLS]<br />
* [http://www.oclc.org/content/dam/research/publications/library/2011/2011-07.pdf Taking Stock and Making Hay: Archival Collections Assessment] - A report from OCLC by Martha O'Hara Conway and Merrilee Proffitt, July 2011.<br />
* [http://nationalwomansparty.org/wp-content/uploads/2011/02/Strategy-and-Priorities-for-Cataloging.pdf Strategy and Priorities for Cataloging the National Woman's Party Collection] - A report from the Sewall-Belmont House and Museum that can be used as a sample collection analysis tool<br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Benchmarks in Collections Care] - The resources page provides access to information on Benchmarks in Collection Care as well as the self assessment checklist to aid in establishing realistic colleciton goals. This is a resource provided by the [http://www.collectionstrust.org.uk/ Collections Trust].<br />
* [http://library.columbia.edu/services/preservation/audiosurvey.html Survey Instrument for Audio & Moving Image Collections] - A resource developed by the Columbia University Libraries to inventory and assess audio and moving image materials.<br />
* [http://www.avcompass.bavc.org/ AV Compass] - A free online resource from the [https://www.bavc.org/ Bay Area Video Coalition] to help organize, preserve, and access AV collections.<br />
* [http://library.columbia.edu/services/preservation/survey_tools.html Special Collections Materials Survey Instrument] - A resource developed by the Columbia University Libraries to evaluate under-processed archival collections.<br />
* [http://tools.aaslh.org/steps/ Standards and Excellence Program (StEPs)] - A self-study program developed by the American Association for State and Local History (AASLH) designed specifically for small to mid-sized organizations.<br />
* [http://www.aam-us.org/resources/assessment-programs American Alliance of Museums (AAM) Assessment Programs] - A page describing the Continuum of Excellence to help move organizations towards better stewardship of their collections.<br />
* [https://www.imls.gov/grants/available/collections-assessment-preservation-program-cap IMLS Collections Assessment for Preservation Program (CAP)] - A grant program through the Institute of Museum and Library Services (IMLS). Deadline for applications vary.<br />
* [http://www.digitalpreservation.gov/documents/NDSA_Levels_Archiving_2013.pdf NDSA Levels of Digital Preservation] - Includes explanations and uses for maintaining and preserving digital files in archival settings.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Workflow ===<br />
* [http://www.libraryworkflowexchange.org/about/ Library Workflow Exchange] - A space for libraries to share and find workflows and best practices across institutions.<br />
* [http://digitizingmillerhouseandgarden.tumblr.com/tagged/workflow Workflows from the Documenting Modern Living project] - Examples of workflows from the Documenting Modern Living: Digitizing the Miller House and Garden Collection Tumblr page<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Management Tools ===<br />
* [http://blog.hubspot.com/agency/agency-project-management-tools#sm.0000y44e3e7sifdbt8018ehatkvxc Improve Your Collaboration: 18 Project Management Tools for Marketing Agencies] - Not GLAM specific, but a resource by Jami Oetting on selecting a project management tool with some suggested software.<br />
* [http://www.techworld.com/picture-gallery/startups/10-best-free-project-management-software-programs-3625922/ 14 best free project management software programs 2016: Great project management software tools that don't cost a penny] - By Matt Egan and posted on TechWorld, includes software and brief explanations of each.<br />
* [http://www.projectsmart.com/project-management/introduction.php 21 Ways to Excel at Project Management] - A detailed step by step tool from ProjectSmart for successful project management from beginning to end.<br />
* [http://www.archivejournal.net/issue/3/notes-queries/teaching-librarians-project-management-new-expectations-for-the-digital-age/ Teaching Librarians & Project Management: New Expectations for the Digital Age] - An article by Caro Pinto in the Archives Journal Notes + Queries (Issue 3, Summer 2013) that addresses the changing nature of librarian training to include project management.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Building resources and relationships: Determining what and who you need ==<br />
The resources in this section will help guide project managers through the process of estimating project costs, communicating costs with others, and building relationships for support. <br />
<br />
Additional information on the January 18, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>BTxNqOQsyow</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slideswithtranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_-SAHC2_Pleva-Flynn_Buildingresourcesandrelationships_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat1.pdf Justifying the Existence of GLAMS] <br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat2.pdf What would you do differently?]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat3.pdf Not-Your-Usual Funding Sources]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
Jump to:<br />
[[#General_2|General]] | [[#Buy-in from Board of Directors, Community, Volunteers|Buy-in from Board of Directors, Community, Volunteers]] | [[#Calculating processing time, staff time, and estimating supply costs|Calculating processing time, staff time, and estimating supply costs]] | [[#Communicating to people who need to approve the project|Communicating to people who need to approve the project]] | [[#Funding Sources and Grant Writing|Funding Sources and Grant Writing]]<br />
<br />
=== General ===<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html WebJunction Budgets & Funding Resource Page] - Resources, webinars, and other information on budget planning and development for libraries that can be applied to all GLAM organizations.<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html Connecting to Collections Care Resources Page] - For more information on budgets and increasing collection support, select the ''Increasing Support for Collections Care'' from the list.<br />
* [http://www.mapfornonprofits.org/resources/fund-development/ MAP Resources for Fund Development] - Resources from the [http://www.mapfornonprofits.org/ MAP for Nonprofits], serving nonprofits through provision of consulting and training.<br />
* [http://managementhelp.org/nonprofitfundraising/index.htm Free Management Library All About Nonprofit Fundraising Resources] - A extensive listing of resources for nonprofits from the [http://managementhelp.org/ Free Management Library], a service of Authenticity Consulting, LLC.<br />
* Nonprofit Sustainability: Making Strategic Decisions for Financial Viability - 2010 book by Jeanne Bell, Jan Masaoka, and Steve Zimmerman.<br />
** [https://ssir.org/book_reviews/entry/nonprofit_sustainability_jeanne_bell_jan_masaoka_steve_zimmerman 2011 Review] in the Stanford Social Innovation Review by Jim Schorr<br />
** [http://www.nonprofitsustainability.org/ The Sustainability Mindset] - A 2014 companion book by Jeanne Bell and Steve Zimmerman that offers a step-by-step guide and templates for moving nonprofits toward a sustainable model.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Buy-in from Board of Directors, Community, Volunteers ===<br />
* [http://www.mandywilson.co.uk/data/uploads/pdf/Museums-Community-Involvement-Toolkit.pdf Community Involvement in Museums, Archives and Libraries: Toolkit for improving practice] - A pdf resource developed by COGS (Communities and Organizations - Growth and Support) for Yorkshire Museums Council, 2002. The toolkit includes a number of practical resources and guides for strengthening community involvement.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Calculating processing time, staff time, and estimating supply costs ===<br />
* [http://www.marac.info/assets/documents/marac_technical_leaflet_2.pdf Computing the Total Cost of Archival Processing] - A technical leaflet by Thomas Wilsted produced by the Mid-Atlantic Regional Archives Conference ([http://www.marac.info/ MARAC]), 1989.<br />
* [http://library.gwu.edu/collections/digitize/cost-calculator George Washington University Digitization Cost Calculator] - (unavailable)<br />
* [http://dashboard.diglib.org/ Digitization Cost Calculator] - A project of the [https://wiki.diglib.org/Assessment:Costs Digital Library Federation Assessment Interest Group’s working group on Cost Assessment] that uses community supplied data to help users estimate costs for digitization projects.<br />
* [https://roseelr.files.wordpress.com/2014/04/cost-finding-rose.docx Cost Finding Exercise] - Word Document Download. An exercise by Elizabeth Rose completed during her masters work at Southern Connecticut State University. The exercise considers the direct and indirect costs of processing an archival collection and includes references for additional information.<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.58.1.h9847h1372211l75 Beneficial Shocks: The Place of Processing-Cost Analysis in Archival Administration] - Research article by Paul Ericksen and Robert Shuster from American Archivist, Winter 1995. Includes discussion of both theoretical analysis and practical application.<br />
* [https://minds.wisconsin.edu/bitstream/handle/1793/44723/MA07_1_3.pdf?sequence%E2%80%A6 Rates of Processing Manuscripts and Arhives] - PDF download. An article by Karen Temple Lynch and Thomas E. Lynch from The Midwestern Archivist, p. 25-35, Vol. VII, No. 1, 1982 available through [https://www.jstor.org/journal/midwarch JSTOR]. Provides an analysis of processing rates from various grant proposals and considers how variable levels of processing affect cost.<br />
* [http://beinecke.library.yale.edu/25-processing-estimates Beinecke Rare Book & Manuscript Library (Yale University) Processing Estimates] - A guidelines developed in 2015 to consider the cost to process, arrange, and describe collections of personal papers.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ The Cost of Processing] - A blog post from 2010 by Emily Walters from North Carolina State University Libraries reflecting on estimating costs for their Changing the Landscape: Exposing the Legacy of Modernist Architects and Landscape Architects multi-year project.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ Costs of Cataloging] - A chapter by Felix Reichmann in Library Trends 2 (1953) providing historical context for cataloging cost analysis.<br />
* [https://ejournals.bc.edu/ojs/index.php/ital/article/viewFile/3161/2775 Cost Analysis of an Automated and Manual Cataloging and Book Processing System] - An article by Joselyn Druschel from the Journal of Library Automation (Vol. 14, no. 1, March 1981). Showing the historical argument for automating cataloging and processing to reduce cost.<br />
* [https://journals.ala.org/lrts/article/view/5501/6757 Assessing the Cost and Value of Bibliographic Control] - An article by Erin Stalbert and Christopher Cronin from Library Resources & Technical Services (Vol. 55, No. 3, 2011) published by the Association for Library Collections & Technical Services ([http://www.ala.org/alcts/ ALCTS]). Provides a detailed discussion of the past and present issues with estimating cataloging costs.<br />
* [https://www.liberquarterly.eu/articles/10.18352/lq.8558/ Improving Library Management by Using Cost Analysis Tools: A Case Study for Cataloguing Processes] - Article by Lorena Siguenza-Guzman, Alexandra Van den Abbeele, and Dirk Cattrysse from LIBER Quarterly, the Journal of the Association of European Research Libraries. This was originally presented at the LIBER conference in 2013 and discusses the application of TDABC (Time-Driven Activity-Based Costing) procedures in libraries.<br />
* [https://rbms.info/committees/task_force/metrics_assessment/group-1/cataloging/ RBMS Page on Cataloging] - Includes thoughts and definitions on cataloging from the Rare Books and Manuscripts Section ([https://rbms.info/ RBMS]) of the Association of College and Research Libraries ([http://www.ala.org/acrl/ ACRL]. A discussion of cataloging metrics is included as well as a resource list.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Communicating to people who need to approve the project ===<br />
* [http://enfocussolutions.com/8-best-practices-for-stakeholder-engagement/ 8 Best Practices for Stakeholder Engagement] - An article by John Parker from Enfocus Solutions (2012). Offers practical suggestions to engage and communicate with project stakeholders.<br />
* [http://agilemodeling.com/essays/activeStakeholderParticipation.htm Active Stakeholder Participation: An Agile Best Practice] - A detailed discussion of stakeholder engagement from Agile Modeling including definitions and useful charts.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2013-presentations/programming-on-a-shoestring-budget/ Programming on a Shoestring Budget] - Video presentation from David Mixdorf from South Sioux City Public Library (NE) presented in February 2013 for the Big Talk from Small Libraries online conference.<br />
* [http://www.wkkf.org/resource-directory/resource/2006/01/template-for-strategic-communications-plan Template for Strategic Communications Plan] - Practical template developed for use by the [http://www.wkkf.org/ W.K. Kellogg Foundation] including worksheets to develop a new plan.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case2Final.pdf Defining and Formalizing a Procedure for Archiving the Digital Version of the ''Schedule of Classes'' at the University of Michigan] - A 2008 case study from the Society of American Archivists (SAA) by Nancy Deromedi describing the process of forming an agreement between the university archive and registrar's office to continue the preservation of the schedule of classes after it moved to digital only.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Funding Sources and Grant Writing ===<br />
* [http://www.museumsoftware.com/grants.html Grant Opportunities] - A listing of available grants compiled by Past Perfect Museum Software.<br />
* [https://librarygrants.blogspot.com/ Library Grants blog] - A blog maintained by Stephanie Gerding and Pam MacKellar, authors of [http://www.alastore.ala.org/detail.aspx?ID=4039 Winning Grants: A How-To-Do-It Manual for Librarians with Multimedia Tutorials and Grant Development Tools]. Updated regularly with available opportunities.<br />
* [https://www.imls.gov/grants/available/museums-america IMLS Museums for America grant] - A grant program from the Institute of Museum and Library Services (IMLS) with the goal to "strengthen the ability of an individual museum to serve its public."<br />
* [https://www.neh.gov/grants/preservation/preservation-assistance-grants-smaller-institutions NEH Preservation Assistance Grants (PAG)] - These PAG funds help small and mid-sized institutions improve their ability to preserve and care for significant historical collections.<br />
* [https://www.neh.gov/grants/challenge/creating-humanities-communities Creating Humanities Communities] - A grant program from the NEH to help stimulate and proliferate meaningful humanities activities in underserved areas of the United States and territories. Limited geographic regions qualify.<br />
* [http://www.connectingtocollections.org/funding-collections-care/ Connecting to Collections Care Funding for Collections Care] - A webinar recorded November 2010 presented by Debra Hess Norris and Lee Price. The webinar page also includes related books for additional resources.<br />
* [http://www.connectingtocollections.org/fundraising-for-collections-care/ Connecting to Collections Care Fundraising for Collections Care] - A webinar series recorded in 2013 with sessions on Fundamentals, Finding Support, Cultivating Donors and Members, Writing Proposals, and Creative Fundraising. The series page includes additional links to resources, slides, and sample documents.<br />
* [https://event.on24.com/eventRegistration/EventLobbyServlet?target=reg20.jsp&partnerref=LJWebbestmall150901&eventid=1033500&sessionid=1&key=5EF4833291C07A8F39B02944D8C40810&regTag=&sourcepage=register Funding & Fundraising for Small Libraries] - An on-demand downloadable webinar from the LibraryJournal series Best Practices from America's Best Small Libraries. Presented in 2015 by Mary Beth Stenger and Cheryl Clay (registration required). A review of the webinar is available from [http://www.lminfo.us/blog/funding-and-fundraising-for-small-public-libraries/ Didi Yunginger].<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_46_-_Ten_Points_to_Increase_Your_Grant_Writing_Success.pdf Ten points to increase your grant writing success] - A one page technical bulletin by Cecil Carter from the Oklahoma Museums Association (January 2008).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Making the most of people: Recruitment, retention, and recognition ==<br />
The resources in this section consider how volunteers, interns, and staff fit into the project picture.<br />
<br />
Additional information on the January 25, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>lQs-MlrC6os</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017_SAHC3_Leu_MakingtheMostofPeople_Slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slideswithtranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017_SAHC3_Leu_Makingthemostofpeople_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017-SAHC-Leu_chat1.pdf Strategies for Outreach to Students, Interns, and Volunteers]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-25-2017-SAHC-Leu_chat2.pdf Troubleshooting Concerns about Students, Interns, and Volunteers]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/JRXMV3F<br />
<br />
Jump to:<br />
[[#Teens and Student Workers|Teens and Student Workers]] | [[#Volunteers and Staff|Volunteers and Staff]] | [[#Celebrating Success|Celebrating Success]] | [[#Ethics of Hiring|Ethics of Hiring]]<br />
<br />
=== Teens and Student Workers ===<br />
* [https://olcsmalllibraries.wordpress.com/2010/04/02/no-budget-no-time-no-problem/ No Budget? No Time? No Problem!] - Blog post from the Ohio Library Council by RoseMary Honnold discussing how community teens can be engaged in the work of collections.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2016-presentations/to-the-big-stage-on-a-small-budget-from-special-collections-to-archive-2-0/ To the Big Stage on a Small Budget: From Special Collections to Archive 2.0] - A presentation by Julie Pinnell for the 2016 Big Talk From Small Libraries [http://nlcblogs.nebraska.gov/bigtalk/ online conference] discussing the use of Doane College students to process the college archive.<br />
* [http://newprairiepress.org/culsproceedings/vol1/iss1/8/ Archival Internships: Creating Real World Learning Beyond the Classroom] - An article from the College & University Libraries Section (CULS) of the Kansas Library Association by Lorraine Madway (CULS Proceedings, Vol. 1, 2011, no. 1). Presents findings from the internship program at Wichita State University Libraries and offers practical advice for establishing an internship program.<br />
* [http://cupola.gettysburg.edu/librarypubs/53/ Undergraduate Library Internships and Professional Success] - A downloadable pdf poster by staff at Gettysburg College reporting on the impact undergraduate library internships had on the development of student career goals.<br />
* [http://www.nyarc.org/content/training-future-librarians-and-enhancing-digital-and-print-collections-m-lead-ii-comes Training Future Librarians and Enhancing Digital and Print Collections: M-LEAD II Comes to a Successful End] - A 2015 report by Kim Loconto on the [https://www.imls.gov/ IMLS] funded Museum Library Education and Digitization [M-LEAD] grant which allowed interns to gain a wide range of experiences with practical, hands-on projects.<br />
* [http://www.businessnewsdaily.com/8394-create-internship-program.html Creating a Successful (and Legal) Internship Program] - A 2015 article from Business News Daily by Nicole Fallon Taylor. A basic overview for creating an internship program that will be beneficial to the intern, productive for the organization, and meet current employment laws.<br />
* [http://www2.archivists.org/standards/best-practices-for-internships-as-a-component-of-graduate-archival-education Best Practices for Internships as Components of Graduate Archival Education] - A downloadable best practices guide from the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Volunteers and Staff ===<br />
* [http://www.connectingtocollections.org/archivecollectionscare/ Connecting to Collections Care Staff and Volunteer Management for Collections Care] - Webinar 6 in the Collections Care Basics: Where Do I Begin? webinar series. Originally presented by Donia Conn in 2013. The webinar section contains links to the recording, PowerPoint presentation, and a number of additional readings and resources related to the topic.<br />
* [http://www.slideshare.net/volunteermatch/creating-a-comprehensive-engaging-volunteer-training-program Creating a Comprehensive & Engaging Volunteer Training Program] - A 2013 SlideShare presentation by Jennifer Bennett and Matt Wallace. Hosted by VolunteerMatch Learning Center.<br />
* [http://files.archivists.org/pubs/free/Resources_for_Volunteers-Final-V3.pdf Resources for Volunteer Programs in Archives] - A 2012 joint publication, available as a PDF, from the National Archives and Records Administration (NARA) and the Society of American Archivist (SAA) that provides descriptions of volunteer projects undertaken at various archives as well as a "Tools Shared by Archives" section with examples of volunteer questionnaires and applications, volunteer standards of conduct, volunteer handbook, and additional resources.<br />
* [http://www.connectingtocollections.org/seeding-engagement-and-cultivating-volunteers-through-crowdsourcing/ Seeding Engagement and Cultivating Volunteers through Crowdsourcing] - A Connecting to Collections Care webinar originally presented in July 2016 by Meghan Ferriter. Dr. Ferriter shares the crowdsourcing experience of the [https://transcription.si.edu/ Smithsonian Transcription Center (TC)] and how their experience can be adapted to other projects.<br />
* [http://www.infotoday.com/cilmag/oct14/Zastrow--Crowdsourcing-Cultural-Heritage.shtml Crowdsourcing Cultural Heritage: 'Citizen Archivists' for the future] - A 2014 article by Jan Zastrow published in Computers in Libraries (Vol. 34, No. 8, October 2014).<br />
* [http://alm.axiell.com/infographic-leveraging-volunteers-and-crowdsourcing-digitisation?utm_source=Axiell+ALM+-+Non-Customer+Newsletter&utm_campaign=6f296c7bbf-Prospect+Newsletter+February&utm_medium=email&utm_term=0_00e6b7cbf3-6f296c7bbf-143955453 Leveraging Volunteers and Crowdsourcing for Digitisation] - A February 2017 infographic that shares results of research conducted by [http://mcn.edu/ MCN] and [http://alm.axiell.com/ Axiell] involving over 100 Museums and Archives from around the world.<br />
* Examples of Crowdsourcing volunteer projects:<br />
** [https://www.flickr.com/photos/8623220@N02/ Library of Congress Flickr Feed]<br />
** [https://diyhistory.lib.uiowa.edu University of Iowa DIY History]<br />
** [https://transcription.si.edu Smithsonian Transcription Project]<br />
** [https://www.archives.gov/citizen-archivist/transcribe US National Archives - Citizen Archivist Transcription Project]<br />
* [http://oregonstate.edu/ua/ncs/archives/2010/feb/business-students-raise-funds-haiti-learn-value-%E2%80%98blitz-project%E2%80%99 Business students raise funds for Haiti, learn value of 'blitz project'] - A short 2010 article describing a blitz project by Oregon State University College of Business students.<br />
* Yellowstone National Park Blitz projects<br />
** [https://www.nps.gov/yell/blogs/Using-a-Team-Approach-to-Expose-Yellowstone-s-Hidden-Collections.htm Using a Team Approach to Expose Yellowstone's Hidden Collections] (July 10, 2014), by Anne Foster<br />
** [https://www.nps.gov/yell/blogs/Bringing-Yellowstone-Back-Home-Using-the-Archives-Blitz-as-a-Framework-for-Other-Institutions.htm Bringing Yellowstone Back Home: Using the Archives Blitz as a Framework for Other Institutions] (October 7, 2014), by Anna Trammell<br />
** [https://www.nps.gov/yell/blogs/Keys-to-a-Blissful-Blitz.htm Keys to a Blissful Blitz] (March 12, 2015), by Kiley Hayes<br />
* [http://www.aam-us.org/resources/online-programs/human-resources-webinars Human Resources Recorded Webinars] - A series of webinars from the American Alliance of Museums ([http://www.aam-us.org/home AAM]) on a variety of topics related to staff and volunteers.<br />
* [https://aamv.wildapricot.org/ American Association for Museum Volunteers (AAMV)] - An association supporting the museum volunteer management community. Their website includes some resources freely available to non-members.<br />
* [http://peabody.yale.edu/volunteer Volunteer Page for the Yale Peabody Museum of Natural History] - Provides an example of a well-designed volunteer page including a link to the Yale Peabody volunteer application.<br />
** [http://peabody.yale.edu/sites/default/files/documents/volunteer/volunteer_application_form.pdf Yale Peabody Museum Volunteer application example]<br />
* [http://themuseum.org/sites/default/files/volunteeragreement.pdf Volunteer Code of Ethics and Professional Standards] - A standard from the [http://themuseum.org/ Alexandria Museum of Art] that can be used as a model for other institutions.<br />
* [http://www.connectingtocollections.org/outreach/ Involving the Public in Your Preservation Efforts] - A Connecting to Collections Care webinar from 2013 showcasing work from a number of institutions in celebration of Preservation Week. The page contains links to referenced projects and resources.<br />
* [http://www2.archivists.org/standards/best-practices-for-volunteers-in-archives Best Practices for Volunteers in Archives] - A downloadable resource by the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_45_-_Creating_a_Successful_Volunteer_Program.pdf Building a successful museum volunteer services program] - A technical bulletin by Robbin Davis produced by the Oklahoma Museums Association (July 2007).<br />
* [http://www.wildapricot.com/blogs/newsblog/2015/05/13/top-challenges-with-volunteer-engagement-retention Top Challenges with Volunteer Engagement & Retention] - A 2015 post by Lori Halley on the [http://www.wildapricot.com/academy Wild Apricot Membership Academy] blog that discusses challenges and solutions to some of the most frequent volunteer issues. Also includes links to a Wild Apricot webinar on volunteers and other resources.<br />
* [http://www.wildapricot.com/academy/expert-webinar-series/converting-volunteers-from-joiners-to-stayers Converting Volunteers from Joiners to Stayers] - A 2015 webinar presented by Tobi Johnson as part of the Wild Apricot Expert Webinar Series.<br />
* [https://americanlibrariesmagazine.org/2016/05/31/recruiting-retaining-library-volunteers/ Recruiting and Retaining Volunteers] - A 2016 post by Kaitlin Throgmorton on the American Libraries blog.<br />
* [http://wikis.ala.org/professionaltips/index.php?title=Volunteers ALA Volunteers Wiki] - A wiki page from the American Library Association (ALA) that compiles a number of different resources about volunteers in libraries.<br />
* [http://www.alastore.ala.org/detail.aspx?ID=3069 Managing Library Volunteers, Second Edition] - A 2011 book by Preston Driggers and Eileen Dumas published by the American Library Association. Link goes to the book description in the ALA store.<br />
* [http://www.mcfarlandbooks.com/book-2.php?id=978-0-7864-9780-5 Library Volunteers Welcome! Strategies for Attracting, Retaining, and Making the Most of Willing Helpers] - A 2016 book edited by Carol Smallwood and Lura Sanborn (McFarland & Company). Link goes to the book description on the McFarland website.<br />
* [https://www.taprootplus.org/ Taproot+] - A connection service claiming to be "the best way for nonprofits to find pro bono help and for skilled volunteers to provide it."<br />
* [https://www.serviceleader.org/leaders/firing A Few Pointers on the Unpleasant Topic of Firing Volunteers] - A post by Sarah Jane Rehnborg on the ServiceLeader.org website hosted by the University of Texas at Austin. Other volunteer resources can also be found on this page.<br />
* [http://www.volunteerhub.com/blog/when-helping-hands-hurt-your-cause/ When Helping Hands Hurt your Cause] - A 2008 post by Fonda Kendrick on the VolunteerHub website.<br />
* [http://www.volunteerhub.com/blog/difficult-volunteers/ Dealing with Difficult Volunteers] - A 2014 post by Krista Balbach on the VolunteerHub website. Includes a list of resources.<br />
* [http://nonprofithub.org/featured/break-say-volunteers/ The Break-Up: How to Say No to Volunteers] - A post by Lincoln Arneal on the Nonprofit Hub.<br />
<br />
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[[#toc|Table of Contents]]<br />
<br />
=== Celebrating Success ===<br />
* [http://www.bridging-the-gap.com/join-your-distributed-team-in-virtual-celebration/ How to Celebrate Project Success with a Distributed Team] - A resource compiled with input from a Virtual Facilitators Forum on LinkedIn to help build teams even when members are dispersed.<br />
* [https://thesavvypm.wordpress.com/2008/05/21/how-to-celebrate-success-throughout-your-projects/ How to Celebrate Success Throughout Your Projects] - A 2008 blog post from [https://thesavvypm.wordpress.com/about/ Making Things Happen] on developing an environment of ongoing celebration of success.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Ethics of Hiring ===<br />
* [https://www.shrm.org/about-shrm/pages/bylaws--code-of-ethics.aspx SHRM Code of Ethical and Professional Standards in Human Resource Management] - From the Society for Human Resources Management ([https://www.shrm.org SHRM]), guidelines for ethical Human Resources management. Includes a comprehensive guide for developing your own organizational Code of Ethics.<br />
* [https://www.cornerstoneondemand.com/rework/why-path-good-ethics-starts-human-resources Why the Path to Good Ethics Starts in Human Resources] - A 2013 blog post from Chris MacDonald on Company Culture.<br />
* [http://wiki.wearedynamo.org/index.php/Guidelines_for_Academic_Requesters Guidelines for Academic Requestors] - Guidelines specifically related to the ethical hiring of Turkers through [https://www.mturk.com/mturk/welcome Amazon Mechanical Turk] for outsourced academic projects but could be applied more broadly.<br />
* [http://futureofmuseums.blogspot.com/2016/10/volunteers-and-museum-labor_18.html Volunteers and Museum Labor] - A 2016 blog post by Elizabeth Merritt from the [http://www.aam-us.org/resources/center-for-the-future-of-museums Center for the Future of Museums] (An American Alliance of Museums Initiative) that considers the challenges of volunteers versus professional staff in museums.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Collection access: Describing, cataloging, and processing with the future in mind ==<br />
The resources available in this section try to provide guidance on the sometimes complicated world of description and processing. We understand that while GLAM organizations have many things in common, processing is often handled differently depending on the field. As we learn to work together, we hope that exploring best practices from different areas will help us move towards greater interoperability in the future.<br />
<br />
Additional information on the February 1, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar4 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p3bvg34fflb/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_slides/<br />
* Transcript of presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_transcript/<br />
** Chat 1, What is cataloging? https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat1/<br />
** Chat 2, Cataloging concerns: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat2/<br />
** Chat 3, Legacy Data & You: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat3/<br />
* Evaluation: https://www.surveymonkey.com/r/JT9PCKG<br />
<br />
Jump to:<br />
[[#Communities|Communities]] | [[#General_3|General]] | [[#Institutional Ethics|Institutional Ethics]] | [[#Cataloging and Metadata Standards|Cataloging and Metadata Standards]] | [[#Data Management Tools|Data Management Tools]] | [[#Collection Management Systems|Collection Management Systems]] | [[#Controlled Vocabularies and Thesauri|Controlled Vocabularies and Thesauri]] | [[#Tutorials and Online Learning|Tutorials and Online Learning]]<br />
<br />
=== Communities ===<br />
* [https://listserv.syr.edu/scripts/wa.exe?A0=AUTOCAT AutoCat] - A general cataloging listserv, primarily for libraries but open to everyone.<br />
* [http://listserv.oclc.org/archives/oclc-cat.html OCLCCAT] - An OCLC sponsored cataloging listserv open to everyone.<br />
* [https://docs.google.com/forms/d/e/1FAIpQLSc3WCCi2_03rkbSwGVbE0rQwYFSxvL6THz6GRZY8HAbijaK4w/viewform Metadata Support Group] - A Slack forum sponsored by the Digital Library Federation ([https://www.diglib.org/ DLF]). Requires registration and a Slack account but not membership in DLF. <br />
* [http://www.archivists.org/saagroups/lonearr/resources.asp SAA Lone Arrangers listserv] - Hosted by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and open to members and non-members. <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Community] - A space for those using or interested in using the Nomenclature 4.0 resource from the American Association for State and Local History ([http://www.aaslh.org/ AASLH]).<br />
* [http://www.connectingtocollections.org/groups/connecting-to-collections-care-online-community/forum/ Connecting to Collections Care Forum] - A space to ask questions about collections care and receive answers from peers and forum monitors. Requires registration for participation.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== General ===<br />
* [http://firstmonday.org/article/view/1628/1543 Metadata for All: Descriptive Standards and Metadata Sharing Across Libraries, Archives, and Museums] - An article from [http://firstmonday.org/index First Monday], a peer reviewed journal on the internet, by Mary W. Elings and Gunter Waibel (Vol. 12, No. 3, 5 March 2007).<br />
* [http://www.alastore.ala.org/nealschuman/companionwebsite/metadata-digital-collections/ Metadata for Digital Collections: A How-to-Do-It Manual] - A 2004 book by Steven J. Miller. Link goes to a Companion Website for the manual that includes resources, chapter supplements, and additional information.<br />
* [https://protekvaults.com/the-art-and-science-of-descriptive-metadata/ The art and science of descriptive metadata: Classifying your film archive for identification and discovery] - A general overview, with examples, of metadata by Tim Knapp of [https://protekvaults.com/ PRO-TEK Vaults]<br />
* [http://freeyourmetadata.org/ Linked Data for Libraries, Archives, and Museums] - A book and website on getting the most from your metadata. <br />
* [https://www.clir.org/pubs/reports/spiro/spiro_Jan13.pdf Archival Management Software: A Report for the Council on Library and Information Resources] - A pdf 2009 report for the Council on Library and Information Resources ([https://www.clir.org CLIR]) by Lisa Spiro<br />
* [http://resource.aaslh.org/view/building-digital-archives-lessons-learned-from-four-crowdsourced-online-projects/ AASLH Audio Recording: Building Digital Archives: Lessons Learned From Four Crowdsourced Online Projects] - An audio download of the session from the 2014 Annual Meeting of the [http://www.aaslh.org/ AASLH].<br />
* [http://www.gallerysystems.com/resources/free-resources/ Gallery Systems Free Collections Management Resources] - A collection of free collections management resources compiled by [http://www.gallerysystems.com/ GallerySystems].<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/12/Collections-Access-and-the-use-of-Digital-Technology.pdf Collections Access and the use of technology in museums] - A report by the Norfolk Museums and Archaeology Service, 2012. <br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Collections Trust: Benchmarks in Collections Care] - Self-Assessment checklist developed by [http://www.collectionstrust.org.uk/ Collections Trust] to encourage thinking about collection care activity during the organizations planning cycle.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - An extensive collection of resources arranged by topic.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-15-FINAL.pdf Will They Populate the Boxes? Piloting a Low-Tech Method for Capturing Executive E-mail and a Workflow for preserving It at the University of Michigan] - A 2013 case study by Aprille Cooke McKay published by the Society of American Archivists (SAA) that covers the process of engaging administration in the process of tagging new materials to add to the archive.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Institutional Ethics ===<br />
SEE ALSO [[#Ethics and Social Justice|Ethics and Social Justice]]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/code-of-ethics American Alliance of Museums (AAM) Code of Ethics for Museums]<br />
* [http://www.ala.org/advocacy/proethics American Library Association (ALA) Professional Ethics] <br />
* [http://archivists.org/statements/saa-core-values-statement-and-code-of-ethics Society of American Archivists (SAA) Core Values Statement and Code of Ethics] <br />
* [http://www2.archivists.org/groups/saa-council/ala-saa-joint-statement-on-access-guidelines-for-access-to-original-research-materials ALA-SAA Joint Statement on Access: Guidelines for Access to Original Research Materials]<br />
* [http://www.artdealers.org/about/code-of-ethics-and-professional-practices Art Dealers Association of America (ADAA) Code of Ethics and Professional Practices]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Cataloging and Metadata Standards ===<br />
The resources listed below may require registration or subscription for access. While some are freely available online, others are fee-based.<br />
<br />
Jump to: [[#General_4|General]] | [[#Description Standards|Description Standards]] | [[#Encoding Standards|Encoding Standards]]<br />
<br />
==== General ====<br />
* [http://www.loc.gov/standards Standards at the Library of Congress] - A listing of all of the standards maintained by the Library of Congress<br />
* [http://www.getty.edu/research/publications/electronic_publications/intrometadata/crosswalks.html Metadata Standards Crosswalk] - A useful online spreadsheet from Getty that shows how a selection of well-used metadata standards may interact with each other.<br />
* [https://www.loc.gov/marc/marc2dc.html MARC to Dublin Core Crosswalk] - A detailed resource from the Library of Congress to help manage the conversion of metadata from MARC to Dublin Core. A link to the [https://www.loc.gov/marc/dccross.html Dublin Core to MARC Crosswalk] is also available on the page.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case7Final.pdf Standards and Standards Development: The Development of Digital Records Conversion Process (ANSI/ARMA 6-2007)] - A 2008 Case Study from the Society of American Archivists (SAA) that addresses several critical questions about standards in archives.<br />
* [http://www.niso.org/publications/press/understanding_metadata Understanding Metadata: What is Metadata, and What is it For?: A Primer] - A 2017 update by Jenn Riley published by [http://www.niso.org/home/ NISO] Press. Link goes to a PDF version. Additional NISO press resources can be found [http://www.niso.org/publications/press/ here].<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Description Standards ====<br />
* RDA: Resource Description and Access - Cataloging standard that replaced AACR2 and RDA is based on the FRBR (Functional Requirements for Bibliographic Records) and FRAD (Functional Requirements for Authority Data) concept models<br />
** [http://www.loc.gov/aba/rda/ Information from the Library of Congress]<br />
** [https://www.oclc.org/rda/about.en.html Information from OCLC]<br />
** [https://access.rdatoolkit.org/ RDA Toolkit]<br />
* AACR2: Anglo-American Cataloging Rules - Standards to build catalogs in general libraries of all sizes. No longer being updated. Replaced by RDA. Still valid and used by some smaller organizations.<br />
** [http://www.aacr2.org/index.html AACR2 Homepage]<br />
* Describing Archives: A Content Standard (DACS), Second Edition - An output-neutral set of rules for describing archives, personal papers, and manuscript collections that can be used with any encoding standard including [[#MARC21|MARC21]], [[#EAD|EAD]], and [[#EAC|EAC]].<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-describing-archives-a-content-standard-dacs/dacs#.V5fD8q1zUiQ SAA DACS Official page]<br />
* Standards for Archival Description: A Handbook - 1994 Handbook of the Society of American Archivists (SAA) describing technical standards, conventions, and guidelines used by archivists to describe holdings and repositories.<br />
** [http://www.archivists.org/catalog/stds99/index.html SAA page to download the Handbook]<br />
* SNAC: Social Networks and Archival Context - A cooperative in development to create a more collaborative environment for discovering records related to historical persons.<br />
** [http://socialarchive.iath.virginia.edu/ SNAC Prototype Research & Development Cooperative Program]<br />
** [http://www.snaccooperative.org SNAC Prototype Site]<br />
* PREMIS: Preservation Metadata: Implementation Strategies - A data dictionary developed as the international standard for metadata to support the preservation of digital objects and ensure their long-term usability.<br />
** [http://www.loc.gov/standards/premis/ Library of Congress PREMIS Official Web Site]<br />
* PBCORE: Public Broadcasting Metadata Dictionary Project - An XML metadata schema designed for sound and moving images that is both a content and data standard.<br />
** [http://pbcore.org/ PBCore homepage]<br />
** [http://pbcore.org/blog/ PBCore blog]<br />
* The Small Museums Cataguing Manual: A guide to cataloguing object and image collections - 4th edition of the guide (2009) published by Museums Australia (Victoria)<br />
** [http://www.mavic.asn.au/assets/Small_Museums_Cataloguing_Manual_4th.pdf The Small Museums Cataloguing Manual]<br />
* NPS Museum Handbook, Part II: Museum Records - A publication of the National Parks Service, downloadable as a pdf file.<br />
** [https://www.nps.gov/museum/publications/MHII/mushbkII.html NPS Museum Handbook, Part II: Museum Records]<br />
* The FIAF Moving Image Cataloguing Manual - Published by the International Federation of Film Archives ([http://www.fiafnet.org/ FIAF]) Cataloguing and Documentation Commission. Available for free as a pdf download<br />
** [http://www.fiafnet.org/pages/E-Resources/Cataloguing-Manual.html The FIAF Moving Image Cataloguing Manual]<br />
* Cataloging Cultural Objects: A Guide to Describing Cultural Works and Their Images - A data content standard for the cultural heritage community sponsored by the Visual Resources Association Foundation (VRAF)<br />
** [http://cco.vrafoundation.org/ CCO Commons]<br />
[[#toc|Table of Contents]]<br />
<br />
==== Encoding Standards ====<br />
* <div id="MARC21"></div>MARC21 - Encoding standards to make bibliographic and related information machine-readable<br />
** [https://www.loc.gov/marc/ Library of Congress MARC Standards]<br />
* BIBFRAME: Bibliographic Framework Initiative - A new bibliographic encoding standard being developed by the Library of Congress to replace MARC21. The new model is designed to express and link bibliographic data.<br />
** [https://www.loc.gov/bibframe/ Library of Congress BIBFRAME page]<br />
* <div id="EAC"></div>EAC-CPF: Encoded Archival Context - Corporate bodies, Persons, and Families - Extensible Markup Language (XML) Standard for encoding contextual information about persons, corporate bodies, and families. Maintained by the Society of American Archivists (SAA) in partnership with the Berlin State Library.<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-eac-cpf/encoded-archival-context-corporate-bodies-persons-and-families-eac-cpf#.V5I2KfkrJpg SAA EAC-CPF page]<br />
* <div id="EAD"></div>EAD: Encoded Archival Description - Standard for encoding Finding Aids for interoperability in an online environment.<br />
** [http://www.loc.gov/ead/ Library of Congress EAD Official Site]<br />
* DCMI: Dublin Core Metadata Initiative - A set of metadata vocabulary to use with the Resource Description Framework (RDF) and other Linked Data initiatives that follows Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH).<br />
** [http://dublincore.org/ Home page for the Dublin Core Metadata Initiative]<br />
** [http://www.dublincoregenerator.com/ Free Dublin Core Generator]<br />
* MODS: Metadata Object Description Schema - An XML schema for a bibliographic element set that may be used for a vaiety of purposes, and particularly for library applications. Maintained by the Library of Congress.<br />
** [http://www.loc.gov/standards/mods/ Library of Congress MODS page]<br />
* IIIF: International Image Interoperability Framework - An image encoding standard to unlock standard information on the web<br />
** [http://iiif.io/ IIIF Homepage]<br />
* RDF: Resource Description Framework - A framework to describe any internet resource developed by the World Wide Web Consortium (W3C)<br />
** [https://www.w3.org/RDF/ W3C Semantic Web RDF page]<br />
** [https://www.obitko.com/tutorials/ontologies-semantic-web/resource-description-framework.html RDF section on Ontologies and Semantic Web Tutorial]<br />
** [http://www.linkeddatatools.com/semantic-web-basics Introducing Linked Data and the Semantic Web] - Introducing RDF is section 2<br />
* VRA Core - a data standard for the description of works of visual culture as well as the images that document them.<br />
** [http://www.loc.gov/standards/vracore/ Library of Congress official VRA Core website]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Data Management Tools ===<br />
* [http://www.bitcurator.net/ BitCurator] <br />
* [http://coptr.digipres.org/Main_Page CPOTR: Community Owned Digital Preservation Tool Registry]<br />
* [https://scout.wisc.edu/cwis CWIS: Collection Workflow Integration System] <br />
* [http://www.datawatch.com/gated/data-wrangling/?msrc=GooglePPC-DP-wrang&gclid=CjwKEAjwiMe8BRD0ts3Vtv-ohWgSJAAZurk12EC7fBtj6D9nF-CXKxDkbgmxY8Xu50deWtN1lOgfaRoC0M3w_wcB Data Wrangler]<br />
* [http://www.sno.phy.queensu.ca/~phil/exiftool/ ExifTool] <br />
* [https://www.avpreserve.com/tools/fixity/ Fixity] <br />
* [https://github.com/LibraryOfCongress/bagger Library of Congress Bagger]<br />
* [http://marcedit.reeset.net/ MarcEdit]<br />
* [https://github.com/ISA-tools/OntoMaton OntoMaton]<br />
* [http://ontowiki.net OntoWiki]<br />
* [http://openrefine.org/ Open Refine]<br />
* [https://www.oxygenxml.com/ Oxygen: XML Editor]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Management Systems ===<br />
The below systems are not an endorsement of the product by CLIR, just suggestions to highlight the range of systems available. This is not a comprehensive list of all systems available. We tried to include low cost and/or open source system options when possible.<br />
<br />
Jump to: [[#How to Choose|How to choose]] | [[#Gallery|Gallery]] | [[#Library|Library]] | [[#Archive|Archive]] | [[#Museum|Museum]] | [[#Online Exhibits|Online Exhibits]]<br />
<br />
==== How to choose ====<br />
SEE ALSO: [[#Selecting_the_best_collection_management_system|1.2 Selecting the Best Content Management System]]<br />
<br />
* [https://www.historyassociates.com/resource/guides/selecting-a-cloud-based-cms/ Selecting a Cloud-Based Museum Collections Management System] - Five area to consider when selecting a system from [https://www.historyassociates.com/ History Associates, Inc.]<br />
* [https://www.historyassociates.com/resource/articles/how-do-we-select-a-collections-management-system/ How Do We Select a Collections Management System?] - An article from [https://www.historyassociates.com/ History Associates, Inc.] on the process of system selection from contacting a vendor to data migration.<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - A downloadable report from [https://www.historyassociates.com/ History Associates, Inc.] to highlight the most common mistakes they've seen when selecting a CMS. Can be applied to all GLAM organizations.<br />
* [https://rowman.com/ISBN/9781442230132/The-Small-Library-Manager%27s-Handbook How to Choose the Right ILS for Your Library] - Chapter in The Small Library Manager's Handbook (book).<br />
* [http://go.gallerysystems.com/feature.html Choosing the Right CMS] - A downloadable guide from [http://www.gallerysystems.com/ GallerySystems] that provides 5 steps for the selection process as well as sample worksheets, checklists, and links to additional resources.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-14-FINAL.pdf Partnering with IT to Identify an Commercial tool for Capturing Archival E-mail of University Executives at the University of Michigan] - A 2013 case study from the Society of American Archivists by Aprille Cooke McKay that discusses partnering with IT to issue an RFP for a new system.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Gallery ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
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<br />
==== Library ====<br />
* [https://cslainfo.org/?page_id=3735 General recommendations for smaller institutions] - From the Church & Synagogue Library Association<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [http://lucidea.com/inmagic/ Inmagic] <br />
* [https://www.libib.com/ Libib] <br />
* [http://www.libraryworld.com LibraryWorld]<br />
* [http://www.mlasolutions.com Mandarin] <br />
* [http://www.readerware.com/index.php Readerware] <br />
* [http://www.resourcemate.com/ ResourceMate] <br />
* [https://www.librarycat.org/ TinyCat] <br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
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<br />
==== Archive ====<br />
* [http://archiviststoolkit.org/ Archivists’ Toolkit]- Available for download, but no longer being updated<br />
* [http://archivesspace.org/ ArchivesSpace] <br />
* [https://www.accesstomemory.org/en/ AtoM]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://boktowergardens.org/tower-gardens/library-archives/resources/ MS Access Finding Aid Creator] - offered by [https://boktowergardens.org/ Bok Tower Gardens]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
<br />
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[[#toc|Table of Contents]]<br />
<br />
==== Museum ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectionspace.org/ CollectionSpace]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://mukurtu.org/ Mukurtu] - Designed with indigenous communities in mind<br />
* [http://www.museumsoftware.com PastPerfect]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
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<br />
==== Online Exhibits ====<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/emuseum/ eMuseum] <br />
* [https://jekyllrb.com/ Jekyll] <br />
* [https://omeka.org/ OMEKA] <br />
* [http://projectmirador.org/ Mirador] - For collections that support the International Image Interoperability Framework ([http://iiif.io/ IIIF]) API <br />
* [https://wordpress.com/ WordPress]<br />
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[[#toc|Table of Contents]]<br />
<br />
=== Controlled Vocabularies and Thesauri ===<br />
* [http://getty.edu/research/tools/vocabularies/ The Getty Research Institute Vocabularies] <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Committee]<br />
* [http://gawainweaver.com/images/uploads/Photographic%20Process%20Controlled%20Vocabulary_v1.pdf Photographic Process Controlled Vocabulary]<br />
* [http://authorities.loc.gov Library of Congress Authorities]<br />
* [http://id.loc.gov/ LC Linked Data Service: Authorities and Vocabularies] <br />
* [http://www.conservation-wiki.com/wiki/Lexicon_Terms American Institute for Conservation Lexicon Terms]<br />
* [http://www.bgbm.fu-berlin.de/iapt/nomenclature/code/SaintLouis/0000St.Luistitle.htm International Code of Botanical Nomenclature]<br />
* [http://orcid.org/ ORCID] <br />
* [https://app.pch.gc.ca/application/dvp-pvd/appli/descr-eng.php Parks Canada Descriptive and Visual Dictionary of Objects]<br />
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[[#toc|Table of Contents]]<br />
<br />
=== Tutorials and Online Learning ===<br />
There are many options for online learning. The following list is a sampling of free or low cost options to enhance understanding of cataloging and processing techniques.<br />
<br />
* [https://www.youtube.com/playlist?list=PL098F0952877CDE31 Association for Library Collection & Technical Services (ALCTS) YouTube Channel, Cataloging topic]<br />
* [http://www.connectingtocollections.org/archivedigital/ Caring for Digital Materials: Preventing a Digital Dark Age] - A Connecting to Collections Care Webinar Series<br />
* [https://www.codecademy.com/ Codecademy]<br />
* [https://www.oclc.org/support/training/portfolios/cataloging-and-metadata/connexion-client/tutorials.en.html OCLC Tutorials]<br />
* [http://www.oclc.org/support/training/calendars/cataloging-training-calendar.en.html OCLC Cataloging Skills Training Calendar] - Includes some fee based training<br />
* [http://www.oclc.org/support/documentation/cataloging.en.html OCLC documentation, practices, and programs] <br />
* [https://www.carli.illinois.edu/products-services/i-share/cat/basic-cataloging-resources Basic Cataloging Resources from CARLI (Consortium of Academic Research Libraries in Illinois)]<br />
* [https://www.youtube.com/user/LibTec203/videos Cataloging Course] - A YouTube introduction to cataloging by LibTec203]<br />
* [http://librarysciencelist.com/free-online-courses-for-librarians/ 20+ Awesome Free Online Librarian Courses]<br />
* [https://www.webjunction.org/explore-topics/ils-ddb.html WebJunction Integrated Library Systems & Databases Topic] <br />
* [http://online.vraweb.org/cgi/viewcontent.cgi?article=1061&context=vrab FRBR and TMS: Applying a Conceptual Organizational Model for Cataloguing Photographic Archives]<br />
* [http://special-cataloguing.com/cheats SLC Cheat Sheets] - A collection of cataloging cheat sheets for a wide range of material types mostly developed by Mac Elrod and hosted by Special Libraries Cataloging ([http://www.special-cataloguing.com/ SLC]).<br />
* [https://dp.la/info/2015/10/07/new-self-guided-curriculum-for-digitization/ DPLA Curriculum for Digitization] - A self-guided, online learning experience developed by the [https://dp.la/ Digital Public Library of America]. The curriculum is intended for digitization beginners from a variety of cultural heritage institutions.<br />
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<br />
== Overcoming project hurdles: Approaches to identifying and managing collection red flags ==<br />
The resources included in this section are presented to help organizations deal with areas in collections that may present problems and give managers the confidence to move forward with processing.<br />
<br />
Additional information on the February 8, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar5 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p93lcun8g78/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_slides<br />
* Scenarios discussed during the session: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_scenarios/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_transcript/<br />
** Chat 1, Swingate Public Library: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat1/<br />
** Chat 2, Dealing With the Past: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat2/<br />
** Chat 3, Collecting in the Now: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat3/<br />
** Chat 4, Access to Offensive Materials: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat4/<br />
** Chat 5, Community Archives Project: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat5/<br />
** Chat 6, Final Q&A: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat6/<br />
* Evaluation: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
<br />
Jump to:<br />
[[#Creating Policies for Collection Building|Creating Policies for Collection Building]] | [[#Rights, Copyright, and Legal Dilemmas|Rights, Copyright, and Legal Dilemmas]] | [[#Ethics and Social Justice|Ethics and Social Justice]] | [[#Hazardous Materials|Hazardous Materials]] | [[#Culturally Sensitive and Tough Topic Collections|Culturally Sensitive and Tough Topic Collections]] | [[#Sample Projects and Collections|Sample Projects and Collections]]<br />
<br />
<br />
=== Creating Policies for Collection Building ===<br />
SEE ALSO [[#Developing and Evaluating Institutional Documentation|Developing and Evaluating Institutional Documentation]]<br />
* [http://www2.archivists.org/publications/brochures/deeds-of-gift SAA A Guide to Deeds of Gift]<br />
* [http://resource.aaslh.org/view/sample-deed-of-gift/ AASLH StEPS Resource: Sample Deed of Gift]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types hosted by the Florida Association of Museums ([http://www.flamuseums.org/ FAM]) <br />
* [http://www.aam-us.org/docs/default-source/continuum/developing-a-cmp-final.pdf?sfvrsn=4 AAM Reference Guide: Developing a Collections Management Policy]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/collections-stewardship American Alliance of Museums (AAM) Standards Regarding Collections Stewardship]<br />
* [https://www.wisconsinhistory.org/pdfs/la/LIB-WHRAB-Records-Policy-Libraries-WAPL.pdf Creating a Collection Development Policy for Local Historical Records in Public Libraries] - A pdf resource from the [http://www.wisconsinhistory.org/Content.aspx?dsNav=N:4294963828-4294963805&dsRecordDetails=R:CS3558 Wisconsin Historical Records Advisory Board] and the [http://wla.wisconsinlibraries.org/wapl Wisconsin Association of Public Librarians] (April 1998).<br />
* [http://sustainableheritagenetwork.org/collection/support-documents-community-decision-making Support Documents for Community Decision Making] - A collection of documents provided by the [http://sustainableheritagenetwork.org/home Sustainable Heritage Network] that help organizations makes decisions regarding access, circulation, and ownership of cultural materials.<br />
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<br />
=== Rights, Copyright, and Legal Dilemmas ===<br />
Resources included are for reference only and do not represent legal advice. Most apply only to U.S. law; other countries may have different rules and guidelines.<br />
<br />
* [http://rightsstatements.org/en/ Digital Public Library (DPL) Rights Statements] <br />
* [http://ohda.matrix.msu.edu/2012/06/a-creative-commons-solution/ Oral History Interviews: “Who Owns Oral History? A Creative Commons Solution,"]<br />
* [http://ohda.matrix.msu.edu/2012/06/major-legal-challenges/ Major Legal Challenges Facing Oral History In The Digital Age] - A detailed 2014 article by John Neuenschwander on the IMLS Oral History in the Digital Age blog. Includes references.<br />
* [http://www.connectingtocollections.org/the_deaccessioning_dilemma_laws_ethics_and_actions/ The Deaccessioning Dilemma: Laws, Ethics, and Actions] - A 2015 Connecting to Collections Care webinar presented by John E. Simmons.<br />
* [http://learn.aaslh.org/event/webinar-steps-lab-1-deaccessioning-the-devils-in-the-details/ Deaccessioning: The Devil’s in the Details] - A webinar in the AASLH StEPs program (fee)<br />
* [http://www2.archivists.org/groups/technical-subcommittee-on-guidelines-for-reappraisal-and-deaccessioning-ts-grd/guidelines-for-reappraisal-and-deaccession SAA Guidelines for Reappraisal and Deaccessioning] - A pdf document from the Society of American Archivists (SAA)<br />
* [http://archive.cmsimpact.org/fair-use/best-practices/code-best-practices-fair-use-academic-and-research-libraries The Code of Best Practices in Fair Use for Academic and Research Libraries] - Can be used as a model to develop institutional policies regarding fair use and online access.<br />
* [http://copyright.cornell.edu/resources/publicdomain.cfm Cornell’s Copyright Term and the Public Domain in the US] - An easy to use chart to reference when particular types of items move into the public domain. Originally published by [http://vivo.cornell.edu/display/individual23436 Peter B. Hirtle] who has published a number of copyright resources. Updated annually.<br />
* [http://fairuse.stanford.edu/charts-and-tools/ Copyright & Fair Use Resources from Stanford University Libraries] - A number of charts and tools discussing copyright, fair use, and best practices.<br />
* [http://fairuse.stanford.edu/overview/website-permissions/websites/ Websites: Five Ways to Stay Out of Trouble] - A resource from the Stanford University Libraries Copyright & Fair Use website dealing specifically with website usage and rights.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - Select "Legal Issues" from the list for an extensive list of related resources.<br />
* [http://www2.archivists.org/publications/brochures/copyright-and-unpublished-material SAA’s Copyright and Unpublished Material: An introduction for Users of Archives and Manuscript Collections] - A downloadable and printable resource that answers basic questions.<br />
* [http://www2.archivists.org/groups/intellectual-property-working-group/well-intentioned-practice-for-putting-digitized-collections-of-unpublished-materials- Well-intentioned Practice for Putting Digitized Collections of Unpublished Materials Online (W-iP)] - A 2011 document developed by [http://www.oclc.org/research.html OCLC Research] and supported by the [http://www2.archivists.org/groups/intellectual-property-working-group SAA's Intellectual Property Working Group] to help move institutions forward with digitization of unpublished archival materials whose rights holders are often difficult to identify and contact.<br />
* [http://www.nemanet.org/nemn/summer-2016/abandonned-property/# Found! Abandoned Property in the Museum] - A New England Museums Now 2016 reprint of a 2013 article from NEMA News on Legal Issues. Authored by Gilbert Whittemore and covers ten clear steps for dealing with undocumented items in collections.<br />
* [http://www2.archivists.org/groups/acquisitions-appraisal-section/abandoned-property-project SAA Abandoned Property Project] - A state-by-state listing of relevant abandoned property legislation compiled by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and updated as required.<br />
* [http://www.ala.org/acrl/standards/security_theft ACRL/RBMS Guidelines Regarding Security and Theft in Special Collections] - Guidelines developed by the Association of College & Research Libraries ([http://www.ala.org/acrl/ ACRL]) and its Rare Books and Manuscript Section ([http://www.ala.org/acrl/aboutacrl/directoryofleadership/sections/rbms/acr-rbmec RBMS]).<br />
* [http://publications.arl.org/rli279/ Research Library Issues (RLI) Special Issue on Special Collections and Archives in the Digital Age] - This June 2012 issue of RLI, published by the Association of Research Libraries ([http://www.arl.org/ ARL]), includes articles on legal matters associated with digitization, Deeds of Gifts, and copyright.<br />
* [http://www.localcontexts.org/ Local Contexts] - An initiative to support Native, First Nations, Aboriginal, and Indigenous communities in the management of their intellectual property within the digital environment by providing strategic resources and practical solutions.<br />
** [http://www.sfu.ca/ipinch/project-components/community-based-initiatives/special-initiative-traditional-knowledge-licensing-an/ Traditional Knowledge Licensing and Labeling Website 1.0] - A description of the creation of Traditional Knowledge (TK) that led to the development of the TK Labels shared in the Local Contexts website. <br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Ethics and Social Justice===<br />
SEE ALSO [[#Institutional Ethics|Institutional Ethics]]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/code-of-ethics/ Code of Ethics and Other Institutional Documents] - A 2013 educational module, including a webinar, from the Florida Connecting to Collections Series presented from the museum (Myriam Springuel) and library (Burt Altman) perspectives.<br />
* [http://archivaria.ca/index.php/archivaria/article/view/13557 From Human Rights to Feminist Ethics: Radical Empathy in the Archives] - A 2016 article by Michelle Caswell and Marika Cifor. Published in Archivaria, a journal of the Association of Canadian Archivists ([http://archivists.ca/ ACA]). Link is to abstract only.<br />
* [https://www.lib.ncsu.edu/social-media-archives-toolkit/legal Social Media Archives Toolkit: Legal and Ethical Implications] - A resource of the North Carolina State University Libraries providing insight into the legal and ethical issues of harvesting social media.<br />
* [https://points.datasociety.net/okcupid-data-release-fiasco-ba0388348cd#.2aoqi7ydb OKCupid data release fiasco: It's time to rethink ethics education] - A 2016 post by Annette Markham that addresses data releases from an ethics educator's perspective.<br />
* [http://cmsimpact.org/resource/beyond-hashtags-ferguson-blacklivesmatter-online-struggle-offline-justice/ Beyond the hashtags: #Ferguson, #Blacklivesmatter, and the online struggle for offline justice] - A 2016 downloadable report written by Deen Feelon, Charlton D. McIlwain, and Meredith D. Clark that analyzes the Black Lives Matter movement online and the implications for using online tools to encourage social and political change.<br />
* [https://news.docnow.io/surveillance-and-social-media-archiving-7ea21b77b807#.iahlvrb8h Surveillance and Social Media Archiving] - A transcript of remarks made by Bergis Jules during the 2016 Library of Congress symposium, Collections as Data: Stewardship and Use Models to Enhance Access. Includes link to slides and the symposium's full agenda.<br />
* [https://papers.ssrn.com/sol3/papers2.cfm?abstract_id=2779647 Where are Human Subjects in Big Data Research? The Emerging Ethics Divide] - A 2016 article by Jacob Metcalf and Kate Crawford published in Big Data and Society (Spring 2016).<br />
* [http://bdes.datasociety.net/wp-content/uploads/2016/10/Ursic-politiwoops.pdf The Right to be Forgotten of the Duty to be Remembered? Twitter data reuse and implications for user privacy] - A 2016 PDF case study by Helena Ursic (Leiden University) written for The Council for Big Data, Ethics, and Society.<br />
* [http://link.springer.com/article/10.1007/s10502-014-9220-6 Toward a survivor-centered approach to records documenting human rights abuse: lessons from community archives] - Link to abstract (full article available for purchase). A 2014 article by Michelle Caswell published in Archival Science.<br />
* [https://aprilhathcock.wordpress.com/2016/11/18/opening-up-the-margins/ Opening up the Margins] - A November 18, 2016 blog post by April Hathcock that combines her remarks at a number of venues about opening up "good scholarship" to marginalized communities.<br />
* [http://zinelibraries.info/code-of-ethics/ Zine Librarians Code of Ethics] - A downloadable (PDF or Word) version of an ethical code as it applies to librarians and archivists that handle zines.<br />
* [https://medium.com/on-archivy/archivesforblacklives-building-a-community-archives-of-police-violence-in-cleveland-93615d777289#.t6wnjelwu #ArchivesForBlackLives: Building a Community Archives of Police Violence in Cleveland] - The text of a 2016 talk by Jarrett M. Drake presented at the Digital Blackness conference on the panel Uploading Black History: Archiving Blacks' Lived Experiences.<br />
* [http://tararobertson.ca/2016/oob/ digitization: just because you can, doesn't mean you should] - A 2016 blog post by Tara Robertson that reflects on the ethics of digitization through the example of a pre-internet lesbian porn magazine that was recently digitized and placed on line.<br />
* [http://link.springer.com/article/10.1007/s10502-012-9180-7 Evidence, memory, identify, and community: four shifting archival paradigms] - Link to abstract (full article available for purchase). A 2013 article by Terry Cook published in Archival Science.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Hazardous Materials ===<br />
* [http://cool.conservation-us.org/coolaic/sg/bpg/annual/v24/bp24-13.pdf Archives Conservators Discussion Group 2005: Hazardous Holdings] - A pdf article by Linda Blaser and Susan Peckham summarizing the panel. Printed in The Book and Paper Group Annual 24 (2005), p. 73-83. <br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-7_1439925170012_eng.pdf?WT.contentAuthority=4.4.10 Mercury in Museum Collections] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/7, 2002. Also available online [http://canada.pch.gc.ca/eng/1439925170006 here].<br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-8_1439925170028_eng.pdf?WT.contentAuthority=4.4.10 Lead in Museusm Collections and Heritage Buildings] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/8, 2010. Also available online [http://canada.pch.gc.ca/eng/1439925170022 here].<br />
* [http://www.connectingtocollections.org/arsenic-and-old-lace-controlling-hazardous-collection-materials/ Arsenic and Old Lace: Controlling Hazardous Collection Materials] - A 2016 Connecting to Collections Care Webinar. Page includes links to slides and handouts.<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/08/How-To-Guide-Hazards.pdf Hazards in museum collections: A Collections Care How To Guide] - A pdf guide from SHARE Museums East, Norfolk Museums & Archeology Service, and CollectionsTrust.<br />
* [https://alaskawhitestuffid.wordpress.com/ What’s That White Stuff blog] - A blog sponsored by the Alaska State Museum offering advice about common issues in museums.<br />
* [http://www.loc.gov/preservation/care/film.html Library of Congress Care, Handling, and Storage of Motion Picture Film] - Resources and links from the Library of Congress.<br />
* [http://www.mavic.asn.au/insite/september-october-2012 Museums Australia Vicotoria INSITE, September - October 2012, Dangerous Collections Special Issue] - Includes articles on a variety of tough issues<br />
* [http://opensi.si.edu/index.php/smithsonian/catalog/book/64 Pesticide Mitigation in Museum Collections: Science in Conservation: Proceedings from the MCI Workshop Series] - 2010 publication from the [http://opensi.si.edu/index.php/smithsonian/catalog/series/SCMC Smithsonian Contributions to Museum Conservation series] that addresses the issue of pesticide removal from museum objects.<br />
* [http://anthropology.si.edu/cm/NMNH_Potential_Hazards_Disclosure_Statement_2010.pdf Statement on Potential Hazards (Inherent and Acquired) Associated with Collection Objects] - A 2010 policy statement from the Smithsonian National Museum of Natural History [http://anthropology.si.edu/index.html Department of Anthropology] that can be used as a model for other institutions.<br />
* [https://www.nps.gov/museum/publications/conserveogram/02-10.pdf Hazardous Materials in Your Collection] - National Park Service (NPS) [https://www.nps.gov/museum/publications/conserveogram/cons_toc.html Conserve O Gram] series, August 1998, Number 2/10.<br />
* [http://museumpests.net/ MuseumPests.net] - A product of the Integrated Pest Management Working Group and includes a number of resources for prevention, monitoring, identification, and solutions for pests in collection spaces.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Culturally Sensitive and Tough Topic Collections ===<br />
* [http://www2.nau.edu/libnap-p/protocols.html Protocols for Native American Archival Materials] - The Protocols were developed to provide best practices for culturally responsive care and use of Native American archival and documentary material held by non-tribal organizations. The document reflects a Native American perspective.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - This is a good, brief, article regarding culturally sensitive Native American images in a non-native institution. It very clearly lays out a respectful, real world application of balancing maximum access and respectful consultation.<br />
* [http://ailanet.org/resources/ American Indian Library Association Resources] - A listing of resources compiled by the American Indian Library Association <br />
* [http://canada.pch.gc.ca/eng/1448995219999 Canadian Conservation Institute Caring for Sacred and Culturally Sensitive Objects] - Guidelines developed in 2015 to present key considerations related to sacred and culturally sensitive objects in heritage collections.<br />
* [http://digitalcommons.usu.edu/westernarchives/vol6/iss1/3 Tribal Archives, Traditional Knowledge, and Local Contexts: Why the "s" Matters] - A 2015 article by Kimberly Christen in the Journal of Western Archives ([http://digitalcommons.usu.edu/westernarchives/ JWA] Vol. 6, Iss. 1, Article 3).<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.74.1.4233nv6nv6428521?code=same-site Opening Archives: Respectful Repatriation] - An article by Kimberly Christen published in The American Archivist (Vol. 74, Spring/Summer 2011) examining one collaborative archival project aimed at digitally repatriating and reciprocally curating cultural heritage materials of the Plateau tribes in the Pacific Northwest.<br />
* [https://medium.com/on-archivy/confronting-our-failure-of-care-around-the-legacies-of-marginalized-people-in-the-archives-dc4180397280#.gbb4nqug0 Confronting Our Failure of Care Around the Legacies of Marginalized People in the Archives] - Transcript and select slides from a 2016 talk by Bergis Jules presented at the [http://ndsa.org/ National Digital Stewardship Alliance] annual meeting.<br />
* [http://www.archivists.org/governance/taskforces/0208-NativeAmProtocols-IIIA.pdf Report: Task force to review ''Protocols for Native American Archival Materials''] - A PDF version of the 2008 Society of American Archivists (SAA) report.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - A 2014 Case Study in Archival Ethics by Ellen Ryan and completed for the Society of American Archivists (SAA).<br />
* [https://artmuseumteaching.com/2016/08/31/have-conversations-here/ Have Conversations Here: Supporting Productive Dialogue in Museums] - A 2016 post by Mike Murawski on [https://artmuseumteaching.com/ Art Museum Teaching] discussing the facilitation of conversations in museums about difficult events and topics.<br />
* [http://www.liverpoolmuseums.org.uk/ism/resources/museum_interpretation.aspx Interpreting Transatlantic Slavery: the role of museums] - A 1999 article from the International Slavery Museum by Anthony Tibbles.<br />
* [http://interpretingdifficulthistory.com/ Interpreting Difficult History at Museums and Historic Sites] - Book by Julia Rose <br />
* [http://findingcommunityengagingaudiences.blogspot.com/2013/12/difficult-issues-in-history-museums.html Difficult Issues in History Museums] - A 2013 post on the Finding Community blog.<br />
* [http://www2.archivists.org/sites/all/files/PreservationWorkshopsWithRestrictedResources-CaseStudy1_0.pdf SAA Case Studies on Diversifying the Archival Record] - Case #1: Preservation Workshops with Restricted Resources: Preserving Cham Manuscripts in Vietnam <br />
* [http://aamg-us.org/wp/wp-content/uploads/2015/01/Managing-Museum-Controversy.pdf Museum Best Practices for Managing Controversy] - A pdf document from the Association of Academic Museums and Galleries ([https://www.aamg-us.org/wp/ AAMG])<br />
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[[#toc|Table of Contents]]<br />
<br />
=== Sample Projects and Collections ===<br />
* [http://www.docnow.io/ Documenting the Now] - A collaborative project that aims to respect both the content creator and the potential researcher and seeks to find a user-friendly means of collecting and preserving the digital content of social media.<br />
* [https://www.saada.org/ South Asian American Digital Archive (SAADA)] - An independant, national, non-profit organization working to document, preserve, and share stories representing the voices of South Asian Americans.<br />
* [https://www.lib.utexas.edu/hrdi Human Rights Documentation Initiative (HRDI)] - A long-term preservation effort by the University of Texas Libraries to capture fragile and vulnerable records of human rights struggles worldwide, promote them, and make them accessible for research.<br />
* [https://xfrcollective.wordpress.com/ XFR Collective] - A non-profit organization partnering with many to preserve at-risk audiovisual media by providing low-cost digitization services.<br />
* [http://www.mipops.org/ Moving Image Preservation of Puget Sound (MiPoPs)] - A non-profit organization helping to preserve our cultureal heritage by assisting archives, libraries, and other organizations with the conversion of analog video recordings to digital formats according to archival best practices.<br />
* [http://www.dclibrary.org/labs/memorylab The Memory Lab at DC Public Library] - A service provided to the DC public that allows for personal preservation of AV materials. A model that other organizations can follow.<br />
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[[#toc|Table of Contents]]<br />
<br />
== Closing the loop: Project assessment and leveraging goals for future planning ==<br />
The resources included in this section provide additional information for all other topics and help provide support for sustaining and moving projects into the future.<br />
<br />
Additional information on the February 15, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar6 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p6t0282kmur/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_slides/<br />
* Collaborative Project Template Spreadsheet (.xlsx): https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_template/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_transcript/<br />
** Chat 1, Signs of Trouble: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat1/<br />
** Chat 2, Project ROI: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat2/<br />
** Chat 3, Roadblocks: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat3/<br />
** Chat 4, Celebration: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat4/<br />
** Chat 5, Final Comments: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat5/<br />
* Evaluation: https://www.surveymonkey.com/r/JXMZ36G<br />
<br />
<br />
<br />
=== During the Project ===<br />
* [https://hbr.org/2011/04/strategies-for-learning-from-failure Strategies for Learning from Failure] - An article by Amy C. Edmondson, a version also available in print, Harvard Business Review April 2011.<br />
* [http://www.artscapediy.org/Creative-Placemaking-Toolbox/What-Are-the-Most-Important-Factors-in-a-Successfu.aspx What are the Most Important Factors in a Successful Project?] - A brief Vimeo video from Artscape President and CEO Tim Jones on the crucial elements of project success.<br />
* [https://www.projectsmart.co.uk/avoid-the-same-old-mistakes-by-focussing-on-lessons-learned.php Avoid the Same Old Mistakes by Focusing on Lessons Learned] - A 2014 article by Duncan Haughey that covers 6 essential steps to document lessons learned.<br />
* [http://www2.archivists.org/sites/all/files/AnOnlineExhibit-SAA-CaseStudy_0.pdf An Online Exhibit: A Tale of Triumph and Tribulation] - A 2014 Case Study by Nancy Freeman and Robert B. Riter for the Society of American Archivists (SAA). <br />
* [http://americanarchivist.org/doi/abs/10.17723/aarc.68.2.c741823776k65863?code=same-site More Product, Less Process: Revamping Traditional Archival Processing] - A 2005 article by Mark Greene and Dennis Miller published in The American Archivist, a publication of the Society of American Archivists. Link to abstract, PDF version available for download.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Evaluation and Assessment ===<br />
* [http://www.horizon-research.com/taking-stock-a-practical-guide-to-evaluating-your-own-programs/ Taking Stock: A Practical Guide to Evaluating Your Own Programs] - A 1997 guide written by Sally L. Bond, Sally E. Boyd, and Kathleen A. Rapp written to help community-based organisations improve programs. <br />
* [http://www.wkkf.org/resource-directory/resource/2010/w-k-kellogg-foundation-evaluation-handbook W.K. Kellogg Foundation Evaluation Handbook] - A 2010 tool to help consider evaluation as a relevant and useful program tool. The handbook was written especially for W.K. Kellogg Foundation-funded programs but has broader application possibilities.<br />
* [http://oerl.sri.com/ OERL: Online Evaluation Resource Library] - A resource library designed to collect and make available evaluation plans, instruments, and reports for National Science Foundation (NSF) related projects but has broader application possibilities.<br />
* [https://www2.cdc.gov/cdcup/library/practices_guides/CDC_UP_Project_Close-Out_Practices_Guide.pdf CDC Unified Process Practices Guide: Project Close-out - A 2006 guide that can help organizations practice successful project-close out. <br />
* [http://www.ala.org/rusa/sections/rss/rsssection/rsscomm/rssresstat/prjctassmnteval Project Assessment and Evaluation] - A list of resources compiled by the Referencce and User Services Association ([http://www.ala.org/rusa/ RUSA]), a division of the American Library Association (ALA). <br />
* [https://manoa.hawaii.edu/assessment/workshops/pdf/templates_2009-12.pdf Creating an Assessment Plan & Using Assessment Templates] - A 2009 guide created by the University of Hawaii at Manoa Assessment Office.<br />
* Tutorials for creating Gantt, PERT, and CPM charts<br />
** [https://www.officetimeline.com/gantt-chart-excel How to make Gantt charts in Excel] - A video tutorial with Excel templates for making Gantt charts.<br />
** [https://www.youtube.com/watch?v=oe_Uvf6p4_A Creating a Pert CPM chart using Excel] - A 2012 YouTube video tutorial by Eric Magidson.<br />
** [https://www.youtube.com/watch?v=8NHJTRUiX6A Creating a PERT/CPM Chart using Excel 2016 and the Personal Trainer Case] - A 2016 YouTube video tutorial by Eric Magidson.<br />
* [http://www.pmsolutions.com/audio/PM_Performance_and_Value_List_of_Measures.pdf Measures of Project Management Performance and Value: A Benchmark of Current Business Practices] - A 2005 resource from the Center for Business Practices as part of the Comprehensive List of Measures series. <br />
* [http://www.mclam.com/pdf/Metrics.pdf Environmental Protection: Using Metrics to Track Progress of Community Outreach Programs] - A 2004 guide published by the American Institute of Chemical Engineers to help develop metrics for understanding how well organizations are implementing programs as well as how to improve them.<br />
* [http://www.cioarchives.ca.gov/itpolicy/pdf/PM5.2_Project_Execution_Tracking_and_Monitoring.pdf Project Execution - PM Elements: Tracking and Monitoring Project Performance] - A January 1997 PDF document from the California Chief Information Offices that offers practical solutions for project tracking that can be adapted to other organizations' needs. A part of the Statewide Information Management Manual ([http://www.cioarchives.ca.gov/ITpolicy/SIMM.html SIMM])<br />
* [http://www.businessofgovernment.org/blog/strategies-font-color-redcut-costsfont-and-improve-performance/shared-services-tracking-perform Shared Services: Tracking Performance/Performance Metrics - What Doesn’t Get Measured Doesn’t Get Done] - A 2011 blog post by Jennifer Lotkowski and Adam Jelic on the IBM Center for The Business of Government.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Future Project Planning ===<br />
* [http://resource.aaslh.org/view/engaging-the-grown-ups-a-roundtable-exploring-new-strategies/ Engaging the Grown-Ups: A Roundtable Exploring New Strategies] - An AASLH Audio Recording <br />
* [http://resource.aaslh.org/view/whos-next-succession-planning-and-institutional-health/ Who’s Next? Succession Planning and Institutional Health] - An AASLH Audio Recording<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Developing and Evaluating Institutional Documentation ===<br />
SEE ALSO [[#Creating Policies for Collection Building|Creating Policies for Collection Building]]<br />
<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_48_-_Plan_for_the_Future_You_Want_for_Your_Museum.pdf Plan for the future you want for you museum] - A Technical Bulletin of the Oklahoma Museums Association, July 2009 by Cecil Carter<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types.<br />
* [http://flamuseums.org/professional-development/florida-connecting-to-collections-program/emergency-plans/ Florida Connecting to Collections Emergency Plans] - A self-paced program for all GLAM Institution types<br />
* [http://www.aam-us.org/resources/assessment-programs/core-documents/documents AAM Description of Core Documents] - A listing of important documents suggested by the American Alliance of Museums (AAM) as fundamental for basic professional museum operations.<br />
* [https://www.nsf.gov/publications/pub_summ.jsp?ods_key=nsf02057 The 2002 User-friendly Handbook for Project Evaluation] - A 2002 resource guide in HTML or PDF from the National Science Foundation ([https://www.nsf.gov/ NSF])<br />
* [http://obolinx.com/resources/2013/10/five-project-management-performance-metrics-key-to-successful-project-execution-operational-excellence/ Five Project Management Metrics key to Successful Project Execution - Operational Excellence] - A 2013 post by Kavita Verma shared on [http://obolinx.com/resources/ OBOlinx Tech]. Includes equations and practical examples.<br />
<br />
[[#toc|Table of Contents]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Strategies_for_Advancing_Hidden_Collections&diff=14764Strategies for Advancing Hidden Collections2019-09-10T19:03:57Z<p>Joymbanks: /* Building resources and relationships: Determining what and who you need */</p>
<hr />
<div>This resource library has been prepared for gallery, library, archive, and museum (GLAM) workers engaged in collection processing projects. Compiled by experts from the GLAM communities, the library is arranged to support the content of the CLIR [https://www.clir.org/hiddencollections/sahc Strategies for Advancing Hidden Collections] (SAHC) webinar series. A wide range of solutions and suggestions for a variety of collecting organizations appear below; inclusion of links on this page does not necessarily represent an endorsement of an organization or a product by CLIR or any individual connected with the SAHC project.<br />
<br />
'''Project Coordinator'''<br />
<br />
Joy M. Banks, Consultant<br />
<br />
'''Speakers'''<br />
* Angela Kipp, Collection Manager, TECHNOSEUM and Administrator, [http://world.museumsprojekte.de/ Registrar Trek]<br />
* Rosemary Pleva Flynn, Principal Librarian, Library and Information Services Team Lead, Energy and Environmental Research Center (EERC) at the University of North Dakota<br />
* Sarah Leu, Project Archivist, Historical Society of Pennsylvania<br />
* Beth Knazook, Library Juice Academy and Queen's University<br />
* Jessica Bitely, Director of Preservation Services, Northeast Document Conservation Center (NEDCC)<br />
* Yvonne Ng, Senior Archivist, WITNESS<br />
* Ellen Ryan, Head of Special Collections and Archives and Assistant Professor, Idaho State University<br />
<br />
'''Curriculum Committee'''<br />
* Stephanie Gaub Antequino, Memorabilia Archivist, Planet Hollywood International<br />
* Casey Davis, Project Manager, American Archive of Public Broadcasting<br />
* Tamar Evangelista-Dougherty, Consultant<br />
* Linda Hocking, Curator of Library and Archives, Litchfield Historical Society<br />
* Daniel Johnson, Digital Preservation Librarian, University of Iowa<br />
* Holly Mengel, Manuscripts Cataloging Librarian, University of Pennsylvania<br />
* Matthew Peek, Military Collections Archivist, State Archives of North Carolina<br />
* Kelly Revak, Processing Archivist, Library of Congress<br />
<br />
Additions to this library are welcome. Readers may contribute to its development by [https://wiki.diglib.org/index.php?title=Special:CreateAccount&returnto=Main+Page creating an account], or by sending suggestions to [mailto:cwilliford@clir.org Christa Williford] at CLIR.<br />
<br />
== Where to begin: Basics of project planning for GLAM organizations ==<br />
The resources in this section will help lay the foundation for successful project planning and management.<br />
<br />
Additional information on the January 11, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>Vd4x6nQvu8g</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_transcript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017_Wheretobegin_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat4.pdf General webinar chat] <br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp_chat1.pdf Key Elements of a Project]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat2.pdf Time to Catalog]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat3.pdf Project Management]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar:<br />
https://www.surveymonkey.com/r/L9CYDRQ.<br />
<br />
Jump to:<br />
[[#General|General]] | [[#Selecting the best collection management system|Selecting the best collection management system]] | [[#Collection Prioritization & Assessment|Collection Prioritization & Assessment]] | [[#Workflow|Workflow]] | [[#Project Management Tools|Project Management Tools]]<br />
<br />
=== General ===<br />
* [https://www.clir.org/hiddencollections/meetings/2010HCsymposium.html CLIR 2010 Hidden Collections Symposium]<br />
* [https://www.clir.org/hiddencollections/2015-symposium-unconference/symposium-abstracts CLIR 2015 Hidden Collections Symposium & Unconference]<br />
* [http://registry.clir.org/ CLIR Hidden Collections Registry]<br />
* [https://www.webjunction.org/explore-topics/planning-coordination.html WebJunction Planning & Coordination Topic Page]<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources]<br />
* [http://openglam.org/ OpenGLAM]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Selecting the best collection management system ===<br />
Note: Some of these resources may be dated but can still contain useful information. SEE ALSO [[#Collection_access:_Describing.2C_cataloging.2C_and_processing_with_the_future_in_mind|Collection access: Describing, cataloging, and processing with the future in mind]]<br />
<br />
'''For all institution types'''<br />
* [http://carlibrary.org/CarLibrary-CollectionManagementSystems.htm CarLibrary.org - Collection Management Systems] - A detailed resource discussing all aspects of selecting a management system including a number of links to additional resources. The page also includes a link to a [http://carlibrary.org/CarLibrary-CMS-Table.htm summary table] of a wide range of CMS software systems.<br />
'''For Museums'''<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - Tips on selecting the right museum CMS software from [https://www.historyassociates.com History Associates, Inc.].<br />
* [http://manyonline.org/professional-development/collections-management-software Collections Management Software] - A list with additional information on software systems designed specifically for the museum collection management environment from the [http://manyonline.org Museum Association of New York].<br />
* [http://rcaam.org/cms/wp-content/uploads/2011/05/Graduate-Studies-Thesis-Collections-Management-Elana-Carpinone.pdf Museum Collections Management Systems: One Size Does NOT Fit All] - Masters Thesis by Elana C. Carpinone, Seton Hall University, May 2010<br />
* [http://www.idea.org/blog/2011/04/07/collection-management-systems-museums-and-the-web-2011/ Collection management systems: Museums and the Web 2011] - A listing and explanation of collection management systems represented at the [http://www.museumsandtheweb.com/mw2011.html Museums and the Web 2011] event.<br />
'''For Libraries'''<br />
* The Small Libraries Manager's Handbook, edited by Alice Graves. Includes several chapters on system selection.<br />
'''For Archives'''<br />
* [https://www.clir.org/pubs/reports/spiro/spiro/spiro_Jan13.pdf Archival Management Software] - A report for the Council on Library and Information Resources (CLIR) by Lisa Spiro, January 2009<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Prioritization & Assessment ===<br />
* [http://www.pacsclsurvey.org/ PACSCL Survey Initiative] - Includes information and resources from the Philadelphia Area Consortium of Special Collections Libraries (PACSCL) Consortial Survey Initiative project to assess backlogged archival collections.<br />
* [https://psap.library.illinois.edu/about Preservation Self-Assessment Program (PSAP)] - A free, online tool that helps collection managers prioritize efforts to improve conditions of collections developed by the University of Illinois, University Library through the IMLS<br />
** [https://www.imls.gov/news-events/project-profiles/extending-preservation-self-assessment-option-libraries-archives-and Press Release from IMLS]<br />
* [http://www.oclc.org/content/dam/research/publications/library/2011/2011-07.pdf Taking Stock and Making Hay: Archival Collections Assessment] - A report from OCLC by Martha O'Hara Conway and Merrilee Proffitt, July 2011.<br />
* [http://nationalwomansparty.org/wp-content/uploads/2011/02/Strategy-and-Priorities-for-Cataloging.pdf Strategy and Priorities for Cataloging the National Woman's Party Collection] - A report from the Sewall-Belmont House and Museum that can be used as a sample collection analysis tool<br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Benchmarks in Collections Care] - The resources page provides access to information on Benchmarks in Collection Care as well as the self assessment checklist to aid in establishing realistic colleciton goals. This is a resource provided by the [http://www.collectionstrust.org.uk/ Collections Trust].<br />
* [http://library.columbia.edu/services/preservation/audiosurvey.html Survey Instrument for Audio & Moving Image Collections] - A resource developed by the Columbia University Libraries to inventory and assess audio and moving image materials.<br />
* [http://www.avcompass.bavc.org/ AV Compass] - A free online resource from the [https://www.bavc.org/ Bay Area Video Coalition] to help organize, preserve, and access AV collections.<br />
* [http://library.columbia.edu/services/preservation/survey_tools.html Special Collections Materials Survey Instrument] - A resource developed by the Columbia University Libraries to evaluate under-processed archival collections.<br />
* [http://tools.aaslh.org/steps/ Standards and Excellence Program (StEPs)] - A self-study program developed by the American Association for State and Local History (AASLH) designed specifically for small to mid-sized organizations.<br />
* [http://www.aam-us.org/resources/assessment-programs American Alliance of Museums (AAM) Assessment Programs] - A page describing the Continuum of Excellence to help move organizations towards better stewardship of their collections.<br />
* [https://www.imls.gov/grants/available/collections-assessment-preservation-program-cap IMLS Collections Assessment for Preservation Program (CAP)] - A grant program through the Institute of Museum and Library Services (IMLS). Deadline for applications vary.<br />
* [http://www.digitalpreservation.gov/documents/NDSA_Levels_Archiving_2013.pdf NDSA Levels of Digital Preservation] - Includes explanations and uses for maintaining and preserving digital files in archival settings.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Workflow ===<br />
* [http://www.libraryworkflowexchange.org/about/ Library Workflow Exchange] - A space for libraries to share and find workflows and best practices across institutions.<br />
* [http://digitizingmillerhouseandgarden.tumblr.com/tagged/workflow Workflows from the Documenting Modern Living project] - Examples of workflows from the Documenting Modern Living: Digitizing the Miller House and Garden Collection Tumblr page<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Management Tools ===<br />
* [http://blog.hubspot.com/agency/agency-project-management-tools#sm.0000y44e3e7sifdbt8018ehatkvxc Improve Your Collaboration: 18 Project Management Tools for Marketing Agencies] - Not GLAM specific, but a resource by Jami Oetting on selecting a project management tool with some suggested software.<br />
* [http://www.techworld.com/picture-gallery/startups/10-best-free-project-management-software-programs-3625922/ 14 best free project management software programs 2016: Great project management software tools that don't cost a penny] - By Matt Egan and posted on TechWorld, includes software and brief explanations of each.<br />
* [http://www.projectsmart.com/project-management/introduction.php 21 Ways to Excel at Project Management] - A detailed step by step tool from ProjectSmart for successful project management from beginning to end.<br />
* [http://www.archivejournal.net/issue/3/notes-queries/teaching-librarians-project-management-new-expectations-for-the-digital-age/ Teaching Librarians & Project Management: New Expectations for the Digital Age] - An article by Caro Pinto in the Archives Journal Notes + Queries (Issue 3, Summer 2013) that addresses the changing nature of librarian training to include project management.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Building resources and relationships: Determining what and who you need ==<br />
The resources in this section will help guide project managers through the process of estimating project costs, communicating costs with others, and building relationships for support. <br />
<br />
Additional information on the January 18, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>BTxNqOQsyow</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slideswithtranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_-SAHC2_Pleva-Flynn_Buildingresourcesandrelationships_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat1.pdf Justifying the Existence of GLAMS] <br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat2.pdf What would you do differently?]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat3.pdf Not-Your-Usual Funding Sources]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
Jump to:<br />
[[#General_2|General]] | [[#Buy-in from Board of Directors, Community, Volunteers|Buy-in from Board of Directors, Community, Volunteers]] | [[#Calculating processing time, staff time, and estimating supply costs|Calculating processing time, staff time, and estimating supply costs]] | [[#Communicating to people who need to approve the project|Communicating to people who need to approve the project]] | [[#Funding Sources and Grant Writing|Funding Sources and Grant Writing]]<br />
<br />
=== General ===<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html WebJunction Budgets & Funding Resource Page] - Resources, webinars, and other information on budget planning and development for libraries that can be applied to all GLAM organizations.<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html Connecting to Collections Care Resources Page] - For more information on budgets and increasing collection support, select the ''Increasing Support for Collections Care'' from the list.<br />
* [http://www.mapfornonprofits.org/resources/fund-development/ MAP Resources for Fund Development] - Resources from the [http://www.mapfornonprofits.org/ MAP for Nonprofits], serving nonprofits through provision of consulting and training.<br />
* [http://managementhelp.org/nonprofitfundraising/index.htm Free Management Library All About Nonprofit Fundraising Resources] - A extensive listing of resources for nonprofits from the [http://managementhelp.org/ Free Management Library], a service of Authenticity Consulting, LLC.<br />
* Nonprofit Sustainability: Making Strategic Decisions for Financial Viability - 2010 book by Jeanne Bell, Jan Masaoka, and Steve Zimmerman.<br />
** [https://ssir.org/book_reviews/entry/nonprofit_sustainability_jeanne_bell_jan_masaoka_steve_zimmerman 2011 Review] in the Stanford Social Innovation Review by Jim Schorr<br />
** [http://www.nonprofitsustainability.org/ The Sustainability Mindset] - A 2014 companion book by Jeanne Bell and Steve Zimmerman that offers a step-by-step guide and templates for moving nonprofits toward a sustainable model.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Buy-in from Board of Directors, Community, Volunteers ===<br />
* [http://www.mandywilson.co.uk/data/uploads/pdf/Museums-Community-Involvement-Toolkit.pdf Community Involvement in Museums, Archives and Libraries: Toolkit for improving practice] - A pdf resource developed by COGS (Communities and Organizations - Growth and Support) for Yorkshire Museums Council, 2002. The toolkit includes a number of practical resources and guides for strengthening community involvement.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Calculating processing time, staff time, and estimating supply costs ===<br />
* [http://www.marac.info/assets/documents/marac_technical_leaflet_2.pdf Computing the Total Cost of Archival Processing] - A technical leaflet by Thomas Wilsted produced by the Mid-Atlantic Regional Archives Conference ([http://www.marac.info/ MARAC]), 1989.<br />
* [http://library.gwu.edu/collections/digitize/cost-calculator George Washington University Digitization Cost Calculator] - (unavailable)<br />
* [http://dashboard.diglib.org/ Digitization Cost Calculator] - A project of the [https://wiki.diglib.org/Assessment:Costs Digital Library Federation Assessment Interest Group’s working group on Cost Assessment] that uses community supplied data to help users estimate costs for digitization projects.<br />
* [https://roseelr.files.wordpress.com/2014/04/cost-finding-rose.docx Cost Finding Exercise] - Word Document Download. An exercise by Elizabeth Rose completed during her masters work at Southern Connecticut State University. The exercise considers the direct and indirect costs of processing an archival collection and includes references for additional information.<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.58.1.h9847h1372211l75 Beneficial Shocks: The Place of Processing-Cost Analysis in Archival Administration] - Research article by Paul Ericksen and Robert Shuster from American Archivist, Winter 1995. Includes discussion of both theoretical analysis and practical application.<br />
* [https://minds.wisconsin.edu/bitstream/handle/1793/44723/MA07_1_3.pdf?sequence%E2%80%A6 Rates of Processing Manuscripts and Arhives] - PDF download. An article by Karen Temple Lynch and Thomas E. Lynch from The Midwestern Archivist, p. 25-35, Vol. VII, No. 1, 1982 available through [https://www.jstor.org/journal/midwarch JSTOR]. Provides an analysis of processing rates from various grant proposals and considers how variable levels of processing affect cost.<br />
* [http://beinecke.library.yale.edu/25-processing-estimates Beinecke Rare Book & Manuscript Library (Yale University) Processing Estimates] - A guidelines developed in 2015 to consider the cost to process, arrange, and describe collections of personal papers.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ The Cost of Processing] - A blog post from 2010 by Emily Walters from North Carolina State University Libraries reflecting on estimating costs for their Changing the Landscape: Exposing the Legacy of Modernist Architects and Landscape Architects multi-year project.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ Costs of Cataloging] - A chapter by Felix Reichmann in Library Trends 2 (1953) providing historical context for cataloging cost analysis.<br />
* [https://ejournals.bc.edu/ojs/index.php/ital/article/viewFile/3161/2775 Cost Analysis of an Automated and Manual Cataloging and Book Processing System] - An article by Joselyn Druschel from the Journal of Library Automation (Vol. 14, no. 1, March 1981). Showing the historical argument for automating cataloging and processing to reduce cost.<br />
* [https://journals.ala.org/lrts/article/view/5501/6757 Assessing the Cost and Value of Bibliographic Control] - An article by Erin Stalbert and Christopher Cronin from Library Resources & Technical Services (Vol. 55, No. 3, 2011) published by the Association for Library Collections & Technical Services ([http://www.ala.org/alcts/ ALCTS]). Provides a detailed discussion of the past and present issues with estimating cataloging costs.<br />
* [https://www.liberquarterly.eu/articles/10.18352/lq.8558/ Improving Library Management by Using Cost Analysis Tools: A Case Study for Cataloguing Processes] - Article by Lorena Siguenza-Guzman, Alexandra Van den Abbeele, and Dirk Cattrysse from LIBER Quarterly, the Journal of the Association of European Research Libraries. This was originally presented at the LIBER conference in 2013 and discusses the application of TDABC (Time-Driven Activity-Based Costing) procedures in libraries.<br />
* [https://rbms.info/committees/task_force/metrics_assessment/group-1/cataloging/ RBMS Page on Cataloging] - Includes thoughts and definitions on cataloging from the Rare Books and Manuscripts Section ([https://rbms.info/ RBMS]) of the Association of College and Research Libraries ([http://www.ala.org/acrl/ ACRL]. A discussion of cataloging metrics is included as well as a resource list.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Communicating to people who need to approve the project ===<br />
* [http://enfocussolutions.com/8-best-practices-for-stakeholder-engagement/ 8 Best Practices for Stakeholder Engagement] - An article by John Parker from Enfocus Solutions (2012). Offers practical suggestions to engage and communicate with project stakeholders.<br />
* [http://agilemodeling.com/essays/activeStakeholderParticipation.htm Active Stakeholder Participation: An Agile Best Practice] - A detailed discussion of stakeholder engagement from Agile Modeling including definitions and useful charts.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2013-presentations/programming-on-a-shoestring-budget/ Programming on a Shoestring Budget] - Video presentation from David Mixdorf from South Sioux City Public Library (NE) presented in February 2013 for the Big Talk from Small Libraries online conference.<br />
* [http://www.wkkf.org/resource-directory/resource/2006/01/template-for-strategic-communications-plan Template for Strategic Communications Plan] - Practical template developed for use by the [http://www.wkkf.org/ W.K. Kellogg Foundation] including worksheets to develop a new plan.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case2Final.pdf Defining and Formalizing a Procedure for Archiving the Digital Version of the ''Schedule of Classes'' at the University of Michigan] - A 2008 case study from the Society of American Archivists (SAA) by Nancy Deromedi describing the process of forming an agreement between the university archive and registrar's office to continue the preservation of the schedule of classes after it moved to digital only.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Funding Sources and Grant Writing ===<br />
* [http://www.museumsoftware.com/grants.html Grant Opportunities] - A listing of available grants compiled by Past Perfect Museum Software.<br />
* [https://librarygrants.blogspot.com/ Library Grants blog] - A blog maintained by Stephanie Gerding and Pam MacKellar, authors of [http://www.alastore.ala.org/detail.aspx?ID=4039 Winning Grants: A How-To-Do-It Manual for Librarians with Multimedia Tutorials and Grant Development Tools]. Updated regularly with available opportunities.<br />
* [https://www.imls.gov/grants/available/museums-america IMLS Museums for America grant] - A grant program from the Institute of Museum and Library Services (IMLS) with the goal to "strengthen the ability of an individual museum to serve its public."<br />
* [https://www.neh.gov/grants/preservation/preservation-assistance-grants-smaller-institutions NEH Preservation Assistance Grants (PAG)] - These PAG funds help small and mid-sized institutions improve their ability to preserve and care for significant historical collections.<br />
* [https://www.neh.gov/grants/challenge/creating-humanities-communities Creating Humanities Communities] - A grant program from the NEH to help stimulate and proliferate meaningful humanities activities in underserved areas of the United States and territories. Limited geographic regions qualify.<br />
* [http://www.connectingtocollections.org/funding-collections-care/ Connecting to Collections Care Funding for Collections Care] - A webinar recorded November 2010 presented by Debra Hess Norris and Lee Price. The webinar page also includes related books for additional resources.<br />
* [http://www.connectingtocollections.org/fundraising-for-collections-care/ Connecting to Collections Care Fundraising for Collections Care] - A webinar series recorded in 2013 with sessions on Fundamentals, Finding Support, Cultivating Donors and Members, Writing Proposals, and Creative Fundraising. The series page includes additional links to resources, slides, and sample documents.<br />
* [https://event.on24.com/eventRegistration/EventLobbyServlet?target=reg20.jsp&partnerref=LJWebbestmall150901&eventid=1033500&sessionid=1&key=5EF4833291C07A8F39B02944D8C40810&regTag=&sourcepage=register Funding & Fundraising for Small Libraries] - An on-demand downloadable webinar from the LibraryJournal series Best Practices from America's Best Small Libraries. Presented in 2015 by Mary Beth Stenger and Cheryl Clay (registration required). A review of the webinar is available from [http://www.lminfo.us/blog/funding-and-fundraising-for-small-public-libraries/ Didi Yunginger].<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_46_-_Ten_Points_to_Increase_Your_Grant_Writing_Success.pdf Ten points to increase your grant writing success] - A one page technical bulletin by Cecil Carter from the Oklahoma Museums Association (January 2008).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Making the most of people: Recruitment, retention, and recognition ==<br />
The resources in this section consider how volunteers, interns, and staff fit into the project picture.<br />
<br />
Additional information on the January 25, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar3 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p2vkfvzxuqr/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_slides/<br />
* Transcript of presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_transcript/<br />
** Chat 1, Strategies for Outreach to Students, Interns, and Volunteers: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_chat1/<br />
** Chat 2, Troubleshooting Concerns about Students, Interns, and Volunteers: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_chat2/<br />
* Evaluation: https://www.surveymonkey.com/r/JRXMV3F<br />
<br />
<br />
Jump to:<br />
[[#Teens and Student Workers|Teens and Student Workers]] | [[#Volunteers and Staff|Volunteers and Staff]] | [[#Celebrating Success|Celebrating Success]] | [[#Ethics of Hiring|Ethics of Hiring]]<br />
<br />
=== Teens and Student Workers ===<br />
* [https://olcsmalllibraries.wordpress.com/2010/04/02/no-budget-no-time-no-problem/ No Budget? No Time? No Problem!] - Blog post from the Ohio Library Council by RoseMary Honnold discussing how community teens can be engaged in the work of collections.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2016-presentations/to-the-big-stage-on-a-small-budget-from-special-collections-to-archive-2-0/ To the Big Stage on a Small Budget: From Special Collections to Archive 2.0] - A presentation by Julie Pinnell for the 2016 Big Talk From Small Libraries [http://nlcblogs.nebraska.gov/bigtalk/ online conference] discussing the use of Doane College students to process the college archive.<br />
* [http://newprairiepress.org/culsproceedings/vol1/iss1/8/ Archival Internships: Creating Real World Learning Beyond the Classroom] - An article from the College & University Libraries Section (CULS) of the Kansas Library Association by Lorraine Madway (CULS Proceedings, Vol. 1, 2011, no. 1). Presents findings from the internship program at Wichita State University Libraries and offers practical advice for establishing an internship program.<br />
* [http://cupola.gettysburg.edu/librarypubs/53/ Undergraduate Library Internships and Professional Success] - A downloadable pdf poster by staff at Gettysburg College reporting on the impact undergraduate library internships had on the development of student career goals.<br />
* [http://www.nyarc.org/content/training-future-librarians-and-enhancing-digital-and-print-collections-m-lead-ii-comes Training Future Librarians and Enhancing Digital and Print Collections: M-LEAD II Comes to a Successful End] - A 2015 report by Kim Loconto on the [https://www.imls.gov/ IMLS] funded Museum Library Education and Digitization [M-LEAD] grant which allowed interns to gain a wide range of experiences with practical, hands-on projects.<br />
* [http://www.businessnewsdaily.com/8394-create-internship-program.html Creating a Successful (and Legal) Internship Program] - A 2015 article from Business News Daily by Nicole Fallon Taylor. A basic overview for creating an internship program that will be beneficial to the intern, productive for the organization, and meet current employment laws.<br />
* [http://www2.archivists.org/standards/best-practices-for-internships-as-a-component-of-graduate-archival-education Best Practices for Internships as Components of Graduate Archival Education] - A downloadable best practices guide from the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Volunteers and Staff ===<br />
* [http://www.connectingtocollections.org/archivecollectionscare/ Connecting to Collections Care Staff and Volunteer Management for Collections Care] - Webinar 6 in the Collections Care Basics: Where Do I Begin? webinar series. Originally presented by Donia Conn in 2013. The webinar section contains links to the recording, PowerPoint presentation, and a number of additional readings and resources related to the topic.<br />
* [http://www.slideshare.net/volunteermatch/creating-a-comprehensive-engaging-volunteer-training-program Creating a Comprehensive & Engaging Volunteer Training Program] - A 2013 SlideShare presentation by Jennifer Bennett and Matt Wallace. Hosted by VolunteerMatch Learning Center.<br />
* [http://files.archivists.org/pubs/free/Resources_for_Volunteers-Final-V3.pdf Resources for Volunteer Programs in Archives] - A 2012 joint publication, available as a PDF, from the National Archives and Records Administration (NARA) and the Society of American Archivist (SAA) that provides descriptions of volunteer projects undertaken at various archives as well as a "Tools Shared by Archives" section with examples of volunteer questionnaires and applications, volunteer standards of conduct, volunteer handbook, and additional resources.<br />
* [http://www.connectingtocollections.org/seeding-engagement-and-cultivating-volunteers-through-crowdsourcing/ Seeding Engagement and Cultivating Volunteers through Crowdsourcing] - A Connecting to Collections Care webinar originally presented in July 2016 by Meghan Ferriter. Dr. Ferriter shares the crowdsourcing experience of the [https://transcription.si.edu/ Smithsonian Transcription Center (TC)] and how their experience can be adapted to other projects.<br />
* [http://www.infotoday.com/cilmag/oct14/Zastrow--Crowdsourcing-Cultural-Heritage.shtml Crowdsourcing Cultural Heritage: 'Citizen Archivists' for the future] - A 2014 article by Jan Zastrow published in Computers in Libraries (Vol. 34, No. 8, October 2014).<br />
* [http://alm.axiell.com/infographic-leveraging-volunteers-and-crowdsourcing-digitisation?utm_source=Axiell+ALM+-+Non-Customer+Newsletter&utm_campaign=6f296c7bbf-Prospect+Newsletter+February&utm_medium=email&utm_term=0_00e6b7cbf3-6f296c7bbf-143955453 Leveraging Volunteers and Crowdsourcing for Digitisation] - A February 2017 infographic that shares results of research conducted by [http://mcn.edu/ MCN] and [http://alm.axiell.com/ Axiell] involving over 100 Museums and Archives from around the world.<br />
* Examples of Crowdsourcing volunteer projects:<br />
** [https://www.flickr.com/photos/8623220@N02/ Library of Congress Flickr Feed]<br />
** [https://diyhistory.lib.uiowa.edu University of Iowa DIY History]<br />
** [https://transcription.si.edu Smithsonian Transcription Project]<br />
** [https://www.archives.gov/citizen-archivist/transcribe US National Archives - Citizen Archivist Transcription Project]<br />
* [http://oregonstate.edu/ua/ncs/archives/2010/feb/business-students-raise-funds-haiti-learn-value-%E2%80%98blitz-project%E2%80%99 Business students raise funds for Haiti, learn value of 'blitz project'] - A short 2010 article describing a blitz project by Oregon State University College of Business students.<br />
* Yellowstone National Park Blitz projects<br />
** [https://www.nps.gov/yell/blogs/Using-a-Team-Approach-to-Expose-Yellowstone-s-Hidden-Collections.htm Using a Team Approach to Expose Yellowstone's Hidden Collections] (July 10, 2014), by Anne Foster<br />
** [https://www.nps.gov/yell/blogs/Bringing-Yellowstone-Back-Home-Using-the-Archives-Blitz-as-a-Framework-for-Other-Institutions.htm Bringing Yellowstone Back Home: Using the Archives Blitz as a Framework for Other Institutions] (October 7, 2014), by Anna Trammell<br />
** [https://www.nps.gov/yell/blogs/Keys-to-a-Blissful-Blitz.htm Keys to a Blissful Blitz] (March 12, 2015), by Kiley Hayes<br />
* [http://www.aam-us.org/resources/online-programs/human-resources-webinars Human Resources Recorded Webinars] - A series of webinars from the American Alliance of Museums ([http://www.aam-us.org/home AAM]) on a variety of topics related to staff and volunteers.<br />
* [https://aamv.wildapricot.org/ American Association for Museum Volunteers (AAMV)] - An association supporting the museum volunteer management community. Their website includes some resources freely available to non-members.<br />
* [http://peabody.yale.edu/volunteer Volunteer Page for the Yale Peabody Museum of Natural History] - Provides an example of a well-designed volunteer page including a link to the Yale Peabody volunteer application.<br />
** [http://peabody.yale.edu/sites/default/files/documents/volunteer/volunteer_application_form.pdf Yale Peabody Museum Volunteer application example]<br />
* [http://themuseum.org/sites/default/files/volunteeragreement.pdf Volunteer Code of Ethics and Professional Standards] - A standard from the [http://themuseum.org/ Alexandria Museum of Art] that can be used as a model for other institutions.<br />
* [http://www.connectingtocollections.org/outreach/ Involving the Public in Your Preservation Efforts] - A Connecting to Collections Care webinar from 2013 showcasing work from a number of institutions in celebration of Preservation Week. The page contains links to referenced projects and resources.<br />
* [http://www2.archivists.org/standards/best-practices-for-volunteers-in-archives Best Practices for Volunteers in Archives] - A downloadable resource by the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_45_-_Creating_a_Successful_Volunteer_Program.pdf Building a successful museum volunteer services program] - A technical bulletin by Robbin Davis produced by the Oklahoma Museums Association (July 2007).<br />
* [http://www.wildapricot.com/blogs/newsblog/2015/05/13/top-challenges-with-volunteer-engagement-retention Top Challenges with Volunteer Engagement & Retention] - A 2015 post by Lori Halley on the [http://www.wildapricot.com/academy Wild Apricot Membership Academy] blog that discusses challenges and solutions to some of the most frequent volunteer issues. Also includes links to a Wild Apricot webinar on volunteers and other resources.<br />
* [http://www.wildapricot.com/academy/expert-webinar-series/converting-volunteers-from-joiners-to-stayers Converting Volunteers from Joiners to Stayers] - A 2015 webinar presented by Tobi Johnson as part of the Wild Apricot Expert Webinar Series.<br />
* [https://americanlibrariesmagazine.org/2016/05/31/recruiting-retaining-library-volunteers/ Recruiting and Retaining Volunteers] - A 2016 post by Kaitlin Throgmorton on the American Libraries blog.<br />
* [http://wikis.ala.org/professionaltips/index.php?title=Volunteers ALA Volunteers Wiki] - A wiki page from the American Library Association (ALA) that compiles a number of different resources about volunteers in libraries.<br />
* [http://www.alastore.ala.org/detail.aspx?ID=3069 Managing Library Volunteers, Second Edition] - A 2011 book by Preston Driggers and Eileen Dumas published by the American Library Association. Link goes to the book description in the ALA store.<br />
* [http://www.mcfarlandbooks.com/book-2.php?id=978-0-7864-9780-5 Library Volunteers Welcome! Strategies for Attracting, Retaining, and Making the Most of Willing Helpers] - A 2016 book edited by Carol Smallwood and Lura Sanborn (McFarland & Company). Link goes to the book description on the McFarland website.<br />
* [https://www.taprootplus.org/ Taproot+] - A connection service claiming to be "the best way for nonprofits to find pro bono help and for skilled volunteers to provide it."<br />
* [https://www.serviceleader.org/leaders/firing A Few Pointers on the Unpleasant Topic of Firing Volunteers] - A post by Sarah Jane Rehnborg on the ServiceLeader.org website hosted by the University of Texas at Austin. Other volunteer resources can also be found on this page.<br />
* [http://www.volunteerhub.com/blog/when-helping-hands-hurt-your-cause/ When Helping Hands Hurt your Cause] - A 2008 post by Fonda Kendrick on the VolunteerHub website.<br />
* [http://www.volunteerhub.com/blog/difficult-volunteers/ Dealing with Difficult Volunteers] - A 2014 post by Krista Balbach on the VolunteerHub website. Includes a list of resources.<br />
* [http://nonprofithub.org/featured/break-say-volunteers/ The Break-Up: How to Say No to Volunteers] - A post by Lincoln Arneal on the Nonprofit Hub.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Celebrating Success ===<br />
* [http://www.bridging-the-gap.com/join-your-distributed-team-in-virtual-celebration/ How to Celebrate Project Success with a Distributed Team] - A resource compiled with input from a Virtual Facilitators Forum on LinkedIn to help build teams even when members are dispersed.<br />
* [https://thesavvypm.wordpress.com/2008/05/21/how-to-celebrate-success-throughout-your-projects/ How to Celebrate Success Throughout Your Projects] - A 2008 blog post from [https://thesavvypm.wordpress.com/about/ Making Things Happen] on developing an environment of ongoing celebration of success.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Ethics of Hiring ===<br />
* [https://www.shrm.org/about-shrm/pages/bylaws--code-of-ethics.aspx SHRM Code of Ethical and Professional Standards in Human Resource Management] - From the Society for Human Resources Management ([https://www.shrm.org SHRM]), guidelines for ethical Human Resources management. Includes a comprehensive guide for developing your own organizational Code of Ethics.<br />
* [https://www.cornerstoneondemand.com/rework/why-path-good-ethics-starts-human-resources Why the Path to Good Ethics Starts in Human Resources] - A 2013 blog post from Chris MacDonald on Company Culture.<br />
* [http://wiki.wearedynamo.org/index.php/Guidelines_for_Academic_Requesters Guidelines for Academic Requestors] - Guidelines specifically related to the ethical hiring of Turkers through [https://www.mturk.com/mturk/welcome Amazon Mechanical Turk] for outsourced academic projects but could be applied more broadly.<br />
* [http://futureofmuseums.blogspot.com/2016/10/volunteers-and-museum-labor_18.html Volunteers and Museum Labor] - A 2016 blog post by Elizabeth Merritt from the [http://www.aam-us.org/resources/center-for-the-future-of-museums Center for the Future of Museums] (An American Alliance of Museums Initiative) that considers the challenges of volunteers versus professional staff in museums.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Collection access: Describing, cataloging, and processing with the future in mind ==<br />
The resources available in this section try to provide guidance on the sometimes complicated world of description and processing. We understand that while GLAM organizations have many things in common, processing is often handled differently depending on the field. As we learn to work together, we hope that exploring best practices from different areas will help us move towards greater interoperability in the future.<br />
<br />
Additional information on the February 1, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar4 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p3bvg34fflb/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_slides/<br />
* Transcript of presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_transcript/<br />
** Chat 1, What is cataloging? https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat1/<br />
** Chat 2, Cataloging concerns: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat2/<br />
** Chat 3, Legacy Data & You: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat3/<br />
* Evaluation: https://www.surveymonkey.com/r/JT9PCKG<br />
<br />
Jump to:<br />
[[#Communities|Communities]] | [[#General_3|General]] | [[#Institutional Ethics|Institutional Ethics]] | [[#Cataloging and Metadata Standards|Cataloging and Metadata Standards]] | [[#Data Management Tools|Data Management Tools]] | [[#Collection Management Systems|Collection Management Systems]] | [[#Controlled Vocabularies and Thesauri|Controlled Vocabularies and Thesauri]] | [[#Tutorials and Online Learning|Tutorials and Online Learning]]<br />
<br />
=== Communities ===<br />
* [https://listserv.syr.edu/scripts/wa.exe?A0=AUTOCAT AutoCat] - A general cataloging listserv, primarily for libraries but open to everyone.<br />
* [http://listserv.oclc.org/archives/oclc-cat.html OCLCCAT] - An OCLC sponsored cataloging listserv open to everyone.<br />
* [https://docs.google.com/forms/d/e/1FAIpQLSc3WCCi2_03rkbSwGVbE0rQwYFSxvL6THz6GRZY8HAbijaK4w/viewform Metadata Support Group] - A Slack forum sponsored by the Digital Library Federation ([https://www.diglib.org/ DLF]). Requires registration and a Slack account but not membership in DLF. <br />
* [http://www.archivists.org/saagroups/lonearr/resources.asp SAA Lone Arrangers listserv] - Hosted by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and open to members and non-members. <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Community] - A space for those using or interested in using the Nomenclature 4.0 resource from the American Association for State and Local History ([http://www.aaslh.org/ AASLH]).<br />
* [http://www.connectingtocollections.org/groups/connecting-to-collections-care-online-community/forum/ Connecting to Collections Care Forum] - A space to ask questions about collections care and receive answers from peers and forum monitors. Requires registration for participation.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== General ===<br />
* [http://firstmonday.org/article/view/1628/1543 Metadata for All: Descriptive Standards and Metadata Sharing Across Libraries, Archives, and Museums] - An article from [http://firstmonday.org/index First Monday], a peer reviewed journal on the internet, by Mary W. Elings and Gunter Waibel (Vol. 12, No. 3, 5 March 2007).<br />
* [http://www.alastore.ala.org/nealschuman/companionwebsite/metadata-digital-collections/ Metadata for Digital Collections: A How-to-Do-It Manual] - A 2004 book by Steven J. Miller. Link goes to a Companion Website for the manual that includes resources, chapter supplements, and additional information.<br />
* [https://protekvaults.com/the-art-and-science-of-descriptive-metadata/ The art and science of descriptive metadata: Classifying your film archive for identification and discovery] - A general overview, with examples, of metadata by Tim Knapp of [https://protekvaults.com/ PRO-TEK Vaults]<br />
* [http://freeyourmetadata.org/ Linked Data for Libraries, Archives, and Museums] - A book and website on getting the most from your metadata. <br />
* [https://www.clir.org/pubs/reports/spiro/spiro_Jan13.pdf Archival Management Software: A Report for the Council on Library and Information Resources] - A pdf 2009 report for the Council on Library and Information Resources ([https://www.clir.org CLIR]) by Lisa Spiro<br />
* [http://resource.aaslh.org/view/building-digital-archives-lessons-learned-from-four-crowdsourced-online-projects/ AASLH Audio Recording: Building Digital Archives: Lessons Learned From Four Crowdsourced Online Projects] - An audio download of the session from the 2014 Annual Meeting of the [http://www.aaslh.org/ AASLH].<br />
* [http://www.gallerysystems.com/resources/free-resources/ Gallery Systems Free Collections Management Resources] - A collection of free collections management resources compiled by [http://www.gallerysystems.com/ GallerySystems].<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/12/Collections-Access-and-the-use-of-Digital-Technology.pdf Collections Access and the use of technology in museums] - A report by the Norfolk Museums and Archaeology Service, 2012. <br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Collections Trust: Benchmarks in Collections Care] - Self-Assessment checklist developed by [http://www.collectionstrust.org.uk/ Collections Trust] to encourage thinking about collection care activity during the organizations planning cycle.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - An extensive collection of resources arranged by topic.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-15-FINAL.pdf Will They Populate the Boxes? Piloting a Low-Tech Method for Capturing Executive E-mail and a Workflow for preserving It at the University of Michigan] - A 2013 case study by Aprille Cooke McKay published by the Society of American Archivists (SAA) that covers the process of engaging administration in the process of tagging new materials to add to the archive.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Institutional Ethics ===<br />
SEE ALSO [[#Ethics and Social Justice|Ethics and Social Justice]]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/code-of-ethics American Alliance of Museums (AAM) Code of Ethics for Museums]<br />
* [http://www.ala.org/advocacy/proethics American Library Association (ALA) Professional Ethics] <br />
* [http://archivists.org/statements/saa-core-values-statement-and-code-of-ethics Society of American Archivists (SAA) Core Values Statement and Code of Ethics] <br />
* [http://www2.archivists.org/groups/saa-council/ala-saa-joint-statement-on-access-guidelines-for-access-to-original-research-materials ALA-SAA Joint Statement on Access: Guidelines for Access to Original Research Materials]<br />
* [http://www.artdealers.org/about/code-of-ethics-and-professional-practices Art Dealers Association of America (ADAA) Code of Ethics and Professional Practices]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Cataloging and Metadata Standards ===<br />
The resources listed below may require registration or subscription for access. While some are freely available online, others are fee-based.<br />
<br />
Jump to: [[#General_4|General]] | [[#Description Standards|Description Standards]] | [[#Encoding Standards|Encoding Standards]]<br />
<br />
==== General ====<br />
* [http://www.loc.gov/standards Standards at the Library of Congress] - A listing of all of the standards maintained by the Library of Congress<br />
* [http://www.getty.edu/research/publications/electronic_publications/intrometadata/crosswalks.html Metadata Standards Crosswalk] - A useful online spreadsheet from Getty that shows how a selection of well-used metadata standards may interact with each other.<br />
* [https://www.loc.gov/marc/marc2dc.html MARC to Dublin Core Crosswalk] - A detailed resource from the Library of Congress to help manage the conversion of metadata from MARC to Dublin Core. A link to the [https://www.loc.gov/marc/dccross.html Dublin Core to MARC Crosswalk] is also available on the page.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case7Final.pdf Standards and Standards Development: The Development of Digital Records Conversion Process (ANSI/ARMA 6-2007)] - A 2008 Case Study from the Society of American Archivists (SAA) that addresses several critical questions about standards in archives.<br />
* [http://www.niso.org/publications/press/understanding_metadata Understanding Metadata: What is Metadata, and What is it For?: A Primer] - A 2017 update by Jenn Riley published by [http://www.niso.org/home/ NISO] Press. Link goes to a PDF version. Additional NISO press resources can be found [http://www.niso.org/publications/press/ here].<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Description Standards ====<br />
* RDA: Resource Description and Access - Cataloging standard that replaced AACR2 and RDA is based on the FRBR (Functional Requirements for Bibliographic Records) and FRAD (Functional Requirements for Authority Data) concept models<br />
** [http://www.loc.gov/aba/rda/ Information from the Library of Congress]<br />
** [https://www.oclc.org/rda/about.en.html Information from OCLC]<br />
** [https://access.rdatoolkit.org/ RDA Toolkit]<br />
* AACR2: Anglo-American Cataloging Rules - Standards to build catalogs in general libraries of all sizes. No longer being updated. Replaced by RDA. Still valid and used by some smaller organizations.<br />
** [http://www.aacr2.org/index.html AACR2 Homepage]<br />
* Describing Archives: A Content Standard (DACS), Second Edition - An output-neutral set of rules for describing archives, personal papers, and manuscript collections that can be used with any encoding standard including [[#MARC21|MARC21]], [[#EAD|EAD]], and [[#EAC|EAC]].<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-describing-archives-a-content-standard-dacs/dacs#.V5fD8q1zUiQ SAA DACS Official page]<br />
* Standards for Archival Description: A Handbook - 1994 Handbook of the Society of American Archivists (SAA) describing technical standards, conventions, and guidelines used by archivists to describe holdings and repositories.<br />
** [http://www.archivists.org/catalog/stds99/index.html SAA page to download the Handbook]<br />
* SNAC: Social Networks and Archival Context - A cooperative in development to create a more collaborative environment for discovering records related to historical persons.<br />
** [http://socialarchive.iath.virginia.edu/ SNAC Prototype Research & Development Cooperative Program]<br />
** [http://www.snaccooperative.org SNAC Prototype Site]<br />
* PREMIS: Preservation Metadata: Implementation Strategies - A data dictionary developed as the international standard for metadata to support the preservation of digital objects and ensure their long-term usability.<br />
** [http://www.loc.gov/standards/premis/ Library of Congress PREMIS Official Web Site]<br />
* PBCORE: Public Broadcasting Metadata Dictionary Project - An XML metadata schema designed for sound and moving images that is both a content and data standard.<br />
** [http://pbcore.org/ PBCore homepage]<br />
** [http://pbcore.org/blog/ PBCore blog]<br />
* The Small Museums Cataguing Manual: A guide to cataloguing object and image collections - 4th edition of the guide (2009) published by Museums Australia (Victoria)<br />
** [http://www.mavic.asn.au/assets/Small_Museums_Cataloguing_Manual_4th.pdf The Small Museums Cataloguing Manual]<br />
* NPS Museum Handbook, Part II: Museum Records - A publication of the National Parks Service, downloadable as a pdf file.<br />
** [https://www.nps.gov/museum/publications/MHII/mushbkII.html NPS Museum Handbook, Part II: Museum Records]<br />
* The FIAF Moving Image Cataloguing Manual - Published by the International Federation of Film Archives ([http://www.fiafnet.org/ FIAF]) Cataloguing and Documentation Commission. Available for free as a pdf download<br />
** [http://www.fiafnet.org/pages/E-Resources/Cataloguing-Manual.html The FIAF Moving Image Cataloguing Manual]<br />
* Cataloging Cultural Objects: A Guide to Describing Cultural Works and Their Images - A data content standard for the cultural heritage community sponsored by the Visual Resources Association Foundation (VRAF)<br />
** [http://cco.vrafoundation.org/ CCO Commons]<br />
[[#toc|Table of Contents]]<br />
<br />
==== Encoding Standards ====<br />
* <div id="MARC21"></div>MARC21 - Encoding standards to make bibliographic and related information machine-readable<br />
** [https://www.loc.gov/marc/ Library of Congress MARC Standards]<br />
* BIBFRAME: Bibliographic Framework Initiative - A new bibliographic encoding standard being developed by the Library of Congress to replace MARC21. The new model is designed to express and link bibliographic data.<br />
** [https://www.loc.gov/bibframe/ Library of Congress BIBFRAME page]<br />
* <div id="EAC"></div>EAC-CPF: Encoded Archival Context - Corporate bodies, Persons, and Families - Extensible Markup Language (XML) Standard for encoding contextual information about persons, corporate bodies, and families. Maintained by the Society of American Archivists (SAA) in partnership with the Berlin State Library.<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-eac-cpf/encoded-archival-context-corporate-bodies-persons-and-families-eac-cpf#.V5I2KfkrJpg SAA EAC-CPF page]<br />
* <div id="EAD"></div>EAD: Encoded Archival Description - Standard for encoding Finding Aids for interoperability in an online environment.<br />
** [http://www.loc.gov/ead/ Library of Congress EAD Official Site]<br />
* DCMI: Dublin Core Metadata Initiative - A set of metadata vocabulary to use with the Resource Description Framework (RDF) and other Linked Data initiatives that follows Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH).<br />
** [http://dublincore.org/ Home page for the Dublin Core Metadata Initiative]<br />
** [http://www.dublincoregenerator.com/ Free Dublin Core Generator]<br />
* MODS: Metadata Object Description Schema - An XML schema for a bibliographic element set that may be used for a vaiety of purposes, and particularly for library applications. Maintained by the Library of Congress.<br />
** [http://www.loc.gov/standards/mods/ Library of Congress MODS page]<br />
* IIIF: International Image Interoperability Framework - An image encoding standard to unlock standard information on the web<br />
** [http://iiif.io/ IIIF Homepage]<br />
* RDF: Resource Description Framework - A framework to describe any internet resource developed by the World Wide Web Consortium (W3C)<br />
** [https://www.w3.org/RDF/ W3C Semantic Web RDF page]<br />
** [https://www.obitko.com/tutorials/ontologies-semantic-web/resource-description-framework.html RDF section on Ontologies and Semantic Web Tutorial]<br />
** [http://www.linkeddatatools.com/semantic-web-basics Introducing Linked Data and the Semantic Web] - Introducing RDF is section 2<br />
* VRA Core - a data standard for the description of works of visual culture as well as the images that document them.<br />
** [http://www.loc.gov/standards/vracore/ Library of Congress official VRA Core website]<br />
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<br />
=== Data Management Tools ===<br />
* [http://www.bitcurator.net/ BitCurator] <br />
* [http://coptr.digipres.org/Main_Page CPOTR: Community Owned Digital Preservation Tool Registry]<br />
* [https://scout.wisc.edu/cwis CWIS: Collection Workflow Integration System] <br />
* [http://www.datawatch.com/gated/data-wrangling/?msrc=GooglePPC-DP-wrang&gclid=CjwKEAjwiMe8BRD0ts3Vtv-ohWgSJAAZurk12EC7fBtj6D9nF-CXKxDkbgmxY8Xu50deWtN1lOgfaRoC0M3w_wcB Data Wrangler]<br />
* [http://www.sno.phy.queensu.ca/~phil/exiftool/ ExifTool] <br />
* [https://www.avpreserve.com/tools/fixity/ Fixity] <br />
* [https://github.com/LibraryOfCongress/bagger Library of Congress Bagger]<br />
* [http://marcedit.reeset.net/ MarcEdit]<br />
* [https://github.com/ISA-tools/OntoMaton OntoMaton]<br />
* [http://ontowiki.net OntoWiki]<br />
* [http://openrefine.org/ Open Refine]<br />
* [https://www.oxygenxml.com/ Oxygen: XML Editor]<br />
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[[#toc|Table of Contents]]<br />
<br />
=== Collection Management Systems ===<br />
The below systems are not an endorsement of the product by CLIR, just suggestions to highlight the range of systems available. This is not a comprehensive list of all systems available. We tried to include low cost and/or open source system options when possible.<br />
<br />
Jump to: [[#How to Choose|How to choose]] | [[#Gallery|Gallery]] | [[#Library|Library]] | [[#Archive|Archive]] | [[#Museum|Museum]] | [[#Online Exhibits|Online Exhibits]]<br />
<br />
==== How to choose ====<br />
SEE ALSO: [[#Selecting_the_best_collection_management_system|1.2 Selecting the Best Content Management System]]<br />
<br />
* [https://www.historyassociates.com/resource/guides/selecting-a-cloud-based-cms/ Selecting a Cloud-Based Museum Collections Management System] - Five area to consider when selecting a system from [https://www.historyassociates.com/ History Associates, Inc.]<br />
* [https://www.historyassociates.com/resource/articles/how-do-we-select-a-collections-management-system/ How Do We Select a Collections Management System?] - An article from [https://www.historyassociates.com/ History Associates, Inc.] on the process of system selection from contacting a vendor to data migration.<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - A downloadable report from [https://www.historyassociates.com/ History Associates, Inc.] to highlight the most common mistakes they've seen when selecting a CMS. Can be applied to all GLAM organizations.<br />
* [https://rowman.com/ISBN/9781442230132/The-Small-Library-Manager%27s-Handbook How to Choose the Right ILS for Your Library] - Chapter in The Small Library Manager's Handbook (book).<br />
* [http://go.gallerysystems.com/feature.html Choosing the Right CMS] - A downloadable guide from [http://www.gallerysystems.com/ GallerySystems] that provides 5 steps for the selection process as well as sample worksheets, checklists, and links to additional resources.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-14-FINAL.pdf Partnering with IT to Identify an Commercial tool for Capturing Archival E-mail of University Executives at the University of Michigan] - A 2013 case study from the Society of American Archivists by Aprille Cooke McKay that discusses partnering with IT to issue an RFP for a new system.<br />
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<br />
==== Gallery ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
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<br />
==== Library ====<br />
* [https://cslainfo.org/?page_id=3735 General recommendations for smaller institutions] - From the Church & Synagogue Library Association<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [http://lucidea.com/inmagic/ Inmagic] <br />
* [https://www.libib.com/ Libib] <br />
* [http://www.libraryworld.com LibraryWorld]<br />
* [http://www.mlasolutions.com Mandarin] <br />
* [http://www.readerware.com/index.php Readerware] <br />
* [http://www.resourcemate.com/ ResourceMate] <br />
* [https://www.librarycat.org/ TinyCat] <br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
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<br />
==== Archive ====<br />
* [http://archiviststoolkit.org/ Archivists’ Toolkit]- Available for download, but no longer being updated<br />
* [http://archivesspace.org/ ArchivesSpace] <br />
* [https://www.accesstomemory.org/en/ AtoM]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://boktowergardens.org/tower-gardens/library-archives/resources/ MS Access Finding Aid Creator] - offered by [https://boktowergardens.org/ Bok Tower Gardens]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
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[[#toc|Table of Contents]]<br />
<br />
==== Museum ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectionspace.org/ CollectionSpace]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://mukurtu.org/ Mukurtu] - Designed with indigenous communities in mind<br />
* [http://www.museumsoftware.com PastPerfect]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
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[[#toc|Table of Contents]]<br />
<br />
==== Online Exhibits ====<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/emuseum/ eMuseum] <br />
* [https://jekyllrb.com/ Jekyll] <br />
* [https://omeka.org/ OMEKA] <br />
* [http://projectmirador.org/ Mirador] - For collections that support the International Image Interoperability Framework ([http://iiif.io/ IIIF]) API <br />
* [https://wordpress.com/ WordPress]<br />
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[[#toc|Table of Contents]]<br />
<br />
=== Controlled Vocabularies and Thesauri ===<br />
* [http://getty.edu/research/tools/vocabularies/ The Getty Research Institute Vocabularies] <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Committee]<br />
* [http://gawainweaver.com/images/uploads/Photographic%20Process%20Controlled%20Vocabulary_v1.pdf Photographic Process Controlled Vocabulary]<br />
* [http://authorities.loc.gov Library of Congress Authorities]<br />
* [http://id.loc.gov/ LC Linked Data Service: Authorities and Vocabularies] <br />
* [http://www.conservation-wiki.com/wiki/Lexicon_Terms American Institute for Conservation Lexicon Terms]<br />
* [http://www.bgbm.fu-berlin.de/iapt/nomenclature/code/SaintLouis/0000St.Luistitle.htm International Code of Botanical Nomenclature]<br />
* [http://orcid.org/ ORCID] <br />
* [https://app.pch.gc.ca/application/dvp-pvd/appli/descr-eng.php Parks Canada Descriptive and Visual Dictionary of Objects]<br />
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[[#toc|Table of Contents]]<br />
<br />
=== Tutorials and Online Learning ===<br />
There are many options for online learning. The following list is a sampling of free or low cost options to enhance understanding of cataloging and processing techniques.<br />
<br />
* [https://www.youtube.com/playlist?list=PL098F0952877CDE31 Association for Library Collection & Technical Services (ALCTS) YouTube Channel, Cataloging topic]<br />
* [http://www.connectingtocollections.org/archivedigital/ Caring for Digital Materials: Preventing a Digital Dark Age] - A Connecting to Collections Care Webinar Series<br />
* [https://www.codecademy.com/ Codecademy]<br />
* [https://www.oclc.org/support/training/portfolios/cataloging-and-metadata/connexion-client/tutorials.en.html OCLC Tutorials]<br />
* [http://www.oclc.org/support/training/calendars/cataloging-training-calendar.en.html OCLC Cataloging Skills Training Calendar] - Includes some fee based training<br />
* [http://www.oclc.org/support/documentation/cataloging.en.html OCLC documentation, practices, and programs] <br />
* [https://www.carli.illinois.edu/products-services/i-share/cat/basic-cataloging-resources Basic Cataloging Resources from CARLI (Consortium of Academic Research Libraries in Illinois)]<br />
* [https://www.youtube.com/user/LibTec203/videos Cataloging Course] - A YouTube introduction to cataloging by LibTec203]<br />
* [http://librarysciencelist.com/free-online-courses-for-librarians/ 20+ Awesome Free Online Librarian Courses]<br />
* [https://www.webjunction.org/explore-topics/ils-ddb.html WebJunction Integrated Library Systems & Databases Topic] <br />
* [http://online.vraweb.org/cgi/viewcontent.cgi?article=1061&context=vrab FRBR and TMS: Applying a Conceptual Organizational Model for Cataloguing Photographic Archives]<br />
* [http://special-cataloguing.com/cheats SLC Cheat Sheets] - A collection of cataloging cheat sheets for a wide range of material types mostly developed by Mac Elrod and hosted by Special Libraries Cataloging ([http://www.special-cataloguing.com/ SLC]).<br />
* [https://dp.la/info/2015/10/07/new-self-guided-curriculum-for-digitization/ DPLA Curriculum for Digitization] - A self-guided, online learning experience developed by the [https://dp.la/ Digital Public Library of America]. The curriculum is intended for digitization beginners from a variety of cultural heritage institutions.<br />
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[[#toc|Table of Contents]]<br />
<br />
== Overcoming project hurdles: Approaches to identifying and managing collection red flags ==<br />
The resources included in this section are presented to help organizations deal with areas in collections that may present problems and give managers the confidence to move forward with processing.<br />
<br />
Additional information on the February 8, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar5 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p93lcun8g78/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_slides<br />
* Scenarios discussed during the session: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_scenarios/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_transcript/<br />
** Chat 1, Swingate Public Library: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat1/<br />
** Chat 2, Dealing With the Past: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat2/<br />
** Chat 3, Collecting in the Now: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat3/<br />
** Chat 4, Access to Offensive Materials: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat4/<br />
** Chat 5, Community Archives Project: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat5/<br />
** Chat 6, Final Q&A: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat6/<br />
* Evaluation: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
<br />
Jump to:<br />
[[#Creating Policies for Collection Building|Creating Policies for Collection Building]] | [[#Rights, Copyright, and Legal Dilemmas|Rights, Copyright, and Legal Dilemmas]] | [[#Ethics and Social Justice|Ethics and Social Justice]] | [[#Hazardous Materials|Hazardous Materials]] | [[#Culturally Sensitive and Tough Topic Collections|Culturally Sensitive and Tough Topic Collections]] | [[#Sample Projects and Collections|Sample Projects and Collections]]<br />
<br />
<br />
=== Creating Policies for Collection Building ===<br />
SEE ALSO [[#Developing and Evaluating Institutional Documentation|Developing and Evaluating Institutional Documentation]]<br />
* [http://www2.archivists.org/publications/brochures/deeds-of-gift SAA A Guide to Deeds of Gift]<br />
* [http://resource.aaslh.org/view/sample-deed-of-gift/ AASLH StEPS Resource: Sample Deed of Gift]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types hosted by the Florida Association of Museums ([http://www.flamuseums.org/ FAM]) <br />
* [http://www.aam-us.org/docs/default-source/continuum/developing-a-cmp-final.pdf?sfvrsn=4 AAM Reference Guide: Developing a Collections Management Policy]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/collections-stewardship American Alliance of Museums (AAM) Standards Regarding Collections Stewardship]<br />
* [https://www.wisconsinhistory.org/pdfs/la/LIB-WHRAB-Records-Policy-Libraries-WAPL.pdf Creating a Collection Development Policy for Local Historical Records in Public Libraries] - A pdf resource from the [http://www.wisconsinhistory.org/Content.aspx?dsNav=N:4294963828-4294963805&dsRecordDetails=R:CS3558 Wisconsin Historical Records Advisory Board] and the [http://wla.wisconsinlibraries.org/wapl Wisconsin Association of Public Librarians] (April 1998).<br />
* [http://sustainableheritagenetwork.org/collection/support-documents-community-decision-making Support Documents for Community Decision Making] - A collection of documents provided by the [http://sustainableheritagenetwork.org/home Sustainable Heritage Network] that help organizations makes decisions regarding access, circulation, and ownership of cultural materials.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Rights, Copyright, and Legal Dilemmas ===<br />
Resources included are for reference only and do not represent legal advice. Most apply only to U.S. law; other countries may have different rules and guidelines.<br />
<br />
* [http://rightsstatements.org/en/ Digital Public Library (DPL) Rights Statements] <br />
* [http://ohda.matrix.msu.edu/2012/06/a-creative-commons-solution/ Oral History Interviews: “Who Owns Oral History? A Creative Commons Solution,"]<br />
* [http://ohda.matrix.msu.edu/2012/06/major-legal-challenges/ Major Legal Challenges Facing Oral History In The Digital Age] - A detailed 2014 article by John Neuenschwander on the IMLS Oral History in the Digital Age blog. Includes references.<br />
* [http://www.connectingtocollections.org/the_deaccessioning_dilemma_laws_ethics_and_actions/ The Deaccessioning Dilemma: Laws, Ethics, and Actions] - A 2015 Connecting to Collections Care webinar presented by John E. Simmons.<br />
* [http://learn.aaslh.org/event/webinar-steps-lab-1-deaccessioning-the-devils-in-the-details/ Deaccessioning: The Devil’s in the Details] - A webinar in the AASLH StEPs program (fee)<br />
* [http://www2.archivists.org/groups/technical-subcommittee-on-guidelines-for-reappraisal-and-deaccessioning-ts-grd/guidelines-for-reappraisal-and-deaccession SAA Guidelines for Reappraisal and Deaccessioning] - A pdf document from the Society of American Archivists (SAA)<br />
* [http://archive.cmsimpact.org/fair-use/best-practices/code-best-practices-fair-use-academic-and-research-libraries The Code of Best Practices in Fair Use for Academic and Research Libraries] - Can be used as a model to develop institutional policies regarding fair use and online access.<br />
* [http://copyright.cornell.edu/resources/publicdomain.cfm Cornell’s Copyright Term and the Public Domain in the US] - An easy to use chart to reference when particular types of items move into the public domain. Originally published by [http://vivo.cornell.edu/display/individual23436 Peter B. Hirtle] who has published a number of copyright resources. Updated annually.<br />
* [http://fairuse.stanford.edu/charts-and-tools/ Copyright & Fair Use Resources from Stanford University Libraries] - A number of charts and tools discussing copyright, fair use, and best practices.<br />
* [http://fairuse.stanford.edu/overview/website-permissions/websites/ Websites: Five Ways to Stay Out of Trouble] - A resource from the Stanford University Libraries Copyright & Fair Use website dealing specifically with website usage and rights.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - Select "Legal Issues" from the list for an extensive list of related resources.<br />
* [http://www2.archivists.org/publications/brochures/copyright-and-unpublished-material SAA’s Copyright and Unpublished Material: An introduction for Users of Archives and Manuscript Collections] - A downloadable and printable resource that answers basic questions.<br />
* [http://www2.archivists.org/groups/intellectual-property-working-group/well-intentioned-practice-for-putting-digitized-collections-of-unpublished-materials- Well-intentioned Practice for Putting Digitized Collections of Unpublished Materials Online (W-iP)] - A 2011 document developed by [http://www.oclc.org/research.html OCLC Research] and supported by the [http://www2.archivists.org/groups/intellectual-property-working-group SAA's Intellectual Property Working Group] to help move institutions forward with digitization of unpublished archival materials whose rights holders are often difficult to identify and contact.<br />
* [http://www.nemanet.org/nemn/summer-2016/abandonned-property/# Found! Abandoned Property in the Museum] - A New England Museums Now 2016 reprint of a 2013 article from NEMA News on Legal Issues. Authored by Gilbert Whittemore and covers ten clear steps for dealing with undocumented items in collections.<br />
* [http://www2.archivists.org/groups/acquisitions-appraisal-section/abandoned-property-project SAA Abandoned Property Project] - A state-by-state listing of relevant abandoned property legislation compiled by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and updated as required.<br />
* [http://www.ala.org/acrl/standards/security_theft ACRL/RBMS Guidelines Regarding Security and Theft in Special Collections] - Guidelines developed by the Association of College & Research Libraries ([http://www.ala.org/acrl/ ACRL]) and its Rare Books and Manuscript Section ([http://www.ala.org/acrl/aboutacrl/directoryofleadership/sections/rbms/acr-rbmec RBMS]).<br />
* [http://publications.arl.org/rli279/ Research Library Issues (RLI) Special Issue on Special Collections and Archives in the Digital Age] - This June 2012 issue of RLI, published by the Association of Research Libraries ([http://www.arl.org/ ARL]), includes articles on legal matters associated with digitization, Deeds of Gifts, and copyright.<br />
* [http://www.localcontexts.org/ Local Contexts] - An initiative to support Native, First Nations, Aboriginal, and Indigenous communities in the management of their intellectual property within the digital environment by providing strategic resources and practical solutions.<br />
** [http://www.sfu.ca/ipinch/project-components/community-based-initiatives/special-initiative-traditional-knowledge-licensing-an/ Traditional Knowledge Licensing and Labeling Website 1.0] - A description of the creation of Traditional Knowledge (TK) that led to the development of the TK Labels shared in the Local Contexts website. <br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Ethics and Social Justice===<br />
SEE ALSO [[#Institutional Ethics|Institutional Ethics]]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/code-of-ethics/ Code of Ethics and Other Institutional Documents] - A 2013 educational module, including a webinar, from the Florida Connecting to Collections Series presented from the museum (Myriam Springuel) and library (Burt Altman) perspectives.<br />
* [http://archivaria.ca/index.php/archivaria/article/view/13557 From Human Rights to Feminist Ethics: Radical Empathy in the Archives] - A 2016 article by Michelle Caswell and Marika Cifor. Published in Archivaria, a journal of the Association of Canadian Archivists ([http://archivists.ca/ ACA]). Link is to abstract only.<br />
* [https://www.lib.ncsu.edu/social-media-archives-toolkit/legal Social Media Archives Toolkit: Legal and Ethical Implications] - A resource of the North Carolina State University Libraries providing insight into the legal and ethical issues of harvesting social media.<br />
* [https://points.datasociety.net/okcupid-data-release-fiasco-ba0388348cd#.2aoqi7ydb OKCupid data release fiasco: It's time to rethink ethics education] - A 2016 post by Annette Markham that addresses data releases from an ethics educator's perspective.<br />
* [http://cmsimpact.org/resource/beyond-hashtags-ferguson-blacklivesmatter-online-struggle-offline-justice/ Beyond the hashtags: #Ferguson, #Blacklivesmatter, and the online struggle for offline justice] - A 2016 downloadable report written by Deen Feelon, Charlton D. McIlwain, and Meredith D. Clark that analyzes the Black Lives Matter movement online and the implications for using online tools to encourage social and political change.<br />
* [https://news.docnow.io/surveillance-and-social-media-archiving-7ea21b77b807#.iahlvrb8h Surveillance and Social Media Archiving] - A transcript of remarks made by Bergis Jules during the 2016 Library of Congress symposium, Collections as Data: Stewardship and Use Models to Enhance Access. Includes link to slides and the symposium's full agenda.<br />
* [https://papers.ssrn.com/sol3/papers2.cfm?abstract_id=2779647 Where are Human Subjects in Big Data Research? The Emerging Ethics Divide] - A 2016 article by Jacob Metcalf and Kate Crawford published in Big Data and Society (Spring 2016).<br />
* [http://bdes.datasociety.net/wp-content/uploads/2016/10/Ursic-politiwoops.pdf The Right to be Forgotten of the Duty to be Remembered? Twitter data reuse and implications for user privacy] - A 2016 PDF case study by Helena Ursic (Leiden University) written for The Council for Big Data, Ethics, and Society.<br />
* [http://link.springer.com/article/10.1007/s10502-014-9220-6 Toward a survivor-centered approach to records documenting human rights abuse: lessons from community archives] - Link to abstract (full article available for purchase). A 2014 article by Michelle Caswell published in Archival Science.<br />
* [https://aprilhathcock.wordpress.com/2016/11/18/opening-up-the-margins/ Opening up the Margins] - A November 18, 2016 blog post by April Hathcock that combines her remarks at a number of venues about opening up "good scholarship" to marginalized communities.<br />
* [http://zinelibraries.info/code-of-ethics/ Zine Librarians Code of Ethics] - A downloadable (PDF or Word) version of an ethical code as it applies to librarians and archivists that handle zines.<br />
* [https://medium.com/on-archivy/archivesforblacklives-building-a-community-archives-of-police-violence-in-cleveland-93615d777289#.t6wnjelwu #ArchivesForBlackLives: Building a Community Archives of Police Violence in Cleveland] - The text of a 2016 talk by Jarrett M. Drake presented at the Digital Blackness conference on the panel Uploading Black History: Archiving Blacks' Lived Experiences.<br />
* [http://tararobertson.ca/2016/oob/ digitization: just because you can, doesn't mean you should] - A 2016 blog post by Tara Robertson that reflects on the ethics of digitization through the example of a pre-internet lesbian porn magazine that was recently digitized and placed on line.<br />
* [http://link.springer.com/article/10.1007/s10502-012-9180-7 Evidence, memory, identify, and community: four shifting archival paradigms] - Link to abstract (full article available for purchase). A 2013 article by Terry Cook published in Archival Science.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Hazardous Materials ===<br />
* [http://cool.conservation-us.org/coolaic/sg/bpg/annual/v24/bp24-13.pdf Archives Conservators Discussion Group 2005: Hazardous Holdings] - A pdf article by Linda Blaser and Susan Peckham summarizing the panel. Printed in The Book and Paper Group Annual 24 (2005), p. 73-83. <br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-7_1439925170012_eng.pdf?WT.contentAuthority=4.4.10 Mercury in Museum Collections] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/7, 2002. Also available online [http://canada.pch.gc.ca/eng/1439925170006 here].<br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-8_1439925170028_eng.pdf?WT.contentAuthority=4.4.10 Lead in Museusm Collections and Heritage Buildings] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/8, 2010. Also available online [http://canada.pch.gc.ca/eng/1439925170022 here].<br />
* [http://www.connectingtocollections.org/arsenic-and-old-lace-controlling-hazardous-collection-materials/ Arsenic and Old Lace: Controlling Hazardous Collection Materials] - A 2016 Connecting to Collections Care Webinar. Page includes links to slides and handouts.<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/08/How-To-Guide-Hazards.pdf Hazards in museum collections: A Collections Care How To Guide] - A pdf guide from SHARE Museums East, Norfolk Museums & Archeology Service, and CollectionsTrust.<br />
* [https://alaskawhitestuffid.wordpress.com/ What’s That White Stuff blog] - A blog sponsored by the Alaska State Museum offering advice about common issues in museums.<br />
* [http://www.loc.gov/preservation/care/film.html Library of Congress Care, Handling, and Storage of Motion Picture Film] - Resources and links from the Library of Congress.<br />
* [http://www.mavic.asn.au/insite/september-october-2012 Museums Australia Vicotoria INSITE, September - October 2012, Dangerous Collections Special Issue] - Includes articles on a variety of tough issues<br />
* [http://opensi.si.edu/index.php/smithsonian/catalog/book/64 Pesticide Mitigation in Museum Collections: Science in Conservation: Proceedings from the MCI Workshop Series] - 2010 publication from the [http://opensi.si.edu/index.php/smithsonian/catalog/series/SCMC Smithsonian Contributions to Museum Conservation series] that addresses the issue of pesticide removal from museum objects.<br />
* [http://anthropology.si.edu/cm/NMNH_Potential_Hazards_Disclosure_Statement_2010.pdf Statement on Potential Hazards (Inherent and Acquired) Associated with Collection Objects] - A 2010 policy statement from the Smithsonian National Museum of Natural History [http://anthropology.si.edu/index.html Department of Anthropology] that can be used as a model for other institutions.<br />
* [https://www.nps.gov/museum/publications/conserveogram/02-10.pdf Hazardous Materials in Your Collection] - National Park Service (NPS) [https://www.nps.gov/museum/publications/conserveogram/cons_toc.html Conserve O Gram] series, August 1998, Number 2/10.<br />
* [http://museumpests.net/ MuseumPests.net] - A product of the Integrated Pest Management Working Group and includes a number of resources for prevention, monitoring, identification, and solutions for pests in collection spaces.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Culturally Sensitive and Tough Topic Collections ===<br />
* [http://www2.nau.edu/libnap-p/protocols.html Protocols for Native American Archival Materials] - The Protocols were developed to provide best practices for culturally responsive care and use of Native American archival and documentary material held by non-tribal organizations. The document reflects a Native American perspective.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - This is a good, brief, article regarding culturally sensitive Native American images in a non-native institution. It very clearly lays out a respectful, real world application of balancing maximum access and respectful consultation.<br />
* [http://ailanet.org/resources/ American Indian Library Association Resources] - A listing of resources compiled by the American Indian Library Association <br />
* [http://canada.pch.gc.ca/eng/1448995219999 Canadian Conservation Institute Caring for Sacred and Culturally Sensitive Objects] - Guidelines developed in 2015 to present key considerations related to sacred and culturally sensitive objects in heritage collections.<br />
* [http://digitalcommons.usu.edu/westernarchives/vol6/iss1/3 Tribal Archives, Traditional Knowledge, and Local Contexts: Why the "s" Matters] - A 2015 article by Kimberly Christen in the Journal of Western Archives ([http://digitalcommons.usu.edu/westernarchives/ JWA] Vol. 6, Iss. 1, Article 3).<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.74.1.4233nv6nv6428521?code=same-site Opening Archives: Respectful Repatriation] - An article by Kimberly Christen published in The American Archivist (Vol. 74, Spring/Summer 2011) examining one collaborative archival project aimed at digitally repatriating and reciprocally curating cultural heritage materials of the Plateau tribes in the Pacific Northwest.<br />
* [https://medium.com/on-archivy/confronting-our-failure-of-care-around-the-legacies-of-marginalized-people-in-the-archives-dc4180397280#.gbb4nqug0 Confronting Our Failure of Care Around the Legacies of Marginalized People in the Archives] - Transcript and select slides from a 2016 talk by Bergis Jules presented at the [http://ndsa.org/ National Digital Stewardship Alliance] annual meeting.<br />
* [http://www.archivists.org/governance/taskforces/0208-NativeAmProtocols-IIIA.pdf Report: Task force to review ''Protocols for Native American Archival Materials''] - A PDF version of the 2008 Society of American Archivists (SAA) report.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - A 2014 Case Study in Archival Ethics by Ellen Ryan and completed for the Society of American Archivists (SAA).<br />
* [https://artmuseumteaching.com/2016/08/31/have-conversations-here/ Have Conversations Here: Supporting Productive Dialogue in Museums] - A 2016 post by Mike Murawski on [https://artmuseumteaching.com/ Art Museum Teaching] discussing the facilitation of conversations in museums about difficult events and topics.<br />
* [http://www.liverpoolmuseums.org.uk/ism/resources/museum_interpretation.aspx Interpreting Transatlantic Slavery: the role of museums] - A 1999 article from the International Slavery Museum by Anthony Tibbles.<br />
* [http://interpretingdifficulthistory.com/ Interpreting Difficult History at Museums and Historic Sites] - Book by Julia Rose <br />
* [http://findingcommunityengagingaudiences.blogspot.com/2013/12/difficult-issues-in-history-museums.html Difficult Issues in History Museums] - A 2013 post on the Finding Community blog.<br />
* [http://www2.archivists.org/sites/all/files/PreservationWorkshopsWithRestrictedResources-CaseStudy1_0.pdf SAA Case Studies on Diversifying the Archival Record] - Case #1: Preservation Workshops with Restricted Resources: Preserving Cham Manuscripts in Vietnam <br />
* [http://aamg-us.org/wp/wp-content/uploads/2015/01/Managing-Museum-Controversy.pdf Museum Best Practices for Managing Controversy] - A pdf document from the Association of Academic Museums and Galleries ([https://www.aamg-us.org/wp/ AAMG])<br />
<br />
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<br />
=== Sample Projects and Collections ===<br />
* [http://www.docnow.io/ Documenting the Now] - A collaborative project that aims to respect both the content creator and the potential researcher and seeks to find a user-friendly means of collecting and preserving the digital content of social media.<br />
* [https://www.saada.org/ South Asian American Digital Archive (SAADA)] - An independant, national, non-profit organization working to document, preserve, and share stories representing the voices of South Asian Americans.<br />
* [https://www.lib.utexas.edu/hrdi Human Rights Documentation Initiative (HRDI)] - A long-term preservation effort by the University of Texas Libraries to capture fragile and vulnerable records of human rights struggles worldwide, promote them, and make them accessible for research.<br />
* [https://xfrcollective.wordpress.com/ XFR Collective] - A non-profit organization partnering with many to preserve at-risk audiovisual media by providing low-cost digitization services.<br />
* [http://www.mipops.org/ Moving Image Preservation of Puget Sound (MiPoPs)] - A non-profit organization helping to preserve our cultureal heritage by assisting archives, libraries, and other organizations with the conversion of analog video recordings to digital formats according to archival best practices.<br />
* [http://www.dclibrary.org/labs/memorylab The Memory Lab at DC Public Library] - A service provided to the DC public that allows for personal preservation of AV materials. A model that other organizations can follow.<br />
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<br />
== Closing the loop: Project assessment and leveraging goals for future planning ==<br />
The resources included in this section provide additional information for all other topics and help provide support for sustaining and moving projects into the future.<br />
<br />
Additional information on the February 15, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar6 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p6t0282kmur/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_slides/<br />
* Collaborative Project Template Spreadsheet (.xlsx): https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_template/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_transcript/<br />
** Chat 1, Signs of Trouble: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat1/<br />
** Chat 2, Project ROI: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat2/<br />
** Chat 3, Roadblocks: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat3/<br />
** Chat 4, Celebration: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat4/<br />
** Chat 5, Final Comments: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat5/<br />
* Evaluation: https://www.surveymonkey.com/r/JXMZ36G<br />
<br />
<br />
<br />
=== During the Project ===<br />
* [https://hbr.org/2011/04/strategies-for-learning-from-failure Strategies for Learning from Failure] - An article by Amy C. Edmondson, a version also available in print, Harvard Business Review April 2011.<br />
* [http://www.artscapediy.org/Creative-Placemaking-Toolbox/What-Are-the-Most-Important-Factors-in-a-Successfu.aspx What are the Most Important Factors in a Successful Project?] - A brief Vimeo video from Artscape President and CEO Tim Jones on the crucial elements of project success.<br />
* [https://www.projectsmart.co.uk/avoid-the-same-old-mistakes-by-focussing-on-lessons-learned.php Avoid the Same Old Mistakes by Focusing on Lessons Learned] - A 2014 article by Duncan Haughey that covers 6 essential steps to document lessons learned.<br />
* [http://www2.archivists.org/sites/all/files/AnOnlineExhibit-SAA-CaseStudy_0.pdf An Online Exhibit: A Tale of Triumph and Tribulation] - A 2014 Case Study by Nancy Freeman and Robert B. Riter for the Society of American Archivists (SAA). <br />
* [http://americanarchivist.org/doi/abs/10.17723/aarc.68.2.c741823776k65863?code=same-site More Product, Less Process: Revamping Traditional Archival Processing] - A 2005 article by Mark Greene and Dennis Miller published in The American Archivist, a publication of the Society of American Archivists. Link to abstract, PDF version available for download.<br />
<br />
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<br />
=== Project Evaluation and Assessment ===<br />
* [http://www.horizon-research.com/taking-stock-a-practical-guide-to-evaluating-your-own-programs/ Taking Stock: A Practical Guide to Evaluating Your Own Programs] - A 1997 guide written by Sally L. Bond, Sally E. Boyd, and Kathleen A. Rapp written to help community-based organisations improve programs. <br />
* [http://www.wkkf.org/resource-directory/resource/2010/w-k-kellogg-foundation-evaluation-handbook W.K. Kellogg Foundation Evaluation Handbook] - A 2010 tool to help consider evaluation as a relevant and useful program tool. The handbook was written especially for W.K. Kellogg Foundation-funded programs but has broader application possibilities.<br />
* [http://oerl.sri.com/ OERL: Online Evaluation Resource Library] - A resource library designed to collect and make available evaluation plans, instruments, and reports for National Science Foundation (NSF) related projects but has broader application possibilities.<br />
* [https://www2.cdc.gov/cdcup/library/practices_guides/CDC_UP_Project_Close-Out_Practices_Guide.pdf CDC Unified Process Practices Guide: Project Close-out - A 2006 guide that can help organizations practice successful project-close out. <br />
* [http://www.ala.org/rusa/sections/rss/rsssection/rsscomm/rssresstat/prjctassmnteval Project Assessment and Evaluation] - A list of resources compiled by the Referencce and User Services Association ([http://www.ala.org/rusa/ RUSA]), a division of the American Library Association (ALA). <br />
* [https://manoa.hawaii.edu/assessment/workshops/pdf/templates_2009-12.pdf Creating an Assessment Plan & Using Assessment Templates] - A 2009 guide created by the University of Hawaii at Manoa Assessment Office.<br />
* Tutorials for creating Gantt, PERT, and CPM charts<br />
** [https://www.officetimeline.com/gantt-chart-excel How to make Gantt charts in Excel] - A video tutorial with Excel templates for making Gantt charts.<br />
** [https://www.youtube.com/watch?v=oe_Uvf6p4_A Creating a Pert CPM chart using Excel] - A 2012 YouTube video tutorial by Eric Magidson.<br />
** [https://www.youtube.com/watch?v=8NHJTRUiX6A Creating a PERT/CPM Chart using Excel 2016 and the Personal Trainer Case] - A 2016 YouTube video tutorial by Eric Magidson.<br />
* [http://www.pmsolutions.com/audio/PM_Performance_and_Value_List_of_Measures.pdf Measures of Project Management Performance and Value: A Benchmark of Current Business Practices] - A 2005 resource from the Center for Business Practices as part of the Comprehensive List of Measures series. <br />
* [http://www.mclam.com/pdf/Metrics.pdf Environmental Protection: Using Metrics to Track Progress of Community Outreach Programs] - A 2004 guide published by the American Institute of Chemical Engineers to help develop metrics for understanding how well organizations are implementing programs as well as how to improve them.<br />
* [http://www.cioarchives.ca.gov/itpolicy/pdf/PM5.2_Project_Execution_Tracking_and_Monitoring.pdf Project Execution - PM Elements: Tracking and Monitoring Project Performance] - A January 1997 PDF document from the California Chief Information Offices that offers practical solutions for project tracking that can be adapted to other organizations' needs. A part of the Statewide Information Management Manual ([http://www.cioarchives.ca.gov/ITpolicy/SIMM.html SIMM])<br />
* [http://www.businessofgovernment.org/blog/strategies-font-color-redcut-costsfont-and-improve-performance/shared-services-tracking-perform Shared Services: Tracking Performance/Performance Metrics - What Doesn’t Get Measured Doesn’t Get Done] - A 2011 blog post by Jennifer Lotkowski and Adam Jelic on the IBM Center for The Business of Government.<br />
<br />
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<br />
=== Future Project Planning ===<br />
* [http://resource.aaslh.org/view/engaging-the-grown-ups-a-roundtable-exploring-new-strategies/ Engaging the Grown-Ups: A Roundtable Exploring New Strategies] - An AASLH Audio Recording <br />
* [http://resource.aaslh.org/view/whos-next-succession-planning-and-institutional-health/ Who’s Next? Succession Planning and Institutional Health] - An AASLH Audio Recording<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Developing and Evaluating Institutional Documentation ===<br />
SEE ALSO [[#Creating Policies for Collection Building|Creating Policies for Collection Building]]<br />
<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_48_-_Plan_for_the_Future_You_Want_for_Your_Museum.pdf Plan for the future you want for you museum] - A Technical Bulletin of the Oklahoma Museums Association, July 2009 by Cecil Carter<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types.<br />
* [http://flamuseums.org/professional-development/florida-connecting-to-collections-program/emergency-plans/ Florida Connecting to Collections Emergency Plans] - A self-paced program for all GLAM Institution types<br />
* [http://www.aam-us.org/resources/assessment-programs/core-documents/documents AAM Description of Core Documents] - A listing of important documents suggested by the American Alliance of Museums (AAM) as fundamental for basic professional museum operations.<br />
* [https://www.nsf.gov/publications/pub_summ.jsp?ods_key=nsf02057 The 2002 User-friendly Handbook for Project Evaluation] - A 2002 resource guide in HTML or PDF from the National Science Foundation ([https://www.nsf.gov/ NSF])<br />
* [http://obolinx.com/resources/2013/10/five-project-management-performance-metrics-key-to-successful-project-execution-operational-excellence/ Five Project Management Metrics key to Successful Project Execution - Operational Excellence] - A 2013 post by Kavita Verma shared on [http://obolinx.com/resources/ OBOlinx Tech]. Includes equations and practical examples.<br />
<br />
[[#toc|Table of Contents]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Strategies_for_Advancing_Hidden_Collections&diff=14763Strategies for Advancing Hidden Collections2019-09-10T19:02:52Z<p>Joymbanks: /* Building resources and relationships: Determining what and who you need */</p>
<hr />
<div>This resource library has been prepared for gallery, library, archive, and museum (GLAM) workers engaged in collection processing projects. Compiled by experts from the GLAM communities, the library is arranged to support the content of the CLIR [https://www.clir.org/hiddencollections/sahc Strategies for Advancing Hidden Collections] (SAHC) webinar series. A wide range of solutions and suggestions for a variety of collecting organizations appear below; inclusion of links on this page does not necessarily represent an endorsement of an organization or a product by CLIR or any individual connected with the SAHC project.<br />
<br />
'''Project Coordinator'''<br />
<br />
Joy M. Banks, Consultant<br />
<br />
'''Speakers'''<br />
* Angela Kipp, Collection Manager, TECHNOSEUM and Administrator, [http://world.museumsprojekte.de/ Registrar Trek]<br />
* Rosemary Pleva Flynn, Principal Librarian, Library and Information Services Team Lead, Energy and Environmental Research Center (EERC) at the University of North Dakota<br />
* Sarah Leu, Project Archivist, Historical Society of Pennsylvania<br />
* Beth Knazook, Library Juice Academy and Queen's University<br />
* Jessica Bitely, Director of Preservation Services, Northeast Document Conservation Center (NEDCC)<br />
* Yvonne Ng, Senior Archivist, WITNESS<br />
* Ellen Ryan, Head of Special Collections and Archives and Assistant Professor, Idaho State University<br />
<br />
'''Curriculum Committee'''<br />
* Stephanie Gaub Antequino, Memorabilia Archivist, Planet Hollywood International<br />
* Casey Davis, Project Manager, American Archive of Public Broadcasting<br />
* Tamar Evangelista-Dougherty, Consultant<br />
* Linda Hocking, Curator of Library and Archives, Litchfield Historical Society<br />
* Daniel Johnson, Digital Preservation Librarian, University of Iowa<br />
* Holly Mengel, Manuscripts Cataloging Librarian, University of Pennsylvania<br />
* Matthew Peek, Military Collections Archivist, State Archives of North Carolina<br />
* Kelly Revak, Processing Archivist, Library of Congress<br />
<br />
Additions to this library are welcome. Readers may contribute to its development by [https://wiki.diglib.org/index.php?title=Special:CreateAccount&returnto=Main+Page creating an account], or by sending suggestions to [mailto:cwilliford@clir.org Christa Williford] at CLIR.<br />
<br />
== Where to begin: Basics of project planning for GLAM organizations ==<br />
The resources in this section will help lay the foundation for successful project planning and management.<br />
<br />
Additional information on the January 11, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>Vd4x6nQvu8g</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_transcript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017_Wheretobegin_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat4.pdf General webinar chat] <br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp_chat1.pdf Key Elements of a Project]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat2.pdf Time to Catalog]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat3.pdf Project Management]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar:<br />
https://www.surveymonkey.com/r/L9CYDRQ.<br />
<br />
Jump to:<br />
[[#General|General]] | [[#Selecting the best collection management system|Selecting the best collection management system]] | [[#Collection Prioritization & Assessment|Collection Prioritization & Assessment]] | [[#Workflow|Workflow]] | [[#Project Management Tools|Project Management Tools]]<br />
<br />
=== General ===<br />
* [https://www.clir.org/hiddencollections/meetings/2010HCsymposium.html CLIR 2010 Hidden Collections Symposium]<br />
* [https://www.clir.org/hiddencollections/2015-symposium-unconference/symposium-abstracts CLIR 2015 Hidden Collections Symposium & Unconference]<br />
* [http://registry.clir.org/ CLIR Hidden Collections Registry]<br />
* [https://www.webjunction.org/explore-topics/planning-coordination.html WebJunction Planning & Coordination Topic Page]<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources]<br />
* [http://openglam.org/ OpenGLAM]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Selecting the best collection management system ===<br />
Note: Some of these resources may be dated but can still contain useful information. SEE ALSO [[#Collection_access:_Describing.2C_cataloging.2C_and_processing_with_the_future_in_mind|Collection access: Describing, cataloging, and processing with the future in mind]]<br />
<br />
'''For all institution types'''<br />
* [http://carlibrary.org/CarLibrary-CollectionManagementSystems.htm CarLibrary.org - Collection Management Systems] - A detailed resource discussing all aspects of selecting a management system including a number of links to additional resources. The page also includes a link to a [http://carlibrary.org/CarLibrary-CMS-Table.htm summary table] of a wide range of CMS software systems.<br />
'''For Museums'''<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - Tips on selecting the right museum CMS software from [https://www.historyassociates.com History Associates, Inc.].<br />
* [http://manyonline.org/professional-development/collections-management-software Collections Management Software] - A list with additional information on software systems designed specifically for the museum collection management environment from the [http://manyonline.org Museum Association of New York].<br />
* [http://rcaam.org/cms/wp-content/uploads/2011/05/Graduate-Studies-Thesis-Collections-Management-Elana-Carpinone.pdf Museum Collections Management Systems: One Size Does NOT Fit All] - Masters Thesis by Elana C. Carpinone, Seton Hall University, May 2010<br />
* [http://www.idea.org/blog/2011/04/07/collection-management-systems-museums-and-the-web-2011/ Collection management systems: Museums and the Web 2011] - A listing and explanation of collection management systems represented at the [http://www.museumsandtheweb.com/mw2011.html Museums and the Web 2011] event.<br />
'''For Libraries'''<br />
* The Small Libraries Manager's Handbook, edited by Alice Graves. Includes several chapters on system selection.<br />
'''For Archives'''<br />
* [https://www.clir.org/pubs/reports/spiro/spiro/spiro_Jan13.pdf Archival Management Software] - A report for the Council on Library and Information Resources (CLIR) by Lisa Spiro, January 2009<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Prioritization & Assessment ===<br />
* [http://www.pacsclsurvey.org/ PACSCL Survey Initiative] - Includes information and resources from the Philadelphia Area Consortium of Special Collections Libraries (PACSCL) Consortial Survey Initiative project to assess backlogged archival collections.<br />
* [https://psap.library.illinois.edu/about Preservation Self-Assessment Program (PSAP)] - A free, online tool that helps collection managers prioritize efforts to improve conditions of collections developed by the University of Illinois, University Library through the IMLS<br />
** [https://www.imls.gov/news-events/project-profiles/extending-preservation-self-assessment-option-libraries-archives-and Press Release from IMLS]<br />
* [http://www.oclc.org/content/dam/research/publications/library/2011/2011-07.pdf Taking Stock and Making Hay: Archival Collections Assessment] - A report from OCLC by Martha O'Hara Conway and Merrilee Proffitt, July 2011.<br />
* [http://nationalwomansparty.org/wp-content/uploads/2011/02/Strategy-and-Priorities-for-Cataloging.pdf Strategy and Priorities for Cataloging the National Woman's Party Collection] - A report from the Sewall-Belmont House and Museum that can be used as a sample collection analysis tool<br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Benchmarks in Collections Care] - The resources page provides access to information on Benchmarks in Collection Care as well as the self assessment checklist to aid in establishing realistic colleciton goals. This is a resource provided by the [http://www.collectionstrust.org.uk/ Collections Trust].<br />
* [http://library.columbia.edu/services/preservation/audiosurvey.html Survey Instrument for Audio & Moving Image Collections] - A resource developed by the Columbia University Libraries to inventory and assess audio and moving image materials.<br />
* [http://www.avcompass.bavc.org/ AV Compass] - A free online resource from the [https://www.bavc.org/ Bay Area Video Coalition] to help organize, preserve, and access AV collections.<br />
* [http://library.columbia.edu/services/preservation/survey_tools.html Special Collections Materials Survey Instrument] - A resource developed by the Columbia University Libraries to evaluate under-processed archival collections.<br />
* [http://tools.aaslh.org/steps/ Standards and Excellence Program (StEPs)] - A self-study program developed by the American Association for State and Local History (AASLH) designed specifically for small to mid-sized organizations.<br />
* [http://www.aam-us.org/resources/assessment-programs American Alliance of Museums (AAM) Assessment Programs] - A page describing the Continuum of Excellence to help move organizations towards better stewardship of their collections.<br />
* [https://www.imls.gov/grants/available/collections-assessment-preservation-program-cap IMLS Collections Assessment for Preservation Program (CAP)] - A grant program through the Institute of Museum and Library Services (IMLS). Deadline for applications vary.<br />
* [http://www.digitalpreservation.gov/documents/NDSA_Levels_Archiving_2013.pdf NDSA Levels of Digital Preservation] - Includes explanations and uses for maintaining and preserving digital files in archival settings.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Workflow ===<br />
* [http://www.libraryworkflowexchange.org/about/ Library Workflow Exchange] - A space for libraries to share and find workflows and best practices across institutions.<br />
* [http://digitizingmillerhouseandgarden.tumblr.com/tagged/workflow Workflows from the Documenting Modern Living project] - Examples of workflows from the Documenting Modern Living: Digitizing the Miller House and Garden Collection Tumblr page<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Management Tools ===<br />
* [http://blog.hubspot.com/agency/agency-project-management-tools#sm.0000y44e3e7sifdbt8018ehatkvxc Improve Your Collaboration: 18 Project Management Tools for Marketing Agencies] - Not GLAM specific, but a resource by Jami Oetting on selecting a project management tool with some suggested software.<br />
* [http://www.techworld.com/picture-gallery/startups/10-best-free-project-management-software-programs-3625922/ 14 best free project management software programs 2016: Great project management software tools that don't cost a penny] - By Matt Egan and posted on TechWorld, includes software and brief explanations of each.<br />
* [http://www.projectsmart.com/project-management/introduction.php 21 Ways to Excel at Project Management] - A detailed step by step tool from ProjectSmart for successful project management from beginning to end.<br />
* [http://www.archivejournal.net/issue/3/notes-queries/teaching-librarians-project-management-new-expectations-for-the-digital-age/ Teaching Librarians & Project Management: New Expectations for the Digital Age] - An article by Caro Pinto in the Archives Journal Notes + Queries (Issue 3, Summer 2013) that addresses the changing nature of librarian training to include project management.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Building resources and relationships: Determining what and who you need ==<br />
The resources in this section will help guide project managers through the process of estimating project costs, communicating costs with others, and building relationships for support. <br />
<br />
Additional information on the January 18, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slideswithtranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_-SAHC2_Pleva-Flynn_Buildingresourcesandrelationships_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat1.pdf Justifying the Existence of GLAMS] <br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat2.pdf What would you do differently?]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat3.pdf Not-Your-Usual Funding Sources]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
Jump to:<br />
[[#General_2|General]] | [[#Buy-in from Board of Directors, Community, Volunteers|Buy-in from Board of Directors, Community, Volunteers]] | [[#Calculating processing time, staff time, and estimating supply costs|Calculating processing time, staff time, and estimating supply costs]] | [[#Communicating to people who need to approve the project|Communicating to people who need to approve the project]] | [[#Funding Sources and Grant Writing|Funding Sources and Grant Writing]]<br />
<br />
=== General ===<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html WebJunction Budgets & Funding Resource Page] - Resources, webinars, and other information on budget planning and development for libraries that can be applied to all GLAM organizations.<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html Connecting to Collections Care Resources Page] - For more information on budgets and increasing collection support, select the ''Increasing Support for Collections Care'' from the list.<br />
* [http://www.mapfornonprofits.org/resources/fund-development/ MAP Resources for Fund Development] - Resources from the [http://www.mapfornonprofits.org/ MAP for Nonprofits], serving nonprofits through provision of consulting and training.<br />
* [http://managementhelp.org/nonprofitfundraising/index.htm Free Management Library All About Nonprofit Fundraising Resources] - A extensive listing of resources for nonprofits from the [http://managementhelp.org/ Free Management Library], a service of Authenticity Consulting, LLC.<br />
* Nonprofit Sustainability: Making Strategic Decisions for Financial Viability - 2010 book by Jeanne Bell, Jan Masaoka, and Steve Zimmerman.<br />
** [https://ssir.org/book_reviews/entry/nonprofit_sustainability_jeanne_bell_jan_masaoka_steve_zimmerman 2011 Review] in the Stanford Social Innovation Review by Jim Schorr<br />
** [http://www.nonprofitsustainability.org/ The Sustainability Mindset] - A 2014 companion book by Jeanne Bell and Steve Zimmerman that offers a step-by-step guide and templates for moving nonprofits toward a sustainable model.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Buy-in from Board of Directors, Community, Volunteers ===<br />
* [http://www.mandywilson.co.uk/data/uploads/pdf/Museums-Community-Involvement-Toolkit.pdf Community Involvement in Museums, Archives and Libraries: Toolkit for improving practice] - A pdf resource developed by COGS (Communities and Organizations - Growth and Support) for Yorkshire Museums Council, 2002. The toolkit includes a number of practical resources and guides for strengthening community involvement.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Calculating processing time, staff time, and estimating supply costs ===<br />
* [http://www.marac.info/assets/documents/marac_technical_leaflet_2.pdf Computing the Total Cost of Archival Processing] - A technical leaflet by Thomas Wilsted produced by the Mid-Atlantic Regional Archives Conference ([http://www.marac.info/ MARAC]), 1989.<br />
* [http://library.gwu.edu/collections/digitize/cost-calculator George Washington University Digitization Cost Calculator] - (unavailable)<br />
* [http://dashboard.diglib.org/ Digitization Cost Calculator] - A project of the [https://wiki.diglib.org/Assessment:Costs Digital Library Federation Assessment Interest Group’s working group on Cost Assessment] that uses community supplied data to help users estimate costs for digitization projects.<br />
* [https://roseelr.files.wordpress.com/2014/04/cost-finding-rose.docx Cost Finding Exercise] - Word Document Download. An exercise by Elizabeth Rose completed during her masters work at Southern Connecticut State University. The exercise considers the direct and indirect costs of processing an archival collection and includes references for additional information.<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.58.1.h9847h1372211l75 Beneficial Shocks: The Place of Processing-Cost Analysis in Archival Administration] - Research article by Paul Ericksen and Robert Shuster from American Archivist, Winter 1995. Includes discussion of both theoretical analysis and practical application.<br />
* [https://minds.wisconsin.edu/bitstream/handle/1793/44723/MA07_1_3.pdf?sequence%E2%80%A6 Rates of Processing Manuscripts and Arhives] - PDF download. An article by Karen Temple Lynch and Thomas E. Lynch from The Midwestern Archivist, p. 25-35, Vol. VII, No. 1, 1982 available through [https://www.jstor.org/journal/midwarch JSTOR]. Provides an analysis of processing rates from various grant proposals and considers how variable levels of processing affect cost.<br />
* [http://beinecke.library.yale.edu/25-processing-estimates Beinecke Rare Book & Manuscript Library (Yale University) Processing Estimates] - A guidelines developed in 2015 to consider the cost to process, arrange, and describe collections of personal papers.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ The Cost of Processing] - A blog post from 2010 by Emily Walters from North Carolina State University Libraries reflecting on estimating costs for their Changing the Landscape: Exposing the Legacy of Modernist Architects and Landscape Architects multi-year project.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ Costs of Cataloging] - A chapter by Felix Reichmann in Library Trends 2 (1953) providing historical context for cataloging cost analysis.<br />
* [https://ejournals.bc.edu/ojs/index.php/ital/article/viewFile/3161/2775 Cost Analysis of an Automated and Manual Cataloging and Book Processing System] - An article by Joselyn Druschel from the Journal of Library Automation (Vol. 14, no. 1, March 1981). Showing the historical argument for automating cataloging and processing to reduce cost.<br />
* [https://journals.ala.org/lrts/article/view/5501/6757 Assessing the Cost and Value of Bibliographic Control] - An article by Erin Stalbert and Christopher Cronin from Library Resources & Technical Services (Vol. 55, No. 3, 2011) published by the Association for Library Collections & Technical Services ([http://www.ala.org/alcts/ ALCTS]). Provides a detailed discussion of the past and present issues with estimating cataloging costs.<br />
* [https://www.liberquarterly.eu/articles/10.18352/lq.8558/ Improving Library Management by Using Cost Analysis Tools: A Case Study for Cataloguing Processes] - Article by Lorena Siguenza-Guzman, Alexandra Van den Abbeele, and Dirk Cattrysse from LIBER Quarterly, the Journal of the Association of European Research Libraries. This was originally presented at the LIBER conference in 2013 and discusses the application of TDABC (Time-Driven Activity-Based Costing) procedures in libraries.<br />
* [https://rbms.info/committees/task_force/metrics_assessment/group-1/cataloging/ RBMS Page on Cataloging] - Includes thoughts and definitions on cataloging from the Rare Books and Manuscripts Section ([https://rbms.info/ RBMS]) of the Association of College and Research Libraries ([http://www.ala.org/acrl/ ACRL]. A discussion of cataloging metrics is included as well as a resource list.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Communicating to people who need to approve the project ===<br />
* [http://enfocussolutions.com/8-best-practices-for-stakeholder-engagement/ 8 Best Practices for Stakeholder Engagement] - An article by John Parker from Enfocus Solutions (2012). Offers practical suggestions to engage and communicate with project stakeholders.<br />
* [http://agilemodeling.com/essays/activeStakeholderParticipation.htm Active Stakeholder Participation: An Agile Best Practice] - A detailed discussion of stakeholder engagement from Agile Modeling including definitions and useful charts.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2013-presentations/programming-on-a-shoestring-budget/ Programming on a Shoestring Budget] - Video presentation from David Mixdorf from South Sioux City Public Library (NE) presented in February 2013 for the Big Talk from Small Libraries online conference.<br />
* [http://www.wkkf.org/resource-directory/resource/2006/01/template-for-strategic-communications-plan Template for Strategic Communications Plan] - Practical template developed for use by the [http://www.wkkf.org/ W.K. Kellogg Foundation] including worksheets to develop a new plan.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case2Final.pdf Defining and Formalizing a Procedure for Archiving the Digital Version of the ''Schedule of Classes'' at the University of Michigan] - A 2008 case study from the Society of American Archivists (SAA) by Nancy Deromedi describing the process of forming an agreement between the university archive and registrar's office to continue the preservation of the schedule of classes after it moved to digital only.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Funding Sources and Grant Writing ===<br />
* [http://www.museumsoftware.com/grants.html Grant Opportunities] - A listing of available grants compiled by Past Perfect Museum Software.<br />
* [https://librarygrants.blogspot.com/ Library Grants blog] - A blog maintained by Stephanie Gerding and Pam MacKellar, authors of [http://www.alastore.ala.org/detail.aspx?ID=4039 Winning Grants: A How-To-Do-It Manual for Librarians with Multimedia Tutorials and Grant Development Tools]. Updated regularly with available opportunities.<br />
* [https://www.imls.gov/grants/available/museums-america IMLS Museums for America grant] - A grant program from the Institute of Museum and Library Services (IMLS) with the goal to "strengthen the ability of an individual museum to serve its public."<br />
* [https://www.neh.gov/grants/preservation/preservation-assistance-grants-smaller-institutions NEH Preservation Assistance Grants (PAG)] - These PAG funds help small and mid-sized institutions improve their ability to preserve and care for significant historical collections.<br />
* [https://www.neh.gov/grants/challenge/creating-humanities-communities Creating Humanities Communities] - A grant program from the NEH to help stimulate and proliferate meaningful humanities activities in underserved areas of the United States and territories. Limited geographic regions qualify.<br />
* [http://www.connectingtocollections.org/funding-collections-care/ Connecting to Collections Care Funding for Collections Care] - A webinar recorded November 2010 presented by Debra Hess Norris and Lee Price. The webinar page also includes related books for additional resources.<br />
* [http://www.connectingtocollections.org/fundraising-for-collections-care/ Connecting to Collections Care Fundraising for Collections Care] - A webinar series recorded in 2013 with sessions on Fundamentals, Finding Support, Cultivating Donors and Members, Writing Proposals, and Creative Fundraising. The series page includes additional links to resources, slides, and sample documents.<br />
* [https://event.on24.com/eventRegistration/EventLobbyServlet?target=reg20.jsp&partnerref=LJWebbestmall150901&eventid=1033500&sessionid=1&key=5EF4833291C07A8F39B02944D8C40810&regTag=&sourcepage=register Funding & Fundraising for Small Libraries] - An on-demand downloadable webinar from the LibraryJournal series Best Practices from America's Best Small Libraries. Presented in 2015 by Mary Beth Stenger and Cheryl Clay (registration required). A review of the webinar is available from [http://www.lminfo.us/blog/funding-and-fundraising-for-small-public-libraries/ Didi Yunginger].<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_46_-_Ten_Points_to_Increase_Your_Grant_Writing_Success.pdf Ten points to increase your grant writing success] - A one page technical bulletin by Cecil Carter from the Oklahoma Museums Association (January 2008).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Making the most of people: Recruitment, retention, and recognition ==<br />
The resources in this section consider how volunteers, interns, and staff fit into the project picture.<br />
<br />
Additional information on the January 25, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar3 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p2vkfvzxuqr/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_slides/<br />
* Transcript of presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_transcript/<br />
** Chat 1, Strategies for Outreach to Students, Interns, and Volunteers: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_chat1/<br />
** Chat 2, Troubleshooting Concerns about Students, Interns, and Volunteers: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_chat2/<br />
* Evaluation: https://www.surveymonkey.com/r/JRXMV3F<br />
<br />
<br />
Jump to:<br />
[[#Teens and Student Workers|Teens and Student Workers]] | [[#Volunteers and Staff|Volunteers and Staff]] | [[#Celebrating Success|Celebrating Success]] | [[#Ethics of Hiring|Ethics of Hiring]]<br />
<br />
=== Teens and Student Workers ===<br />
* [https://olcsmalllibraries.wordpress.com/2010/04/02/no-budget-no-time-no-problem/ No Budget? No Time? No Problem!] - Blog post from the Ohio Library Council by RoseMary Honnold discussing how community teens can be engaged in the work of collections.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2016-presentations/to-the-big-stage-on-a-small-budget-from-special-collections-to-archive-2-0/ To the Big Stage on a Small Budget: From Special Collections to Archive 2.0] - A presentation by Julie Pinnell for the 2016 Big Talk From Small Libraries [http://nlcblogs.nebraska.gov/bigtalk/ online conference] discussing the use of Doane College students to process the college archive.<br />
* [http://newprairiepress.org/culsproceedings/vol1/iss1/8/ Archival Internships: Creating Real World Learning Beyond the Classroom] - An article from the College & University Libraries Section (CULS) of the Kansas Library Association by Lorraine Madway (CULS Proceedings, Vol. 1, 2011, no. 1). Presents findings from the internship program at Wichita State University Libraries and offers practical advice for establishing an internship program.<br />
* [http://cupola.gettysburg.edu/librarypubs/53/ Undergraduate Library Internships and Professional Success] - A downloadable pdf poster by staff at Gettysburg College reporting on the impact undergraduate library internships had on the development of student career goals.<br />
* [http://www.nyarc.org/content/training-future-librarians-and-enhancing-digital-and-print-collections-m-lead-ii-comes Training Future Librarians and Enhancing Digital and Print Collections: M-LEAD II Comes to a Successful End] - A 2015 report by Kim Loconto on the [https://www.imls.gov/ IMLS] funded Museum Library Education and Digitization [M-LEAD] grant which allowed interns to gain a wide range of experiences with practical, hands-on projects.<br />
* [http://www.businessnewsdaily.com/8394-create-internship-program.html Creating a Successful (and Legal) Internship Program] - A 2015 article from Business News Daily by Nicole Fallon Taylor. A basic overview for creating an internship program that will be beneficial to the intern, productive for the organization, and meet current employment laws.<br />
* [http://www2.archivists.org/standards/best-practices-for-internships-as-a-component-of-graduate-archival-education Best Practices for Internships as Components of Graduate Archival Education] - A downloadable best practices guide from the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Volunteers and Staff ===<br />
* [http://www.connectingtocollections.org/archivecollectionscare/ Connecting to Collections Care Staff and Volunteer Management for Collections Care] - Webinar 6 in the Collections Care Basics: Where Do I Begin? webinar series. Originally presented by Donia Conn in 2013. The webinar section contains links to the recording, PowerPoint presentation, and a number of additional readings and resources related to the topic.<br />
* [http://www.slideshare.net/volunteermatch/creating-a-comprehensive-engaging-volunteer-training-program Creating a Comprehensive & Engaging Volunteer Training Program] - A 2013 SlideShare presentation by Jennifer Bennett and Matt Wallace. Hosted by VolunteerMatch Learning Center.<br />
* [http://files.archivists.org/pubs/free/Resources_for_Volunteers-Final-V3.pdf Resources for Volunteer Programs in Archives] - A 2012 joint publication, available as a PDF, from the National Archives and Records Administration (NARA) and the Society of American Archivist (SAA) that provides descriptions of volunteer projects undertaken at various archives as well as a "Tools Shared by Archives" section with examples of volunteer questionnaires and applications, volunteer standards of conduct, volunteer handbook, and additional resources.<br />
* [http://www.connectingtocollections.org/seeding-engagement-and-cultivating-volunteers-through-crowdsourcing/ Seeding Engagement and Cultivating Volunteers through Crowdsourcing] - A Connecting to Collections Care webinar originally presented in July 2016 by Meghan Ferriter. Dr. Ferriter shares the crowdsourcing experience of the [https://transcription.si.edu/ Smithsonian Transcription Center (TC)] and how their experience can be adapted to other projects.<br />
* [http://www.infotoday.com/cilmag/oct14/Zastrow--Crowdsourcing-Cultural-Heritage.shtml Crowdsourcing Cultural Heritage: 'Citizen Archivists' for the future] - A 2014 article by Jan Zastrow published in Computers in Libraries (Vol. 34, No. 8, October 2014).<br />
* [http://alm.axiell.com/infographic-leveraging-volunteers-and-crowdsourcing-digitisation?utm_source=Axiell+ALM+-+Non-Customer+Newsletter&utm_campaign=6f296c7bbf-Prospect+Newsletter+February&utm_medium=email&utm_term=0_00e6b7cbf3-6f296c7bbf-143955453 Leveraging Volunteers and Crowdsourcing for Digitisation] - A February 2017 infographic that shares results of research conducted by [http://mcn.edu/ MCN] and [http://alm.axiell.com/ Axiell] involving over 100 Museums and Archives from around the world.<br />
* Examples of Crowdsourcing volunteer projects:<br />
** [https://www.flickr.com/photos/8623220@N02/ Library of Congress Flickr Feed]<br />
** [https://diyhistory.lib.uiowa.edu University of Iowa DIY History]<br />
** [https://transcription.si.edu Smithsonian Transcription Project]<br />
** [https://www.archives.gov/citizen-archivist/transcribe US National Archives - Citizen Archivist Transcription Project]<br />
* [http://oregonstate.edu/ua/ncs/archives/2010/feb/business-students-raise-funds-haiti-learn-value-%E2%80%98blitz-project%E2%80%99 Business students raise funds for Haiti, learn value of 'blitz project'] - A short 2010 article describing a blitz project by Oregon State University College of Business students.<br />
* Yellowstone National Park Blitz projects<br />
** [https://www.nps.gov/yell/blogs/Using-a-Team-Approach-to-Expose-Yellowstone-s-Hidden-Collections.htm Using a Team Approach to Expose Yellowstone's Hidden Collections] (July 10, 2014), by Anne Foster<br />
** [https://www.nps.gov/yell/blogs/Bringing-Yellowstone-Back-Home-Using-the-Archives-Blitz-as-a-Framework-for-Other-Institutions.htm Bringing Yellowstone Back Home: Using the Archives Blitz as a Framework for Other Institutions] (October 7, 2014), by Anna Trammell<br />
** [https://www.nps.gov/yell/blogs/Keys-to-a-Blissful-Blitz.htm Keys to a Blissful Blitz] (March 12, 2015), by Kiley Hayes<br />
* [http://www.aam-us.org/resources/online-programs/human-resources-webinars Human Resources Recorded Webinars] - A series of webinars from the American Alliance of Museums ([http://www.aam-us.org/home AAM]) on a variety of topics related to staff and volunteers.<br />
* [https://aamv.wildapricot.org/ American Association for Museum Volunteers (AAMV)] - An association supporting the museum volunteer management community. Their website includes some resources freely available to non-members.<br />
* [http://peabody.yale.edu/volunteer Volunteer Page for the Yale Peabody Museum of Natural History] - Provides an example of a well-designed volunteer page including a link to the Yale Peabody volunteer application.<br />
** [http://peabody.yale.edu/sites/default/files/documents/volunteer/volunteer_application_form.pdf Yale Peabody Museum Volunteer application example]<br />
* [http://themuseum.org/sites/default/files/volunteeragreement.pdf Volunteer Code of Ethics and Professional Standards] - A standard from the [http://themuseum.org/ Alexandria Museum of Art] that can be used as a model for other institutions.<br />
* [http://www.connectingtocollections.org/outreach/ Involving the Public in Your Preservation Efforts] - A Connecting to Collections Care webinar from 2013 showcasing work from a number of institutions in celebration of Preservation Week. The page contains links to referenced projects and resources.<br />
* [http://www2.archivists.org/standards/best-practices-for-volunteers-in-archives Best Practices for Volunteers in Archives] - A downloadable resource by the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_45_-_Creating_a_Successful_Volunteer_Program.pdf Building a successful museum volunteer services program] - A technical bulletin by Robbin Davis produced by the Oklahoma Museums Association (July 2007).<br />
* [http://www.wildapricot.com/blogs/newsblog/2015/05/13/top-challenges-with-volunteer-engagement-retention Top Challenges with Volunteer Engagement & Retention] - A 2015 post by Lori Halley on the [http://www.wildapricot.com/academy Wild Apricot Membership Academy] blog that discusses challenges and solutions to some of the most frequent volunteer issues. Also includes links to a Wild Apricot webinar on volunteers and other resources.<br />
* [http://www.wildapricot.com/academy/expert-webinar-series/converting-volunteers-from-joiners-to-stayers Converting Volunteers from Joiners to Stayers] - A 2015 webinar presented by Tobi Johnson as part of the Wild Apricot Expert Webinar Series.<br />
* [https://americanlibrariesmagazine.org/2016/05/31/recruiting-retaining-library-volunteers/ Recruiting and Retaining Volunteers] - A 2016 post by Kaitlin Throgmorton on the American Libraries blog.<br />
* [http://wikis.ala.org/professionaltips/index.php?title=Volunteers ALA Volunteers Wiki] - A wiki page from the American Library Association (ALA) that compiles a number of different resources about volunteers in libraries.<br />
* [http://www.alastore.ala.org/detail.aspx?ID=3069 Managing Library Volunteers, Second Edition] - A 2011 book by Preston Driggers and Eileen Dumas published by the American Library Association. Link goes to the book description in the ALA store.<br />
* [http://www.mcfarlandbooks.com/book-2.php?id=978-0-7864-9780-5 Library Volunteers Welcome! Strategies for Attracting, Retaining, and Making the Most of Willing Helpers] - A 2016 book edited by Carol Smallwood and Lura Sanborn (McFarland & Company). Link goes to the book description on the McFarland website.<br />
* [https://www.taprootplus.org/ Taproot+] - A connection service claiming to be "the best way for nonprofits to find pro bono help and for skilled volunteers to provide it."<br />
* [https://www.serviceleader.org/leaders/firing A Few Pointers on the Unpleasant Topic of Firing Volunteers] - A post by Sarah Jane Rehnborg on the ServiceLeader.org website hosted by the University of Texas at Austin. Other volunteer resources can also be found on this page.<br />
* [http://www.volunteerhub.com/blog/when-helping-hands-hurt-your-cause/ When Helping Hands Hurt your Cause] - A 2008 post by Fonda Kendrick on the VolunteerHub website.<br />
* [http://www.volunteerhub.com/blog/difficult-volunteers/ Dealing with Difficult Volunteers] - A 2014 post by Krista Balbach on the VolunteerHub website. Includes a list of resources.<br />
* [http://nonprofithub.org/featured/break-say-volunteers/ The Break-Up: How to Say No to Volunteers] - A post by Lincoln Arneal on the Nonprofit Hub.<br />
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<br />
=== Celebrating Success ===<br />
* [http://www.bridging-the-gap.com/join-your-distributed-team-in-virtual-celebration/ How to Celebrate Project Success with a Distributed Team] - A resource compiled with input from a Virtual Facilitators Forum on LinkedIn to help build teams even when members are dispersed.<br />
* [https://thesavvypm.wordpress.com/2008/05/21/how-to-celebrate-success-throughout-your-projects/ How to Celebrate Success Throughout Your Projects] - A 2008 blog post from [https://thesavvypm.wordpress.com/about/ Making Things Happen] on developing an environment of ongoing celebration of success.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Ethics of Hiring ===<br />
* [https://www.shrm.org/about-shrm/pages/bylaws--code-of-ethics.aspx SHRM Code of Ethical and Professional Standards in Human Resource Management] - From the Society for Human Resources Management ([https://www.shrm.org SHRM]), guidelines for ethical Human Resources management. Includes a comprehensive guide for developing your own organizational Code of Ethics.<br />
* [https://www.cornerstoneondemand.com/rework/why-path-good-ethics-starts-human-resources Why the Path to Good Ethics Starts in Human Resources] - A 2013 blog post from Chris MacDonald on Company Culture.<br />
* [http://wiki.wearedynamo.org/index.php/Guidelines_for_Academic_Requesters Guidelines for Academic Requestors] - Guidelines specifically related to the ethical hiring of Turkers through [https://www.mturk.com/mturk/welcome Amazon Mechanical Turk] for outsourced academic projects but could be applied more broadly.<br />
* [http://futureofmuseums.blogspot.com/2016/10/volunteers-and-museum-labor_18.html Volunteers and Museum Labor] - A 2016 blog post by Elizabeth Merritt from the [http://www.aam-us.org/resources/center-for-the-future-of-museums Center for the Future of Museums] (An American Alliance of Museums Initiative) that considers the challenges of volunteers versus professional staff in museums.<br />
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[[#toc|Table of Contents]]<br />
<br />
== Collection access: Describing, cataloging, and processing with the future in mind ==<br />
The resources available in this section try to provide guidance on the sometimes complicated world of description and processing. We understand that while GLAM organizations have many things in common, processing is often handled differently depending on the field. As we learn to work together, we hope that exploring best practices from different areas will help us move towards greater interoperability in the future.<br />
<br />
Additional information on the February 1, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar4 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p3bvg34fflb/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_slides/<br />
* Transcript of presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_transcript/<br />
** Chat 1, What is cataloging? https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat1/<br />
** Chat 2, Cataloging concerns: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat2/<br />
** Chat 3, Legacy Data & You: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat3/<br />
* Evaluation: https://www.surveymonkey.com/r/JT9PCKG<br />
<br />
Jump to:<br />
[[#Communities|Communities]] | [[#General_3|General]] | [[#Institutional Ethics|Institutional Ethics]] | [[#Cataloging and Metadata Standards|Cataloging and Metadata Standards]] | [[#Data Management Tools|Data Management Tools]] | [[#Collection Management Systems|Collection Management Systems]] | [[#Controlled Vocabularies and Thesauri|Controlled Vocabularies and Thesauri]] | [[#Tutorials and Online Learning|Tutorials and Online Learning]]<br />
<br />
=== Communities ===<br />
* [https://listserv.syr.edu/scripts/wa.exe?A0=AUTOCAT AutoCat] - A general cataloging listserv, primarily for libraries but open to everyone.<br />
* [http://listserv.oclc.org/archives/oclc-cat.html OCLCCAT] - An OCLC sponsored cataloging listserv open to everyone.<br />
* [https://docs.google.com/forms/d/e/1FAIpQLSc3WCCi2_03rkbSwGVbE0rQwYFSxvL6THz6GRZY8HAbijaK4w/viewform Metadata Support Group] - A Slack forum sponsored by the Digital Library Federation ([https://www.diglib.org/ DLF]). Requires registration and a Slack account but not membership in DLF. <br />
* [http://www.archivists.org/saagroups/lonearr/resources.asp SAA Lone Arrangers listserv] - Hosted by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and open to members and non-members. <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Community] - A space for those using or interested in using the Nomenclature 4.0 resource from the American Association for State and Local History ([http://www.aaslh.org/ AASLH]).<br />
* [http://www.connectingtocollections.org/groups/connecting-to-collections-care-online-community/forum/ Connecting to Collections Care Forum] - A space to ask questions about collections care and receive answers from peers and forum monitors. Requires registration for participation.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== General ===<br />
* [http://firstmonday.org/article/view/1628/1543 Metadata for All: Descriptive Standards and Metadata Sharing Across Libraries, Archives, and Museums] - An article from [http://firstmonday.org/index First Monday], a peer reviewed journal on the internet, by Mary W. Elings and Gunter Waibel (Vol. 12, No. 3, 5 March 2007).<br />
* [http://www.alastore.ala.org/nealschuman/companionwebsite/metadata-digital-collections/ Metadata for Digital Collections: A How-to-Do-It Manual] - A 2004 book by Steven J. Miller. Link goes to a Companion Website for the manual that includes resources, chapter supplements, and additional information.<br />
* [https://protekvaults.com/the-art-and-science-of-descriptive-metadata/ The art and science of descriptive metadata: Classifying your film archive for identification and discovery] - A general overview, with examples, of metadata by Tim Knapp of [https://protekvaults.com/ PRO-TEK Vaults]<br />
* [http://freeyourmetadata.org/ Linked Data for Libraries, Archives, and Museums] - A book and website on getting the most from your metadata. <br />
* [https://www.clir.org/pubs/reports/spiro/spiro_Jan13.pdf Archival Management Software: A Report for the Council on Library and Information Resources] - A pdf 2009 report for the Council on Library and Information Resources ([https://www.clir.org CLIR]) by Lisa Spiro<br />
* [http://resource.aaslh.org/view/building-digital-archives-lessons-learned-from-four-crowdsourced-online-projects/ AASLH Audio Recording: Building Digital Archives: Lessons Learned From Four Crowdsourced Online Projects] - An audio download of the session from the 2014 Annual Meeting of the [http://www.aaslh.org/ AASLH].<br />
* [http://www.gallerysystems.com/resources/free-resources/ Gallery Systems Free Collections Management Resources] - A collection of free collections management resources compiled by [http://www.gallerysystems.com/ GallerySystems].<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/12/Collections-Access-and-the-use-of-Digital-Technology.pdf Collections Access and the use of technology in museums] - A report by the Norfolk Museums and Archaeology Service, 2012. <br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Collections Trust: Benchmarks in Collections Care] - Self-Assessment checklist developed by [http://www.collectionstrust.org.uk/ Collections Trust] to encourage thinking about collection care activity during the organizations planning cycle.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - An extensive collection of resources arranged by topic.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-15-FINAL.pdf Will They Populate the Boxes? Piloting a Low-Tech Method for Capturing Executive E-mail and a Workflow for preserving It at the University of Michigan] - A 2013 case study by Aprille Cooke McKay published by the Society of American Archivists (SAA) that covers the process of engaging administration in the process of tagging new materials to add to the archive.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Institutional Ethics ===<br />
SEE ALSO [[#Ethics and Social Justice|Ethics and Social Justice]]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/code-of-ethics American Alliance of Museums (AAM) Code of Ethics for Museums]<br />
* [http://www.ala.org/advocacy/proethics American Library Association (ALA) Professional Ethics] <br />
* [http://archivists.org/statements/saa-core-values-statement-and-code-of-ethics Society of American Archivists (SAA) Core Values Statement and Code of Ethics] <br />
* [http://www2.archivists.org/groups/saa-council/ala-saa-joint-statement-on-access-guidelines-for-access-to-original-research-materials ALA-SAA Joint Statement on Access: Guidelines for Access to Original Research Materials]<br />
* [http://www.artdealers.org/about/code-of-ethics-and-professional-practices Art Dealers Association of America (ADAA) Code of Ethics and Professional Practices]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Cataloging and Metadata Standards ===<br />
The resources listed below may require registration or subscription for access. While some are freely available online, others are fee-based.<br />
<br />
Jump to: [[#General_4|General]] | [[#Description Standards|Description Standards]] | [[#Encoding Standards|Encoding Standards]]<br />
<br />
==== General ====<br />
* [http://www.loc.gov/standards Standards at the Library of Congress] - A listing of all of the standards maintained by the Library of Congress<br />
* [http://www.getty.edu/research/publications/electronic_publications/intrometadata/crosswalks.html Metadata Standards Crosswalk] - A useful online spreadsheet from Getty that shows how a selection of well-used metadata standards may interact with each other.<br />
* [https://www.loc.gov/marc/marc2dc.html MARC to Dublin Core Crosswalk] - A detailed resource from the Library of Congress to help manage the conversion of metadata from MARC to Dublin Core. A link to the [https://www.loc.gov/marc/dccross.html Dublin Core to MARC Crosswalk] is also available on the page.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case7Final.pdf Standards and Standards Development: The Development of Digital Records Conversion Process (ANSI/ARMA 6-2007)] - A 2008 Case Study from the Society of American Archivists (SAA) that addresses several critical questions about standards in archives.<br />
* [http://www.niso.org/publications/press/understanding_metadata Understanding Metadata: What is Metadata, and What is it For?: A Primer] - A 2017 update by Jenn Riley published by [http://www.niso.org/home/ NISO] Press. Link goes to a PDF version. Additional NISO press resources can be found [http://www.niso.org/publications/press/ here].<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Description Standards ====<br />
* RDA: Resource Description and Access - Cataloging standard that replaced AACR2 and RDA is based on the FRBR (Functional Requirements for Bibliographic Records) and FRAD (Functional Requirements for Authority Data) concept models<br />
** [http://www.loc.gov/aba/rda/ Information from the Library of Congress]<br />
** [https://www.oclc.org/rda/about.en.html Information from OCLC]<br />
** [https://access.rdatoolkit.org/ RDA Toolkit]<br />
* AACR2: Anglo-American Cataloging Rules - Standards to build catalogs in general libraries of all sizes. No longer being updated. Replaced by RDA. Still valid and used by some smaller organizations.<br />
** [http://www.aacr2.org/index.html AACR2 Homepage]<br />
* Describing Archives: A Content Standard (DACS), Second Edition - An output-neutral set of rules for describing archives, personal papers, and manuscript collections that can be used with any encoding standard including [[#MARC21|MARC21]], [[#EAD|EAD]], and [[#EAC|EAC]].<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-describing-archives-a-content-standard-dacs/dacs#.V5fD8q1zUiQ SAA DACS Official page]<br />
* Standards for Archival Description: A Handbook - 1994 Handbook of the Society of American Archivists (SAA) describing technical standards, conventions, and guidelines used by archivists to describe holdings and repositories.<br />
** [http://www.archivists.org/catalog/stds99/index.html SAA page to download the Handbook]<br />
* SNAC: Social Networks and Archival Context - A cooperative in development to create a more collaborative environment for discovering records related to historical persons.<br />
** [http://socialarchive.iath.virginia.edu/ SNAC Prototype Research & Development Cooperative Program]<br />
** [http://www.snaccooperative.org SNAC Prototype Site]<br />
* PREMIS: Preservation Metadata: Implementation Strategies - A data dictionary developed as the international standard for metadata to support the preservation of digital objects and ensure their long-term usability.<br />
** [http://www.loc.gov/standards/premis/ Library of Congress PREMIS Official Web Site]<br />
* PBCORE: Public Broadcasting Metadata Dictionary Project - An XML metadata schema designed for sound and moving images that is both a content and data standard.<br />
** [http://pbcore.org/ PBCore homepage]<br />
** [http://pbcore.org/blog/ PBCore blog]<br />
* The Small Museums Cataguing Manual: A guide to cataloguing object and image collections - 4th edition of the guide (2009) published by Museums Australia (Victoria)<br />
** [http://www.mavic.asn.au/assets/Small_Museums_Cataloguing_Manual_4th.pdf The Small Museums Cataloguing Manual]<br />
* NPS Museum Handbook, Part II: Museum Records - A publication of the National Parks Service, downloadable as a pdf file.<br />
** [https://www.nps.gov/museum/publications/MHII/mushbkII.html NPS Museum Handbook, Part II: Museum Records]<br />
* The FIAF Moving Image Cataloguing Manual - Published by the International Federation of Film Archives ([http://www.fiafnet.org/ FIAF]) Cataloguing and Documentation Commission. Available for free as a pdf download<br />
** [http://www.fiafnet.org/pages/E-Resources/Cataloguing-Manual.html The FIAF Moving Image Cataloguing Manual]<br />
* Cataloging Cultural Objects: A Guide to Describing Cultural Works and Their Images - A data content standard for the cultural heritage community sponsored by the Visual Resources Association Foundation (VRAF)<br />
** [http://cco.vrafoundation.org/ CCO Commons]<br />
[[#toc|Table of Contents]]<br />
<br />
==== Encoding Standards ====<br />
* <div id="MARC21"></div>MARC21 - Encoding standards to make bibliographic and related information machine-readable<br />
** [https://www.loc.gov/marc/ Library of Congress MARC Standards]<br />
* BIBFRAME: Bibliographic Framework Initiative - A new bibliographic encoding standard being developed by the Library of Congress to replace MARC21. The new model is designed to express and link bibliographic data.<br />
** [https://www.loc.gov/bibframe/ Library of Congress BIBFRAME page]<br />
* <div id="EAC"></div>EAC-CPF: Encoded Archival Context - Corporate bodies, Persons, and Families - Extensible Markup Language (XML) Standard for encoding contextual information about persons, corporate bodies, and families. Maintained by the Society of American Archivists (SAA) in partnership with the Berlin State Library.<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-eac-cpf/encoded-archival-context-corporate-bodies-persons-and-families-eac-cpf#.V5I2KfkrJpg SAA EAC-CPF page]<br />
* <div id="EAD"></div>EAD: Encoded Archival Description - Standard for encoding Finding Aids for interoperability in an online environment.<br />
** [http://www.loc.gov/ead/ Library of Congress EAD Official Site]<br />
* DCMI: Dublin Core Metadata Initiative - A set of metadata vocabulary to use with the Resource Description Framework (RDF) and other Linked Data initiatives that follows Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH).<br />
** [http://dublincore.org/ Home page for the Dublin Core Metadata Initiative]<br />
** [http://www.dublincoregenerator.com/ Free Dublin Core Generator]<br />
* MODS: Metadata Object Description Schema - An XML schema for a bibliographic element set that may be used for a vaiety of purposes, and particularly for library applications. Maintained by the Library of Congress.<br />
** [http://www.loc.gov/standards/mods/ Library of Congress MODS page]<br />
* IIIF: International Image Interoperability Framework - An image encoding standard to unlock standard information on the web<br />
** [http://iiif.io/ IIIF Homepage]<br />
* RDF: Resource Description Framework - A framework to describe any internet resource developed by the World Wide Web Consortium (W3C)<br />
** [https://www.w3.org/RDF/ W3C Semantic Web RDF page]<br />
** [https://www.obitko.com/tutorials/ontologies-semantic-web/resource-description-framework.html RDF section on Ontologies and Semantic Web Tutorial]<br />
** [http://www.linkeddatatools.com/semantic-web-basics Introducing Linked Data and the Semantic Web] - Introducing RDF is section 2<br />
* VRA Core - a data standard for the description of works of visual culture as well as the images that document them.<br />
** [http://www.loc.gov/standards/vracore/ Library of Congress official VRA Core website]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Data Management Tools ===<br />
* [http://www.bitcurator.net/ BitCurator] <br />
* [http://coptr.digipres.org/Main_Page CPOTR: Community Owned Digital Preservation Tool Registry]<br />
* [https://scout.wisc.edu/cwis CWIS: Collection Workflow Integration System] <br />
* [http://www.datawatch.com/gated/data-wrangling/?msrc=GooglePPC-DP-wrang&gclid=CjwKEAjwiMe8BRD0ts3Vtv-ohWgSJAAZurk12EC7fBtj6D9nF-CXKxDkbgmxY8Xu50deWtN1lOgfaRoC0M3w_wcB Data Wrangler]<br />
* [http://www.sno.phy.queensu.ca/~phil/exiftool/ ExifTool] <br />
* [https://www.avpreserve.com/tools/fixity/ Fixity] <br />
* [https://github.com/LibraryOfCongress/bagger Library of Congress Bagger]<br />
* [http://marcedit.reeset.net/ MarcEdit]<br />
* [https://github.com/ISA-tools/OntoMaton OntoMaton]<br />
* [http://ontowiki.net OntoWiki]<br />
* [http://openrefine.org/ Open Refine]<br />
* [https://www.oxygenxml.com/ Oxygen: XML Editor]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Management Systems ===<br />
The below systems are not an endorsement of the product by CLIR, just suggestions to highlight the range of systems available. This is not a comprehensive list of all systems available. We tried to include low cost and/or open source system options when possible.<br />
<br />
Jump to: [[#How to Choose|How to choose]] | [[#Gallery|Gallery]] | [[#Library|Library]] | [[#Archive|Archive]] | [[#Museum|Museum]] | [[#Online Exhibits|Online Exhibits]]<br />
<br />
==== How to choose ====<br />
SEE ALSO: [[#Selecting_the_best_collection_management_system|1.2 Selecting the Best Content Management System]]<br />
<br />
* [https://www.historyassociates.com/resource/guides/selecting-a-cloud-based-cms/ Selecting a Cloud-Based Museum Collections Management System] - Five area to consider when selecting a system from [https://www.historyassociates.com/ History Associates, Inc.]<br />
* [https://www.historyassociates.com/resource/articles/how-do-we-select-a-collections-management-system/ How Do We Select a Collections Management System?] - An article from [https://www.historyassociates.com/ History Associates, Inc.] on the process of system selection from contacting a vendor to data migration.<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - A downloadable report from [https://www.historyassociates.com/ History Associates, Inc.] to highlight the most common mistakes they've seen when selecting a CMS. Can be applied to all GLAM organizations.<br />
* [https://rowman.com/ISBN/9781442230132/The-Small-Library-Manager%27s-Handbook How to Choose the Right ILS for Your Library] - Chapter in The Small Library Manager's Handbook (book).<br />
* [http://go.gallerysystems.com/feature.html Choosing the Right CMS] - A downloadable guide from [http://www.gallerysystems.com/ GallerySystems] that provides 5 steps for the selection process as well as sample worksheets, checklists, and links to additional resources.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-14-FINAL.pdf Partnering with IT to Identify an Commercial tool for Capturing Archival E-mail of University Executives at the University of Michigan] - A 2013 case study from the Society of American Archivists by Aprille Cooke McKay that discusses partnering with IT to issue an RFP for a new system.<br />
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<br />
==== Gallery ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
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<br />
==== Library ====<br />
* [https://cslainfo.org/?page_id=3735 General recommendations for smaller institutions] - From the Church & Synagogue Library Association<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [http://lucidea.com/inmagic/ Inmagic] <br />
* [https://www.libib.com/ Libib] <br />
* [http://www.libraryworld.com LibraryWorld]<br />
* [http://www.mlasolutions.com Mandarin] <br />
* [http://www.readerware.com/index.php Readerware] <br />
* [http://www.resourcemate.com/ ResourceMate] <br />
* [https://www.librarycat.org/ TinyCat] <br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
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<br />
==== Archive ====<br />
* [http://archiviststoolkit.org/ Archivists’ Toolkit]- Available for download, but no longer being updated<br />
* [http://archivesspace.org/ ArchivesSpace] <br />
* [https://www.accesstomemory.org/en/ AtoM]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://boktowergardens.org/tower-gardens/library-archives/resources/ MS Access Finding Aid Creator] - offered by [https://boktowergardens.org/ Bok Tower Gardens]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
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<br />
==== Museum ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectionspace.org/ CollectionSpace]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://mukurtu.org/ Mukurtu] - Designed with indigenous communities in mind<br />
* [http://www.museumsoftware.com PastPerfect]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
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<br />
==== Online Exhibits ====<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/emuseum/ eMuseum] <br />
* [https://jekyllrb.com/ Jekyll] <br />
* [https://omeka.org/ OMEKA] <br />
* [http://projectmirador.org/ Mirador] - For collections that support the International Image Interoperability Framework ([http://iiif.io/ IIIF]) API <br />
* [https://wordpress.com/ WordPress]<br />
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<br />
=== Controlled Vocabularies and Thesauri ===<br />
* [http://getty.edu/research/tools/vocabularies/ The Getty Research Institute Vocabularies] <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Committee]<br />
* [http://gawainweaver.com/images/uploads/Photographic%20Process%20Controlled%20Vocabulary_v1.pdf Photographic Process Controlled Vocabulary]<br />
* [http://authorities.loc.gov Library of Congress Authorities]<br />
* [http://id.loc.gov/ LC Linked Data Service: Authorities and Vocabularies] <br />
* [http://www.conservation-wiki.com/wiki/Lexicon_Terms American Institute for Conservation Lexicon Terms]<br />
* [http://www.bgbm.fu-berlin.de/iapt/nomenclature/code/SaintLouis/0000St.Luistitle.htm International Code of Botanical Nomenclature]<br />
* [http://orcid.org/ ORCID] <br />
* [https://app.pch.gc.ca/application/dvp-pvd/appli/descr-eng.php Parks Canada Descriptive and Visual Dictionary of Objects]<br />
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<br />
=== Tutorials and Online Learning ===<br />
There are many options for online learning. The following list is a sampling of free or low cost options to enhance understanding of cataloging and processing techniques.<br />
<br />
* [https://www.youtube.com/playlist?list=PL098F0952877CDE31 Association for Library Collection & Technical Services (ALCTS) YouTube Channel, Cataloging topic]<br />
* [http://www.connectingtocollections.org/archivedigital/ Caring for Digital Materials: Preventing a Digital Dark Age] - A Connecting to Collections Care Webinar Series<br />
* [https://www.codecademy.com/ Codecademy]<br />
* [https://www.oclc.org/support/training/portfolios/cataloging-and-metadata/connexion-client/tutorials.en.html OCLC Tutorials]<br />
* [http://www.oclc.org/support/training/calendars/cataloging-training-calendar.en.html OCLC Cataloging Skills Training Calendar] - Includes some fee based training<br />
* [http://www.oclc.org/support/documentation/cataloging.en.html OCLC documentation, practices, and programs] <br />
* [https://www.carli.illinois.edu/products-services/i-share/cat/basic-cataloging-resources Basic Cataloging Resources from CARLI (Consortium of Academic Research Libraries in Illinois)]<br />
* [https://www.youtube.com/user/LibTec203/videos Cataloging Course] - A YouTube introduction to cataloging by LibTec203]<br />
* [http://librarysciencelist.com/free-online-courses-for-librarians/ 20+ Awesome Free Online Librarian Courses]<br />
* [https://www.webjunction.org/explore-topics/ils-ddb.html WebJunction Integrated Library Systems & Databases Topic] <br />
* [http://online.vraweb.org/cgi/viewcontent.cgi?article=1061&context=vrab FRBR and TMS: Applying a Conceptual Organizational Model for Cataloguing Photographic Archives]<br />
* [http://special-cataloguing.com/cheats SLC Cheat Sheets] - A collection of cataloging cheat sheets for a wide range of material types mostly developed by Mac Elrod and hosted by Special Libraries Cataloging ([http://www.special-cataloguing.com/ SLC]).<br />
* [https://dp.la/info/2015/10/07/new-self-guided-curriculum-for-digitization/ DPLA Curriculum for Digitization] - A self-guided, online learning experience developed by the [https://dp.la/ Digital Public Library of America]. The curriculum is intended for digitization beginners from a variety of cultural heritage institutions.<br />
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<br />
== Overcoming project hurdles: Approaches to identifying and managing collection red flags ==<br />
The resources included in this section are presented to help organizations deal with areas in collections that may present problems and give managers the confidence to move forward with processing.<br />
<br />
Additional information on the February 8, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar5 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p93lcun8g78/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_slides<br />
* Scenarios discussed during the session: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_scenarios/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_transcript/<br />
** Chat 1, Swingate Public Library: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat1/<br />
** Chat 2, Dealing With the Past: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat2/<br />
** Chat 3, Collecting in the Now: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat3/<br />
** Chat 4, Access to Offensive Materials: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat4/<br />
** Chat 5, Community Archives Project: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat5/<br />
** Chat 6, Final Q&A: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat6/<br />
* Evaluation: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
<br />
Jump to:<br />
[[#Creating Policies for Collection Building|Creating Policies for Collection Building]] | [[#Rights, Copyright, and Legal Dilemmas|Rights, Copyright, and Legal Dilemmas]] | [[#Ethics and Social Justice|Ethics and Social Justice]] | [[#Hazardous Materials|Hazardous Materials]] | [[#Culturally Sensitive and Tough Topic Collections|Culturally Sensitive and Tough Topic Collections]] | [[#Sample Projects and Collections|Sample Projects and Collections]]<br />
<br />
<br />
=== Creating Policies for Collection Building ===<br />
SEE ALSO [[#Developing and Evaluating Institutional Documentation|Developing and Evaluating Institutional Documentation]]<br />
* [http://www2.archivists.org/publications/brochures/deeds-of-gift SAA A Guide to Deeds of Gift]<br />
* [http://resource.aaslh.org/view/sample-deed-of-gift/ AASLH StEPS Resource: Sample Deed of Gift]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types hosted by the Florida Association of Museums ([http://www.flamuseums.org/ FAM]) <br />
* [http://www.aam-us.org/docs/default-source/continuum/developing-a-cmp-final.pdf?sfvrsn=4 AAM Reference Guide: Developing a Collections Management Policy]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/collections-stewardship American Alliance of Museums (AAM) Standards Regarding Collections Stewardship]<br />
* [https://www.wisconsinhistory.org/pdfs/la/LIB-WHRAB-Records-Policy-Libraries-WAPL.pdf Creating a Collection Development Policy for Local Historical Records in Public Libraries] - A pdf resource from the [http://www.wisconsinhistory.org/Content.aspx?dsNav=N:4294963828-4294963805&dsRecordDetails=R:CS3558 Wisconsin Historical Records Advisory Board] and the [http://wla.wisconsinlibraries.org/wapl Wisconsin Association of Public Librarians] (April 1998).<br />
* [http://sustainableheritagenetwork.org/collection/support-documents-community-decision-making Support Documents for Community Decision Making] - A collection of documents provided by the [http://sustainableheritagenetwork.org/home Sustainable Heritage Network] that help organizations makes decisions regarding access, circulation, and ownership of cultural materials.<br />
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<br />
=== Rights, Copyright, and Legal Dilemmas ===<br />
Resources included are for reference only and do not represent legal advice. Most apply only to U.S. law; other countries may have different rules and guidelines.<br />
<br />
* [http://rightsstatements.org/en/ Digital Public Library (DPL) Rights Statements] <br />
* [http://ohda.matrix.msu.edu/2012/06/a-creative-commons-solution/ Oral History Interviews: “Who Owns Oral History? A Creative Commons Solution,"]<br />
* [http://ohda.matrix.msu.edu/2012/06/major-legal-challenges/ Major Legal Challenges Facing Oral History In The Digital Age] - A detailed 2014 article by John Neuenschwander on the IMLS Oral History in the Digital Age blog. Includes references.<br />
* [http://www.connectingtocollections.org/the_deaccessioning_dilemma_laws_ethics_and_actions/ The Deaccessioning Dilemma: Laws, Ethics, and Actions] - A 2015 Connecting to Collections Care webinar presented by John E. Simmons.<br />
* [http://learn.aaslh.org/event/webinar-steps-lab-1-deaccessioning-the-devils-in-the-details/ Deaccessioning: The Devil’s in the Details] - A webinar in the AASLH StEPs program (fee)<br />
* [http://www2.archivists.org/groups/technical-subcommittee-on-guidelines-for-reappraisal-and-deaccessioning-ts-grd/guidelines-for-reappraisal-and-deaccession SAA Guidelines for Reappraisal and Deaccessioning] - A pdf document from the Society of American Archivists (SAA)<br />
* [http://archive.cmsimpact.org/fair-use/best-practices/code-best-practices-fair-use-academic-and-research-libraries The Code of Best Practices in Fair Use for Academic and Research Libraries] - Can be used as a model to develop institutional policies regarding fair use and online access.<br />
* [http://copyright.cornell.edu/resources/publicdomain.cfm Cornell’s Copyright Term and the Public Domain in the US] - An easy to use chart to reference when particular types of items move into the public domain. Originally published by [http://vivo.cornell.edu/display/individual23436 Peter B. Hirtle] who has published a number of copyright resources. Updated annually.<br />
* [http://fairuse.stanford.edu/charts-and-tools/ Copyright & Fair Use Resources from Stanford University Libraries] - A number of charts and tools discussing copyright, fair use, and best practices.<br />
* [http://fairuse.stanford.edu/overview/website-permissions/websites/ Websites: Five Ways to Stay Out of Trouble] - A resource from the Stanford University Libraries Copyright & Fair Use website dealing specifically with website usage and rights.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - Select "Legal Issues" from the list for an extensive list of related resources.<br />
* [http://www2.archivists.org/publications/brochures/copyright-and-unpublished-material SAA’s Copyright and Unpublished Material: An introduction for Users of Archives and Manuscript Collections] - A downloadable and printable resource that answers basic questions.<br />
* [http://www2.archivists.org/groups/intellectual-property-working-group/well-intentioned-practice-for-putting-digitized-collections-of-unpublished-materials- Well-intentioned Practice for Putting Digitized Collections of Unpublished Materials Online (W-iP)] - A 2011 document developed by [http://www.oclc.org/research.html OCLC Research] and supported by the [http://www2.archivists.org/groups/intellectual-property-working-group SAA's Intellectual Property Working Group] to help move institutions forward with digitization of unpublished archival materials whose rights holders are often difficult to identify and contact.<br />
* [http://www.nemanet.org/nemn/summer-2016/abandonned-property/# Found! Abandoned Property in the Museum] - A New England Museums Now 2016 reprint of a 2013 article from NEMA News on Legal Issues. Authored by Gilbert Whittemore and covers ten clear steps for dealing with undocumented items in collections.<br />
* [http://www2.archivists.org/groups/acquisitions-appraisal-section/abandoned-property-project SAA Abandoned Property Project] - A state-by-state listing of relevant abandoned property legislation compiled by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and updated as required.<br />
* [http://www.ala.org/acrl/standards/security_theft ACRL/RBMS Guidelines Regarding Security and Theft in Special Collections] - Guidelines developed by the Association of College & Research Libraries ([http://www.ala.org/acrl/ ACRL]) and its Rare Books and Manuscript Section ([http://www.ala.org/acrl/aboutacrl/directoryofleadership/sections/rbms/acr-rbmec RBMS]).<br />
* [http://publications.arl.org/rli279/ Research Library Issues (RLI) Special Issue on Special Collections and Archives in the Digital Age] - This June 2012 issue of RLI, published by the Association of Research Libraries ([http://www.arl.org/ ARL]), includes articles on legal matters associated with digitization, Deeds of Gifts, and copyright.<br />
* [http://www.localcontexts.org/ Local Contexts] - An initiative to support Native, First Nations, Aboriginal, and Indigenous communities in the management of their intellectual property within the digital environment by providing strategic resources and practical solutions.<br />
** [http://www.sfu.ca/ipinch/project-components/community-based-initiatives/special-initiative-traditional-knowledge-licensing-an/ Traditional Knowledge Licensing and Labeling Website 1.0] - A description of the creation of Traditional Knowledge (TK) that led to the development of the TK Labels shared in the Local Contexts website. <br />
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<br />
=== Ethics and Social Justice===<br />
SEE ALSO [[#Institutional Ethics|Institutional Ethics]]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/code-of-ethics/ Code of Ethics and Other Institutional Documents] - A 2013 educational module, including a webinar, from the Florida Connecting to Collections Series presented from the museum (Myriam Springuel) and library (Burt Altman) perspectives.<br />
* [http://archivaria.ca/index.php/archivaria/article/view/13557 From Human Rights to Feminist Ethics: Radical Empathy in the Archives] - A 2016 article by Michelle Caswell and Marika Cifor. Published in Archivaria, a journal of the Association of Canadian Archivists ([http://archivists.ca/ ACA]). Link is to abstract only.<br />
* [https://www.lib.ncsu.edu/social-media-archives-toolkit/legal Social Media Archives Toolkit: Legal and Ethical Implications] - A resource of the North Carolina State University Libraries providing insight into the legal and ethical issues of harvesting social media.<br />
* [https://points.datasociety.net/okcupid-data-release-fiasco-ba0388348cd#.2aoqi7ydb OKCupid data release fiasco: It's time to rethink ethics education] - A 2016 post by Annette Markham that addresses data releases from an ethics educator's perspective.<br />
* [http://cmsimpact.org/resource/beyond-hashtags-ferguson-blacklivesmatter-online-struggle-offline-justice/ Beyond the hashtags: #Ferguson, #Blacklivesmatter, and the online struggle for offline justice] - A 2016 downloadable report written by Deen Feelon, Charlton D. McIlwain, and Meredith D. Clark that analyzes the Black Lives Matter movement online and the implications for using online tools to encourage social and political change.<br />
* [https://news.docnow.io/surveillance-and-social-media-archiving-7ea21b77b807#.iahlvrb8h Surveillance and Social Media Archiving] - A transcript of remarks made by Bergis Jules during the 2016 Library of Congress symposium, Collections as Data: Stewardship and Use Models to Enhance Access. Includes link to slides and the symposium's full agenda.<br />
* [https://papers.ssrn.com/sol3/papers2.cfm?abstract_id=2779647 Where are Human Subjects in Big Data Research? The Emerging Ethics Divide] - A 2016 article by Jacob Metcalf and Kate Crawford published in Big Data and Society (Spring 2016).<br />
* [http://bdes.datasociety.net/wp-content/uploads/2016/10/Ursic-politiwoops.pdf The Right to be Forgotten of the Duty to be Remembered? Twitter data reuse and implications for user privacy] - A 2016 PDF case study by Helena Ursic (Leiden University) written for The Council for Big Data, Ethics, and Society.<br />
* [http://link.springer.com/article/10.1007/s10502-014-9220-6 Toward a survivor-centered approach to records documenting human rights abuse: lessons from community archives] - Link to abstract (full article available for purchase). A 2014 article by Michelle Caswell published in Archival Science.<br />
* [https://aprilhathcock.wordpress.com/2016/11/18/opening-up-the-margins/ Opening up the Margins] - A November 18, 2016 blog post by April Hathcock that combines her remarks at a number of venues about opening up "good scholarship" to marginalized communities.<br />
* [http://zinelibraries.info/code-of-ethics/ Zine Librarians Code of Ethics] - A downloadable (PDF or Word) version of an ethical code as it applies to librarians and archivists that handle zines.<br />
* [https://medium.com/on-archivy/archivesforblacklives-building-a-community-archives-of-police-violence-in-cleveland-93615d777289#.t6wnjelwu #ArchivesForBlackLives: Building a Community Archives of Police Violence in Cleveland] - The text of a 2016 talk by Jarrett M. Drake presented at the Digital Blackness conference on the panel Uploading Black History: Archiving Blacks' Lived Experiences.<br />
* [http://tararobertson.ca/2016/oob/ digitization: just because you can, doesn't mean you should] - A 2016 blog post by Tara Robertson that reflects on the ethics of digitization through the example of a pre-internet lesbian porn magazine that was recently digitized and placed on line.<br />
* [http://link.springer.com/article/10.1007/s10502-012-9180-7 Evidence, memory, identify, and community: four shifting archival paradigms] - Link to abstract (full article available for purchase). A 2013 article by Terry Cook published in Archival Science.<br />
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<br />
=== Hazardous Materials ===<br />
* [http://cool.conservation-us.org/coolaic/sg/bpg/annual/v24/bp24-13.pdf Archives Conservators Discussion Group 2005: Hazardous Holdings] - A pdf article by Linda Blaser and Susan Peckham summarizing the panel. Printed in The Book and Paper Group Annual 24 (2005), p. 73-83. <br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-7_1439925170012_eng.pdf?WT.contentAuthority=4.4.10 Mercury in Museum Collections] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/7, 2002. Also available online [http://canada.pch.gc.ca/eng/1439925170006 here].<br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-8_1439925170028_eng.pdf?WT.contentAuthority=4.4.10 Lead in Museusm Collections and Heritage Buildings] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/8, 2010. Also available online [http://canada.pch.gc.ca/eng/1439925170022 here].<br />
* [http://www.connectingtocollections.org/arsenic-and-old-lace-controlling-hazardous-collection-materials/ Arsenic and Old Lace: Controlling Hazardous Collection Materials] - A 2016 Connecting to Collections Care Webinar. Page includes links to slides and handouts.<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/08/How-To-Guide-Hazards.pdf Hazards in museum collections: A Collections Care How To Guide] - A pdf guide from SHARE Museums East, Norfolk Museums & Archeology Service, and CollectionsTrust.<br />
* [https://alaskawhitestuffid.wordpress.com/ What’s That White Stuff blog] - A blog sponsored by the Alaska State Museum offering advice about common issues in museums.<br />
* [http://www.loc.gov/preservation/care/film.html Library of Congress Care, Handling, and Storage of Motion Picture Film] - Resources and links from the Library of Congress.<br />
* [http://www.mavic.asn.au/insite/september-october-2012 Museums Australia Vicotoria INSITE, September - October 2012, Dangerous Collections Special Issue] - Includes articles on a variety of tough issues<br />
* [http://opensi.si.edu/index.php/smithsonian/catalog/book/64 Pesticide Mitigation in Museum Collections: Science in Conservation: Proceedings from the MCI Workshop Series] - 2010 publication from the [http://opensi.si.edu/index.php/smithsonian/catalog/series/SCMC Smithsonian Contributions to Museum Conservation series] that addresses the issue of pesticide removal from museum objects.<br />
* [http://anthropology.si.edu/cm/NMNH_Potential_Hazards_Disclosure_Statement_2010.pdf Statement on Potential Hazards (Inherent and Acquired) Associated with Collection Objects] - A 2010 policy statement from the Smithsonian National Museum of Natural History [http://anthropology.si.edu/index.html Department of Anthropology] that can be used as a model for other institutions.<br />
* [https://www.nps.gov/museum/publications/conserveogram/02-10.pdf Hazardous Materials in Your Collection] - National Park Service (NPS) [https://www.nps.gov/museum/publications/conserveogram/cons_toc.html Conserve O Gram] series, August 1998, Number 2/10.<br />
* [http://museumpests.net/ MuseumPests.net] - A product of the Integrated Pest Management Working Group and includes a number of resources for prevention, monitoring, identification, and solutions for pests in collection spaces.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Culturally Sensitive and Tough Topic Collections ===<br />
* [http://www2.nau.edu/libnap-p/protocols.html Protocols for Native American Archival Materials] - The Protocols were developed to provide best practices for culturally responsive care and use of Native American archival and documentary material held by non-tribal organizations. The document reflects a Native American perspective.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - This is a good, brief, article regarding culturally sensitive Native American images in a non-native institution. It very clearly lays out a respectful, real world application of balancing maximum access and respectful consultation.<br />
* [http://ailanet.org/resources/ American Indian Library Association Resources] - A listing of resources compiled by the American Indian Library Association <br />
* [http://canada.pch.gc.ca/eng/1448995219999 Canadian Conservation Institute Caring for Sacred and Culturally Sensitive Objects] - Guidelines developed in 2015 to present key considerations related to sacred and culturally sensitive objects in heritage collections.<br />
* [http://digitalcommons.usu.edu/westernarchives/vol6/iss1/3 Tribal Archives, Traditional Knowledge, and Local Contexts: Why the "s" Matters] - A 2015 article by Kimberly Christen in the Journal of Western Archives ([http://digitalcommons.usu.edu/westernarchives/ JWA] Vol. 6, Iss. 1, Article 3).<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.74.1.4233nv6nv6428521?code=same-site Opening Archives: Respectful Repatriation] - An article by Kimberly Christen published in The American Archivist (Vol. 74, Spring/Summer 2011) examining one collaborative archival project aimed at digitally repatriating and reciprocally curating cultural heritage materials of the Plateau tribes in the Pacific Northwest.<br />
* [https://medium.com/on-archivy/confronting-our-failure-of-care-around-the-legacies-of-marginalized-people-in-the-archives-dc4180397280#.gbb4nqug0 Confronting Our Failure of Care Around the Legacies of Marginalized People in the Archives] - Transcript and select slides from a 2016 talk by Bergis Jules presented at the [http://ndsa.org/ National Digital Stewardship Alliance] annual meeting.<br />
* [http://www.archivists.org/governance/taskforces/0208-NativeAmProtocols-IIIA.pdf Report: Task force to review ''Protocols for Native American Archival Materials''] - A PDF version of the 2008 Society of American Archivists (SAA) report.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - A 2014 Case Study in Archival Ethics by Ellen Ryan and completed for the Society of American Archivists (SAA).<br />
* [https://artmuseumteaching.com/2016/08/31/have-conversations-here/ Have Conversations Here: Supporting Productive Dialogue in Museums] - A 2016 post by Mike Murawski on [https://artmuseumteaching.com/ Art Museum Teaching] discussing the facilitation of conversations in museums about difficult events and topics.<br />
* [http://www.liverpoolmuseums.org.uk/ism/resources/museum_interpretation.aspx Interpreting Transatlantic Slavery: the role of museums] - A 1999 article from the International Slavery Museum by Anthony Tibbles.<br />
* [http://interpretingdifficulthistory.com/ Interpreting Difficult History at Museums and Historic Sites] - Book by Julia Rose <br />
* [http://findingcommunityengagingaudiences.blogspot.com/2013/12/difficult-issues-in-history-museums.html Difficult Issues in History Museums] - A 2013 post on the Finding Community blog.<br />
* [http://www2.archivists.org/sites/all/files/PreservationWorkshopsWithRestrictedResources-CaseStudy1_0.pdf SAA Case Studies on Diversifying the Archival Record] - Case #1: Preservation Workshops with Restricted Resources: Preserving Cham Manuscripts in Vietnam <br />
* [http://aamg-us.org/wp/wp-content/uploads/2015/01/Managing-Museum-Controversy.pdf Museum Best Practices for Managing Controversy] - A pdf document from the Association of Academic Museums and Galleries ([https://www.aamg-us.org/wp/ AAMG])<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Sample Projects and Collections ===<br />
* [http://www.docnow.io/ Documenting the Now] - A collaborative project that aims to respect both the content creator and the potential researcher and seeks to find a user-friendly means of collecting and preserving the digital content of social media.<br />
* [https://www.saada.org/ South Asian American Digital Archive (SAADA)] - An independant, national, non-profit organization working to document, preserve, and share stories representing the voices of South Asian Americans.<br />
* [https://www.lib.utexas.edu/hrdi Human Rights Documentation Initiative (HRDI)] - A long-term preservation effort by the University of Texas Libraries to capture fragile and vulnerable records of human rights struggles worldwide, promote them, and make them accessible for research.<br />
* [https://xfrcollective.wordpress.com/ XFR Collective] - A non-profit organization partnering with many to preserve at-risk audiovisual media by providing low-cost digitization services.<br />
* [http://www.mipops.org/ Moving Image Preservation of Puget Sound (MiPoPs)] - A non-profit organization helping to preserve our cultureal heritage by assisting archives, libraries, and other organizations with the conversion of analog video recordings to digital formats according to archival best practices.<br />
* [http://www.dclibrary.org/labs/memorylab The Memory Lab at DC Public Library] - A service provided to the DC public that allows for personal preservation of AV materials. A model that other organizations can follow.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Closing the loop: Project assessment and leveraging goals for future planning ==<br />
The resources included in this section provide additional information for all other topics and help provide support for sustaining and moving projects into the future.<br />
<br />
Additional information on the February 15, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar6 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p6t0282kmur/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_slides/<br />
* Collaborative Project Template Spreadsheet (.xlsx): https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_template/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_transcript/<br />
** Chat 1, Signs of Trouble: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat1/<br />
** Chat 2, Project ROI: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat2/<br />
** Chat 3, Roadblocks: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat3/<br />
** Chat 4, Celebration: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat4/<br />
** Chat 5, Final Comments: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat5/<br />
* Evaluation: https://www.surveymonkey.com/r/JXMZ36G<br />
<br />
<br />
<br />
=== During the Project ===<br />
* [https://hbr.org/2011/04/strategies-for-learning-from-failure Strategies for Learning from Failure] - An article by Amy C. Edmondson, a version also available in print, Harvard Business Review April 2011.<br />
* [http://www.artscapediy.org/Creative-Placemaking-Toolbox/What-Are-the-Most-Important-Factors-in-a-Successfu.aspx What are the Most Important Factors in a Successful Project?] - A brief Vimeo video from Artscape President and CEO Tim Jones on the crucial elements of project success.<br />
* [https://www.projectsmart.co.uk/avoid-the-same-old-mistakes-by-focussing-on-lessons-learned.php Avoid the Same Old Mistakes by Focusing on Lessons Learned] - A 2014 article by Duncan Haughey that covers 6 essential steps to document lessons learned.<br />
* [http://www2.archivists.org/sites/all/files/AnOnlineExhibit-SAA-CaseStudy_0.pdf An Online Exhibit: A Tale of Triumph and Tribulation] - A 2014 Case Study by Nancy Freeman and Robert B. Riter for the Society of American Archivists (SAA). <br />
* [http://americanarchivist.org/doi/abs/10.17723/aarc.68.2.c741823776k65863?code=same-site More Product, Less Process: Revamping Traditional Archival Processing] - A 2005 article by Mark Greene and Dennis Miller published in The American Archivist, a publication of the Society of American Archivists. Link to abstract, PDF version available for download.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Evaluation and Assessment ===<br />
* [http://www.horizon-research.com/taking-stock-a-practical-guide-to-evaluating-your-own-programs/ Taking Stock: A Practical Guide to Evaluating Your Own Programs] - A 1997 guide written by Sally L. Bond, Sally E. Boyd, and Kathleen A. Rapp written to help community-based organisations improve programs. <br />
* [http://www.wkkf.org/resource-directory/resource/2010/w-k-kellogg-foundation-evaluation-handbook W.K. Kellogg Foundation Evaluation Handbook] - A 2010 tool to help consider evaluation as a relevant and useful program tool. The handbook was written especially for W.K. Kellogg Foundation-funded programs but has broader application possibilities.<br />
* [http://oerl.sri.com/ OERL: Online Evaluation Resource Library] - A resource library designed to collect and make available evaluation plans, instruments, and reports for National Science Foundation (NSF) related projects but has broader application possibilities.<br />
* [https://www2.cdc.gov/cdcup/library/practices_guides/CDC_UP_Project_Close-Out_Practices_Guide.pdf CDC Unified Process Practices Guide: Project Close-out - A 2006 guide that can help organizations practice successful project-close out. <br />
* [http://www.ala.org/rusa/sections/rss/rsssection/rsscomm/rssresstat/prjctassmnteval Project Assessment and Evaluation] - A list of resources compiled by the Referencce and User Services Association ([http://www.ala.org/rusa/ RUSA]), a division of the American Library Association (ALA). <br />
* [https://manoa.hawaii.edu/assessment/workshops/pdf/templates_2009-12.pdf Creating an Assessment Plan & Using Assessment Templates] - A 2009 guide created by the University of Hawaii at Manoa Assessment Office.<br />
* Tutorials for creating Gantt, PERT, and CPM charts<br />
** [https://www.officetimeline.com/gantt-chart-excel How to make Gantt charts in Excel] - A video tutorial with Excel templates for making Gantt charts.<br />
** [https://www.youtube.com/watch?v=oe_Uvf6p4_A Creating a Pert CPM chart using Excel] - A 2012 YouTube video tutorial by Eric Magidson.<br />
** [https://www.youtube.com/watch?v=8NHJTRUiX6A Creating a PERT/CPM Chart using Excel 2016 and the Personal Trainer Case] - A 2016 YouTube video tutorial by Eric Magidson.<br />
* [http://www.pmsolutions.com/audio/PM_Performance_and_Value_List_of_Measures.pdf Measures of Project Management Performance and Value: A Benchmark of Current Business Practices] - A 2005 resource from the Center for Business Practices as part of the Comprehensive List of Measures series. <br />
* [http://www.mclam.com/pdf/Metrics.pdf Environmental Protection: Using Metrics to Track Progress of Community Outreach Programs] - A 2004 guide published by the American Institute of Chemical Engineers to help develop metrics for understanding how well organizations are implementing programs as well as how to improve them.<br />
* [http://www.cioarchives.ca.gov/itpolicy/pdf/PM5.2_Project_Execution_Tracking_and_Monitoring.pdf Project Execution - PM Elements: Tracking and Monitoring Project Performance] - A January 1997 PDF document from the California Chief Information Offices that offers practical solutions for project tracking that can be adapted to other organizations' needs. A part of the Statewide Information Management Manual ([http://www.cioarchives.ca.gov/ITpolicy/SIMM.html SIMM])<br />
* [http://www.businessofgovernment.org/blog/strategies-font-color-redcut-costsfont-and-improve-performance/shared-services-tracking-perform Shared Services: Tracking Performance/Performance Metrics - What Doesn’t Get Measured Doesn’t Get Done] - A 2011 blog post by Jennifer Lotkowski and Adam Jelic on the IBM Center for The Business of Government.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Future Project Planning ===<br />
* [http://resource.aaslh.org/view/engaging-the-grown-ups-a-roundtable-exploring-new-strategies/ Engaging the Grown-Ups: A Roundtable Exploring New Strategies] - An AASLH Audio Recording <br />
* [http://resource.aaslh.org/view/whos-next-succession-planning-and-institutional-health/ Who’s Next? Succession Planning and Institutional Health] - An AASLH Audio Recording<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Developing and Evaluating Institutional Documentation ===<br />
SEE ALSO [[#Creating Policies for Collection Building|Creating Policies for Collection Building]]<br />
<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_48_-_Plan_for_the_Future_You_Want_for_Your_Museum.pdf Plan for the future you want for you museum] - A Technical Bulletin of the Oklahoma Museums Association, July 2009 by Cecil Carter<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types.<br />
* [http://flamuseums.org/professional-development/florida-connecting-to-collections-program/emergency-plans/ Florida Connecting to Collections Emergency Plans] - A self-paced program for all GLAM Institution types<br />
* [http://www.aam-us.org/resources/assessment-programs/core-documents/documents AAM Description of Core Documents] - A listing of important documents suggested by the American Alliance of Museums (AAM) as fundamental for basic professional museum operations.<br />
* [https://www.nsf.gov/publications/pub_summ.jsp?ods_key=nsf02057 The 2002 User-friendly Handbook for Project Evaluation] - A 2002 resource guide in HTML or PDF from the National Science Foundation ([https://www.nsf.gov/ NSF])<br />
* [http://obolinx.com/resources/2013/10/five-project-management-performance-metrics-key-to-successful-project-execution-operational-excellence/ Five Project Management Metrics key to Successful Project Execution - Operational Excellence] - A 2013 post by Kavita Verma shared on [http://obolinx.com/resources/ OBOlinx Tech]. Includes equations and practical examples.<br />
<br />
[[#toc|Table of Contents]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Strategies_for_Advancing_Hidden_Collections&diff=14762Strategies for Advancing Hidden Collections2019-09-10T19:02:07Z<p>Joymbanks: /* Where to begin: Basics of project planning for GLAM organizations */</p>
<hr />
<div>This resource library has been prepared for gallery, library, archive, and museum (GLAM) workers engaged in collection processing projects. Compiled by experts from the GLAM communities, the library is arranged to support the content of the CLIR [https://www.clir.org/hiddencollections/sahc Strategies for Advancing Hidden Collections] (SAHC) webinar series. A wide range of solutions and suggestions for a variety of collecting organizations appear below; inclusion of links on this page does not necessarily represent an endorsement of an organization or a product by CLIR or any individual connected with the SAHC project.<br />
<br />
'''Project Coordinator'''<br />
<br />
Joy M. Banks, Consultant<br />
<br />
'''Speakers'''<br />
* Angela Kipp, Collection Manager, TECHNOSEUM and Administrator, [http://world.museumsprojekte.de/ Registrar Trek]<br />
* Rosemary Pleva Flynn, Principal Librarian, Library and Information Services Team Lead, Energy and Environmental Research Center (EERC) at the University of North Dakota<br />
* Sarah Leu, Project Archivist, Historical Society of Pennsylvania<br />
* Beth Knazook, Library Juice Academy and Queen's University<br />
* Jessica Bitely, Director of Preservation Services, Northeast Document Conservation Center (NEDCC)<br />
* Yvonne Ng, Senior Archivist, WITNESS<br />
* Ellen Ryan, Head of Special Collections and Archives and Assistant Professor, Idaho State University<br />
<br />
'''Curriculum Committee'''<br />
* Stephanie Gaub Antequino, Memorabilia Archivist, Planet Hollywood International<br />
* Casey Davis, Project Manager, American Archive of Public Broadcasting<br />
* Tamar Evangelista-Dougherty, Consultant<br />
* Linda Hocking, Curator of Library and Archives, Litchfield Historical Society<br />
* Daniel Johnson, Digital Preservation Librarian, University of Iowa<br />
* Holly Mengel, Manuscripts Cataloging Librarian, University of Pennsylvania<br />
* Matthew Peek, Military Collections Archivist, State Archives of North Carolina<br />
* Kelly Revak, Processing Archivist, Library of Congress<br />
<br />
Additions to this library are welcome. Readers may contribute to its development by [https://wiki.diglib.org/index.php?title=Special:CreateAccount&returnto=Main+Page creating an account], or by sending suggestions to [mailto:cwilliford@clir.org Christa Williford] at CLIR.<br />
<br />
== Where to begin: Basics of project planning for GLAM organizations ==<br />
The resources in this section will help lay the foundation for successful project planning and management.<br />
<br />
Additional information on the January 11, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>Vd4x6nQvu8g</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_transcript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017_Wheretobegin_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat4.pdf General webinar chat] <br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp_chat1.pdf Key Elements of a Project]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat2.pdf Time to Catalog]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat3.pdf Project Management]<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar:<br />
https://www.surveymonkey.com/r/L9CYDRQ.<br />
<br />
Jump to:<br />
[[#General|General]] | [[#Selecting the best collection management system|Selecting the best collection management system]] | [[#Collection Prioritization & Assessment|Collection Prioritization & Assessment]] | [[#Workflow|Workflow]] | [[#Project Management Tools|Project Management Tools]]<br />
<br />
=== General ===<br />
* [https://www.clir.org/hiddencollections/meetings/2010HCsymposium.html CLIR 2010 Hidden Collections Symposium]<br />
* [https://www.clir.org/hiddencollections/2015-symposium-unconference/symposium-abstracts CLIR 2015 Hidden Collections Symposium & Unconference]<br />
* [http://registry.clir.org/ CLIR Hidden Collections Registry]<br />
* [https://www.webjunction.org/explore-topics/planning-coordination.html WebJunction Planning & Coordination Topic Page]<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources]<br />
* [http://openglam.org/ OpenGLAM]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Selecting the best collection management system ===<br />
Note: Some of these resources may be dated but can still contain useful information. SEE ALSO [[#Collection_access:_Describing.2C_cataloging.2C_and_processing_with_the_future_in_mind|Collection access: Describing, cataloging, and processing with the future in mind]]<br />
<br />
'''For all institution types'''<br />
* [http://carlibrary.org/CarLibrary-CollectionManagementSystems.htm CarLibrary.org - Collection Management Systems] - A detailed resource discussing all aspects of selecting a management system including a number of links to additional resources. The page also includes a link to a [http://carlibrary.org/CarLibrary-CMS-Table.htm summary table] of a wide range of CMS software systems.<br />
'''For Museums'''<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - Tips on selecting the right museum CMS software from [https://www.historyassociates.com History Associates, Inc.].<br />
* [http://manyonline.org/professional-development/collections-management-software Collections Management Software] - A list with additional information on software systems designed specifically for the museum collection management environment from the [http://manyonline.org Museum Association of New York].<br />
* [http://rcaam.org/cms/wp-content/uploads/2011/05/Graduate-Studies-Thesis-Collections-Management-Elana-Carpinone.pdf Museum Collections Management Systems: One Size Does NOT Fit All] - Masters Thesis by Elana C. Carpinone, Seton Hall University, May 2010<br />
* [http://www.idea.org/blog/2011/04/07/collection-management-systems-museums-and-the-web-2011/ Collection management systems: Museums and the Web 2011] - A listing and explanation of collection management systems represented at the [http://www.museumsandtheweb.com/mw2011.html Museums and the Web 2011] event.<br />
'''For Libraries'''<br />
* The Small Libraries Manager's Handbook, edited by Alice Graves. Includes several chapters on system selection.<br />
'''For Archives'''<br />
* [https://www.clir.org/pubs/reports/spiro/spiro/spiro_Jan13.pdf Archival Management Software] - A report for the Council on Library and Information Resources (CLIR) by Lisa Spiro, January 2009<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Prioritization & Assessment ===<br />
* [http://www.pacsclsurvey.org/ PACSCL Survey Initiative] - Includes information and resources from the Philadelphia Area Consortium of Special Collections Libraries (PACSCL) Consortial Survey Initiative project to assess backlogged archival collections.<br />
* [https://psap.library.illinois.edu/about Preservation Self-Assessment Program (PSAP)] - A free, online tool that helps collection managers prioritize efforts to improve conditions of collections developed by the University of Illinois, University Library through the IMLS<br />
** [https://www.imls.gov/news-events/project-profiles/extending-preservation-self-assessment-option-libraries-archives-and Press Release from IMLS]<br />
* [http://www.oclc.org/content/dam/research/publications/library/2011/2011-07.pdf Taking Stock and Making Hay: Archival Collections Assessment] - A report from OCLC by Martha O'Hara Conway and Merrilee Proffitt, July 2011.<br />
* [http://nationalwomansparty.org/wp-content/uploads/2011/02/Strategy-and-Priorities-for-Cataloging.pdf Strategy and Priorities for Cataloging the National Woman's Party Collection] - A report from the Sewall-Belmont House and Museum that can be used as a sample collection analysis tool<br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Benchmarks in Collections Care] - The resources page provides access to information on Benchmarks in Collection Care as well as the self assessment checklist to aid in establishing realistic colleciton goals. This is a resource provided by the [http://www.collectionstrust.org.uk/ Collections Trust].<br />
* [http://library.columbia.edu/services/preservation/audiosurvey.html Survey Instrument for Audio & Moving Image Collections] - A resource developed by the Columbia University Libraries to inventory and assess audio and moving image materials.<br />
* [http://www.avcompass.bavc.org/ AV Compass] - A free online resource from the [https://www.bavc.org/ Bay Area Video Coalition] to help organize, preserve, and access AV collections.<br />
* [http://library.columbia.edu/services/preservation/survey_tools.html Special Collections Materials Survey Instrument] - A resource developed by the Columbia University Libraries to evaluate under-processed archival collections.<br />
* [http://tools.aaslh.org/steps/ Standards and Excellence Program (StEPs)] - A self-study program developed by the American Association for State and Local History (AASLH) designed specifically for small to mid-sized organizations.<br />
* [http://www.aam-us.org/resources/assessment-programs American Alliance of Museums (AAM) Assessment Programs] - A page describing the Continuum of Excellence to help move organizations towards better stewardship of their collections.<br />
* [https://www.imls.gov/grants/available/collections-assessment-preservation-program-cap IMLS Collections Assessment for Preservation Program (CAP)] - A grant program through the Institute of Museum and Library Services (IMLS). Deadline for applications vary.<br />
* [http://www.digitalpreservation.gov/documents/NDSA_Levels_Archiving_2013.pdf NDSA Levels of Digital Preservation] - Includes explanations and uses for maintaining and preserving digital files in archival settings.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Workflow ===<br />
* [http://www.libraryworkflowexchange.org/about/ Library Workflow Exchange] - A space for libraries to share and find workflows and best practices across institutions.<br />
* [http://digitizingmillerhouseandgarden.tumblr.com/tagged/workflow Workflows from the Documenting Modern Living project] - Examples of workflows from the Documenting Modern Living: Digitizing the Miller House and Garden Collection Tumblr page<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Management Tools ===<br />
* [http://blog.hubspot.com/agency/agency-project-management-tools#sm.0000y44e3e7sifdbt8018ehatkvxc Improve Your Collaboration: 18 Project Management Tools for Marketing Agencies] - Not GLAM specific, but a resource by Jami Oetting on selecting a project management tool with some suggested software.<br />
* [http://www.techworld.com/picture-gallery/startups/10-best-free-project-management-software-programs-3625922/ 14 best free project management software programs 2016: Great project management software tools that don't cost a penny] - By Matt Egan and posted on TechWorld, includes software and brief explanations of each.<br />
* [http://www.projectsmart.com/project-management/introduction.php 21 Ways to Excel at Project Management] - A detailed step by step tool from ProjectSmart for successful project management from beginning to end.<br />
* [http://www.archivejournal.net/issue/3/notes-queries/teaching-librarians-project-management-new-expectations-for-the-digital-age/ Teaching Librarians & Project Management: New Expectations for the Digital Age] - An article by Caro Pinto in the Archives Journal Notes + Queries (Issue 3, Summer 2013) that addresses the changing nature of librarian training to include project management.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Building resources and relationships: Determining what and who you need ==<br />
The resources in this section will help guide project managers through the process of estimating project costs, communicating costs with others, and building relationships for support. <br />
<br />
Additional information on the January 18, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slideswithtranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_-SAHC2_Pleva-Flynn_Buildingresourcesandrelationships_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat1.pdf Justifying the Existence of GLAMS] <br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat2.pdf What would you do differently?]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat3.pdf Not-Your-Usual Funding Sources]<br />
* Evaluation: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
Jump to:<br />
[[#General_2|General]] | [[#Buy-in from Board of Directors, Community, Volunteers|Buy-in from Board of Directors, Community, Volunteers]] | [[#Calculating processing time, staff time, and estimating supply costs|Calculating processing time, staff time, and estimating supply costs]] | [[#Communicating to people who need to approve the project|Communicating to people who need to approve the project]] | [[#Funding Sources and Grant Writing|Funding Sources and Grant Writing]]<br />
<br />
=== General ===<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html WebJunction Budgets & Funding Resource Page] - Resources, webinars, and other information on budget planning and development for libraries that can be applied to all GLAM organizations.<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html Connecting to Collections Care Resources Page] - For more information on budgets and increasing collection support, select the ''Increasing Support for Collections Care'' from the list.<br />
* [http://www.mapfornonprofits.org/resources/fund-development/ MAP Resources for Fund Development] - Resources from the [http://www.mapfornonprofits.org/ MAP for Nonprofits], serving nonprofits through provision of consulting and training.<br />
* [http://managementhelp.org/nonprofitfundraising/index.htm Free Management Library All About Nonprofit Fundraising Resources] - A extensive listing of resources for nonprofits from the [http://managementhelp.org/ Free Management Library], a service of Authenticity Consulting, LLC.<br />
* Nonprofit Sustainability: Making Strategic Decisions for Financial Viability - 2010 book by Jeanne Bell, Jan Masaoka, and Steve Zimmerman.<br />
** [https://ssir.org/book_reviews/entry/nonprofit_sustainability_jeanne_bell_jan_masaoka_steve_zimmerman 2011 Review] in the Stanford Social Innovation Review by Jim Schorr<br />
** [http://www.nonprofitsustainability.org/ The Sustainability Mindset] - A 2014 companion book by Jeanne Bell and Steve Zimmerman that offers a step-by-step guide and templates for moving nonprofits toward a sustainable model.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Buy-in from Board of Directors, Community, Volunteers ===<br />
* [http://www.mandywilson.co.uk/data/uploads/pdf/Museums-Community-Involvement-Toolkit.pdf Community Involvement in Museums, Archives and Libraries: Toolkit for improving practice] - A pdf resource developed by COGS (Communities and Organizations - Growth and Support) for Yorkshire Museums Council, 2002. The toolkit includes a number of practical resources and guides for strengthening community involvement.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Calculating processing time, staff time, and estimating supply costs ===<br />
* [http://www.marac.info/assets/documents/marac_technical_leaflet_2.pdf Computing the Total Cost of Archival Processing] - A technical leaflet by Thomas Wilsted produced by the Mid-Atlantic Regional Archives Conference ([http://www.marac.info/ MARAC]), 1989.<br />
* [http://library.gwu.edu/collections/digitize/cost-calculator George Washington University Digitization Cost Calculator] - (unavailable)<br />
* [http://dashboard.diglib.org/ Digitization Cost Calculator] - A project of the [https://wiki.diglib.org/Assessment:Costs Digital Library Federation Assessment Interest Group’s working group on Cost Assessment] that uses community supplied data to help users estimate costs for digitization projects.<br />
* [https://roseelr.files.wordpress.com/2014/04/cost-finding-rose.docx Cost Finding Exercise] - Word Document Download. An exercise by Elizabeth Rose completed during her masters work at Southern Connecticut State University. The exercise considers the direct and indirect costs of processing an archival collection and includes references for additional information.<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.58.1.h9847h1372211l75 Beneficial Shocks: The Place of Processing-Cost Analysis in Archival Administration] - Research article by Paul Ericksen and Robert Shuster from American Archivist, Winter 1995. Includes discussion of both theoretical analysis and practical application.<br />
* [https://minds.wisconsin.edu/bitstream/handle/1793/44723/MA07_1_3.pdf?sequence%E2%80%A6 Rates of Processing Manuscripts and Arhives] - PDF download. An article by Karen Temple Lynch and Thomas E. Lynch from The Midwestern Archivist, p. 25-35, Vol. VII, No. 1, 1982 available through [https://www.jstor.org/journal/midwarch JSTOR]. Provides an analysis of processing rates from various grant proposals and considers how variable levels of processing affect cost.<br />
* [http://beinecke.library.yale.edu/25-processing-estimates Beinecke Rare Book & Manuscript Library (Yale University) Processing Estimates] - A guidelines developed in 2015 to consider the cost to process, arrange, and describe collections of personal papers.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ The Cost of Processing] - A blog post from 2010 by Emily Walters from North Carolina State University Libraries reflecting on estimating costs for their Changing the Landscape: Exposing the Legacy of Modernist Architects and Landscape Architects multi-year project.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ Costs of Cataloging] - A chapter by Felix Reichmann in Library Trends 2 (1953) providing historical context for cataloging cost analysis.<br />
* [https://ejournals.bc.edu/ojs/index.php/ital/article/viewFile/3161/2775 Cost Analysis of an Automated and Manual Cataloging and Book Processing System] - An article by Joselyn Druschel from the Journal of Library Automation (Vol. 14, no. 1, March 1981). Showing the historical argument for automating cataloging and processing to reduce cost.<br />
* [https://journals.ala.org/lrts/article/view/5501/6757 Assessing the Cost and Value of Bibliographic Control] - An article by Erin Stalbert and Christopher Cronin from Library Resources & Technical Services (Vol. 55, No. 3, 2011) published by the Association for Library Collections & Technical Services ([http://www.ala.org/alcts/ ALCTS]). Provides a detailed discussion of the past and present issues with estimating cataloging costs.<br />
* [https://www.liberquarterly.eu/articles/10.18352/lq.8558/ Improving Library Management by Using Cost Analysis Tools: A Case Study for Cataloguing Processes] - Article by Lorena Siguenza-Guzman, Alexandra Van den Abbeele, and Dirk Cattrysse from LIBER Quarterly, the Journal of the Association of European Research Libraries. This was originally presented at the LIBER conference in 2013 and discusses the application of TDABC (Time-Driven Activity-Based Costing) procedures in libraries.<br />
* [https://rbms.info/committees/task_force/metrics_assessment/group-1/cataloging/ RBMS Page on Cataloging] - Includes thoughts and definitions on cataloging from the Rare Books and Manuscripts Section ([https://rbms.info/ RBMS]) of the Association of College and Research Libraries ([http://www.ala.org/acrl/ ACRL]. A discussion of cataloging metrics is included as well as a resource list.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Communicating to people who need to approve the project ===<br />
* [http://enfocussolutions.com/8-best-practices-for-stakeholder-engagement/ 8 Best Practices for Stakeholder Engagement] - An article by John Parker from Enfocus Solutions (2012). Offers practical suggestions to engage and communicate with project stakeholders.<br />
* [http://agilemodeling.com/essays/activeStakeholderParticipation.htm Active Stakeholder Participation: An Agile Best Practice] - A detailed discussion of stakeholder engagement from Agile Modeling including definitions and useful charts.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2013-presentations/programming-on-a-shoestring-budget/ Programming on a Shoestring Budget] - Video presentation from David Mixdorf from South Sioux City Public Library (NE) presented in February 2013 for the Big Talk from Small Libraries online conference.<br />
* [http://www.wkkf.org/resource-directory/resource/2006/01/template-for-strategic-communications-plan Template for Strategic Communications Plan] - Practical template developed for use by the [http://www.wkkf.org/ W.K. Kellogg Foundation] including worksheets to develop a new plan.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case2Final.pdf Defining and Formalizing a Procedure for Archiving the Digital Version of the ''Schedule of Classes'' at the University of Michigan] - A 2008 case study from the Society of American Archivists (SAA) by Nancy Deromedi describing the process of forming an agreement between the university archive and registrar's office to continue the preservation of the schedule of classes after it moved to digital only.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Funding Sources and Grant Writing ===<br />
* [http://www.museumsoftware.com/grants.html Grant Opportunities] - A listing of available grants compiled by Past Perfect Museum Software.<br />
* [https://librarygrants.blogspot.com/ Library Grants blog] - A blog maintained by Stephanie Gerding and Pam MacKellar, authors of [http://www.alastore.ala.org/detail.aspx?ID=4039 Winning Grants: A How-To-Do-It Manual for Librarians with Multimedia Tutorials and Grant Development Tools]. Updated regularly with available opportunities.<br />
* [https://www.imls.gov/grants/available/museums-america IMLS Museums for America grant] - A grant program from the Institute of Museum and Library Services (IMLS) with the goal to "strengthen the ability of an individual museum to serve its public."<br />
* [https://www.neh.gov/grants/preservation/preservation-assistance-grants-smaller-institutions NEH Preservation Assistance Grants (PAG)] - These PAG funds help small and mid-sized institutions improve their ability to preserve and care for significant historical collections.<br />
* [https://www.neh.gov/grants/challenge/creating-humanities-communities Creating Humanities Communities] - A grant program from the NEH to help stimulate and proliferate meaningful humanities activities in underserved areas of the United States and territories. Limited geographic regions qualify.<br />
* [http://www.connectingtocollections.org/funding-collections-care/ Connecting to Collections Care Funding for Collections Care] - A webinar recorded November 2010 presented by Debra Hess Norris and Lee Price. The webinar page also includes related books for additional resources.<br />
* [http://www.connectingtocollections.org/fundraising-for-collections-care/ Connecting to Collections Care Fundraising for Collections Care] - A webinar series recorded in 2013 with sessions on Fundamentals, Finding Support, Cultivating Donors and Members, Writing Proposals, and Creative Fundraising. The series page includes additional links to resources, slides, and sample documents.<br />
* [https://event.on24.com/eventRegistration/EventLobbyServlet?target=reg20.jsp&partnerref=LJWebbestmall150901&eventid=1033500&sessionid=1&key=5EF4833291C07A8F39B02944D8C40810&regTag=&sourcepage=register Funding & Fundraising for Small Libraries] - An on-demand downloadable webinar from the LibraryJournal series Best Practices from America's Best Small Libraries. Presented in 2015 by Mary Beth Stenger and Cheryl Clay (registration required). A review of the webinar is available from [http://www.lminfo.us/blog/funding-and-fundraising-for-small-public-libraries/ Didi Yunginger].<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_46_-_Ten_Points_to_Increase_Your_Grant_Writing_Success.pdf Ten points to increase your grant writing success] - A one page technical bulletin by Cecil Carter from the Oklahoma Museums Association (January 2008).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Making the most of people: Recruitment, retention, and recognition ==<br />
The resources in this section consider how volunteers, interns, and staff fit into the project picture.<br />
<br />
Additional information on the January 25, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar3 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p2vkfvzxuqr/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_slides/<br />
* Transcript of presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_transcript/<br />
** Chat 1, Strategies for Outreach to Students, Interns, and Volunteers: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_chat1/<br />
** Chat 2, Troubleshooting Concerns about Students, Interns, and Volunteers: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_chat2/<br />
* Evaluation: https://www.surveymonkey.com/r/JRXMV3F<br />
<br />
<br />
Jump to:<br />
[[#Teens and Student Workers|Teens and Student Workers]] | [[#Volunteers and Staff|Volunteers and Staff]] | [[#Celebrating Success|Celebrating Success]] | [[#Ethics of Hiring|Ethics of Hiring]]<br />
<br />
=== Teens and Student Workers ===<br />
* [https://olcsmalllibraries.wordpress.com/2010/04/02/no-budget-no-time-no-problem/ No Budget? No Time? No Problem!] - Blog post from the Ohio Library Council by RoseMary Honnold discussing how community teens can be engaged in the work of collections.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2016-presentations/to-the-big-stage-on-a-small-budget-from-special-collections-to-archive-2-0/ To the Big Stage on a Small Budget: From Special Collections to Archive 2.0] - A presentation by Julie Pinnell for the 2016 Big Talk From Small Libraries [http://nlcblogs.nebraska.gov/bigtalk/ online conference] discussing the use of Doane College students to process the college archive.<br />
* [http://newprairiepress.org/culsproceedings/vol1/iss1/8/ Archival Internships: Creating Real World Learning Beyond the Classroom] - An article from the College & University Libraries Section (CULS) of the Kansas Library Association by Lorraine Madway (CULS Proceedings, Vol. 1, 2011, no. 1). Presents findings from the internship program at Wichita State University Libraries and offers practical advice for establishing an internship program.<br />
* [http://cupola.gettysburg.edu/librarypubs/53/ Undergraduate Library Internships and Professional Success] - A downloadable pdf poster by staff at Gettysburg College reporting on the impact undergraduate library internships had on the development of student career goals.<br />
* [http://www.nyarc.org/content/training-future-librarians-and-enhancing-digital-and-print-collections-m-lead-ii-comes Training Future Librarians and Enhancing Digital and Print Collections: M-LEAD II Comes to a Successful End] - A 2015 report by Kim Loconto on the [https://www.imls.gov/ IMLS] funded Museum Library Education and Digitization [M-LEAD] grant which allowed interns to gain a wide range of experiences with practical, hands-on projects.<br />
* [http://www.businessnewsdaily.com/8394-create-internship-program.html Creating a Successful (and Legal) Internship Program] - A 2015 article from Business News Daily by Nicole Fallon Taylor. A basic overview for creating an internship program that will be beneficial to the intern, productive for the organization, and meet current employment laws.<br />
* [http://www2.archivists.org/standards/best-practices-for-internships-as-a-component-of-graduate-archival-education Best Practices for Internships as Components of Graduate Archival Education] - A downloadable best practices guide from the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Volunteers and Staff ===<br />
* [http://www.connectingtocollections.org/archivecollectionscare/ Connecting to Collections Care Staff and Volunteer Management for Collections Care] - Webinar 6 in the Collections Care Basics: Where Do I Begin? webinar series. Originally presented by Donia Conn in 2013. The webinar section contains links to the recording, PowerPoint presentation, and a number of additional readings and resources related to the topic.<br />
* [http://www.slideshare.net/volunteermatch/creating-a-comprehensive-engaging-volunteer-training-program Creating a Comprehensive & Engaging Volunteer Training Program] - A 2013 SlideShare presentation by Jennifer Bennett and Matt Wallace. Hosted by VolunteerMatch Learning Center.<br />
* [http://files.archivists.org/pubs/free/Resources_for_Volunteers-Final-V3.pdf Resources for Volunteer Programs in Archives] - A 2012 joint publication, available as a PDF, from the National Archives and Records Administration (NARA) and the Society of American Archivist (SAA) that provides descriptions of volunteer projects undertaken at various archives as well as a "Tools Shared by Archives" section with examples of volunteer questionnaires and applications, volunteer standards of conduct, volunteer handbook, and additional resources.<br />
* [http://www.connectingtocollections.org/seeding-engagement-and-cultivating-volunteers-through-crowdsourcing/ Seeding Engagement and Cultivating Volunteers through Crowdsourcing] - A Connecting to Collections Care webinar originally presented in July 2016 by Meghan Ferriter. Dr. Ferriter shares the crowdsourcing experience of the [https://transcription.si.edu/ Smithsonian Transcription Center (TC)] and how their experience can be adapted to other projects.<br />
* [http://www.infotoday.com/cilmag/oct14/Zastrow--Crowdsourcing-Cultural-Heritage.shtml Crowdsourcing Cultural Heritage: 'Citizen Archivists' for the future] - A 2014 article by Jan Zastrow published in Computers in Libraries (Vol. 34, No. 8, October 2014).<br />
* [http://alm.axiell.com/infographic-leveraging-volunteers-and-crowdsourcing-digitisation?utm_source=Axiell+ALM+-+Non-Customer+Newsletter&utm_campaign=6f296c7bbf-Prospect+Newsletter+February&utm_medium=email&utm_term=0_00e6b7cbf3-6f296c7bbf-143955453 Leveraging Volunteers and Crowdsourcing for Digitisation] - A February 2017 infographic that shares results of research conducted by [http://mcn.edu/ MCN] and [http://alm.axiell.com/ Axiell] involving over 100 Museums and Archives from around the world.<br />
* Examples of Crowdsourcing volunteer projects:<br />
** [https://www.flickr.com/photos/8623220@N02/ Library of Congress Flickr Feed]<br />
** [https://diyhistory.lib.uiowa.edu University of Iowa DIY History]<br />
** [https://transcription.si.edu Smithsonian Transcription Project]<br />
** [https://www.archives.gov/citizen-archivist/transcribe US National Archives - Citizen Archivist Transcription Project]<br />
* [http://oregonstate.edu/ua/ncs/archives/2010/feb/business-students-raise-funds-haiti-learn-value-%E2%80%98blitz-project%E2%80%99 Business students raise funds for Haiti, learn value of 'blitz project'] - A short 2010 article describing a blitz project by Oregon State University College of Business students.<br />
* Yellowstone National Park Blitz projects<br />
** [https://www.nps.gov/yell/blogs/Using-a-Team-Approach-to-Expose-Yellowstone-s-Hidden-Collections.htm Using a Team Approach to Expose Yellowstone's Hidden Collections] (July 10, 2014), by Anne Foster<br />
** [https://www.nps.gov/yell/blogs/Bringing-Yellowstone-Back-Home-Using-the-Archives-Blitz-as-a-Framework-for-Other-Institutions.htm Bringing Yellowstone Back Home: Using the Archives Blitz as a Framework for Other Institutions] (October 7, 2014), by Anna Trammell<br />
** [https://www.nps.gov/yell/blogs/Keys-to-a-Blissful-Blitz.htm Keys to a Blissful Blitz] (March 12, 2015), by Kiley Hayes<br />
* [http://www.aam-us.org/resources/online-programs/human-resources-webinars Human Resources Recorded Webinars] - A series of webinars from the American Alliance of Museums ([http://www.aam-us.org/home AAM]) on a variety of topics related to staff and volunteers.<br />
* [https://aamv.wildapricot.org/ American Association for Museum Volunteers (AAMV)] - An association supporting the museum volunteer management community. Their website includes some resources freely available to non-members.<br />
* [http://peabody.yale.edu/volunteer Volunteer Page for the Yale Peabody Museum of Natural History] - Provides an example of a well-designed volunteer page including a link to the Yale Peabody volunteer application.<br />
** [http://peabody.yale.edu/sites/default/files/documents/volunteer/volunteer_application_form.pdf Yale Peabody Museum Volunteer application example]<br />
* [http://themuseum.org/sites/default/files/volunteeragreement.pdf Volunteer Code of Ethics and Professional Standards] - A standard from the [http://themuseum.org/ Alexandria Museum of Art] that can be used as a model for other institutions.<br />
* [http://www.connectingtocollections.org/outreach/ Involving the Public in Your Preservation Efforts] - A Connecting to Collections Care webinar from 2013 showcasing work from a number of institutions in celebration of Preservation Week. The page contains links to referenced projects and resources.<br />
* [http://www2.archivists.org/standards/best-practices-for-volunteers-in-archives Best Practices for Volunteers in Archives] - A downloadable resource by the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_45_-_Creating_a_Successful_Volunteer_Program.pdf Building a successful museum volunteer services program] - A technical bulletin by Robbin Davis produced by the Oklahoma Museums Association (July 2007).<br />
* [http://www.wildapricot.com/blogs/newsblog/2015/05/13/top-challenges-with-volunteer-engagement-retention Top Challenges with Volunteer Engagement & Retention] - A 2015 post by Lori Halley on the [http://www.wildapricot.com/academy Wild Apricot Membership Academy] blog that discusses challenges and solutions to some of the most frequent volunteer issues. Also includes links to a Wild Apricot webinar on volunteers and other resources.<br />
* [http://www.wildapricot.com/academy/expert-webinar-series/converting-volunteers-from-joiners-to-stayers Converting Volunteers from Joiners to Stayers] - A 2015 webinar presented by Tobi Johnson as part of the Wild Apricot Expert Webinar Series.<br />
* [https://americanlibrariesmagazine.org/2016/05/31/recruiting-retaining-library-volunteers/ Recruiting and Retaining Volunteers] - A 2016 post by Kaitlin Throgmorton on the American Libraries blog.<br />
* [http://wikis.ala.org/professionaltips/index.php?title=Volunteers ALA Volunteers Wiki] - A wiki page from the American Library Association (ALA) that compiles a number of different resources about volunteers in libraries.<br />
* [http://www.alastore.ala.org/detail.aspx?ID=3069 Managing Library Volunteers, Second Edition] - A 2011 book by Preston Driggers and Eileen Dumas published by the American Library Association. Link goes to the book description in the ALA store.<br />
* [http://www.mcfarlandbooks.com/book-2.php?id=978-0-7864-9780-5 Library Volunteers Welcome! Strategies for Attracting, Retaining, and Making the Most of Willing Helpers] - A 2016 book edited by Carol Smallwood and Lura Sanborn (McFarland & Company). Link goes to the book description on the McFarland website.<br />
* [https://www.taprootplus.org/ Taproot+] - A connection service claiming to be "the best way for nonprofits to find pro bono help and for skilled volunteers to provide it."<br />
* [https://www.serviceleader.org/leaders/firing A Few Pointers on the Unpleasant Topic of Firing Volunteers] - A post by Sarah Jane Rehnborg on the ServiceLeader.org website hosted by the University of Texas at Austin. Other volunteer resources can also be found on this page.<br />
* [http://www.volunteerhub.com/blog/when-helping-hands-hurt-your-cause/ When Helping Hands Hurt your Cause] - A 2008 post by Fonda Kendrick on the VolunteerHub website.<br />
* [http://www.volunteerhub.com/blog/difficult-volunteers/ Dealing with Difficult Volunteers] - A 2014 post by Krista Balbach on the VolunteerHub website. Includes a list of resources.<br />
* [http://nonprofithub.org/featured/break-say-volunteers/ The Break-Up: How to Say No to Volunteers] - A post by Lincoln Arneal on the Nonprofit Hub.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Celebrating Success ===<br />
* [http://www.bridging-the-gap.com/join-your-distributed-team-in-virtual-celebration/ How to Celebrate Project Success with a Distributed Team] - A resource compiled with input from a Virtual Facilitators Forum on LinkedIn to help build teams even when members are dispersed.<br />
* [https://thesavvypm.wordpress.com/2008/05/21/how-to-celebrate-success-throughout-your-projects/ How to Celebrate Success Throughout Your Projects] - A 2008 blog post from [https://thesavvypm.wordpress.com/about/ Making Things Happen] on developing an environment of ongoing celebration of success.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Ethics of Hiring ===<br />
* [https://www.shrm.org/about-shrm/pages/bylaws--code-of-ethics.aspx SHRM Code of Ethical and Professional Standards in Human Resource Management] - From the Society for Human Resources Management ([https://www.shrm.org SHRM]), guidelines for ethical Human Resources management. Includes a comprehensive guide for developing your own organizational Code of Ethics.<br />
* [https://www.cornerstoneondemand.com/rework/why-path-good-ethics-starts-human-resources Why the Path to Good Ethics Starts in Human Resources] - A 2013 blog post from Chris MacDonald on Company Culture.<br />
* [http://wiki.wearedynamo.org/index.php/Guidelines_for_Academic_Requesters Guidelines for Academic Requestors] - Guidelines specifically related to the ethical hiring of Turkers through [https://www.mturk.com/mturk/welcome Amazon Mechanical Turk] for outsourced academic projects but could be applied more broadly.<br />
* [http://futureofmuseums.blogspot.com/2016/10/volunteers-and-museum-labor_18.html Volunteers and Museum Labor] - A 2016 blog post by Elizabeth Merritt from the [http://www.aam-us.org/resources/center-for-the-future-of-museums Center for the Future of Museums] (An American Alliance of Museums Initiative) that considers the challenges of volunteers versus professional staff in museums.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Collection access: Describing, cataloging, and processing with the future in mind ==<br />
The resources available in this section try to provide guidance on the sometimes complicated world of description and processing. We understand that while GLAM organizations have many things in common, processing is often handled differently depending on the field. As we learn to work together, we hope that exploring best practices from different areas will help us move towards greater interoperability in the future.<br />
<br />
Additional information on the February 1, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar4 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p3bvg34fflb/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_slides/<br />
* Transcript of presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_transcript/<br />
** Chat 1, What is cataloging? https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat1/<br />
** Chat 2, Cataloging concerns: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat2/<br />
** Chat 3, Legacy Data & You: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat3/<br />
* Evaluation: https://www.surveymonkey.com/r/JT9PCKG<br />
<br />
Jump to:<br />
[[#Communities|Communities]] | [[#General_3|General]] | [[#Institutional Ethics|Institutional Ethics]] | [[#Cataloging and Metadata Standards|Cataloging and Metadata Standards]] | [[#Data Management Tools|Data Management Tools]] | [[#Collection Management Systems|Collection Management Systems]] | [[#Controlled Vocabularies and Thesauri|Controlled Vocabularies and Thesauri]] | [[#Tutorials and Online Learning|Tutorials and Online Learning]]<br />
<br />
=== Communities ===<br />
* [https://listserv.syr.edu/scripts/wa.exe?A0=AUTOCAT AutoCat] - A general cataloging listserv, primarily for libraries but open to everyone.<br />
* [http://listserv.oclc.org/archives/oclc-cat.html OCLCCAT] - An OCLC sponsored cataloging listserv open to everyone.<br />
* [https://docs.google.com/forms/d/e/1FAIpQLSc3WCCi2_03rkbSwGVbE0rQwYFSxvL6THz6GRZY8HAbijaK4w/viewform Metadata Support Group] - A Slack forum sponsored by the Digital Library Federation ([https://www.diglib.org/ DLF]). Requires registration and a Slack account but not membership in DLF. <br />
* [http://www.archivists.org/saagroups/lonearr/resources.asp SAA Lone Arrangers listserv] - Hosted by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and open to members and non-members. <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Community] - A space for those using or interested in using the Nomenclature 4.0 resource from the American Association for State and Local History ([http://www.aaslh.org/ AASLH]).<br />
* [http://www.connectingtocollections.org/groups/connecting-to-collections-care-online-community/forum/ Connecting to Collections Care Forum] - A space to ask questions about collections care and receive answers from peers and forum monitors. Requires registration for participation.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== General ===<br />
* [http://firstmonday.org/article/view/1628/1543 Metadata for All: Descriptive Standards and Metadata Sharing Across Libraries, Archives, and Museums] - An article from [http://firstmonday.org/index First Monday], a peer reviewed journal on the internet, by Mary W. Elings and Gunter Waibel (Vol. 12, No. 3, 5 March 2007).<br />
* [http://www.alastore.ala.org/nealschuman/companionwebsite/metadata-digital-collections/ Metadata for Digital Collections: A How-to-Do-It Manual] - A 2004 book by Steven J. Miller. Link goes to a Companion Website for the manual that includes resources, chapter supplements, and additional information.<br />
* [https://protekvaults.com/the-art-and-science-of-descriptive-metadata/ The art and science of descriptive metadata: Classifying your film archive for identification and discovery] - A general overview, with examples, of metadata by Tim Knapp of [https://protekvaults.com/ PRO-TEK Vaults]<br />
* [http://freeyourmetadata.org/ Linked Data for Libraries, Archives, and Museums] - A book and website on getting the most from your metadata. <br />
* [https://www.clir.org/pubs/reports/spiro/spiro_Jan13.pdf Archival Management Software: A Report for the Council on Library and Information Resources] - A pdf 2009 report for the Council on Library and Information Resources ([https://www.clir.org CLIR]) by Lisa Spiro<br />
* [http://resource.aaslh.org/view/building-digital-archives-lessons-learned-from-four-crowdsourced-online-projects/ AASLH Audio Recording: Building Digital Archives: Lessons Learned From Four Crowdsourced Online Projects] - An audio download of the session from the 2014 Annual Meeting of the [http://www.aaslh.org/ AASLH].<br />
* [http://www.gallerysystems.com/resources/free-resources/ Gallery Systems Free Collections Management Resources] - A collection of free collections management resources compiled by [http://www.gallerysystems.com/ GallerySystems].<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/12/Collections-Access-and-the-use-of-Digital-Technology.pdf Collections Access and the use of technology in museums] - A report by the Norfolk Museums and Archaeology Service, 2012. <br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Collections Trust: Benchmarks in Collections Care] - Self-Assessment checklist developed by [http://www.collectionstrust.org.uk/ Collections Trust] to encourage thinking about collection care activity during the organizations planning cycle.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - An extensive collection of resources arranged by topic.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-15-FINAL.pdf Will They Populate the Boxes? Piloting a Low-Tech Method for Capturing Executive E-mail and a Workflow for preserving It at the University of Michigan] - A 2013 case study by Aprille Cooke McKay published by the Society of American Archivists (SAA) that covers the process of engaging administration in the process of tagging new materials to add to the archive.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Institutional Ethics ===<br />
SEE ALSO [[#Ethics and Social Justice|Ethics and Social Justice]]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/code-of-ethics American Alliance of Museums (AAM) Code of Ethics for Museums]<br />
* [http://www.ala.org/advocacy/proethics American Library Association (ALA) Professional Ethics] <br />
* [http://archivists.org/statements/saa-core-values-statement-and-code-of-ethics Society of American Archivists (SAA) Core Values Statement and Code of Ethics] <br />
* [http://www2.archivists.org/groups/saa-council/ala-saa-joint-statement-on-access-guidelines-for-access-to-original-research-materials ALA-SAA Joint Statement on Access: Guidelines for Access to Original Research Materials]<br />
* [http://www.artdealers.org/about/code-of-ethics-and-professional-practices Art Dealers Association of America (ADAA) Code of Ethics and Professional Practices]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Cataloging and Metadata Standards ===<br />
The resources listed below may require registration or subscription for access. While some are freely available online, others are fee-based.<br />
<br />
Jump to: [[#General_4|General]] | [[#Description Standards|Description Standards]] | [[#Encoding Standards|Encoding Standards]]<br />
<br />
==== General ====<br />
* [http://www.loc.gov/standards Standards at the Library of Congress] - A listing of all of the standards maintained by the Library of Congress<br />
* [http://www.getty.edu/research/publications/electronic_publications/intrometadata/crosswalks.html Metadata Standards Crosswalk] - A useful online spreadsheet from Getty that shows how a selection of well-used metadata standards may interact with each other.<br />
* [https://www.loc.gov/marc/marc2dc.html MARC to Dublin Core Crosswalk] - A detailed resource from the Library of Congress to help manage the conversion of metadata from MARC to Dublin Core. A link to the [https://www.loc.gov/marc/dccross.html Dublin Core to MARC Crosswalk] is also available on the page.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case7Final.pdf Standards and Standards Development: The Development of Digital Records Conversion Process (ANSI/ARMA 6-2007)] - A 2008 Case Study from the Society of American Archivists (SAA) that addresses several critical questions about standards in archives.<br />
* [http://www.niso.org/publications/press/understanding_metadata Understanding Metadata: What is Metadata, and What is it For?: A Primer] - A 2017 update by Jenn Riley published by [http://www.niso.org/home/ NISO] Press. Link goes to a PDF version. Additional NISO press resources can be found [http://www.niso.org/publications/press/ here].<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Description Standards ====<br />
* RDA: Resource Description and Access - Cataloging standard that replaced AACR2 and RDA is based on the FRBR (Functional Requirements for Bibliographic Records) and FRAD (Functional Requirements for Authority Data) concept models<br />
** [http://www.loc.gov/aba/rda/ Information from the Library of Congress]<br />
** [https://www.oclc.org/rda/about.en.html Information from OCLC]<br />
** [https://access.rdatoolkit.org/ RDA Toolkit]<br />
* AACR2: Anglo-American Cataloging Rules - Standards to build catalogs in general libraries of all sizes. No longer being updated. Replaced by RDA. Still valid and used by some smaller organizations.<br />
** [http://www.aacr2.org/index.html AACR2 Homepage]<br />
* Describing Archives: A Content Standard (DACS), Second Edition - An output-neutral set of rules for describing archives, personal papers, and manuscript collections that can be used with any encoding standard including [[#MARC21|MARC21]], [[#EAD|EAD]], and [[#EAC|EAC]].<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-describing-archives-a-content-standard-dacs/dacs#.V5fD8q1zUiQ SAA DACS Official page]<br />
* Standards for Archival Description: A Handbook - 1994 Handbook of the Society of American Archivists (SAA) describing technical standards, conventions, and guidelines used by archivists to describe holdings and repositories.<br />
** [http://www.archivists.org/catalog/stds99/index.html SAA page to download the Handbook]<br />
* SNAC: Social Networks and Archival Context - A cooperative in development to create a more collaborative environment for discovering records related to historical persons.<br />
** [http://socialarchive.iath.virginia.edu/ SNAC Prototype Research & Development Cooperative Program]<br />
** [http://www.snaccooperative.org SNAC Prototype Site]<br />
* PREMIS: Preservation Metadata: Implementation Strategies - A data dictionary developed as the international standard for metadata to support the preservation of digital objects and ensure their long-term usability.<br />
** [http://www.loc.gov/standards/premis/ Library of Congress PREMIS Official Web Site]<br />
* PBCORE: Public Broadcasting Metadata Dictionary Project - An XML metadata schema designed for sound and moving images that is both a content and data standard.<br />
** [http://pbcore.org/ PBCore homepage]<br />
** [http://pbcore.org/blog/ PBCore blog]<br />
* The Small Museums Cataguing Manual: A guide to cataloguing object and image collections - 4th edition of the guide (2009) published by Museums Australia (Victoria)<br />
** [http://www.mavic.asn.au/assets/Small_Museums_Cataloguing_Manual_4th.pdf The Small Museums Cataloguing Manual]<br />
* NPS Museum Handbook, Part II: Museum Records - A publication of the National Parks Service, downloadable as a pdf file.<br />
** [https://www.nps.gov/museum/publications/MHII/mushbkII.html NPS Museum Handbook, Part II: Museum Records]<br />
* The FIAF Moving Image Cataloguing Manual - Published by the International Federation of Film Archives ([http://www.fiafnet.org/ FIAF]) Cataloguing and Documentation Commission. Available for free as a pdf download<br />
** [http://www.fiafnet.org/pages/E-Resources/Cataloguing-Manual.html The FIAF Moving Image Cataloguing Manual]<br />
* Cataloging Cultural Objects: A Guide to Describing Cultural Works and Their Images - A data content standard for the cultural heritage community sponsored by the Visual Resources Association Foundation (VRAF)<br />
** [http://cco.vrafoundation.org/ CCO Commons]<br />
[[#toc|Table of Contents]]<br />
<br />
==== Encoding Standards ====<br />
* <div id="MARC21"></div>MARC21 - Encoding standards to make bibliographic and related information machine-readable<br />
** [https://www.loc.gov/marc/ Library of Congress MARC Standards]<br />
* BIBFRAME: Bibliographic Framework Initiative - A new bibliographic encoding standard being developed by the Library of Congress to replace MARC21. The new model is designed to express and link bibliographic data.<br />
** [https://www.loc.gov/bibframe/ Library of Congress BIBFRAME page]<br />
* <div id="EAC"></div>EAC-CPF: Encoded Archival Context - Corporate bodies, Persons, and Families - Extensible Markup Language (XML) Standard for encoding contextual information about persons, corporate bodies, and families. Maintained by the Society of American Archivists (SAA) in partnership with the Berlin State Library.<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-eac-cpf/encoded-archival-context-corporate-bodies-persons-and-families-eac-cpf#.V5I2KfkrJpg SAA EAC-CPF page]<br />
* <div id="EAD"></div>EAD: Encoded Archival Description - Standard for encoding Finding Aids for interoperability in an online environment.<br />
** [http://www.loc.gov/ead/ Library of Congress EAD Official Site]<br />
* DCMI: Dublin Core Metadata Initiative - A set of metadata vocabulary to use with the Resource Description Framework (RDF) and other Linked Data initiatives that follows Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH).<br />
** [http://dublincore.org/ Home page for the Dublin Core Metadata Initiative]<br />
** [http://www.dublincoregenerator.com/ Free Dublin Core Generator]<br />
* MODS: Metadata Object Description Schema - An XML schema for a bibliographic element set that may be used for a vaiety of purposes, and particularly for library applications. Maintained by the Library of Congress.<br />
** [http://www.loc.gov/standards/mods/ Library of Congress MODS page]<br />
* IIIF: International Image Interoperability Framework - An image encoding standard to unlock standard information on the web<br />
** [http://iiif.io/ IIIF Homepage]<br />
* RDF: Resource Description Framework - A framework to describe any internet resource developed by the World Wide Web Consortium (W3C)<br />
** [https://www.w3.org/RDF/ W3C Semantic Web RDF page]<br />
** [https://www.obitko.com/tutorials/ontologies-semantic-web/resource-description-framework.html RDF section on Ontologies and Semantic Web Tutorial]<br />
** [http://www.linkeddatatools.com/semantic-web-basics Introducing Linked Data and the Semantic Web] - Introducing RDF is section 2<br />
* VRA Core - a data standard for the description of works of visual culture as well as the images that document them.<br />
** [http://www.loc.gov/standards/vracore/ Library of Congress official VRA Core website]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Data Management Tools ===<br />
* [http://www.bitcurator.net/ BitCurator] <br />
* [http://coptr.digipres.org/Main_Page CPOTR: Community Owned Digital Preservation Tool Registry]<br />
* [https://scout.wisc.edu/cwis CWIS: Collection Workflow Integration System] <br />
* [http://www.datawatch.com/gated/data-wrangling/?msrc=GooglePPC-DP-wrang&gclid=CjwKEAjwiMe8BRD0ts3Vtv-ohWgSJAAZurk12EC7fBtj6D9nF-CXKxDkbgmxY8Xu50deWtN1lOgfaRoC0M3w_wcB Data Wrangler]<br />
* [http://www.sno.phy.queensu.ca/~phil/exiftool/ ExifTool] <br />
* [https://www.avpreserve.com/tools/fixity/ Fixity] <br />
* [https://github.com/LibraryOfCongress/bagger Library of Congress Bagger]<br />
* [http://marcedit.reeset.net/ MarcEdit]<br />
* [https://github.com/ISA-tools/OntoMaton OntoMaton]<br />
* [http://ontowiki.net OntoWiki]<br />
* [http://openrefine.org/ Open Refine]<br />
* [https://www.oxygenxml.com/ Oxygen: XML Editor]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Management Systems ===<br />
The below systems are not an endorsement of the product by CLIR, just suggestions to highlight the range of systems available. This is not a comprehensive list of all systems available. We tried to include low cost and/or open source system options when possible.<br />
<br />
Jump to: [[#How to Choose|How to choose]] | [[#Gallery|Gallery]] | [[#Library|Library]] | [[#Archive|Archive]] | [[#Museum|Museum]] | [[#Online Exhibits|Online Exhibits]]<br />
<br />
==== How to choose ====<br />
SEE ALSO: [[#Selecting_the_best_collection_management_system|1.2 Selecting the Best Content Management System]]<br />
<br />
* [https://www.historyassociates.com/resource/guides/selecting-a-cloud-based-cms/ Selecting a Cloud-Based Museum Collections Management System] - Five area to consider when selecting a system from [https://www.historyassociates.com/ History Associates, Inc.]<br />
* [https://www.historyassociates.com/resource/articles/how-do-we-select-a-collections-management-system/ How Do We Select a Collections Management System?] - An article from [https://www.historyassociates.com/ History Associates, Inc.] on the process of system selection from contacting a vendor to data migration.<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - A downloadable report from [https://www.historyassociates.com/ History Associates, Inc.] to highlight the most common mistakes they've seen when selecting a CMS. Can be applied to all GLAM organizations.<br />
* [https://rowman.com/ISBN/9781442230132/The-Small-Library-Manager%27s-Handbook How to Choose the Right ILS for Your Library] - Chapter in The Small Library Manager's Handbook (book).<br />
* [http://go.gallerysystems.com/feature.html Choosing the Right CMS] - A downloadable guide from [http://www.gallerysystems.com/ GallerySystems] that provides 5 steps for the selection process as well as sample worksheets, checklists, and links to additional resources.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-14-FINAL.pdf Partnering with IT to Identify an Commercial tool for Capturing Archival E-mail of University Executives at the University of Michigan] - A 2013 case study from the Society of American Archivists by Aprille Cooke McKay that discusses partnering with IT to issue an RFP for a new system.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Gallery ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Library ====<br />
* [https://cslainfo.org/?page_id=3735 General recommendations for smaller institutions] - From the Church & Synagogue Library Association<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [http://lucidea.com/inmagic/ Inmagic] <br />
* [https://www.libib.com/ Libib] <br />
* [http://www.libraryworld.com LibraryWorld]<br />
* [http://www.mlasolutions.com Mandarin] <br />
* [http://www.readerware.com/index.php Readerware] <br />
* [http://www.resourcemate.com/ ResourceMate] <br />
* [https://www.librarycat.org/ TinyCat] <br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
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[[#toc|Table of Contents]]<br />
<br />
==== Archive ====<br />
* [http://archiviststoolkit.org/ Archivists’ Toolkit]- Available for download, but no longer being updated<br />
* [http://archivesspace.org/ ArchivesSpace] <br />
* [https://www.accesstomemory.org/en/ AtoM]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://boktowergardens.org/tower-gardens/library-archives/resources/ MS Access Finding Aid Creator] - offered by [https://boktowergardens.org/ Bok Tower Gardens]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Museum ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectionspace.org/ CollectionSpace]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://mukurtu.org/ Mukurtu] - Designed with indigenous communities in mind<br />
* [http://www.museumsoftware.com PastPerfect]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Online Exhibits ====<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/emuseum/ eMuseum] <br />
* [https://jekyllrb.com/ Jekyll] <br />
* [https://omeka.org/ OMEKA] <br />
* [http://projectmirador.org/ Mirador] - For collections that support the International Image Interoperability Framework ([http://iiif.io/ IIIF]) API <br />
* [https://wordpress.com/ WordPress]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Controlled Vocabularies and Thesauri ===<br />
* [http://getty.edu/research/tools/vocabularies/ The Getty Research Institute Vocabularies] <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Committee]<br />
* [http://gawainweaver.com/images/uploads/Photographic%20Process%20Controlled%20Vocabulary_v1.pdf Photographic Process Controlled Vocabulary]<br />
* [http://authorities.loc.gov Library of Congress Authorities]<br />
* [http://id.loc.gov/ LC Linked Data Service: Authorities and Vocabularies] <br />
* [http://www.conservation-wiki.com/wiki/Lexicon_Terms American Institute for Conservation Lexicon Terms]<br />
* [http://www.bgbm.fu-berlin.de/iapt/nomenclature/code/SaintLouis/0000St.Luistitle.htm International Code of Botanical Nomenclature]<br />
* [http://orcid.org/ ORCID] <br />
* [https://app.pch.gc.ca/application/dvp-pvd/appli/descr-eng.php Parks Canada Descriptive and Visual Dictionary of Objects]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Tutorials and Online Learning ===<br />
There are many options for online learning. The following list is a sampling of free or low cost options to enhance understanding of cataloging and processing techniques.<br />
<br />
* [https://www.youtube.com/playlist?list=PL098F0952877CDE31 Association for Library Collection & Technical Services (ALCTS) YouTube Channel, Cataloging topic]<br />
* [http://www.connectingtocollections.org/archivedigital/ Caring for Digital Materials: Preventing a Digital Dark Age] - A Connecting to Collections Care Webinar Series<br />
* [https://www.codecademy.com/ Codecademy]<br />
* [https://www.oclc.org/support/training/portfolios/cataloging-and-metadata/connexion-client/tutorials.en.html OCLC Tutorials]<br />
* [http://www.oclc.org/support/training/calendars/cataloging-training-calendar.en.html OCLC Cataloging Skills Training Calendar] - Includes some fee based training<br />
* [http://www.oclc.org/support/documentation/cataloging.en.html OCLC documentation, practices, and programs] <br />
* [https://www.carli.illinois.edu/products-services/i-share/cat/basic-cataloging-resources Basic Cataloging Resources from CARLI (Consortium of Academic Research Libraries in Illinois)]<br />
* [https://www.youtube.com/user/LibTec203/videos Cataloging Course] - A YouTube introduction to cataloging by LibTec203]<br />
* [http://librarysciencelist.com/free-online-courses-for-librarians/ 20+ Awesome Free Online Librarian Courses]<br />
* [https://www.webjunction.org/explore-topics/ils-ddb.html WebJunction Integrated Library Systems & Databases Topic] <br />
* [http://online.vraweb.org/cgi/viewcontent.cgi?article=1061&context=vrab FRBR and TMS: Applying a Conceptual Organizational Model for Cataloguing Photographic Archives]<br />
* [http://special-cataloguing.com/cheats SLC Cheat Sheets] - A collection of cataloging cheat sheets for a wide range of material types mostly developed by Mac Elrod and hosted by Special Libraries Cataloging ([http://www.special-cataloguing.com/ SLC]).<br />
* [https://dp.la/info/2015/10/07/new-self-guided-curriculum-for-digitization/ DPLA Curriculum for Digitization] - A self-guided, online learning experience developed by the [https://dp.la/ Digital Public Library of America]. The curriculum is intended for digitization beginners from a variety of cultural heritage institutions.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Overcoming project hurdles: Approaches to identifying and managing collection red flags ==<br />
The resources included in this section are presented to help organizations deal with areas in collections that may present problems and give managers the confidence to move forward with processing.<br />
<br />
Additional information on the February 8, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar5 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p93lcun8g78/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_slides<br />
* Scenarios discussed during the session: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_scenarios/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_transcript/<br />
** Chat 1, Swingate Public Library: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat1/<br />
** Chat 2, Dealing With the Past: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat2/<br />
** Chat 3, Collecting in the Now: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat3/<br />
** Chat 4, Access to Offensive Materials: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat4/<br />
** Chat 5, Community Archives Project: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat5/<br />
** Chat 6, Final Q&A: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat6/<br />
* Evaluation: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
<br />
Jump to:<br />
[[#Creating Policies for Collection Building|Creating Policies for Collection Building]] | [[#Rights, Copyright, and Legal Dilemmas|Rights, Copyright, and Legal Dilemmas]] | [[#Ethics and Social Justice|Ethics and Social Justice]] | [[#Hazardous Materials|Hazardous Materials]] | [[#Culturally Sensitive and Tough Topic Collections|Culturally Sensitive and Tough Topic Collections]] | [[#Sample Projects and Collections|Sample Projects and Collections]]<br />
<br />
<br />
=== Creating Policies for Collection Building ===<br />
SEE ALSO [[#Developing and Evaluating Institutional Documentation|Developing and Evaluating Institutional Documentation]]<br />
* [http://www2.archivists.org/publications/brochures/deeds-of-gift SAA A Guide to Deeds of Gift]<br />
* [http://resource.aaslh.org/view/sample-deed-of-gift/ AASLH StEPS Resource: Sample Deed of Gift]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types hosted by the Florida Association of Museums ([http://www.flamuseums.org/ FAM]) <br />
* [http://www.aam-us.org/docs/default-source/continuum/developing-a-cmp-final.pdf?sfvrsn=4 AAM Reference Guide: Developing a Collections Management Policy]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/collections-stewardship American Alliance of Museums (AAM) Standards Regarding Collections Stewardship]<br />
* [https://www.wisconsinhistory.org/pdfs/la/LIB-WHRAB-Records-Policy-Libraries-WAPL.pdf Creating a Collection Development Policy for Local Historical Records in Public Libraries] - A pdf resource from the [http://www.wisconsinhistory.org/Content.aspx?dsNav=N:4294963828-4294963805&dsRecordDetails=R:CS3558 Wisconsin Historical Records Advisory Board] and the [http://wla.wisconsinlibraries.org/wapl Wisconsin Association of Public Librarians] (April 1998).<br />
* [http://sustainableheritagenetwork.org/collection/support-documents-community-decision-making Support Documents for Community Decision Making] - A collection of documents provided by the [http://sustainableheritagenetwork.org/home Sustainable Heritage Network] that help organizations makes decisions regarding access, circulation, and ownership of cultural materials.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Rights, Copyright, and Legal Dilemmas ===<br />
Resources included are for reference only and do not represent legal advice. Most apply only to U.S. law; other countries may have different rules and guidelines.<br />
<br />
* [http://rightsstatements.org/en/ Digital Public Library (DPL) Rights Statements] <br />
* [http://ohda.matrix.msu.edu/2012/06/a-creative-commons-solution/ Oral History Interviews: “Who Owns Oral History? A Creative Commons Solution,"]<br />
* [http://ohda.matrix.msu.edu/2012/06/major-legal-challenges/ Major Legal Challenges Facing Oral History In The Digital Age] - A detailed 2014 article by John Neuenschwander on the IMLS Oral History in the Digital Age blog. Includes references.<br />
* [http://www.connectingtocollections.org/the_deaccessioning_dilemma_laws_ethics_and_actions/ The Deaccessioning Dilemma: Laws, Ethics, and Actions] - A 2015 Connecting to Collections Care webinar presented by John E. Simmons.<br />
* [http://learn.aaslh.org/event/webinar-steps-lab-1-deaccessioning-the-devils-in-the-details/ Deaccessioning: The Devil’s in the Details] - A webinar in the AASLH StEPs program (fee)<br />
* [http://www2.archivists.org/groups/technical-subcommittee-on-guidelines-for-reappraisal-and-deaccessioning-ts-grd/guidelines-for-reappraisal-and-deaccession SAA Guidelines for Reappraisal and Deaccessioning] - A pdf document from the Society of American Archivists (SAA)<br />
* [http://archive.cmsimpact.org/fair-use/best-practices/code-best-practices-fair-use-academic-and-research-libraries The Code of Best Practices in Fair Use for Academic and Research Libraries] - Can be used as a model to develop institutional policies regarding fair use and online access.<br />
* [http://copyright.cornell.edu/resources/publicdomain.cfm Cornell’s Copyright Term and the Public Domain in the US] - An easy to use chart to reference when particular types of items move into the public domain. Originally published by [http://vivo.cornell.edu/display/individual23436 Peter B. Hirtle] who has published a number of copyright resources. Updated annually.<br />
* [http://fairuse.stanford.edu/charts-and-tools/ Copyright & Fair Use Resources from Stanford University Libraries] - A number of charts and tools discussing copyright, fair use, and best practices.<br />
* [http://fairuse.stanford.edu/overview/website-permissions/websites/ Websites: Five Ways to Stay Out of Trouble] - A resource from the Stanford University Libraries Copyright & Fair Use website dealing specifically with website usage and rights.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - Select "Legal Issues" from the list for an extensive list of related resources.<br />
* [http://www2.archivists.org/publications/brochures/copyright-and-unpublished-material SAA’s Copyright and Unpublished Material: An introduction for Users of Archives and Manuscript Collections] - A downloadable and printable resource that answers basic questions.<br />
* [http://www2.archivists.org/groups/intellectual-property-working-group/well-intentioned-practice-for-putting-digitized-collections-of-unpublished-materials- Well-intentioned Practice for Putting Digitized Collections of Unpublished Materials Online (W-iP)] - A 2011 document developed by [http://www.oclc.org/research.html OCLC Research] and supported by the [http://www2.archivists.org/groups/intellectual-property-working-group SAA's Intellectual Property Working Group] to help move institutions forward with digitization of unpublished archival materials whose rights holders are often difficult to identify and contact.<br />
* [http://www.nemanet.org/nemn/summer-2016/abandonned-property/# Found! Abandoned Property in the Museum] - A New England Museums Now 2016 reprint of a 2013 article from NEMA News on Legal Issues. Authored by Gilbert Whittemore and covers ten clear steps for dealing with undocumented items in collections.<br />
* [http://www2.archivists.org/groups/acquisitions-appraisal-section/abandoned-property-project SAA Abandoned Property Project] - A state-by-state listing of relevant abandoned property legislation compiled by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and updated as required.<br />
* [http://www.ala.org/acrl/standards/security_theft ACRL/RBMS Guidelines Regarding Security and Theft in Special Collections] - Guidelines developed by the Association of College & Research Libraries ([http://www.ala.org/acrl/ ACRL]) and its Rare Books and Manuscript Section ([http://www.ala.org/acrl/aboutacrl/directoryofleadership/sections/rbms/acr-rbmec RBMS]).<br />
* [http://publications.arl.org/rli279/ Research Library Issues (RLI) Special Issue on Special Collections and Archives in the Digital Age] - This June 2012 issue of RLI, published by the Association of Research Libraries ([http://www.arl.org/ ARL]), includes articles on legal matters associated with digitization, Deeds of Gifts, and copyright.<br />
* [http://www.localcontexts.org/ Local Contexts] - An initiative to support Native, First Nations, Aboriginal, and Indigenous communities in the management of their intellectual property within the digital environment by providing strategic resources and practical solutions.<br />
** [http://www.sfu.ca/ipinch/project-components/community-based-initiatives/special-initiative-traditional-knowledge-licensing-an/ Traditional Knowledge Licensing and Labeling Website 1.0] - A description of the creation of Traditional Knowledge (TK) that led to the development of the TK Labels shared in the Local Contexts website. <br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Ethics and Social Justice===<br />
SEE ALSO [[#Institutional Ethics|Institutional Ethics]]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/code-of-ethics/ Code of Ethics and Other Institutional Documents] - A 2013 educational module, including a webinar, from the Florida Connecting to Collections Series presented from the museum (Myriam Springuel) and library (Burt Altman) perspectives.<br />
* [http://archivaria.ca/index.php/archivaria/article/view/13557 From Human Rights to Feminist Ethics: Radical Empathy in the Archives] - A 2016 article by Michelle Caswell and Marika Cifor. Published in Archivaria, a journal of the Association of Canadian Archivists ([http://archivists.ca/ ACA]). Link is to abstract only.<br />
* [https://www.lib.ncsu.edu/social-media-archives-toolkit/legal Social Media Archives Toolkit: Legal and Ethical Implications] - A resource of the North Carolina State University Libraries providing insight into the legal and ethical issues of harvesting social media.<br />
* [https://points.datasociety.net/okcupid-data-release-fiasco-ba0388348cd#.2aoqi7ydb OKCupid data release fiasco: It's time to rethink ethics education] - A 2016 post by Annette Markham that addresses data releases from an ethics educator's perspective.<br />
* [http://cmsimpact.org/resource/beyond-hashtags-ferguson-blacklivesmatter-online-struggle-offline-justice/ Beyond the hashtags: #Ferguson, #Blacklivesmatter, and the online struggle for offline justice] - A 2016 downloadable report written by Deen Feelon, Charlton D. McIlwain, and Meredith D. Clark that analyzes the Black Lives Matter movement online and the implications for using online tools to encourage social and political change.<br />
* [https://news.docnow.io/surveillance-and-social-media-archiving-7ea21b77b807#.iahlvrb8h Surveillance and Social Media Archiving] - A transcript of remarks made by Bergis Jules during the 2016 Library of Congress symposium, Collections as Data: Stewardship and Use Models to Enhance Access. Includes link to slides and the symposium's full agenda.<br />
* [https://papers.ssrn.com/sol3/papers2.cfm?abstract_id=2779647 Where are Human Subjects in Big Data Research? The Emerging Ethics Divide] - A 2016 article by Jacob Metcalf and Kate Crawford published in Big Data and Society (Spring 2016).<br />
* [http://bdes.datasociety.net/wp-content/uploads/2016/10/Ursic-politiwoops.pdf The Right to be Forgotten of the Duty to be Remembered? Twitter data reuse and implications for user privacy] - A 2016 PDF case study by Helena Ursic (Leiden University) written for The Council for Big Data, Ethics, and Society.<br />
* [http://link.springer.com/article/10.1007/s10502-014-9220-6 Toward a survivor-centered approach to records documenting human rights abuse: lessons from community archives] - Link to abstract (full article available for purchase). A 2014 article by Michelle Caswell published in Archival Science.<br />
* [https://aprilhathcock.wordpress.com/2016/11/18/opening-up-the-margins/ Opening up the Margins] - A November 18, 2016 blog post by April Hathcock that combines her remarks at a number of venues about opening up "good scholarship" to marginalized communities.<br />
* [http://zinelibraries.info/code-of-ethics/ Zine Librarians Code of Ethics] - A downloadable (PDF or Word) version of an ethical code as it applies to librarians and archivists that handle zines.<br />
* [https://medium.com/on-archivy/archivesforblacklives-building-a-community-archives-of-police-violence-in-cleveland-93615d777289#.t6wnjelwu #ArchivesForBlackLives: Building a Community Archives of Police Violence in Cleveland] - The text of a 2016 talk by Jarrett M. Drake presented at the Digital Blackness conference on the panel Uploading Black History: Archiving Blacks' Lived Experiences.<br />
* [http://tararobertson.ca/2016/oob/ digitization: just because you can, doesn't mean you should] - A 2016 blog post by Tara Robertson that reflects on the ethics of digitization through the example of a pre-internet lesbian porn magazine that was recently digitized and placed on line.<br />
* [http://link.springer.com/article/10.1007/s10502-012-9180-7 Evidence, memory, identify, and community: four shifting archival paradigms] - Link to abstract (full article available for purchase). A 2013 article by Terry Cook published in Archival Science.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Hazardous Materials ===<br />
* [http://cool.conservation-us.org/coolaic/sg/bpg/annual/v24/bp24-13.pdf Archives Conservators Discussion Group 2005: Hazardous Holdings] - A pdf article by Linda Blaser and Susan Peckham summarizing the panel. Printed in The Book and Paper Group Annual 24 (2005), p. 73-83. <br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-7_1439925170012_eng.pdf?WT.contentAuthority=4.4.10 Mercury in Museum Collections] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/7, 2002. Also available online [http://canada.pch.gc.ca/eng/1439925170006 here].<br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-8_1439925170028_eng.pdf?WT.contentAuthority=4.4.10 Lead in Museusm Collections and Heritage Buildings] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/8, 2010. Also available online [http://canada.pch.gc.ca/eng/1439925170022 here].<br />
* [http://www.connectingtocollections.org/arsenic-and-old-lace-controlling-hazardous-collection-materials/ Arsenic and Old Lace: Controlling Hazardous Collection Materials] - A 2016 Connecting to Collections Care Webinar. Page includes links to slides and handouts.<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/08/How-To-Guide-Hazards.pdf Hazards in museum collections: A Collections Care How To Guide] - A pdf guide from SHARE Museums East, Norfolk Museums & Archeology Service, and CollectionsTrust.<br />
* [https://alaskawhitestuffid.wordpress.com/ What’s That White Stuff blog] - A blog sponsored by the Alaska State Museum offering advice about common issues in museums.<br />
* [http://www.loc.gov/preservation/care/film.html Library of Congress Care, Handling, and Storage of Motion Picture Film] - Resources and links from the Library of Congress.<br />
* [http://www.mavic.asn.au/insite/september-october-2012 Museums Australia Vicotoria INSITE, September - October 2012, Dangerous Collections Special Issue] - Includes articles on a variety of tough issues<br />
* [http://opensi.si.edu/index.php/smithsonian/catalog/book/64 Pesticide Mitigation in Museum Collections: Science in Conservation: Proceedings from the MCI Workshop Series] - 2010 publication from the [http://opensi.si.edu/index.php/smithsonian/catalog/series/SCMC Smithsonian Contributions to Museum Conservation series] that addresses the issue of pesticide removal from museum objects.<br />
* [http://anthropology.si.edu/cm/NMNH_Potential_Hazards_Disclosure_Statement_2010.pdf Statement on Potential Hazards (Inherent and Acquired) Associated with Collection Objects] - A 2010 policy statement from the Smithsonian National Museum of Natural History [http://anthropology.si.edu/index.html Department of Anthropology] that can be used as a model for other institutions.<br />
* [https://www.nps.gov/museum/publications/conserveogram/02-10.pdf Hazardous Materials in Your Collection] - National Park Service (NPS) [https://www.nps.gov/museum/publications/conserveogram/cons_toc.html Conserve O Gram] series, August 1998, Number 2/10.<br />
* [http://museumpests.net/ MuseumPests.net] - A product of the Integrated Pest Management Working Group and includes a number of resources for prevention, monitoring, identification, and solutions for pests in collection spaces.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Culturally Sensitive and Tough Topic Collections ===<br />
* [http://www2.nau.edu/libnap-p/protocols.html Protocols for Native American Archival Materials] - The Protocols were developed to provide best practices for culturally responsive care and use of Native American archival and documentary material held by non-tribal organizations. The document reflects a Native American perspective.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - This is a good, brief, article regarding culturally sensitive Native American images in a non-native institution. It very clearly lays out a respectful, real world application of balancing maximum access and respectful consultation.<br />
* [http://ailanet.org/resources/ American Indian Library Association Resources] - A listing of resources compiled by the American Indian Library Association <br />
* [http://canada.pch.gc.ca/eng/1448995219999 Canadian Conservation Institute Caring for Sacred and Culturally Sensitive Objects] - Guidelines developed in 2015 to present key considerations related to sacred and culturally sensitive objects in heritage collections.<br />
* [http://digitalcommons.usu.edu/westernarchives/vol6/iss1/3 Tribal Archives, Traditional Knowledge, and Local Contexts: Why the "s" Matters] - A 2015 article by Kimberly Christen in the Journal of Western Archives ([http://digitalcommons.usu.edu/westernarchives/ JWA] Vol. 6, Iss. 1, Article 3).<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.74.1.4233nv6nv6428521?code=same-site Opening Archives: Respectful Repatriation] - An article by Kimberly Christen published in The American Archivist (Vol. 74, Spring/Summer 2011) examining one collaborative archival project aimed at digitally repatriating and reciprocally curating cultural heritage materials of the Plateau tribes in the Pacific Northwest.<br />
* [https://medium.com/on-archivy/confronting-our-failure-of-care-around-the-legacies-of-marginalized-people-in-the-archives-dc4180397280#.gbb4nqug0 Confronting Our Failure of Care Around the Legacies of Marginalized People in the Archives] - Transcript and select slides from a 2016 talk by Bergis Jules presented at the [http://ndsa.org/ National Digital Stewardship Alliance] annual meeting.<br />
* [http://www.archivists.org/governance/taskforces/0208-NativeAmProtocols-IIIA.pdf Report: Task force to review ''Protocols for Native American Archival Materials''] - A PDF version of the 2008 Society of American Archivists (SAA) report.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - A 2014 Case Study in Archival Ethics by Ellen Ryan and completed for the Society of American Archivists (SAA).<br />
* [https://artmuseumteaching.com/2016/08/31/have-conversations-here/ Have Conversations Here: Supporting Productive Dialogue in Museums] - A 2016 post by Mike Murawski on [https://artmuseumteaching.com/ Art Museum Teaching] discussing the facilitation of conversations in museums about difficult events and topics.<br />
* [http://www.liverpoolmuseums.org.uk/ism/resources/museum_interpretation.aspx Interpreting Transatlantic Slavery: the role of museums] - A 1999 article from the International Slavery Museum by Anthony Tibbles.<br />
* [http://interpretingdifficulthistory.com/ Interpreting Difficult History at Museums and Historic Sites] - Book by Julia Rose <br />
* [http://findingcommunityengagingaudiences.blogspot.com/2013/12/difficult-issues-in-history-museums.html Difficult Issues in History Museums] - A 2013 post on the Finding Community blog.<br />
* [http://www2.archivists.org/sites/all/files/PreservationWorkshopsWithRestrictedResources-CaseStudy1_0.pdf SAA Case Studies on Diversifying the Archival Record] - Case #1: Preservation Workshops with Restricted Resources: Preserving Cham Manuscripts in Vietnam <br />
* [http://aamg-us.org/wp/wp-content/uploads/2015/01/Managing-Museum-Controversy.pdf Museum Best Practices for Managing Controversy] - A pdf document from the Association of Academic Museums and Galleries ([https://www.aamg-us.org/wp/ AAMG])<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Sample Projects and Collections ===<br />
* [http://www.docnow.io/ Documenting the Now] - A collaborative project that aims to respect both the content creator and the potential researcher and seeks to find a user-friendly means of collecting and preserving the digital content of social media.<br />
* [https://www.saada.org/ South Asian American Digital Archive (SAADA)] - An independant, national, non-profit organization working to document, preserve, and share stories representing the voices of South Asian Americans.<br />
* [https://www.lib.utexas.edu/hrdi Human Rights Documentation Initiative (HRDI)] - A long-term preservation effort by the University of Texas Libraries to capture fragile and vulnerable records of human rights struggles worldwide, promote them, and make them accessible for research.<br />
* [https://xfrcollective.wordpress.com/ XFR Collective] - A non-profit organization partnering with many to preserve at-risk audiovisual media by providing low-cost digitization services.<br />
* [http://www.mipops.org/ Moving Image Preservation of Puget Sound (MiPoPs)] - A non-profit organization helping to preserve our cultureal heritage by assisting archives, libraries, and other organizations with the conversion of analog video recordings to digital formats according to archival best practices.<br />
* [http://www.dclibrary.org/labs/memorylab The Memory Lab at DC Public Library] - A service provided to the DC public that allows for personal preservation of AV materials. A model that other organizations can follow.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Closing the loop: Project assessment and leveraging goals for future planning ==<br />
The resources included in this section provide additional information for all other topics and help provide support for sustaining and moving projects into the future.<br />
<br />
Additional information on the February 15, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar6 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p6t0282kmur/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_slides/<br />
* Collaborative Project Template Spreadsheet (.xlsx): https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_template/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_transcript/<br />
** Chat 1, Signs of Trouble: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat1/<br />
** Chat 2, Project ROI: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat2/<br />
** Chat 3, Roadblocks: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat3/<br />
** Chat 4, Celebration: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat4/<br />
** Chat 5, Final Comments: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat5/<br />
* Evaluation: https://www.surveymonkey.com/r/JXMZ36G<br />
<br />
<br />
<br />
=== During the Project ===<br />
* [https://hbr.org/2011/04/strategies-for-learning-from-failure Strategies for Learning from Failure] - An article by Amy C. Edmondson, a version also available in print, Harvard Business Review April 2011.<br />
* [http://www.artscapediy.org/Creative-Placemaking-Toolbox/What-Are-the-Most-Important-Factors-in-a-Successfu.aspx What are the Most Important Factors in a Successful Project?] - A brief Vimeo video from Artscape President and CEO Tim Jones on the crucial elements of project success.<br />
* [https://www.projectsmart.co.uk/avoid-the-same-old-mistakes-by-focussing-on-lessons-learned.php Avoid the Same Old Mistakes by Focusing on Lessons Learned] - A 2014 article by Duncan Haughey that covers 6 essential steps to document lessons learned.<br />
* [http://www2.archivists.org/sites/all/files/AnOnlineExhibit-SAA-CaseStudy_0.pdf An Online Exhibit: A Tale of Triumph and Tribulation] - A 2014 Case Study by Nancy Freeman and Robert B. Riter for the Society of American Archivists (SAA). <br />
* [http://americanarchivist.org/doi/abs/10.17723/aarc.68.2.c741823776k65863?code=same-site More Product, Less Process: Revamping Traditional Archival Processing] - A 2005 article by Mark Greene and Dennis Miller published in The American Archivist, a publication of the Society of American Archivists. Link to abstract, PDF version available for download.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Evaluation and Assessment ===<br />
* [http://www.horizon-research.com/taking-stock-a-practical-guide-to-evaluating-your-own-programs/ Taking Stock: A Practical Guide to Evaluating Your Own Programs] - A 1997 guide written by Sally L. Bond, Sally E. Boyd, and Kathleen A. Rapp written to help community-based organisations improve programs. <br />
* [http://www.wkkf.org/resource-directory/resource/2010/w-k-kellogg-foundation-evaluation-handbook W.K. Kellogg Foundation Evaluation Handbook] - A 2010 tool to help consider evaluation as a relevant and useful program tool. The handbook was written especially for W.K. Kellogg Foundation-funded programs but has broader application possibilities.<br />
* [http://oerl.sri.com/ OERL: Online Evaluation Resource Library] - A resource library designed to collect and make available evaluation plans, instruments, and reports for National Science Foundation (NSF) related projects but has broader application possibilities.<br />
* [https://www2.cdc.gov/cdcup/library/practices_guides/CDC_UP_Project_Close-Out_Practices_Guide.pdf CDC Unified Process Practices Guide: Project Close-out - A 2006 guide that can help organizations practice successful project-close out. <br />
* [http://www.ala.org/rusa/sections/rss/rsssection/rsscomm/rssresstat/prjctassmnteval Project Assessment and Evaluation] - A list of resources compiled by the Referencce and User Services Association ([http://www.ala.org/rusa/ RUSA]), a division of the American Library Association (ALA). <br />
* [https://manoa.hawaii.edu/assessment/workshops/pdf/templates_2009-12.pdf Creating an Assessment Plan & Using Assessment Templates] - A 2009 guide created by the University of Hawaii at Manoa Assessment Office.<br />
* Tutorials for creating Gantt, PERT, and CPM charts<br />
** [https://www.officetimeline.com/gantt-chart-excel How to make Gantt charts in Excel] - A video tutorial with Excel templates for making Gantt charts.<br />
** [https://www.youtube.com/watch?v=oe_Uvf6p4_A Creating a Pert CPM chart using Excel] - A 2012 YouTube video tutorial by Eric Magidson.<br />
** [https://www.youtube.com/watch?v=8NHJTRUiX6A Creating a PERT/CPM Chart using Excel 2016 and the Personal Trainer Case] - A 2016 YouTube video tutorial by Eric Magidson.<br />
* [http://www.pmsolutions.com/audio/PM_Performance_and_Value_List_of_Measures.pdf Measures of Project Management Performance and Value: A Benchmark of Current Business Practices] - A 2005 resource from the Center for Business Practices as part of the Comprehensive List of Measures series. <br />
* [http://www.mclam.com/pdf/Metrics.pdf Environmental Protection: Using Metrics to Track Progress of Community Outreach Programs] - A 2004 guide published by the American Institute of Chemical Engineers to help develop metrics for understanding how well organizations are implementing programs as well as how to improve them.<br />
* [http://www.cioarchives.ca.gov/itpolicy/pdf/PM5.2_Project_Execution_Tracking_and_Monitoring.pdf Project Execution - PM Elements: Tracking and Monitoring Project Performance] - A January 1997 PDF document from the California Chief Information Offices that offers practical solutions for project tracking that can be adapted to other organizations' needs. A part of the Statewide Information Management Manual ([http://www.cioarchives.ca.gov/ITpolicy/SIMM.html SIMM])<br />
* [http://www.businessofgovernment.org/blog/strategies-font-color-redcut-costsfont-and-improve-performance/shared-services-tracking-perform Shared Services: Tracking Performance/Performance Metrics - What Doesn’t Get Measured Doesn’t Get Done] - A 2011 blog post by Jennifer Lotkowski and Adam Jelic on the IBM Center for The Business of Government.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Future Project Planning ===<br />
* [http://resource.aaslh.org/view/engaging-the-grown-ups-a-roundtable-exploring-new-strategies/ Engaging the Grown-Ups: A Roundtable Exploring New Strategies] - An AASLH Audio Recording <br />
* [http://resource.aaslh.org/view/whos-next-succession-planning-and-institutional-health/ Who’s Next? Succession Planning and Institutional Health] - An AASLH Audio Recording<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Developing and Evaluating Institutional Documentation ===<br />
SEE ALSO [[#Creating Policies for Collection Building|Creating Policies for Collection Building]]<br />
<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_48_-_Plan_for_the_Future_You_Want_for_Your_Museum.pdf Plan for the future you want for you museum] - A Technical Bulletin of the Oklahoma Museums Association, July 2009 by Cecil Carter<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types.<br />
* [http://flamuseums.org/professional-development/florida-connecting-to-collections-program/emergency-plans/ Florida Connecting to Collections Emergency Plans] - A self-paced program for all GLAM Institution types<br />
* [http://www.aam-us.org/resources/assessment-programs/core-documents/documents AAM Description of Core Documents] - A listing of important documents suggested by the American Alliance of Museums (AAM) as fundamental for basic professional museum operations.<br />
* [https://www.nsf.gov/publications/pub_summ.jsp?ods_key=nsf02057 The 2002 User-friendly Handbook for Project Evaluation] - A 2002 resource guide in HTML or PDF from the National Science Foundation ([https://www.nsf.gov/ NSF])<br />
* [http://obolinx.com/resources/2013/10/five-project-management-performance-metrics-key-to-successful-project-execution-operational-excellence/ Five Project Management Metrics key to Successful Project Execution - Operational Excellence] - A 2013 post by Kavita Verma shared on [http://obolinx.com/resources/ OBOlinx Tech]. Includes equations and practical examples.<br />
<br />
[[#toc|Table of Contents]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Strategies_for_Advancing_Hidden_Collections&diff=14761Strategies for Advancing Hidden Collections2019-09-10T19:00:48Z<p>Joymbanks: /* Where to begin: Basics of project planning for GLAM organizations */</p>
<hr />
<div>This resource library has been prepared for gallery, library, archive, and museum (GLAM) workers engaged in collection processing projects. Compiled by experts from the GLAM communities, the library is arranged to support the content of the CLIR [https://www.clir.org/hiddencollections/sahc Strategies for Advancing Hidden Collections] (SAHC) webinar series. A wide range of solutions and suggestions for a variety of collecting organizations appear below; inclusion of links on this page does not necessarily represent an endorsement of an organization or a product by CLIR or any individual connected with the SAHC project.<br />
<br />
'''Project Coordinator'''<br />
<br />
Joy M. Banks, Consultant<br />
<br />
'''Speakers'''<br />
* Angela Kipp, Collection Manager, TECHNOSEUM and Administrator, [http://world.museumsprojekte.de/ Registrar Trek]<br />
* Rosemary Pleva Flynn, Principal Librarian, Library and Information Services Team Lead, Energy and Environmental Research Center (EERC) at the University of North Dakota<br />
* Sarah Leu, Project Archivist, Historical Society of Pennsylvania<br />
* Beth Knazook, Library Juice Academy and Queen's University<br />
* Jessica Bitely, Director of Preservation Services, Northeast Document Conservation Center (NEDCC)<br />
* Yvonne Ng, Senior Archivist, WITNESS<br />
* Ellen Ryan, Head of Special Collections and Archives and Assistant Professor, Idaho State University<br />
<br />
'''Curriculum Committee'''<br />
* Stephanie Gaub Antequino, Memorabilia Archivist, Planet Hollywood International<br />
* Casey Davis, Project Manager, American Archive of Public Broadcasting<br />
* Tamar Evangelista-Dougherty, Consultant<br />
* Linda Hocking, Curator of Library and Archives, Litchfield Historical Society<br />
* Daniel Johnson, Digital Preservation Librarian, University of Iowa<br />
* Holly Mengel, Manuscripts Cataloging Librarian, University of Pennsylvania<br />
* Matthew Peek, Military Collections Archivist, State Archives of North Carolina<br />
* Kelly Revak, Processing Archivist, Library of Congress<br />
<br />
Additions to this library are welcome. Readers may contribute to its development by [https://wiki.diglib.org/index.php?title=Special:CreateAccount&returnto=Main+Page creating an account], or by sending suggestions to [mailto:cwilliford@clir.org Christa Williford] at CLIR.<br />
<br />
== Where to begin: Basics of project planning for GLAM organizations ==<br />
The resources in this section will help lay the foundation for successful project planning and management.<br />
<br />
Additional information on the January 11, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>Vd4x6nQvu8g</youtube><br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_transcript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017_Wheretobegin_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat4.pdf General webinar chat] <br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp_chat1.pdf Key Elements of a Project]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat2.pdf Time to Catalog]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat3.pdf Project Management]<br />
* Evaluation: https://www.surveymonkey.com/r/L9CYDRQ<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation. Completing the evaluation allows you to generate a certificate of completion for the webinar:<br />
https://www.surveymonkey.com/r/L9CYDRQ.<br />
<br />
Jump to:<br />
[[#General|General]] | [[#Selecting the best collection management system|Selecting the best collection management system]] | [[#Collection Prioritization & Assessment|Collection Prioritization & Assessment]] | [[#Workflow|Workflow]] | [[#Project Management Tools|Project Management Tools]]<br />
<br />
=== General ===<br />
* [https://www.clir.org/hiddencollections/meetings/2010HCsymposium.html CLIR 2010 Hidden Collections Symposium]<br />
* [https://www.clir.org/hiddencollections/2015-symposium-unconference/symposium-abstracts CLIR 2015 Hidden Collections Symposium & Unconference]<br />
* [http://registry.clir.org/ CLIR Hidden Collections Registry]<br />
* [https://www.webjunction.org/explore-topics/planning-coordination.html WebJunction Planning & Coordination Topic Page]<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources]<br />
* [http://openglam.org/ OpenGLAM]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Selecting the best collection management system ===<br />
Note: Some of these resources may be dated but can still contain useful information. SEE ALSO [[#Collection_access:_Describing.2C_cataloging.2C_and_processing_with_the_future_in_mind|Collection access: Describing, cataloging, and processing with the future in mind]]<br />
<br />
'''For all institution types'''<br />
* [http://carlibrary.org/CarLibrary-CollectionManagementSystems.htm CarLibrary.org - Collection Management Systems] - A detailed resource discussing all aspects of selecting a management system including a number of links to additional resources. The page also includes a link to a [http://carlibrary.org/CarLibrary-CMS-Table.htm summary table] of a wide range of CMS software systems.<br />
'''For Museums'''<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - Tips on selecting the right museum CMS software from [https://www.historyassociates.com History Associates, Inc.].<br />
* [http://manyonline.org/professional-development/collections-management-software Collections Management Software] - A list with additional information on software systems designed specifically for the museum collection management environment from the [http://manyonline.org Museum Association of New York].<br />
* [http://rcaam.org/cms/wp-content/uploads/2011/05/Graduate-Studies-Thesis-Collections-Management-Elana-Carpinone.pdf Museum Collections Management Systems: One Size Does NOT Fit All] - Masters Thesis by Elana C. Carpinone, Seton Hall University, May 2010<br />
* [http://www.idea.org/blog/2011/04/07/collection-management-systems-museums-and-the-web-2011/ Collection management systems: Museums and the Web 2011] - A listing and explanation of collection management systems represented at the [http://www.museumsandtheweb.com/mw2011.html Museums and the Web 2011] event.<br />
'''For Libraries'''<br />
* The Small Libraries Manager's Handbook, edited by Alice Graves. Includes several chapters on system selection.<br />
'''For Archives'''<br />
* [https://www.clir.org/pubs/reports/spiro/spiro/spiro_Jan13.pdf Archival Management Software] - A report for the Council on Library and Information Resources (CLIR) by Lisa Spiro, January 2009<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Prioritization & Assessment ===<br />
* [http://www.pacsclsurvey.org/ PACSCL Survey Initiative] - Includes information and resources from the Philadelphia Area Consortium of Special Collections Libraries (PACSCL) Consortial Survey Initiative project to assess backlogged archival collections.<br />
* [https://psap.library.illinois.edu/about Preservation Self-Assessment Program (PSAP)] - A free, online tool that helps collection managers prioritize efforts to improve conditions of collections developed by the University of Illinois, University Library through the IMLS<br />
** [https://www.imls.gov/news-events/project-profiles/extending-preservation-self-assessment-option-libraries-archives-and Press Release from IMLS]<br />
* [http://www.oclc.org/content/dam/research/publications/library/2011/2011-07.pdf Taking Stock and Making Hay: Archival Collections Assessment] - A report from OCLC by Martha O'Hara Conway and Merrilee Proffitt, July 2011.<br />
* [http://nationalwomansparty.org/wp-content/uploads/2011/02/Strategy-and-Priorities-for-Cataloging.pdf Strategy and Priorities for Cataloging the National Woman's Party Collection] - A report from the Sewall-Belmont House and Museum that can be used as a sample collection analysis tool<br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Benchmarks in Collections Care] - The resources page provides access to information on Benchmarks in Collection Care as well as the self assessment checklist to aid in establishing realistic colleciton goals. This is a resource provided by the [http://www.collectionstrust.org.uk/ Collections Trust].<br />
* [http://library.columbia.edu/services/preservation/audiosurvey.html Survey Instrument for Audio & Moving Image Collections] - A resource developed by the Columbia University Libraries to inventory and assess audio and moving image materials.<br />
* [http://www.avcompass.bavc.org/ AV Compass] - A free online resource from the [https://www.bavc.org/ Bay Area Video Coalition] to help organize, preserve, and access AV collections.<br />
* [http://library.columbia.edu/services/preservation/survey_tools.html Special Collections Materials Survey Instrument] - A resource developed by the Columbia University Libraries to evaluate under-processed archival collections.<br />
* [http://tools.aaslh.org/steps/ Standards and Excellence Program (StEPs)] - A self-study program developed by the American Association for State and Local History (AASLH) designed specifically for small to mid-sized organizations.<br />
* [http://www.aam-us.org/resources/assessment-programs American Alliance of Museums (AAM) Assessment Programs] - A page describing the Continuum of Excellence to help move organizations towards better stewardship of their collections.<br />
* [https://www.imls.gov/grants/available/collections-assessment-preservation-program-cap IMLS Collections Assessment for Preservation Program (CAP)] - A grant program through the Institute of Museum and Library Services (IMLS). Deadline for applications vary.<br />
* [http://www.digitalpreservation.gov/documents/NDSA_Levels_Archiving_2013.pdf NDSA Levels of Digital Preservation] - Includes explanations and uses for maintaining and preserving digital files in archival settings.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Workflow ===<br />
* [http://www.libraryworkflowexchange.org/about/ Library Workflow Exchange] - A space for libraries to share and find workflows and best practices across institutions.<br />
* [http://digitizingmillerhouseandgarden.tumblr.com/tagged/workflow Workflows from the Documenting Modern Living project] - Examples of workflows from the Documenting Modern Living: Digitizing the Miller House and Garden Collection Tumblr page<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Management Tools ===<br />
* [http://blog.hubspot.com/agency/agency-project-management-tools#sm.0000y44e3e7sifdbt8018ehatkvxc Improve Your Collaboration: 18 Project Management Tools for Marketing Agencies] - Not GLAM specific, but a resource by Jami Oetting on selecting a project management tool with some suggested software.<br />
* [http://www.techworld.com/picture-gallery/startups/10-best-free-project-management-software-programs-3625922/ 14 best free project management software programs 2016: Great project management software tools that don't cost a penny] - By Matt Egan and posted on TechWorld, includes software and brief explanations of each.<br />
* [http://www.projectsmart.com/project-management/introduction.php 21 Ways to Excel at Project Management] - A detailed step by step tool from ProjectSmart for successful project management from beginning to end.<br />
* [http://www.archivejournal.net/issue/3/notes-queries/teaching-librarians-project-management-new-expectations-for-the-digital-age/ Teaching Librarians & Project Management: New Expectations for the Digital Age] - An article by Caro Pinto in the Archives Journal Notes + Queries (Issue 3, Summer 2013) that addresses the changing nature of librarian training to include project management.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Building resources and relationships: Determining what and who you need ==<br />
The resources in this section will help guide project managers through the process of estimating project costs, communicating costs with others, and building relationships for support. <br />
<br />
Additional information on the January 18, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slideswithtranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_-SAHC2_Pleva-Flynn_Buildingresourcesandrelationships_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat1.pdf Justifying the Existence of GLAMS] <br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat2.pdf What would you do differently?]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat3.pdf Not-Your-Usual Funding Sources]<br />
* Evaluation: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
Jump to:<br />
[[#General_2|General]] | [[#Buy-in from Board of Directors, Community, Volunteers|Buy-in from Board of Directors, Community, Volunteers]] | [[#Calculating processing time, staff time, and estimating supply costs|Calculating processing time, staff time, and estimating supply costs]] | [[#Communicating to people who need to approve the project|Communicating to people who need to approve the project]] | [[#Funding Sources and Grant Writing|Funding Sources and Grant Writing]]<br />
<br />
=== General ===<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html WebJunction Budgets & Funding Resource Page] - Resources, webinars, and other information on budget planning and development for libraries that can be applied to all GLAM organizations.<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html Connecting to Collections Care Resources Page] - For more information on budgets and increasing collection support, select the ''Increasing Support for Collections Care'' from the list.<br />
* [http://www.mapfornonprofits.org/resources/fund-development/ MAP Resources for Fund Development] - Resources from the [http://www.mapfornonprofits.org/ MAP for Nonprofits], serving nonprofits through provision of consulting and training.<br />
* [http://managementhelp.org/nonprofitfundraising/index.htm Free Management Library All About Nonprofit Fundraising Resources] - A extensive listing of resources for nonprofits from the [http://managementhelp.org/ Free Management Library], a service of Authenticity Consulting, LLC.<br />
* Nonprofit Sustainability: Making Strategic Decisions for Financial Viability - 2010 book by Jeanne Bell, Jan Masaoka, and Steve Zimmerman.<br />
** [https://ssir.org/book_reviews/entry/nonprofit_sustainability_jeanne_bell_jan_masaoka_steve_zimmerman 2011 Review] in the Stanford Social Innovation Review by Jim Schorr<br />
** [http://www.nonprofitsustainability.org/ The Sustainability Mindset] - A 2014 companion book by Jeanne Bell and Steve Zimmerman that offers a step-by-step guide and templates for moving nonprofits toward a sustainable model.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Buy-in from Board of Directors, Community, Volunteers ===<br />
* [http://www.mandywilson.co.uk/data/uploads/pdf/Museums-Community-Involvement-Toolkit.pdf Community Involvement in Museums, Archives and Libraries: Toolkit for improving practice] - A pdf resource developed by COGS (Communities and Organizations - Growth and Support) for Yorkshire Museums Council, 2002. The toolkit includes a number of practical resources and guides for strengthening community involvement.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Calculating processing time, staff time, and estimating supply costs ===<br />
* [http://www.marac.info/assets/documents/marac_technical_leaflet_2.pdf Computing the Total Cost of Archival Processing] - A technical leaflet by Thomas Wilsted produced by the Mid-Atlantic Regional Archives Conference ([http://www.marac.info/ MARAC]), 1989.<br />
* [http://library.gwu.edu/collections/digitize/cost-calculator George Washington University Digitization Cost Calculator] - (unavailable)<br />
* [http://dashboard.diglib.org/ Digitization Cost Calculator] - A project of the [https://wiki.diglib.org/Assessment:Costs Digital Library Federation Assessment Interest Group’s working group on Cost Assessment] that uses community supplied data to help users estimate costs for digitization projects.<br />
* [https://roseelr.files.wordpress.com/2014/04/cost-finding-rose.docx Cost Finding Exercise] - Word Document Download. An exercise by Elizabeth Rose completed during her masters work at Southern Connecticut State University. The exercise considers the direct and indirect costs of processing an archival collection and includes references for additional information.<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.58.1.h9847h1372211l75 Beneficial Shocks: The Place of Processing-Cost Analysis in Archival Administration] - Research article by Paul Ericksen and Robert Shuster from American Archivist, Winter 1995. Includes discussion of both theoretical analysis and practical application.<br />
* [https://minds.wisconsin.edu/bitstream/handle/1793/44723/MA07_1_3.pdf?sequence%E2%80%A6 Rates of Processing Manuscripts and Arhives] - PDF download. An article by Karen Temple Lynch and Thomas E. Lynch from The Midwestern Archivist, p. 25-35, Vol. VII, No. 1, 1982 available through [https://www.jstor.org/journal/midwarch JSTOR]. Provides an analysis of processing rates from various grant proposals and considers how variable levels of processing affect cost.<br />
* [http://beinecke.library.yale.edu/25-processing-estimates Beinecke Rare Book & Manuscript Library (Yale University) Processing Estimates] - A guidelines developed in 2015 to consider the cost to process, arrange, and describe collections of personal papers.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ The Cost of Processing] - A blog post from 2010 by Emily Walters from North Carolina State University Libraries reflecting on estimating costs for their Changing the Landscape: Exposing the Legacy of Modernist Architects and Landscape Architects multi-year project.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ Costs of Cataloging] - A chapter by Felix Reichmann in Library Trends 2 (1953) providing historical context for cataloging cost analysis.<br />
* [https://ejournals.bc.edu/ojs/index.php/ital/article/viewFile/3161/2775 Cost Analysis of an Automated and Manual Cataloging and Book Processing System] - An article by Joselyn Druschel from the Journal of Library Automation (Vol. 14, no. 1, March 1981). Showing the historical argument for automating cataloging and processing to reduce cost.<br />
* [https://journals.ala.org/lrts/article/view/5501/6757 Assessing the Cost and Value of Bibliographic Control] - An article by Erin Stalbert and Christopher Cronin from Library Resources & Technical Services (Vol. 55, No. 3, 2011) published by the Association for Library Collections & Technical Services ([http://www.ala.org/alcts/ ALCTS]). Provides a detailed discussion of the past and present issues with estimating cataloging costs.<br />
* [https://www.liberquarterly.eu/articles/10.18352/lq.8558/ Improving Library Management by Using Cost Analysis Tools: A Case Study for Cataloguing Processes] - Article by Lorena Siguenza-Guzman, Alexandra Van den Abbeele, and Dirk Cattrysse from LIBER Quarterly, the Journal of the Association of European Research Libraries. This was originally presented at the LIBER conference in 2013 and discusses the application of TDABC (Time-Driven Activity-Based Costing) procedures in libraries.<br />
* [https://rbms.info/committees/task_force/metrics_assessment/group-1/cataloging/ RBMS Page on Cataloging] - Includes thoughts and definitions on cataloging from the Rare Books and Manuscripts Section ([https://rbms.info/ RBMS]) of the Association of College and Research Libraries ([http://www.ala.org/acrl/ ACRL]. A discussion of cataloging metrics is included as well as a resource list.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Communicating to people who need to approve the project ===<br />
* [http://enfocussolutions.com/8-best-practices-for-stakeholder-engagement/ 8 Best Practices for Stakeholder Engagement] - An article by John Parker from Enfocus Solutions (2012). Offers practical suggestions to engage and communicate with project stakeholders.<br />
* [http://agilemodeling.com/essays/activeStakeholderParticipation.htm Active Stakeholder Participation: An Agile Best Practice] - A detailed discussion of stakeholder engagement from Agile Modeling including definitions and useful charts.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2013-presentations/programming-on-a-shoestring-budget/ Programming on a Shoestring Budget] - Video presentation from David Mixdorf from South Sioux City Public Library (NE) presented in February 2013 for the Big Talk from Small Libraries online conference.<br />
* [http://www.wkkf.org/resource-directory/resource/2006/01/template-for-strategic-communications-plan Template for Strategic Communications Plan] - Practical template developed for use by the [http://www.wkkf.org/ W.K. Kellogg Foundation] including worksheets to develop a new plan.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case2Final.pdf Defining and Formalizing a Procedure for Archiving the Digital Version of the ''Schedule of Classes'' at the University of Michigan] - A 2008 case study from the Society of American Archivists (SAA) by Nancy Deromedi describing the process of forming an agreement between the university archive and registrar's office to continue the preservation of the schedule of classes after it moved to digital only.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Funding Sources and Grant Writing ===<br />
* [http://www.museumsoftware.com/grants.html Grant Opportunities] - A listing of available grants compiled by Past Perfect Museum Software.<br />
* [https://librarygrants.blogspot.com/ Library Grants blog] - A blog maintained by Stephanie Gerding and Pam MacKellar, authors of [http://www.alastore.ala.org/detail.aspx?ID=4039 Winning Grants: A How-To-Do-It Manual for Librarians with Multimedia Tutorials and Grant Development Tools]. Updated regularly with available opportunities.<br />
* [https://www.imls.gov/grants/available/museums-america IMLS Museums for America grant] - A grant program from the Institute of Museum and Library Services (IMLS) with the goal to "strengthen the ability of an individual museum to serve its public."<br />
* [https://www.neh.gov/grants/preservation/preservation-assistance-grants-smaller-institutions NEH Preservation Assistance Grants (PAG)] - These PAG funds help small and mid-sized institutions improve their ability to preserve and care for significant historical collections.<br />
* [https://www.neh.gov/grants/challenge/creating-humanities-communities Creating Humanities Communities] - A grant program from the NEH to help stimulate and proliferate meaningful humanities activities in underserved areas of the United States and territories. Limited geographic regions qualify.<br />
* [http://www.connectingtocollections.org/funding-collections-care/ Connecting to Collections Care Funding for Collections Care] - A webinar recorded November 2010 presented by Debra Hess Norris and Lee Price. The webinar page also includes related books for additional resources.<br />
* [http://www.connectingtocollections.org/fundraising-for-collections-care/ Connecting to Collections Care Fundraising for Collections Care] - A webinar series recorded in 2013 with sessions on Fundamentals, Finding Support, Cultivating Donors and Members, Writing Proposals, and Creative Fundraising. The series page includes additional links to resources, slides, and sample documents.<br />
* [https://event.on24.com/eventRegistration/EventLobbyServlet?target=reg20.jsp&partnerref=LJWebbestmall150901&eventid=1033500&sessionid=1&key=5EF4833291C07A8F39B02944D8C40810&regTag=&sourcepage=register Funding & Fundraising for Small Libraries] - An on-demand downloadable webinar from the LibraryJournal series Best Practices from America's Best Small Libraries. Presented in 2015 by Mary Beth Stenger and Cheryl Clay (registration required). A review of the webinar is available from [http://www.lminfo.us/blog/funding-and-fundraising-for-small-public-libraries/ Didi Yunginger].<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_46_-_Ten_Points_to_Increase_Your_Grant_Writing_Success.pdf Ten points to increase your grant writing success] - A one page technical bulletin by Cecil Carter from the Oklahoma Museums Association (January 2008).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Making the most of people: Recruitment, retention, and recognition ==<br />
The resources in this section consider how volunteers, interns, and staff fit into the project picture.<br />
<br />
Additional information on the January 25, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar3 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p2vkfvzxuqr/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_slides/<br />
* Transcript of presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_transcript/<br />
** Chat 1, Strategies for Outreach to Students, Interns, and Volunteers: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_chat1/<br />
** Chat 2, Troubleshooting Concerns about Students, Interns, and Volunteers: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_chat2/<br />
* Evaluation: https://www.surveymonkey.com/r/JRXMV3F<br />
<br />
<br />
Jump to:<br />
[[#Teens and Student Workers|Teens and Student Workers]] | [[#Volunteers and Staff|Volunteers and Staff]] | [[#Celebrating Success|Celebrating Success]] | [[#Ethics of Hiring|Ethics of Hiring]]<br />
<br />
=== Teens and Student Workers ===<br />
* [https://olcsmalllibraries.wordpress.com/2010/04/02/no-budget-no-time-no-problem/ No Budget? No Time? No Problem!] - Blog post from the Ohio Library Council by RoseMary Honnold discussing how community teens can be engaged in the work of collections.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2016-presentations/to-the-big-stage-on-a-small-budget-from-special-collections-to-archive-2-0/ To the Big Stage on a Small Budget: From Special Collections to Archive 2.0] - A presentation by Julie Pinnell for the 2016 Big Talk From Small Libraries [http://nlcblogs.nebraska.gov/bigtalk/ online conference] discussing the use of Doane College students to process the college archive.<br />
* [http://newprairiepress.org/culsproceedings/vol1/iss1/8/ Archival Internships: Creating Real World Learning Beyond the Classroom] - An article from the College & University Libraries Section (CULS) of the Kansas Library Association by Lorraine Madway (CULS Proceedings, Vol. 1, 2011, no. 1). Presents findings from the internship program at Wichita State University Libraries and offers practical advice for establishing an internship program.<br />
* [http://cupola.gettysburg.edu/librarypubs/53/ Undergraduate Library Internships and Professional Success] - A downloadable pdf poster by staff at Gettysburg College reporting on the impact undergraduate library internships had on the development of student career goals.<br />
* [http://www.nyarc.org/content/training-future-librarians-and-enhancing-digital-and-print-collections-m-lead-ii-comes Training Future Librarians and Enhancing Digital and Print Collections: M-LEAD II Comes to a Successful End] - A 2015 report by Kim Loconto on the [https://www.imls.gov/ IMLS] funded Museum Library Education and Digitization [M-LEAD] grant which allowed interns to gain a wide range of experiences with practical, hands-on projects.<br />
* [http://www.businessnewsdaily.com/8394-create-internship-program.html Creating a Successful (and Legal) Internship Program] - A 2015 article from Business News Daily by Nicole Fallon Taylor. A basic overview for creating an internship program that will be beneficial to the intern, productive for the organization, and meet current employment laws.<br />
* [http://www2.archivists.org/standards/best-practices-for-internships-as-a-component-of-graduate-archival-education Best Practices for Internships as Components of Graduate Archival Education] - A downloadable best practices guide from the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Volunteers and Staff ===<br />
* [http://www.connectingtocollections.org/archivecollectionscare/ Connecting to Collections Care Staff and Volunteer Management for Collections Care] - Webinar 6 in the Collections Care Basics: Where Do I Begin? webinar series. Originally presented by Donia Conn in 2013. The webinar section contains links to the recording, PowerPoint presentation, and a number of additional readings and resources related to the topic.<br />
* [http://www.slideshare.net/volunteermatch/creating-a-comprehensive-engaging-volunteer-training-program Creating a Comprehensive & Engaging Volunteer Training Program] - A 2013 SlideShare presentation by Jennifer Bennett and Matt Wallace. Hosted by VolunteerMatch Learning Center.<br />
* [http://files.archivists.org/pubs/free/Resources_for_Volunteers-Final-V3.pdf Resources for Volunteer Programs in Archives] - A 2012 joint publication, available as a PDF, from the National Archives and Records Administration (NARA) and the Society of American Archivist (SAA) that provides descriptions of volunteer projects undertaken at various archives as well as a "Tools Shared by Archives" section with examples of volunteer questionnaires and applications, volunteer standards of conduct, volunteer handbook, and additional resources.<br />
* [http://www.connectingtocollections.org/seeding-engagement-and-cultivating-volunteers-through-crowdsourcing/ Seeding Engagement and Cultivating Volunteers through Crowdsourcing] - A Connecting to Collections Care webinar originally presented in July 2016 by Meghan Ferriter. Dr. Ferriter shares the crowdsourcing experience of the [https://transcription.si.edu/ Smithsonian Transcription Center (TC)] and how their experience can be adapted to other projects.<br />
* [http://www.infotoday.com/cilmag/oct14/Zastrow--Crowdsourcing-Cultural-Heritage.shtml Crowdsourcing Cultural Heritage: 'Citizen Archivists' for the future] - A 2014 article by Jan Zastrow published in Computers in Libraries (Vol. 34, No. 8, October 2014).<br />
* [http://alm.axiell.com/infographic-leveraging-volunteers-and-crowdsourcing-digitisation?utm_source=Axiell+ALM+-+Non-Customer+Newsletter&utm_campaign=6f296c7bbf-Prospect+Newsletter+February&utm_medium=email&utm_term=0_00e6b7cbf3-6f296c7bbf-143955453 Leveraging Volunteers and Crowdsourcing for Digitisation] - A February 2017 infographic that shares results of research conducted by [http://mcn.edu/ MCN] and [http://alm.axiell.com/ Axiell] involving over 100 Museums and Archives from around the world.<br />
* Examples of Crowdsourcing volunteer projects:<br />
** [https://www.flickr.com/photos/8623220@N02/ Library of Congress Flickr Feed]<br />
** [https://diyhistory.lib.uiowa.edu University of Iowa DIY History]<br />
** [https://transcription.si.edu Smithsonian Transcription Project]<br />
** [https://www.archives.gov/citizen-archivist/transcribe US National Archives - Citizen Archivist Transcription Project]<br />
* [http://oregonstate.edu/ua/ncs/archives/2010/feb/business-students-raise-funds-haiti-learn-value-%E2%80%98blitz-project%E2%80%99 Business students raise funds for Haiti, learn value of 'blitz project'] - A short 2010 article describing a blitz project by Oregon State University College of Business students.<br />
* Yellowstone National Park Blitz projects<br />
** [https://www.nps.gov/yell/blogs/Using-a-Team-Approach-to-Expose-Yellowstone-s-Hidden-Collections.htm Using a Team Approach to Expose Yellowstone's Hidden Collections] (July 10, 2014), by Anne Foster<br />
** [https://www.nps.gov/yell/blogs/Bringing-Yellowstone-Back-Home-Using-the-Archives-Blitz-as-a-Framework-for-Other-Institutions.htm Bringing Yellowstone Back Home: Using the Archives Blitz as a Framework for Other Institutions] (October 7, 2014), by Anna Trammell<br />
** [https://www.nps.gov/yell/blogs/Keys-to-a-Blissful-Blitz.htm Keys to a Blissful Blitz] (March 12, 2015), by Kiley Hayes<br />
* [http://www.aam-us.org/resources/online-programs/human-resources-webinars Human Resources Recorded Webinars] - A series of webinars from the American Alliance of Museums ([http://www.aam-us.org/home AAM]) on a variety of topics related to staff and volunteers.<br />
* [https://aamv.wildapricot.org/ American Association for Museum Volunteers (AAMV)] - An association supporting the museum volunteer management community. Their website includes some resources freely available to non-members.<br />
* [http://peabody.yale.edu/volunteer Volunteer Page for the Yale Peabody Museum of Natural History] - Provides an example of a well-designed volunteer page including a link to the Yale Peabody volunteer application.<br />
** [http://peabody.yale.edu/sites/default/files/documents/volunteer/volunteer_application_form.pdf Yale Peabody Museum Volunteer application example]<br />
* [http://themuseum.org/sites/default/files/volunteeragreement.pdf Volunteer Code of Ethics and Professional Standards] - A standard from the [http://themuseum.org/ Alexandria Museum of Art] that can be used as a model for other institutions.<br />
* [http://www.connectingtocollections.org/outreach/ Involving the Public in Your Preservation Efforts] - A Connecting to Collections Care webinar from 2013 showcasing work from a number of institutions in celebration of Preservation Week. The page contains links to referenced projects and resources.<br />
* [http://www2.archivists.org/standards/best-practices-for-volunteers-in-archives Best Practices for Volunteers in Archives] - A downloadable resource by the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_45_-_Creating_a_Successful_Volunteer_Program.pdf Building a successful museum volunteer services program] - A technical bulletin by Robbin Davis produced by the Oklahoma Museums Association (July 2007).<br />
* [http://www.wildapricot.com/blogs/newsblog/2015/05/13/top-challenges-with-volunteer-engagement-retention Top Challenges with Volunteer Engagement & Retention] - A 2015 post by Lori Halley on the [http://www.wildapricot.com/academy Wild Apricot Membership Academy] blog that discusses challenges and solutions to some of the most frequent volunteer issues. Also includes links to a Wild Apricot webinar on volunteers and other resources.<br />
* [http://www.wildapricot.com/academy/expert-webinar-series/converting-volunteers-from-joiners-to-stayers Converting Volunteers from Joiners to Stayers] - A 2015 webinar presented by Tobi Johnson as part of the Wild Apricot Expert Webinar Series.<br />
* [https://americanlibrariesmagazine.org/2016/05/31/recruiting-retaining-library-volunteers/ Recruiting and Retaining Volunteers] - A 2016 post by Kaitlin Throgmorton on the American Libraries blog.<br />
* [http://wikis.ala.org/professionaltips/index.php?title=Volunteers ALA Volunteers Wiki] - A wiki page from the American Library Association (ALA) that compiles a number of different resources about volunteers in libraries.<br />
* [http://www.alastore.ala.org/detail.aspx?ID=3069 Managing Library Volunteers, Second Edition] - A 2011 book by Preston Driggers and Eileen Dumas published by the American Library Association. Link goes to the book description in the ALA store.<br />
* [http://www.mcfarlandbooks.com/book-2.php?id=978-0-7864-9780-5 Library Volunteers Welcome! Strategies for Attracting, Retaining, and Making the Most of Willing Helpers] - A 2016 book edited by Carol Smallwood and Lura Sanborn (McFarland & Company). Link goes to the book description on the McFarland website.<br />
* [https://www.taprootplus.org/ Taproot+] - A connection service claiming to be "the best way for nonprofits to find pro bono help and for skilled volunteers to provide it."<br />
* [https://www.serviceleader.org/leaders/firing A Few Pointers on the Unpleasant Topic of Firing Volunteers] - A post by Sarah Jane Rehnborg on the ServiceLeader.org website hosted by the University of Texas at Austin. Other volunteer resources can also be found on this page.<br />
* [http://www.volunteerhub.com/blog/when-helping-hands-hurt-your-cause/ When Helping Hands Hurt your Cause] - A 2008 post by Fonda Kendrick on the VolunteerHub website.<br />
* [http://www.volunteerhub.com/blog/difficult-volunteers/ Dealing with Difficult Volunteers] - A 2014 post by Krista Balbach on the VolunteerHub website. Includes a list of resources.<br />
* [http://nonprofithub.org/featured/break-say-volunteers/ The Break-Up: How to Say No to Volunteers] - A post by Lincoln Arneal on the Nonprofit Hub.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Celebrating Success ===<br />
* [http://www.bridging-the-gap.com/join-your-distributed-team-in-virtual-celebration/ How to Celebrate Project Success with a Distributed Team] - A resource compiled with input from a Virtual Facilitators Forum on LinkedIn to help build teams even when members are dispersed.<br />
* [https://thesavvypm.wordpress.com/2008/05/21/how-to-celebrate-success-throughout-your-projects/ How to Celebrate Success Throughout Your Projects] - A 2008 blog post from [https://thesavvypm.wordpress.com/about/ Making Things Happen] on developing an environment of ongoing celebration of success.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Ethics of Hiring ===<br />
* [https://www.shrm.org/about-shrm/pages/bylaws--code-of-ethics.aspx SHRM Code of Ethical and Professional Standards in Human Resource Management] - From the Society for Human Resources Management ([https://www.shrm.org SHRM]), guidelines for ethical Human Resources management. Includes a comprehensive guide for developing your own organizational Code of Ethics.<br />
* [https://www.cornerstoneondemand.com/rework/why-path-good-ethics-starts-human-resources Why the Path to Good Ethics Starts in Human Resources] - A 2013 blog post from Chris MacDonald on Company Culture.<br />
* [http://wiki.wearedynamo.org/index.php/Guidelines_for_Academic_Requesters Guidelines for Academic Requestors] - Guidelines specifically related to the ethical hiring of Turkers through [https://www.mturk.com/mturk/welcome Amazon Mechanical Turk] for outsourced academic projects but could be applied more broadly.<br />
* [http://futureofmuseums.blogspot.com/2016/10/volunteers-and-museum-labor_18.html Volunteers and Museum Labor] - A 2016 blog post by Elizabeth Merritt from the [http://www.aam-us.org/resources/center-for-the-future-of-museums Center for the Future of Museums] (An American Alliance of Museums Initiative) that considers the challenges of volunteers versus professional staff in museums.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Collection access: Describing, cataloging, and processing with the future in mind ==<br />
The resources available in this section try to provide guidance on the sometimes complicated world of description and processing. We understand that while GLAM organizations have many things in common, processing is often handled differently depending on the field. As we learn to work together, we hope that exploring best practices from different areas will help us move towards greater interoperability in the future.<br />
<br />
Additional information on the February 1, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar4 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p3bvg34fflb/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_slides/<br />
* Transcript of presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_transcript/<br />
** Chat 1, What is cataloging? https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat1/<br />
** Chat 2, Cataloging concerns: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat2/<br />
** Chat 3, Legacy Data & You: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat3/<br />
* Evaluation: https://www.surveymonkey.com/r/JT9PCKG<br />
<br />
Jump to:<br />
[[#Communities|Communities]] | [[#General_3|General]] | [[#Institutional Ethics|Institutional Ethics]] | [[#Cataloging and Metadata Standards|Cataloging and Metadata Standards]] | [[#Data Management Tools|Data Management Tools]] | [[#Collection Management Systems|Collection Management Systems]] | [[#Controlled Vocabularies and Thesauri|Controlled Vocabularies and Thesauri]] | [[#Tutorials and Online Learning|Tutorials and Online Learning]]<br />
<br />
=== Communities ===<br />
* [https://listserv.syr.edu/scripts/wa.exe?A0=AUTOCAT AutoCat] - A general cataloging listserv, primarily for libraries but open to everyone.<br />
* [http://listserv.oclc.org/archives/oclc-cat.html OCLCCAT] - An OCLC sponsored cataloging listserv open to everyone.<br />
* [https://docs.google.com/forms/d/e/1FAIpQLSc3WCCi2_03rkbSwGVbE0rQwYFSxvL6THz6GRZY8HAbijaK4w/viewform Metadata Support Group] - A Slack forum sponsored by the Digital Library Federation ([https://www.diglib.org/ DLF]). Requires registration and a Slack account but not membership in DLF. <br />
* [http://www.archivists.org/saagroups/lonearr/resources.asp SAA Lone Arrangers listserv] - Hosted by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and open to members and non-members. <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Community] - A space for those using or interested in using the Nomenclature 4.0 resource from the American Association for State and Local History ([http://www.aaslh.org/ AASLH]).<br />
* [http://www.connectingtocollections.org/groups/connecting-to-collections-care-online-community/forum/ Connecting to Collections Care Forum] - A space to ask questions about collections care and receive answers from peers and forum monitors. Requires registration for participation.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== General ===<br />
* [http://firstmonday.org/article/view/1628/1543 Metadata for All: Descriptive Standards and Metadata Sharing Across Libraries, Archives, and Museums] - An article from [http://firstmonday.org/index First Monday], a peer reviewed journal on the internet, by Mary W. Elings and Gunter Waibel (Vol. 12, No. 3, 5 March 2007).<br />
* [http://www.alastore.ala.org/nealschuman/companionwebsite/metadata-digital-collections/ Metadata for Digital Collections: A How-to-Do-It Manual] - A 2004 book by Steven J. Miller. Link goes to a Companion Website for the manual that includes resources, chapter supplements, and additional information.<br />
* [https://protekvaults.com/the-art-and-science-of-descriptive-metadata/ The art and science of descriptive metadata: Classifying your film archive for identification and discovery] - A general overview, with examples, of metadata by Tim Knapp of [https://protekvaults.com/ PRO-TEK Vaults]<br />
* [http://freeyourmetadata.org/ Linked Data for Libraries, Archives, and Museums] - A book and website on getting the most from your metadata. <br />
* [https://www.clir.org/pubs/reports/spiro/spiro_Jan13.pdf Archival Management Software: A Report for the Council on Library and Information Resources] - A pdf 2009 report for the Council on Library and Information Resources ([https://www.clir.org CLIR]) by Lisa Spiro<br />
* [http://resource.aaslh.org/view/building-digital-archives-lessons-learned-from-four-crowdsourced-online-projects/ AASLH Audio Recording: Building Digital Archives: Lessons Learned From Four Crowdsourced Online Projects] - An audio download of the session from the 2014 Annual Meeting of the [http://www.aaslh.org/ AASLH].<br />
* [http://www.gallerysystems.com/resources/free-resources/ Gallery Systems Free Collections Management Resources] - A collection of free collections management resources compiled by [http://www.gallerysystems.com/ GallerySystems].<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/12/Collections-Access-and-the-use-of-Digital-Technology.pdf Collections Access and the use of technology in museums] - A report by the Norfolk Museums and Archaeology Service, 2012. <br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Collections Trust: Benchmarks in Collections Care] - Self-Assessment checklist developed by [http://www.collectionstrust.org.uk/ Collections Trust] to encourage thinking about collection care activity during the organizations planning cycle.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - An extensive collection of resources arranged by topic.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-15-FINAL.pdf Will They Populate the Boxes? Piloting a Low-Tech Method for Capturing Executive E-mail and a Workflow for preserving It at the University of Michigan] - A 2013 case study by Aprille Cooke McKay published by the Society of American Archivists (SAA) that covers the process of engaging administration in the process of tagging new materials to add to the archive.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Institutional Ethics ===<br />
SEE ALSO [[#Ethics and Social Justice|Ethics and Social Justice]]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/code-of-ethics American Alliance of Museums (AAM) Code of Ethics for Museums]<br />
* [http://www.ala.org/advocacy/proethics American Library Association (ALA) Professional Ethics] <br />
* [http://archivists.org/statements/saa-core-values-statement-and-code-of-ethics Society of American Archivists (SAA) Core Values Statement and Code of Ethics] <br />
* [http://www2.archivists.org/groups/saa-council/ala-saa-joint-statement-on-access-guidelines-for-access-to-original-research-materials ALA-SAA Joint Statement on Access: Guidelines for Access to Original Research Materials]<br />
* [http://www.artdealers.org/about/code-of-ethics-and-professional-practices Art Dealers Association of America (ADAA) Code of Ethics and Professional Practices]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Cataloging and Metadata Standards ===<br />
The resources listed below may require registration or subscription for access. While some are freely available online, others are fee-based.<br />
<br />
Jump to: [[#General_4|General]] | [[#Description Standards|Description Standards]] | [[#Encoding Standards|Encoding Standards]]<br />
<br />
==== General ====<br />
* [http://www.loc.gov/standards Standards at the Library of Congress] - A listing of all of the standards maintained by the Library of Congress<br />
* [http://www.getty.edu/research/publications/electronic_publications/intrometadata/crosswalks.html Metadata Standards Crosswalk] - A useful online spreadsheet from Getty that shows how a selection of well-used metadata standards may interact with each other.<br />
* [https://www.loc.gov/marc/marc2dc.html MARC to Dublin Core Crosswalk] - A detailed resource from the Library of Congress to help manage the conversion of metadata from MARC to Dublin Core. A link to the [https://www.loc.gov/marc/dccross.html Dublin Core to MARC Crosswalk] is also available on the page.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case7Final.pdf Standards and Standards Development: The Development of Digital Records Conversion Process (ANSI/ARMA 6-2007)] - A 2008 Case Study from the Society of American Archivists (SAA) that addresses several critical questions about standards in archives.<br />
* [http://www.niso.org/publications/press/understanding_metadata Understanding Metadata: What is Metadata, and What is it For?: A Primer] - A 2017 update by Jenn Riley published by [http://www.niso.org/home/ NISO] Press. Link goes to a PDF version. Additional NISO press resources can be found [http://www.niso.org/publications/press/ here].<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Description Standards ====<br />
* RDA: Resource Description and Access - Cataloging standard that replaced AACR2 and RDA is based on the FRBR (Functional Requirements for Bibliographic Records) and FRAD (Functional Requirements for Authority Data) concept models<br />
** [http://www.loc.gov/aba/rda/ Information from the Library of Congress]<br />
** [https://www.oclc.org/rda/about.en.html Information from OCLC]<br />
** [https://access.rdatoolkit.org/ RDA Toolkit]<br />
* AACR2: Anglo-American Cataloging Rules - Standards to build catalogs in general libraries of all sizes. No longer being updated. Replaced by RDA. Still valid and used by some smaller organizations.<br />
** [http://www.aacr2.org/index.html AACR2 Homepage]<br />
* Describing Archives: A Content Standard (DACS), Second Edition - An output-neutral set of rules for describing archives, personal papers, and manuscript collections that can be used with any encoding standard including [[#MARC21|MARC21]], [[#EAD|EAD]], and [[#EAC|EAC]].<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-describing-archives-a-content-standard-dacs/dacs#.V5fD8q1zUiQ SAA DACS Official page]<br />
* Standards for Archival Description: A Handbook - 1994 Handbook of the Society of American Archivists (SAA) describing technical standards, conventions, and guidelines used by archivists to describe holdings and repositories.<br />
** [http://www.archivists.org/catalog/stds99/index.html SAA page to download the Handbook]<br />
* SNAC: Social Networks and Archival Context - A cooperative in development to create a more collaborative environment for discovering records related to historical persons.<br />
** [http://socialarchive.iath.virginia.edu/ SNAC Prototype Research & Development Cooperative Program]<br />
** [http://www.snaccooperative.org SNAC Prototype Site]<br />
* PREMIS: Preservation Metadata: Implementation Strategies - A data dictionary developed as the international standard for metadata to support the preservation of digital objects and ensure their long-term usability.<br />
** [http://www.loc.gov/standards/premis/ Library of Congress PREMIS Official Web Site]<br />
* PBCORE: Public Broadcasting Metadata Dictionary Project - An XML metadata schema designed for sound and moving images that is both a content and data standard.<br />
** [http://pbcore.org/ PBCore homepage]<br />
** [http://pbcore.org/blog/ PBCore blog]<br />
* The Small Museums Cataguing Manual: A guide to cataloguing object and image collections - 4th edition of the guide (2009) published by Museums Australia (Victoria)<br />
** [http://www.mavic.asn.au/assets/Small_Museums_Cataloguing_Manual_4th.pdf The Small Museums Cataloguing Manual]<br />
* NPS Museum Handbook, Part II: Museum Records - A publication of the National Parks Service, downloadable as a pdf file.<br />
** [https://www.nps.gov/museum/publications/MHII/mushbkII.html NPS Museum Handbook, Part II: Museum Records]<br />
* The FIAF Moving Image Cataloguing Manual - Published by the International Federation of Film Archives ([http://www.fiafnet.org/ FIAF]) Cataloguing and Documentation Commission. Available for free as a pdf download<br />
** [http://www.fiafnet.org/pages/E-Resources/Cataloguing-Manual.html The FIAF Moving Image Cataloguing Manual]<br />
* Cataloging Cultural Objects: A Guide to Describing Cultural Works and Their Images - A data content standard for the cultural heritage community sponsored by the Visual Resources Association Foundation (VRAF)<br />
** [http://cco.vrafoundation.org/ CCO Commons]<br />
[[#toc|Table of Contents]]<br />
<br />
==== Encoding Standards ====<br />
* <div id="MARC21"></div>MARC21 - Encoding standards to make bibliographic and related information machine-readable<br />
** [https://www.loc.gov/marc/ Library of Congress MARC Standards]<br />
* BIBFRAME: Bibliographic Framework Initiative - A new bibliographic encoding standard being developed by the Library of Congress to replace MARC21. The new model is designed to express and link bibliographic data.<br />
** [https://www.loc.gov/bibframe/ Library of Congress BIBFRAME page]<br />
* <div id="EAC"></div>EAC-CPF: Encoded Archival Context - Corporate bodies, Persons, and Families - Extensible Markup Language (XML) Standard for encoding contextual information about persons, corporate bodies, and families. Maintained by the Society of American Archivists (SAA) in partnership with the Berlin State Library.<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-eac-cpf/encoded-archival-context-corporate-bodies-persons-and-families-eac-cpf#.V5I2KfkrJpg SAA EAC-CPF page]<br />
* <div id="EAD"></div>EAD: Encoded Archival Description - Standard for encoding Finding Aids for interoperability in an online environment.<br />
** [http://www.loc.gov/ead/ Library of Congress EAD Official Site]<br />
* DCMI: Dublin Core Metadata Initiative - A set of metadata vocabulary to use with the Resource Description Framework (RDF) and other Linked Data initiatives that follows Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH).<br />
** [http://dublincore.org/ Home page for the Dublin Core Metadata Initiative]<br />
** [http://www.dublincoregenerator.com/ Free Dublin Core Generator]<br />
* MODS: Metadata Object Description Schema - An XML schema for a bibliographic element set that may be used for a vaiety of purposes, and particularly for library applications. Maintained by the Library of Congress.<br />
** [http://www.loc.gov/standards/mods/ Library of Congress MODS page]<br />
* IIIF: International Image Interoperability Framework - An image encoding standard to unlock standard information on the web<br />
** [http://iiif.io/ IIIF Homepage]<br />
* RDF: Resource Description Framework - A framework to describe any internet resource developed by the World Wide Web Consortium (W3C)<br />
** [https://www.w3.org/RDF/ W3C Semantic Web RDF page]<br />
** [https://www.obitko.com/tutorials/ontologies-semantic-web/resource-description-framework.html RDF section on Ontologies and Semantic Web Tutorial]<br />
** [http://www.linkeddatatools.com/semantic-web-basics Introducing Linked Data and the Semantic Web] - Introducing RDF is section 2<br />
* VRA Core - a data standard for the description of works of visual culture as well as the images that document them.<br />
** [http://www.loc.gov/standards/vracore/ Library of Congress official VRA Core website]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Data Management Tools ===<br />
* [http://www.bitcurator.net/ BitCurator] <br />
* [http://coptr.digipres.org/Main_Page CPOTR: Community Owned Digital Preservation Tool Registry]<br />
* [https://scout.wisc.edu/cwis CWIS: Collection Workflow Integration System] <br />
* [http://www.datawatch.com/gated/data-wrangling/?msrc=GooglePPC-DP-wrang&gclid=CjwKEAjwiMe8BRD0ts3Vtv-ohWgSJAAZurk12EC7fBtj6D9nF-CXKxDkbgmxY8Xu50deWtN1lOgfaRoC0M3w_wcB Data Wrangler]<br />
* [http://www.sno.phy.queensu.ca/~phil/exiftool/ ExifTool] <br />
* [https://www.avpreserve.com/tools/fixity/ Fixity] <br />
* [https://github.com/LibraryOfCongress/bagger Library of Congress Bagger]<br />
* [http://marcedit.reeset.net/ MarcEdit]<br />
* [https://github.com/ISA-tools/OntoMaton OntoMaton]<br />
* [http://ontowiki.net OntoWiki]<br />
* [http://openrefine.org/ Open Refine]<br />
* [https://www.oxygenxml.com/ Oxygen: XML Editor]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Management Systems ===<br />
The below systems are not an endorsement of the product by CLIR, just suggestions to highlight the range of systems available. This is not a comprehensive list of all systems available. We tried to include low cost and/or open source system options when possible.<br />
<br />
Jump to: [[#How to Choose|How to choose]] | [[#Gallery|Gallery]] | [[#Library|Library]] | [[#Archive|Archive]] | [[#Museum|Museum]] | [[#Online Exhibits|Online Exhibits]]<br />
<br />
==== How to choose ====<br />
SEE ALSO: [[#Selecting_the_best_collection_management_system|1.2 Selecting the Best Content Management System]]<br />
<br />
* [https://www.historyassociates.com/resource/guides/selecting-a-cloud-based-cms/ Selecting a Cloud-Based Museum Collections Management System] - Five area to consider when selecting a system from [https://www.historyassociates.com/ History Associates, Inc.]<br />
* [https://www.historyassociates.com/resource/articles/how-do-we-select-a-collections-management-system/ How Do We Select a Collections Management System?] - An article from [https://www.historyassociates.com/ History Associates, Inc.] on the process of system selection from contacting a vendor to data migration.<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - A downloadable report from [https://www.historyassociates.com/ History Associates, Inc.] to highlight the most common mistakes they've seen when selecting a CMS. Can be applied to all GLAM organizations.<br />
* [https://rowman.com/ISBN/9781442230132/The-Small-Library-Manager%27s-Handbook How to Choose the Right ILS for Your Library] - Chapter in The Small Library Manager's Handbook (book).<br />
* [http://go.gallerysystems.com/feature.html Choosing the Right CMS] - A downloadable guide from [http://www.gallerysystems.com/ GallerySystems] that provides 5 steps for the selection process as well as sample worksheets, checklists, and links to additional resources.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-14-FINAL.pdf Partnering with IT to Identify an Commercial tool for Capturing Archival E-mail of University Executives at the University of Michigan] - A 2013 case study from the Society of American Archivists by Aprille Cooke McKay that discusses partnering with IT to issue an RFP for a new system.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Gallery ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Library ====<br />
* [https://cslainfo.org/?page_id=3735 General recommendations for smaller institutions] - From the Church & Synagogue Library Association<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [http://lucidea.com/inmagic/ Inmagic] <br />
* [https://www.libib.com/ Libib] <br />
* [http://www.libraryworld.com LibraryWorld]<br />
* [http://www.mlasolutions.com Mandarin] <br />
* [http://www.readerware.com/index.php Readerware] <br />
* [http://www.resourcemate.com/ ResourceMate] <br />
* [https://www.librarycat.org/ TinyCat] <br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Archive ====<br />
* [http://archiviststoolkit.org/ Archivists’ Toolkit]- Available for download, but no longer being updated<br />
* [http://archivesspace.org/ ArchivesSpace] <br />
* [https://www.accesstomemory.org/en/ AtoM]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://boktowergardens.org/tower-gardens/library-archives/resources/ MS Access Finding Aid Creator] - offered by [https://boktowergardens.org/ Bok Tower Gardens]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Museum ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectionspace.org/ CollectionSpace]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://mukurtu.org/ Mukurtu] - Designed with indigenous communities in mind<br />
* [http://www.museumsoftware.com PastPerfect]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Online Exhibits ====<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/emuseum/ eMuseum] <br />
* [https://jekyllrb.com/ Jekyll] <br />
* [https://omeka.org/ OMEKA] <br />
* [http://projectmirador.org/ Mirador] - For collections that support the International Image Interoperability Framework ([http://iiif.io/ IIIF]) API <br />
* [https://wordpress.com/ WordPress]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Controlled Vocabularies and Thesauri ===<br />
* [http://getty.edu/research/tools/vocabularies/ The Getty Research Institute Vocabularies] <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Committee]<br />
* [http://gawainweaver.com/images/uploads/Photographic%20Process%20Controlled%20Vocabulary_v1.pdf Photographic Process Controlled Vocabulary]<br />
* [http://authorities.loc.gov Library of Congress Authorities]<br />
* [http://id.loc.gov/ LC Linked Data Service: Authorities and Vocabularies] <br />
* [http://www.conservation-wiki.com/wiki/Lexicon_Terms American Institute for Conservation Lexicon Terms]<br />
* [http://www.bgbm.fu-berlin.de/iapt/nomenclature/code/SaintLouis/0000St.Luistitle.htm International Code of Botanical Nomenclature]<br />
* [http://orcid.org/ ORCID] <br />
* [https://app.pch.gc.ca/application/dvp-pvd/appli/descr-eng.php Parks Canada Descriptive and Visual Dictionary of Objects]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Tutorials and Online Learning ===<br />
There are many options for online learning. The following list is a sampling of free or low cost options to enhance understanding of cataloging and processing techniques.<br />
<br />
* [https://www.youtube.com/playlist?list=PL098F0952877CDE31 Association for Library Collection & Technical Services (ALCTS) YouTube Channel, Cataloging topic]<br />
* [http://www.connectingtocollections.org/archivedigital/ Caring for Digital Materials: Preventing a Digital Dark Age] - A Connecting to Collections Care Webinar Series<br />
* [https://www.codecademy.com/ Codecademy]<br />
* [https://www.oclc.org/support/training/portfolios/cataloging-and-metadata/connexion-client/tutorials.en.html OCLC Tutorials]<br />
* [http://www.oclc.org/support/training/calendars/cataloging-training-calendar.en.html OCLC Cataloging Skills Training Calendar] - Includes some fee based training<br />
* [http://www.oclc.org/support/documentation/cataloging.en.html OCLC documentation, practices, and programs] <br />
* [https://www.carli.illinois.edu/products-services/i-share/cat/basic-cataloging-resources Basic Cataloging Resources from CARLI (Consortium of Academic Research Libraries in Illinois)]<br />
* [https://www.youtube.com/user/LibTec203/videos Cataloging Course] - A YouTube introduction to cataloging by LibTec203]<br />
* [http://librarysciencelist.com/free-online-courses-for-librarians/ 20+ Awesome Free Online Librarian Courses]<br />
* [https://www.webjunction.org/explore-topics/ils-ddb.html WebJunction Integrated Library Systems & Databases Topic] <br />
* [http://online.vraweb.org/cgi/viewcontent.cgi?article=1061&context=vrab FRBR and TMS: Applying a Conceptual Organizational Model for Cataloguing Photographic Archives]<br />
* [http://special-cataloguing.com/cheats SLC Cheat Sheets] - A collection of cataloging cheat sheets for a wide range of material types mostly developed by Mac Elrod and hosted by Special Libraries Cataloging ([http://www.special-cataloguing.com/ SLC]).<br />
* [https://dp.la/info/2015/10/07/new-self-guided-curriculum-for-digitization/ DPLA Curriculum for Digitization] - A self-guided, online learning experience developed by the [https://dp.la/ Digital Public Library of America]. The curriculum is intended for digitization beginners from a variety of cultural heritage institutions.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Overcoming project hurdles: Approaches to identifying and managing collection red flags ==<br />
The resources included in this section are presented to help organizations deal with areas in collections that may present problems and give managers the confidence to move forward with processing.<br />
<br />
Additional information on the February 8, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar5 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p93lcun8g78/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_slides<br />
* Scenarios discussed during the session: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_scenarios/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_transcript/<br />
** Chat 1, Swingate Public Library: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat1/<br />
** Chat 2, Dealing With the Past: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat2/<br />
** Chat 3, Collecting in the Now: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat3/<br />
** Chat 4, Access to Offensive Materials: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat4/<br />
** Chat 5, Community Archives Project: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat5/<br />
** Chat 6, Final Q&A: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat6/<br />
* Evaluation: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
<br />
Jump to:<br />
[[#Creating Policies for Collection Building|Creating Policies for Collection Building]] | [[#Rights, Copyright, and Legal Dilemmas|Rights, Copyright, and Legal Dilemmas]] | [[#Ethics and Social Justice|Ethics and Social Justice]] | [[#Hazardous Materials|Hazardous Materials]] | [[#Culturally Sensitive and Tough Topic Collections|Culturally Sensitive and Tough Topic Collections]] | [[#Sample Projects and Collections|Sample Projects and Collections]]<br />
<br />
<br />
=== Creating Policies for Collection Building ===<br />
SEE ALSO [[#Developing and Evaluating Institutional Documentation|Developing and Evaluating Institutional Documentation]]<br />
* [http://www2.archivists.org/publications/brochures/deeds-of-gift SAA A Guide to Deeds of Gift]<br />
* [http://resource.aaslh.org/view/sample-deed-of-gift/ AASLH StEPS Resource: Sample Deed of Gift]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types hosted by the Florida Association of Museums ([http://www.flamuseums.org/ FAM]) <br />
* [http://www.aam-us.org/docs/default-source/continuum/developing-a-cmp-final.pdf?sfvrsn=4 AAM Reference Guide: Developing a Collections Management Policy]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/collections-stewardship American Alliance of Museums (AAM) Standards Regarding Collections Stewardship]<br />
* [https://www.wisconsinhistory.org/pdfs/la/LIB-WHRAB-Records-Policy-Libraries-WAPL.pdf Creating a Collection Development Policy for Local Historical Records in Public Libraries] - A pdf resource from the [http://www.wisconsinhistory.org/Content.aspx?dsNav=N:4294963828-4294963805&dsRecordDetails=R:CS3558 Wisconsin Historical Records Advisory Board] and the [http://wla.wisconsinlibraries.org/wapl Wisconsin Association of Public Librarians] (April 1998).<br />
* [http://sustainableheritagenetwork.org/collection/support-documents-community-decision-making Support Documents for Community Decision Making] - A collection of documents provided by the [http://sustainableheritagenetwork.org/home Sustainable Heritage Network] that help organizations makes decisions regarding access, circulation, and ownership of cultural materials.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Rights, Copyright, and Legal Dilemmas ===<br />
Resources included are for reference only and do not represent legal advice. Most apply only to U.S. law; other countries may have different rules and guidelines.<br />
<br />
* [http://rightsstatements.org/en/ Digital Public Library (DPL) Rights Statements] <br />
* [http://ohda.matrix.msu.edu/2012/06/a-creative-commons-solution/ Oral History Interviews: “Who Owns Oral History? A Creative Commons Solution,"]<br />
* [http://ohda.matrix.msu.edu/2012/06/major-legal-challenges/ Major Legal Challenges Facing Oral History In The Digital Age] - A detailed 2014 article by John Neuenschwander on the IMLS Oral History in the Digital Age blog. Includes references.<br />
* [http://www.connectingtocollections.org/the_deaccessioning_dilemma_laws_ethics_and_actions/ The Deaccessioning Dilemma: Laws, Ethics, and Actions] - A 2015 Connecting to Collections Care webinar presented by John E. Simmons.<br />
* [http://learn.aaslh.org/event/webinar-steps-lab-1-deaccessioning-the-devils-in-the-details/ Deaccessioning: The Devil’s in the Details] - A webinar in the AASLH StEPs program (fee)<br />
* [http://www2.archivists.org/groups/technical-subcommittee-on-guidelines-for-reappraisal-and-deaccessioning-ts-grd/guidelines-for-reappraisal-and-deaccession SAA Guidelines for Reappraisal and Deaccessioning] - A pdf document from the Society of American Archivists (SAA)<br />
* [http://archive.cmsimpact.org/fair-use/best-practices/code-best-practices-fair-use-academic-and-research-libraries The Code of Best Practices in Fair Use for Academic and Research Libraries] - Can be used as a model to develop institutional policies regarding fair use and online access.<br />
* [http://copyright.cornell.edu/resources/publicdomain.cfm Cornell’s Copyright Term and the Public Domain in the US] - An easy to use chart to reference when particular types of items move into the public domain. Originally published by [http://vivo.cornell.edu/display/individual23436 Peter B. Hirtle] who has published a number of copyright resources. Updated annually.<br />
* [http://fairuse.stanford.edu/charts-and-tools/ Copyright & Fair Use Resources from Stanford University Libraries] - A number of charts and tools discussing copyright, fair use, and best practices.<br />
* [http://fairuse.stanford.edu/overview/website-permissions/websites/ Websites: Five Ways to Stay Out of Trouble] - A resource from the Stanford University Libraries Copyright & Fair Use website dealing specifically with website usage and rights.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - Select "Legal Issues" from the list for an extensive list of related resources.<br />
* [http://www2.archivists.org/publications/brochures/copyright-and-unpublished-material SAA’s Copyright and Unpublished Material: An introduction for Users of Archives and Manuscript Collections] - A downloadable and printable resource that answers basic questions.<br />
* [http://www2.archivists.org/groups/intellectual-property-working-group/well-intentioned-practice-for-putting-digitized-collections-of-unpublished-materials- Well-intentioned Practice for Putting Digitized Collections of Unpublished Materials Online (W-iP)] - A 2011 document developed by [http://www.oclc.org/research.html OCLC Research] and supported by the [http://www2.archivists.org/groups/intellectual-property-working-group SAA's Intellectual Property Working Group] to help move institutions forward with digitization of unpublished archival materials whose rights holders are often difficult to identify and contact.<br />
* [http://www.nemanet.org/nemn/summer-2016/abandonned-property/# Found! Abandoned Property in the Museum] - A New England Museums Now 2016 reprint of a 2013 article from NEMA News on Legal Issues. Authored by Gilbert Whittemore and covers ten clear steps for dealing with undocumented items in collections.<br />
* [http://www2.archivists.org/groups/acquisitions-appraisal-section/abandoned-property-project SAA Abandoned Property Project] - A state-by-state listing of relevant abandoned property legislation compiled by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and updated as required.<br />
* [http://www.ala.org/acrl/standards/security_theft ACRL/RBMS Guidelines Regarding Security and Theft in Special Collections] - Guidelines developed by the Association of College & Research Libraries ([http://www.ala.org/acrl/ ACRL]) and its Rare Books and Manuscript Section ([http://www.ala.org/acrl/aboutacrl/directoryofleadership/sections/rbms/acr-rbmec RBMS]).<br />
* [http://publications.arl.org/rli279/ Research Library Issues (RLI) Special Issue on Special Collections and Archives in the Digital Age] - This June 2012 issue of RLI, published by the Association of Research Libraries ([http://www.arl.org/ ARL]), includes articles on legal matters associated with digitization, Deeds of Gifts, and copyright.<br />
* [http://www.localcontexts.org/ Local Contexts] - An initiative to support Native, First Nations, Aboriginal, and Indigenous communities in the management of their intellectual property within the digital environment by providing strategic resources and practical solutions.<br />
** [http://www.sfu.ca/ipinch/project-components/community-based-initiatives/special-initiative-traditional-knowledge-licensing-an/ Traditional Knowledge Licensing and Labeling Website 1.0] - A description of the creation of Traditional Knowledge (TK) that led to the development of the TK Labels shared in the Local Contexts website. <br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Ethics and Social Justice===<br />
SEE ALSO [[#Institutional Ethics|Institutional Ethics]]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/code-of-ethics/ Code of Ethics and Other Institutional Documents] - A 2013 educational module, including a webinar, from the Florida Connecting to Collections Series presented from the museum (Myriam Springuel) and library (Burt Altman) perspectives.<br />
* [http://archivaria.ca/index.php/archivaria/article/view/13557 From Human Rights to Feminist Ethics: Radical Empathy in the Archives] - A 2016 article by Michelle Caswell and Marika Cifor. Published in Archivaria, a journal of the Association of Canadian Archivists ([http://archivists.ca/ ACA]). Link is to abstract only.<br />
* [https://www.lib.ncsu.edu/social-media-archives-toolkit/legal Social Media Archives Toolkit: Legal and Ethical Implications] - A resource of the North Carolina State University Libraries providing insight into the legal and ethical issues of harvesting social media.<br />
* [https://points.datasociety.net/okcupid-data-release-fiasco-ba0388348cd#.2aoqi7ydb OKCupid data release fiasco: It's time to rethink ethics education] - A 2016 post by Annette Markham that addresses data releases from an ethics educator's perspective.<br />
* [http://cmsimpact.org/resource/beyond-hashtags-ferguson-blacklivesmatter-online-struggle-offline-justice/ Beyond the hashtags: #Ferguson, #Blacklivesmatter, and the online struggle for offline justice] - A 2016 downloadable report written by Deen Feelon, Charlton D. McIlwain, and Meredith D. Clark that analyzes the Black Lives Matter movement online and the implications for using online tools to encourage social and political change.<br />
* [https://news.docnow.io/surveillance-and-social-media-archiving-7ea21b77b807#.iahlvrb8h Surveillance and Social Media Archiving] - A transcript of remarks made by Bergis Jules during the 2016 Library of Congress symposium, Collections as Data: Stewardship and Use Models to Enhance Access. Includes link to slides and the symposium's full agenda.<br />
* [https://papers.ssrn.com/sol3/papers2.cfm?abstract_id=2779647 Where are Human Subjects in Big Data Research? The Emerging Ethics Divide] - A 2016 article by Jacob Metcalf and Kate Crawford published in Big Data and Society (Spring 2016).<br />
* [http://bdes.datasociety.net/wp-content/uploads/2016/10/Ursic-politiwoops.pdf The Right to be Forgotten of the Duty to be Remembered? Twitter data reuse and implications for user privacy] - A 2016 PDF case study by Helena Ursic (Leiden University) written for The Council for Big Data, Ethics, and Society.<br />
* [http://link.springer.com/article/10.1007/s10502-014-9220-6 Toward a survivor-centered approach to records documenting human rights abuse: lessons from community archives] - Link to abstract (full article available for purchase). A 2014 article by Michelle Caswell published in Archival Science.<br />
* [https://aprilhathcock.wordpress.com/2016/11/18/opening-up-the-margins/ Opening up the Margins] - A November 18, 2016 blog post by April Hathcock that combines her remarks at a number of venues about opening up "good scholarship" to marginalized communities.<br />
* [http://zinelibraries.info/code-of-ethics/ Zine Librarians Code of Ethics] - A downloadable (PDF or Word) version of an ethical code as it applies to librarians and archivists that handle zines.<br />
* [https://medium.com/on-archivy/archivesforblacklives-building-a-community-archives-of-police-violence-in-cleveland-93615d777289#.t6wnjelwu #ArchivesForBlackLives: Building a Community Archives of Police Violence in Cleveland] - The text of a 2016 talk by Jarrett M. Drake presented at the Digital Blackness conference on the panel Uploading Black History: Archiving Blacks' Lived Experiences.<br />
* [http://tararobertson.ca/2016/oob/ digitization: just because you can, doesn't mean you should] - A 2016 blog post by Tara Robertson that reflects on the ethics of digitization through the example of a pre-internet lesbian porn magazine that was recently digitized and placed on line.<br />
* [http://link.springer.com/article/10.1007/s10502-012-9180-7 Evidence, memory, identify, and community: four shifting archival paradigms] - Link to abstract (full article available for purchase). A 2013 article by Terry Cook published in Archival Science.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Hazardous Materials ===<br />
* [http://cool.conservation-us.org/coolaic/sg/bpg/annual/v24/bp24-13.pdf Archives Conservators Discussion Group 2005: Hazardous Holdings] - A pdf article by Linda Blaser and Susan Peckham summarizing the panel. Printed in The Book and Paper Group Annual 24 (2005), p. 73-83. <br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-7_1439925170012_eng.pdf?WT.contentAuthority=4.4.10 Mercury in Museum Collections] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/7, 2002. Also available online [http://canada.pch.gc.ca/eng/1439925170006 here].<br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-8_1439925170028_eng.pdf?WT.contentAuthority=4.4.10 Lead in Museusm Collections and Heritage Buildings] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/8, 2010. Also available online [http://canada.pch.gc.ca/eng/1439925170022 here].<br />
* [http://www.connectingtocollections.org/arsenic-and-old-lace-controlling-hazardous-collection-materials/ Arsenic and Old Lace: Controlling Hazardous Collection Materials] - A 2016 Connecting to Collections Care Webinar. Page includes links to slides and handouts.<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/08/How-To-Guide-Hazards.pdf Hazards in museum collections: A Collections Care How To Guide] - A pdf guide from SHARE Museums East, Norfolk Museums & Archeology Service, and CollectionsTrust.<br />
* [https://alaskawhitestuffid.wordpress.com/ What’s That White Stuff blog] - A blog sponsored by the Alaska State Museum offering advice about common issues in museums.<br />
* [http://www.loc.gov/preservation/care/film.html Library of Congress Care, Handling, and Storage of Motion Picture Film] - Resources and links from the Library of Congress.<br />
* [http://www.mavic.asn.au/insite/september-october-2012 Museums Australia Vicotoria INSITE, September - October 2012, Dangerous Collections Special Issue] - Includes articles on a variety of tough issues<br />
* [http://opensi.si.edu/index.php/smithsonian/catalog/book/64 Pesticide Mitigation in Museum Collections: Science in Conservation: Proceedings from the MCI Workshop Series] - 2010 publication from the [http://opensi.si.edu/index.php/smithsonian/catalog/series/SCMC Smithsonian Contributions to Museum Conservation series] that addresses the issue of pesticide removal from museum objects.<br />
* [http://anthropology.si.edu/cm/NMNH_Potential_Hazards_Disclosure_Statement_2010.pdf Statement on Potential Hazards (Inherent and Acquired) Associated with Collection Objects] - A 2010 policy statement from the Smithsonian National Museum of Natural History [http://anthropology.si.edu/index.html Department of Anthropology] that can be used as a model for other institutions.<br />
* [https://www.nps.gov/museum/publications/conserveogram/02-10.pdf Hazardous Materials in Your Collection] - National Park Service (NPS) [https://www.nps.gov/museum/publications/conserveogram/cons_toc.html Conserve O Gram] series, August 1998, Number 2/10.<br />
* [http://museumpests.net/ MuseumPests.net] - A product of the Integrated Pest Management Working Group and includes a number of resources for prevention, monitoring, identification, and solutions for pests in collection spaces.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Culturally Sensitive and Tough Topic Collections ===<br />
* [http://www2.nau.edu/libnap-p/protocols.html Protocols for Native American Archival Materials] - The Protocols were developed to provide best practices for culturally responsive care and use of Native American archival and documentary material held by non-tribal organizations. The document reflects a Native American perspective.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - This is a good, brief, article regarding culturally sensitive Native American images in a non-native institution. It very clearly lays out a respectful, real world application of balancing maximum access and respectful consultation.<br />
* [http://ailanet.org/resources/ American Indian Library Association Resources] - A listing of resources compiled by the American Indian Library Association <br />
* [http://canada.pch.gc.ca/eng/1448995219999 Canadian Conservation Institute Caring for Sacred and Culturally Sensitive Objects] - Guidelines developed in 2015 to present key considerations related to sacred and culturally sensitive objects in heritage collections.<br />
* [http://digitalcommons.usu.edu/westernarchives/vol6/iss1/3 Tribal Archives, Traditional Knowledge, and Local Contexts: Why the "s" Matters] - A 2015 article by Kimberly Christen in the Journal of Western Archives ([http://digitalcommons.usu.edu/westernarchives/ JWA] Vol. 6, Iss. 1, Article 3).<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.74.1.4233nv6nv6428521?code=same-site Opening Archives: Respectful Repatriation] - An article by Kimberly Christen published in The American Archivist (Vol. 74, Spring/Summer 2011) examining one collaborative archival project aimed at digitally repatriating and reciprocally curating cultural heritage materials of the Plateau tribes in the Pacific Northwest.<br />
* [https://medium.com/on-archivy/confronting-our-failure-of-care-around-the-legacies-of-marginalized-people-in-the-archives-dc4180397280#.gbb4nqug0 Confronting Our Failure of Care Around the Legacies of Marginalized People in the Archives] - Transcript and select slides from a 2016 talk by Bergis Jules presented at the [http://ndsa.org/ National Digital Stewardship Alliance] annual meeting.<br />
* [http://www.archivists.org/governance/taskforces/0208-NativeAmProtocols-IIIA.pdf Report: Task force to review ''Protocols for Native American Archival Materials''] - A PDF version of the 2008 Society of American Archivists (SAA) report.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - A 2014 Case Study in Archival Ethics by Ellen Ryan and completed for the Society of American Archivists (SAA).<br />
* [https://artmuseumteaching.com/2016/08/31/have-conversations-here/ Have Conversations Here: Supporting Productive Dialogue in Museums] - A 2016 post by Mike Murawski on [https://artmuseumteaching.com/ Art Museum Teaching] discussing the facilitation of conversations in museums about difficult events and topics.<br />
* [http://www.liverpoolmuseums.org.uk/ism/resources/museum_interpretation.aspx Interpreting Transatlantic Slavery: the role of museums] - A 1999 article from the International Slavery Museum by Anthony Tibbles.<br />
* [http://interpretingdifficulthistory.com/ Interpreting Difficult History at Museums and Historic Sites] - Book by Julia Rose <br />
* [http://findingcommunityengagingaudiences.blogspot.com/2013/12/difficult-issues-in-history-museums.html Difficult Issues in History Museums] - A 2013 post on the Finding Community blog.<br />
* [http://www2.archivists.org/sites/all/files/PreservationWorkshopsWithRestrictedResources-CaseStudy1_0.pdf SAA Case Studies on Diversifying the Archival Record] - Case #1: Preservation Workshops with Restricted Resources: Preserving Cham Manuscripts in Vietnam <br />
* [http://aamg-us.org/wp/wp-content/uploads/2015/01/Managing-Museum-Controversy.pdf Museum Best Practices for Managing Controversy] - A pdf document from the Association of Academic Museums and Galleries ([https://www.aamg-us.org/wp/ AAMG])<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Sample Projects and Collections ===<br />
* [http://www.docnow.io/ Documenting the Now] - A collaborative project that aims to respect both the content creator and the potential researcher and seeks to find a user-friendly means of collecting and preserving the digital content of social media.<br />
* [https://www.saada.org/ South Asian American Digital Archive (SAADA)] - An independant, national, non-profit organization working to document, preserve, and share stories representing the voices of South Asian Americans.<br />
* [https://www.lib.utexas.edu/hrdi Human Rights Documentation Initiative (HRDI)] - A long-term preservation effort by the University of Texas Libraries to capture fragile and vulnerable records of human rights struggles worldwide, promote them, and make them accessible for research.<br />
* [https://xfrcollective.wordpress.com/ XFR Collective] - A non-profit organization partnering with many to preserve at-risk audiovisual media by providing low-cost digitization services.<br />
* [http://www.mipops.org/ Moving Image Preservation of Puget Sound (MiPoPs)] - A non-profit organization helping to preserve our cultureal heritage by assisting archives, libraries, and other organizations with the conversion of analog video recordings to digital formats according to archival best practices.<br />
* [http://www.dclibrary.org/labs/memorylab The Memory Lab at DC Public Library] - A service provided to the DC public that allows for personal preservation of AV materials. A model that other organizations can follow.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Closing the loop: Project assessment and leveraging goals for future planning ==<br />
The resources included in this section provide additional information for all other topics and help provide support for sustaining and moving projects into the future.<br />
<br />
Additional information on the February 15, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar6 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p6t0282kmur/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_slides/<br />
* Collaborative Project Template Spreadsheet (.xlsx): https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_template/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_transcript/<br />
** Chat 1, Signs of Trouble: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat1/<br />
** Chat 2, Project ROI: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat2/<br />
** Chat 3, Roadblocks: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat3/<br />
** Chat 4, Celebration: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat4/<br />
** Chat 5, Final Comments: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat5/<br />
* Evaluation: https://www.surveymonkey.com/r/JXMZ36G<br />
<br />
<br />
<br />
=== During the Project ===<br />
* [https://hbr.org/2011/04/strategies-for-learning-from-failure Strategies for Learning from Failure] - An article by Amy C. Edmondson, a version also available in print, Harvard Business Review April 2011.<br />
* [http://www.artscapediy.org/Creative-Placemaking-Toolbox/What-Are-the-Most-Important-Factors-in-a-Successfu.aspx What are the Most Important Factors in a Successful Project?] - A brief Vimeo video from Artscape President and CEO Tim Jones on the crucial elements of project success.<br />
* [https://www.projectsmart.co.uk/avoid-the-same-old-mistakes-by-focussing-on-lessons-learned.php Avoid the Same Old Mistakes by Focusing on Lessons Learned] - A 2014 article by Duncan Haughey that covers 6 essential steps to document lessons learned.<br />
* [http://www2.archivists.org/sites/all/files/AnOnlineExhibit-SAA-CaseStudy_0.pdf An Online Exhibit: A Tale of Triumph and Tribulation] - A 2014 Case Study by Nancy Freeman and Robert B. Riter for the Society of American Archivists (SAA). <br />
* [http://americanarchivist.org/doi/abs/10.17723/aarc.68.2.c741823776k65863?code=same-site More Product, Less Process: Revamping Traditional Archival Processing] - A 2005 article by Mark Greene and Dennis Miller published in The American Archivist, a publication of the Society of American Archivists. Link to abstract, PDF version available for download.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Evaluation and Assessment ===<br />
* [http://www.horizon-research.com/taking-stock-a-practical-guide-to-evaluating-your-own-programs/ Taking Stock: A Practical Guide to Evaluating Your Own Programs] - A 1997 guide written by Sally L. Bond, Sally E. Boyd, and Kathleen A. Rapp written to help community-based organisations improve programs. <br />
* [http://www.wkkf.org/resource-directory/resource/2010/w-k-kellogg-foundation-evaluation-handbook W.K. Kellogg Foundation Evaluation Handbook] - A 2010 tool to help consider evaluation as a relevant and useful program tool. The handbook was written especially for W.K. Kellogg Foundation-funded programs but has broader application possibilities.<br />
* [http://oerl.sri.com/ OERL: Online Evaluation Resource Library] - A resource library designed to collect and make available evaluation plans, instruments, and reports for National Science Foundation (NSF) related projects but has broader application possibilities.<br />
* [https://www2.cdc.gov/cdcup/library/practices_guides/CDC_UP_Project_Close-Out_Practices_Guide.pdf CDC Unified Process Practices Guide: Project Close-out - A 2006 guide that can help organizations practice successful project-close out. <br />
* [http://www.ala.org/rusa/sections/rss/rsssection/rsscomm/rssresstat/prjctassmnteval Project Assessment and Evaluation] - A list of resources compiled by the Referencce and User Services Association ([http://www.ala.org/rusa/ RUSA]), a division of the American Library Association (ALA). <br />
* [https://manoa.hawaii.edu/assessment/workshops/pdf/templates_2009-12.pdf Creating an Assessment Plan & Using Assessment Templates] - A 2009 guide created by the University of Hawaii at Manoa Assessment Office.<br />
* Tutorials for creating Gantt, PERT, and CPM charts<br />
** [https://www.officetimeline.com/gantt-chart-excel How to make Gantt charts in Excel] - A video tutorial with Excel templates for making Gantt charts.<br />
** [https://www.youtube.com/watch?v=oe_Uvf6p4_A Creating a Pert CPM chart using Excel] - A 2012 YouTube video tutorial by Eric Magidson.<br />
** [https://www.youtube.com/watch?v=8NHJTRUiX6A Creating a PERT/CPM Chart using Excel 2016 and the Personal Trainer Case] - A 2016 YouTube video tutorial by Eric Magidson.<br />
* [http://www.pmsolutions.com/audio/PM_Performance_and_Value_List_of_Measures.pdf Measures of Project Management Performance and Value: A Benchmark of Current Business Practices] - A 2005 resource from the Center for Business Practices as part of the Comprehensive List of Measures series. <br />
* [http://www.mclam.com/pdf/Metrics.pdf Environmental Protection: Using Metrics to Track Progress of Community Outreach Programs] - A 2004 guide published by the American Institute of Chemical Engineers to help develop metrics for understanding how well organizations are implementing programs as well as how to improve them.<br />
* [http://www.cioarchives.ca.gov/itpolicy/pdf/PM5.2_Project_Execution_Tracking_and_Monitoring.pdf Project Execution - PM Elements: Tracking and Monitoring Project Performance] - A January 1997 PDF document from the California Chief Information Offices that offers practical solutions for project tracking that can be adapted to other organizations' needs. A part of the Statewide Information Management Manual ([http://www.cioarchives.ca.gov/ITpolicy/SIMM.html SIMM])<br />
* [http://www.businessofgovernment.org/blog/strategies-font-color-redcut-costsfont-and-improve-performance/shared-services-tracking-perform Shared Services: Tracking Performance/Performance Metrics - What Doesn’t Get Measured Doesn’t Get Done] - A 2011 blog post by Jennifer Lotkowski and Adam Jelic on the IBM Center for The Business of Government.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Future Project Planning ===<br />
* [http://resource.aaslh.org/view/engaging-the-grown-ups-a-roundtable-exploring-new-strategies/ Engaging the Grown-Ups: A Roundtable Exploring New Strategies] - An AASLH Audio Recording <br />
* [http://resource.aaslh.org/view/whos-next-succession-planning-and-institutional-health/ Who’s Next? Succession Planning and Institutional Health] - An AASLH Audio Recording<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Developing and Evaluating Institutional Documentation ===<br />
SEE ALSO [[#Creating Policies for Collection Building|Creating Policies for Collection Building]]<br />
<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_48_-_Plan_for_the_Future_You_Want_for_Your_Museum.pdf Plan for the future you want for you museum] - A Technical Bulletin of the Oklahoma Museums Association, July 2009 by Cecil Carter<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types.<br />
* [http://flamuseums.org/professional-development/florida-connecting-to-collections-program/emergency-plans/ Florida Connecting to Collections Emergency Plans] - A self-paced program for all GLAM Institution types<br />
* [http://www.aam-us.org/resources/assessment-programs/core-documents/documents AAM Description of Core Documents] - A listing of important documents suggested by the American Alliance of Museums (AAM) as fundamental for basic professional museum operations.<br />
* [https://www.nsf.gov/publications/pub_summ.jsp?ods_key=nsf02057 The 2002 User-friendly Handbook for Project Evaluation] - A 2002 resource guide in HTML or PDF from the National Science Foundation ([https://www.nsf.gov/ NSF])<br />
* [http://obolinx.com/resources/2013/10/five-project-management-performance-metrics-key-to-successful-project-execution-operational-excellence/ Five Project Management Metrics key to Successful Project Execution - Operational Excellence] - A 2013 post by Kavita Verma shared on [http://obolinx.com/resources/ OBOlinx Tech]. Includes equations and practical examples.<br />
<br />
[[#toc|Table of Contents]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Strategies_for_Advancing_Hidden_Collections&diff=14760Strategies for Advancing Hidden Collections2019-09-10T18:57:24Z<p>Joymbanks: /* Where to begin: Basics of project planning for GLAM organizations */</p>
<hr />
<div>This resource library has been prepared for gallery, library, archive, and museum (GLAM) workers engaged in collection processing projects. Compiled by experts from the GLAM communities, the library is arranged to support the content of the CLIR [https://www.clir.org/hiddencollections/sahc Strategies for Advancing Hidden Collections] (SAHC) webinar series. A wide range of solutions and suggestions for a variety of collecting organizations appear below; inclusion of links on this page does not necessarily represent an endorsement of an organization or a product by CLIR or any individual connected with the SAHC project.<br />
<br />
'''Project Coordinator'''<br />
<br />
Joy M. Banks, Consultant<br />
<br />
'''Speakers'''<br />
* Angela Kipp, Collection Manager, TECHNOSEUM and Administrator, [http://world.museumsprojekte.de/ Registrar Trek]<br />
* Rosemary Pleva Flynn, Principal Librarian, Library and Information Services Team Lead, Energy and Environmental Research Center (EERC) at the University of North Dakota<br />
* Sarah Leu, Project Archivist, Historical Society of Pennsylvania<br />
* Beth Knazook, Library Juice Academy and Queen's University<br />
* Jessica Bitely, Director of Preservation Services, Northeast Document Conservation Center (NEDCC)<br />
* Yvonne Ng, Senior Archivist, WITNESS<br />
* Ellen Ryan, Head of Special Collections and Archives and Assistant Professor, Idaho State University<br />
<br />
'''Curriculum Committee'''<br />
* Stephanie Gaub Antequino, Memorabilia Archivist, Planet Hollywood International<br />
* Casey Davis, Project Manager, American Archive of Public Broadcasting<br />
* Tamar Evangelista-Dougherty, Consultant<br />
* Linda Hocking, Curator of Library and Archives, Litchfield Historical Society<br />
* Daniel Johnson, Digital Preservation Librarian, University of Iowa<br />
* Holly Mengel, Manuscripts Cataloging Librarian, University of Pennsylvania<br />
* Matthew Peek, Military Collections Archivist, State Archives of North Carolina<br />
* Kelly Revak, Processing Archivist, Library of Congress<br />
<br />
Additions to this library are welcome. Readers may contribute to its development by [https://wiki.diglib.org/index.php?title=Special:CreateAccount&returnto=Main+Page creating an account], or by sending suggestions to [mailto:cwilliford@clir.org Christa Williford] at CLIR.<br />
<br />
== Where to begin: Basics of project planning for GLAM organizations ==<br />
The resources in this section will help lay the foundation for successful project planning and management.<br />
<br />
Additional information on the January 11, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Webinar recording with captions: <youtube>Vd4x6nQvu8g</youtube><br />
* PDF version of the speaker's slide presentation: https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_reduced.pdf<br />
* PDF version of the speaker's slide presentation with script: https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_transcript_reduced.pdf<br />
* PDF version of the webinar script: https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017_Wheretobegin_Script.pdf<br />
* Links to webinar chat:<br />
** [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat4.pdf General webinar chat] <br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp_chat1.pdf Key Elements of a Project]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat2.pdf Time to Catalog]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat3.pdf Project Management]<br />
* Evaluation: https://www.surveymonkey.com/r/L9CYDRQ<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation:<br />
https://www.surveymonkey.com/r/L9CYDRQ.<br />
<br />
Jump to:<br />
[[#General|General]] | [[#Selecting the best collection management system|Selecting the best collection management system]] | [[#Collection Prioritization & Assessment|Collection Prioritization & Assessment]] | [[#Workflow|Workflow]] | [[#Project Management Tools|Project Management Tools]]<br />
<br />
=== General ===<br />
* [https://www.clir.org/hiddencollections/meetings/2010HCsymposium.html CLIR 2010 Hidden Collections Symposium]<br />
* [https://www.clir.org/hiddencollections/2015-symposium-unconference/symposium-abstracts CLIR 2015 Hidden Collections Symposium & Unconference]<br />
* [http://registry.clir.org/ CLIR Hidden Collections Registry]<br />
* [https://www.webjunction.org/explore-topics/planning-coordination.html WebJunction Planning & Coordination Topic Page]<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources]<br />
* [http://openglam.org/ OpenGLAM]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Selecting the best collection management system ===<br />
Note: Some of these resources may be dated but can still contain useful information. SEE ALSO [[#Collection_access:_Describing.2C_cataloging.2C_and_processing_with_the_future_in_mind|Collection access: Describing, cataloging, and processing with the future in mind]]<br />
<br />
'''For all institution types'''<br />
* [http://carlibrary.org/CarLibrary-CollectionManagementSystems.htm CarLibrary.org - Collection Management Systems] - A detailed resource discussing all aspects of selecting a management system including a number of links to additional resources. The page also includes a link to a [http://carlibrary.org/CarLibrary-CMS-Table.htm summary table] of a wide range of CMS software systems.<br />
'''For Museums'''<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - Tips on selecting the right museum CMS software from [https://www.historyassociates.com History Associates, Inc.].<br />
* [http://manyonline.org/professional-development/collections-management-software Collections Management Software] - A list with additional information on software systems designed specifically for the museum collection management environment from the [http://manyonline.org Museum Association of New York].<br />
* [http://rcaam.org/cms/wp-content/uploads/2011/05/Graduate-Studies-Thesis-Collections-Management-Elana-Carpinone.pdf Museum Collections Management Systems: One Size Does NOT Fit All] - Masters Thesis by Elana C. Carpinone, Seton Hall University, May 2010<br />
* [http://www.idea.org/blog/2011/04/07/collection-management-systems-museums-and-the-web-2011/ Collection management systems: Museums and the Web 2011] - A listing and explanation of collection management systems represented at the [http://www.museumsandtheweb.com/mw2011.html Museums and the Web 2011] event.<br />
'''For Libraries'''<br />
* The Small Libraries Manager's Handbook, edited by Alice Graves. Includes several chapters on system selection.<br />
'''For Archives'''<br />
* [https://www.clir.org/pubs/reports/spiro/spiro/spiro_Jan13.pdf Archival Management Software] - A report for the Council on Library and Information Resources (CLIR) by Lisa Spiro, January 2009<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Prioritization & Assessment ===<br />
* [http://www.pacsclsurvey.org/ PACSCL Survey Initiative] - Includes information and resources from the Philadelphia Area Consortium of Special Collections Libraries (PACSCL) Consortial Survey Initiative project to assess backlogged archival collections.<br />
* [https://psap.library.illinois.edu/about Preservation Self-Assessment Program (PSAP)] - A free, online tool that helps collection managers prioritize efforts to improve conditions of collections developed by the University of Illinois, University Library through the IMLS<br />
** [https://www.imls.gov/news-events/project-profiles/extending-preservation-self-assessment-option-libraries-archives-and Press Release from IMLS]<br />
* [http://www.oclc.org/content/dam/research/publications/library/2011/2011-07.pdf Taking Stock and Making Hay: Archival Collections Assessment] - A report from OCLC by Martha O'Hara Conway and Merrilee Proffitt, July 2011.<br />
* [http://nationalwomansparty.org/wp-content/uploads/2011/02/Strategy-and-Priorities-for-Cataloging.pdf Strategy and Priorities for Cataloging the National Woman's Party Collection] - A report from the Sewall-Belmont House and Museum that can be used as a sample collection analysis tool<br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Benchmarks in Collections Care] - The resources page provides access to information on Benchmarks in Collection Care as well as the self assessment checklist to aid in establishing realistic colleciton goals. This is a resource provided by the [http://www.collectionstrust.org.uk/ Collections Trust].<br />
* [http://library.columbia.edu/services/preservation/audiosurvey.html Survey Instrument for Audio & Moving Image Collections] - A resource developed by the Columbia University Libraries to inventory and assess audio and moving image materials.<br />
* [http://www.avcompass.bavc.org/ AV Compass] - A free online resource from the [https://www.bavc.org/ Bay Area Video Coalition] to help organize, preserve, and access AV collections.<br />
* [http://library.columbia.edu/services/preservation/survey_tools.html Special Collections Materials Survey Instrument] - A resource developed by the Columbia University Libraries to evaluate under-processed archival collections.<br />
* [http://tools.aaslh.org/steps/ Standards and Excellence Program (StEPs)] - A self-study program developed by the American Association for State and Local History (AASLH) designed specifically for small to mid-sized organizations.<br />
* [http://www.aam-us.org/resources/assessment-programs American Alliance of Museums (AAM) Assessment Programs] - A page describing the Continuum of Excellence to help move organizations towards better stewardship of their collections.<br />
* [https://www.imls.gov/grants/available/collections-assessment-preservation-program-cap IMLS Collections Assessment for Preservation Program (CAP)] - A grant program through the Institute of Museum and Library Services (IMLS). Deadline for applications vary.<br />
* [http://www.digitalpreservation.gov/documents/NDSA_Levels_Archiving_2013.pdf NDSA Levels of Digital Preservation] - Includes explanations and uses for maintaining and preserving digital files in archival settings.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Workflow ===<br />
* [http://www.libraryworkflowexchange.org/about/ Library Workflow Exchange] - A space for libraries to share and find workflows and best practices across institutions.<br />
* [http://digitizingmillerhouseandgarden.tumblr.com/tagged/workflow Workflows from the Documenting Modern Living project] - Examples of workflows from the Documenting Modern Living: Digitizing the Miller House and Garden Collection Tumblr page<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Management Tools ===<br />
* [http://blog.hubspot.com/agency/agency-project-management-tools#sm.0000y44e3e7sifdbt8018ehatkvxc Improve Your Collaboration: 18 Project Management Tools for Marketing Agencies] - Not GLAM specific, but a resource by Jami Oetting on selecting a project management tool with some suggested software.<br />
* [http://www.techworld.com/picture-gallery/startups/10-best-free-project-management-software-programs-3625922/ 14 best free project management software programs 2016: Great project management software tools that don't cost a penny] - By Matt Egan and posted on TechWorld, includes software and brief explanations of each.<br />
* [http://www.projectsmart.com/project-management/introduction.php 21 Ways to Excel at Project Management] - A detailed step by step tool from ProjectSmart for successful project management from beginning to end.<br />
* [http://www.archivejournal.net/issue/3/notes-queries/teaching-librarians-project-management-new-expectations-for-the-digital-age/ Teaching Librarians & Project Management: New Expectations for the Digital Age] - An article by Caro Pinto in the Archives Journal Notes + Queries (Issue 3, Summer 2013) that addresses the changing nature of librarian training to include project management.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Building resources and relationships: Determining what and who you need ==<br />
The resources in this section will help guide project managers through the process of estimating project costs, communicating costs with others, and building relationships for support. <br />
<br />
Additional information on the January 18, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slideswithtranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_-SAHC2_Pleva-Flynn_Buildingresourcesandrelationships_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat1.pdf Justifying the Existence of GLAMS] <br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat2.pdf What would you do differently?]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat3.pdf Not-Your-Usual Funding Sources]<br />
* Evaluation: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
Jump to:<br />
[[#General_2|General]] | [[#Buy-in from Board of Directors, Community, Volunteers|Buy-in from Board of Directors, Community, Volunteers]] | [[#Calculating processing time, staff time, and estimating supply costs|Calculating processing time, staff time, and estimating supply costs]] | [[#Communicating to people who need to approve the project|Communicating to people who need to approve the project]] | [[#Funding Sources and Grant Writing|Funding Sources and Grant Writing]]<br />
<br />
=== General ===<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html WebJunction Budgets & Funding Resource Page] - Resources, webinars, and other information on budget planning and development for libraries that can be applied to all GLAM organizations.<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html Connecting to Collections Care Resources Page] - For more information on budgets and increasing collection support, select the ''Increasing Support for Collections Care'' from the list.<br />
* [http://www.mapfornonprofits.org/resources/fund-development/ MAP Resources for Fund Development] - Resources from the [http://www.mapfornonprofits.org/ MAP for Nonprofits], serving nonprofits through provision of consulting and training.<br />
* [http://managementhelp.org/nonprofitfundraising/index.htm Free Management Library All About Nonprofit Fundraising Resources] - A extensive listing of resources for nonprofits from the [http://managementhelp.org/ Free Management Library], a service of Authenticity Consulting, LLC.<br />
* Nonprofit Sustainability: Making Strategic Decisions for Financial Viability - 2010 book by Jeanne Bell, Jan Masaoka, and Steve Zimmerman.<br />
** [https://ssir.org/book_reviews/entry/nonprofit_sustainability_jeanne_bell_jan_masaoka_steve_zimmerman 2011 Review] in the Stanford Social Innovation Review by Jim Schorr<br />
** [http://www.nonprofitsustainability.org/ The Sustainability Mindset] - A 2014 companion book by Jeanne Bell and Steve Zimmerman that offers a step-by-step guide and templates for moving nonprofits toward a sustainable model.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Buy-in from Board of Directors, Community, Volunteers ===<br />
* [http://www.mandywilson.co.uk/data/uploads/pdf/Museums-Community-Involvement-Toolkit.pdf Community Involvement in Museums, Archives and Libraries: Toolkit for improving practice] - A pdf resource developed by COGS (Communities and Organizations - Growth and Support) for Yorkshire Museums Council, 2002. The toolkit includes a number of practical resources and guides for strengthening community involvement.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Calculating processing time, staff time, and estimating supply costs ===<br />
* [http://www.marac.info/assets/documents/marac_technical_leaflet_2.pdf Computing the Total Cost of Archival Processing] - A technical leaflet by Thomas Wilsted produced by the Mid-Atlantic Regional Archives Conference ([http://www.marac.info/ MARAC]), 1989.<br />
* [http://library.gwu.edu/collections/digitize/cost-calculator George Washington University Digitization Cost Calculator] - (unavailable)<br />
* [http://dashboard.diglib.org/ Digitization Cost Calculator] - A project of the [https://wiki.diglib.org/Assessment:Costs Digital Library Federation Assessment Interest Group’s working group on Cost Assessment] that uses community supplied data to help users estimate costs for digitization projects.<br />
* [https://roseelr.files.wordpress.com/2014/04/cost-finding-rose.docx Cost Finding Exercise] - Word Document Download. An exercise by Elizabeth Rose completed during her masters work at Southern Connecticut State University. The exercise considers the direct and indirect costs of processing an archival collection and includes references for additional information.<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.58.1.h9847h1372211l75 Beneficial Shocks: The Place of Processing-Cost Analysis in Archival Administration] - Research article by Paul Ericksen and Robert Shuster from American Archivist, Winter 1995. Includes discussion of both theoretical analysis and practical application.<br />
* [https://minds.wisconsin.edu/bitstream/handle/1793/44723/MA07_1_3.pdf?sequence%E2%80%A6 Rates of Processing Manuscripts and Arhives] - PDF download. An article by Karen Temple Lynch and Thomas E. Lynch from The Midwestern Archivist, p. 25-35, Vol. VII, No. 1, 1982 available through [https://www.jstor.org/journal/midwarch JSTOR]. Provides an analysis of processing rates from various grant proposals and considers how variable levels of processing affect cost.<br />
* [http://beinecke.library.yale.edu/25-processing-estimates Beinecke Rare Book & Manuscript Library (Yale University) Processing Estimates] - A guidelines developed in 2015 to consider the cost to process, arrange, and describe collections of personal papers.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ The Cost of Processing] - A blog post from 2010 by Emily Walters from North Carolina State University Libraries reflecting on estimating costs for their Changing the Landscape: Exposing the Legacy of Modernist Architects and Landscape Architects multi-year project.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ Costs of Cataloging] - A chapter by Felix Reichmann in Library Trends 2 (1953) providing historical context for cataloging cost analysis.<br />
* [https://ejournals.bc.edu/ojs/index.php/ital/article/viewFile/3161/2775 Cost Analysis of an Automated and Manual Cataloging and Book Processing System] - An article by Joselyn Druschel from the Journal of Library Automation (Vol. 14, no. 1, March 1981). Showing the historical argument for automating cataloging and processing to reduce cost.<br />
* [https://journals.ala.org/lrts/article/view/5501/6757 Assessing the Cost and Value of Bibliographic Control] - An article by Erin Stalbert and Christopher Cronin from Library Resources & Technical Services (Vol. 55, No. 3, 2011) published by the Association for Library Collections & Technical Services ([http://www.ala.org/alcts/ ALCTS]). Provides a detailed discussion of the past and present issues with estimating cataloging costs.<br />
* [https://www.liberquarterly.eu/articles/10.18352/lq.8558/ Improving Library Management by Using Cost Analysis Tools: A Case Study for Cataloguing Processes] - Article by Lorena Siguenza-Guzman, Alexandra Van den Abbeele, and Dirk Cattrysse from LIBER Quarterly, the Journal of the Association of European Research Libraries. This was originally presented at the LIBER conference in 2013 and discusses the application of TDABC (Time-Driven Activity-Based Costing) procedures in libraries.<br />
* [https://rbms.info/committees/task_force/metrics_assessment/group-1/cataloging/ RBMS Page on Cataloging] - Includes thoughts and definitions on cataloging from the Rare Books and Manuscripts Section ([https://rbms.info/ RBMS]) of the Association of College and Research Libraries ([http://www.ala.org/acrl/ ACRL]. A discussion of cataloging metrics is included as well as a resource list.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Communicating to people who need to approve the project ===<br />
* [http://enfocussolutions.com/8-best-practices-for-stakeholder-engagement/ 8 Best Practices for Stakeholder Engagement] - An article by John Parker from Enfocus Solutions (2012). Offers practical suggestions to engage and communicate with project stakeholders.<br />
* [http://agilemodeling.com/essays/activeStakeholderParticipation.htm Active Stakeholder Participation: An Agile Best Practice] - A detailed discussion of stakeholder engagement from Agile Modeling including definitions and useful charts.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2013-presentations/programming-on-a-shoestring-budget/ Programming on a Shoestring Budget] - Video presentation from David Mixdorf from South Sioux City Public Library (NE) presented in February 2013 for the Big Talk from Small Libraries online conference.<br />
* [http://www.wkkf.org/resource-directory/resource/2006/01/template-for-strategic-communications-plan Template for Strategic Communications Plan] - Practical template developed for use by the [http://www.wkkf.org/ W.K. Kellogg Foundation] including worksheets to develop a new plan.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case2Final.pdf Defining and Formalizing a Procedure for Archiving the Digital Version of the ''Schedule of Classes'' at the University of Michigan] - A 2008 case study from the Society of American Archivists (SAA) by Nancy Deromedi describing the process of forming an agreement between the university archive and registrar's office to continue the preservation of the schedule of classes after it moved to digital only.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Funding Sources and Grant Writing ===<br />
* [http://www.museumsoftware.com/grants.html Grant Opportunities] - A listing of available grants compiled by Past Perfect Museum Software.<br />
* [https://librarygrants.blogspot.com/ Library Grants blog] - A blog maintained by Stephanie Gerding and Pam MacKellar, authors of [http://www.alastore.ala.org/detail.aspx?ID=4039 Winning Grants: A How-To-Do-It Manual for Librarians with Multimedia Tutorials and Grant Development Tools]. Updated regularly with available opportunities.<br />
* [https://www.imls.gov/grants/available/museums-america IMLS Museums for America grant] - A grant program from the Institute of Museum and Library Services (IMLS) with the goal to "strengthen the ability of an individual museum to serve its public."<br />
* [https://www.neh.gov/grants/preservation/preservation-assistance-grants-smaller-institutions NEH Preservation Assistance Grants (PAG)] - These PAG funds help small and mid-sized institutions improve their ability to preserve and care for significant historical collections.<br />
* [https://www.neh.gov/grants/challenge/creating-humanities-communities Creating Humanities Communities] - A grant program from the NEH to help stimulate and proliferate meaningful humanities activities in underserved areas of the United States and territories. Limited geographic regions qualify.<br />
* [http://www.connectingtocollections.org/funding-collections-care/ Connecting to Collections Care Funding for Collections Care] - A webinar recorded November 2010 presented by Debra Hess Norris and Lee Price. The webinar page also includes related books for additional resources.<br />
* [http://www.connectingtocollections.org/fundraising-for-collections-care/ Connecting to Collections Care Fundraising for Collections Care] - A webinar series recorded in 2013 with sessions on Fundamentals, Finding Support, Cultivating Donors and Members, Writing Proposals, and Creative Fundraising. The series page includes additional links to resources, slides, and sample documents.<br />
* [https://event.on24.com/eventRegistration/EventLobbyServlet?target=reg20.jsp&partnerref=LJWebbestmall150901&eventid=1033500&sessionid=1&key=5EF4833291C07A8F39B02944D8C40810&regTag=&sourcepage=register Funding & Fundraising for Small Libraries] - An on-demand downloadable webinar from the LibraryJournal series Best Practices from America's Best Small Libraries. Presented in 2015 by Mary Beth Stenger and Cheryl Clay (registration required). A review of the webinar is available from [http://www.lminfo.us/blog/funding-and-fundraising-for-small-public-libraries/ Didi Yunginger].<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_46_-_Ten_Points_to_Increase_Your_Grant_Writing_Success.pdf Ten points to increase your grant writing success] - A one page technical bulletin by Cecil Carter from the Oklahoma Museums Association (January 2008).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Making the most of people: Recruitment, retention, and recognition ==<br />
The resources in this section consider how volunteers, interns, and staff fit into the project picture.<br />
<br />
Additional information on the January 25, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar3 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p2vkfvzxuqr/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_slides/<br />
* Transcript of presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_transcript/<br />
** Chat 1, Strategies for Outreach to Students, Interns, and Volunteers: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_chat1/<br />
** Chat 2, Troubleshooting Concerns about Students, Interns, and Volunteers: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_chat2/<br />
* Evaluation: https://www.surveymonkey.com/r/JRXMV3F<br />
<br />
<br />
Jump to:<br />
[[#Teens and Student Workers|Teens and Student Workers]] | [[#Volunteers and Staff|Volunteers and Staff]] | [[#Celebrating Success|Celebrating Success]] | [[#Ethics of Hiring|Ethics of Hiring]]<br />
<br />
=== Teens and Student Workers ===<br />
* [https://olcsmalllibraries.wordpress.com/2010/04/02/no-budget-no-time-no-problem/ No Budget? No Time? No Problem!] - Blog post from the Ohio Library Council by RoseMary Honnold discussing how community teens can be engaged in the work of collections.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2016-presentations/to-the-big-stage-on-a-small-budget-from-special-collections-to-archive-2-0/ To the Big Stage on a Small Budget: From Special Collections to Archive 2.0] - A presentation by Julie Pinnell for the 2016 Big Talk From Small Libraries [http://nlcblogs.nebraska.gov/bigtalk/ online conference] discussing the use of Doane College students to process the college archive.<br />
* [http://newprairiepress.org/culsproceedings/vol1/iss1/8/ Archival Internships: Creating Real World Learning Beyond the Classroom] - An article from the College & University Libraries Section (CULS) of the Kansas Library Association by Lorraine Madway (CULS Proceedings, Vol. 1, 2011, no. 1). Presents findings from the internship program at Wichita State University Libraries and offers practical advice for establishing an internship program.<br />
* [http://cupola.gettysburg.edu/librarypubs/53/ Undergraduate Library Internships and Professional Success] - A downloadable pdf poster by staff at Gettysburg College reporting on the impact undergraduate library internships had on the development of student career goals.<br />
* [http://www.nyarc.org/content/training-future-librarians-and-enhancing-digital-and-print-collections-m-lead-ii-comes Training Future Librarians and Enhancing Digital and Print Collections: M-LEAD II Comes to a Successful End] - A 2015 report by Kim Loconto on the [https://www.imls.gov/ IMLS] funded Museum Library Education and Digitization [M-LEAD] grant which allowed interns to gain a wide range of experiences with practical, hands-on projects.<br />
* [http://www.businessnewsdaily.com/8394-create-internship-program.html Creating a Successful (and Legal) Internship Program] - A 2015 article from Business News Daily by Nicole Fallon Taylor. A basic overview for creating an internship program that will be beneficial to the intern, productive for the organization, and meet current employment laws.<br />
* [http://www2.archivists.org/standards/best-practices-for-internships-as-a-component-of-graduate-archival-education Best Practices for Internships as Components of Graduate Archival Education] - A downloadable best practices guide from the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Volunteers and Staff ===<br />
* [http://www.connectingtocollections.org/archivecollectionscare/ Connecting to Collections Care Staff and Volunteer Management for Collections Care] - Webinar 6 in the Collections Care Basics: Where Do I Begin? webinar series. Originally presented by Donia Conn in 2013. The webinar section contains links to the recording, PowerPoint presentation, and a number of additional readings and resources related to the topic.<br />
* [http://www.slideshare.net/volunteermatch/creating-a-comprehensive-engaging-volunteer-training-program Creating a Comprehensive & Engaging Volunteer Training Program] - A 2013 SlideShare presentation by Jennifer Bennett and Matt Wallace. Hosted by VolunteerMatch Learning Center.<br />
* [http://files.archivists.org/pubs/free/Resources_for_Volunteers-Final-V3.pdf Resources for Volunteer Programs in Archives] - A 2012 joint publication, available as a PDF, from the National Archives and Records Administration (NARA) and the Society of American Archivist (SAA) that provides descriptions of volunteer projects undertaken at various archives as well as a "Tools Shared by Archives" section with examples of volunteer questionnaires and applications, volunteer standards of conduct, volunteer handbook, and additional resources.<br />
* [http://www.connectingtocollections.org/seeding-engagement-and-cultivating-volunteers-through-crowdsourcing/ Seeding Engagement and Cultivating Volunteers through Crowdsourcing] - A Connecting to Collections Care webinar originally presented in July 2016 by Meghan Ferriter. Dr. Ferriter shares the crowdsourcing experience of the [https://transcription.si.edu/ Smithsonian Transcription Center (TC)] and how their experience can be adapted to other projects.<br />
* [http://www.infotoday.com/cilmag/oct14/Zastrow--Crowdsourcing-Cultural-Heritage.shtml Crowdsourcing Cultural Heritage: 'Citizen Archivists' for the future] - A 2014 article by Jan Zastrow published in Computers in Libraries (Vol. 34, No. 8, October 2014).<br />
* [http://alm.axiell.com/infographic-leveraging-volunteers-and-crowdsourcing-digitisation?utm_source=Axiell+ALM+-+Non-Customer+Newsletter&utm_campaign=6f296c7bbf-Prospect+Newsletter+February&utm_medium=email&utm_term=0_00e6b7cbf3-6f296c7bbf-143955453 Leveraging Volunteers and Crowdsourcing for Digitisation] - A February 2017 infographic that shares results of research conducted by [http://mcn.edu/ MCN] and [http://alm.axiell.com/ Axiell] involving over 100 Museums and Archives from around the world.<br />
* Examples of Crowdsourcing volunteer projects:<br />
** [https://www.flickr.com/photos/8623220@N02/ Library of Congress Flickr Feed]<br />
** [https://diyhistory.lib.uiowa.edu University of Iowa DIY History]<br />
** [https://transcription.si.edu Smithsonian Transcription Project]<br />
** [https://www.archives.gov/citizen-archivist/transcribe US National Archives - Citizen Archivist Transcription Project]<br />
* [http://oregonstate.edu/ua/ncs/archives/2010/feb/business-students-raise-funds-haiti-learn-value-%E2%80%98blitz-project%E2%80%99 Business students raise funds for Haiti, learn value of 'blitz project'] - A short 2010 article describing a blitz project by Oregon State University College of Business students.<br />
* Yellowstone National Park Blitz projects<br />
** [https://www.nps.gov/yell/blogs/Using-a-Team-Approach-to-Expose-Yellowstone-s-Hidden-Collections.htm Using a Team Approach to Expose Yellowstone's Hidden Collections] (July 10, 2014), by Anne Foster<br />
** [https://www.nps.gov/yell/blogs/Bringing-Yellowstone-Back-Home-Using-the-Archives-Blitz-as-a-Framework-for-Other-Institutions.htm Bringing Yellowstone Back Home: Using the Archives Blitz as a Framework for Other Institutions] (October 7, 2014), by Anna Trammell<br />
** [https://www.nps.gov/yell/blogs/Keys-to-a-Blissful-Blitz.htm Keys to a Blissful Blitz] (March 12, 2015), by Kiley Hayes<br />
* [http://www.aam-us.org/resources/online-programs/human-resources-webinars Human Resources Recorded Webinars] - A series of webinars from the American Alliance of Museums ([http://www.aam-us.org/home AAM]) on a variety of topics related to staff and volunteers.<br />
* [https://aamv.wildapricot.org/ American Association for Museum Volunteers (AAMV)] - An association supporting the museum volunteer management community. Their website includes some resources freely available to non-members.<br />
* [http://peabody.yale.edu/volunteer Volunteer Page for the Yale Peabody Museum of Natural History] - Provides an example of a well-designed volunteer page including a link to the Yale Peabody volunteer application.<br />
** [http://peabody.yale.edu/sites/default/files/documents/volunteer/volunteer_application_form.pdf Yale Peabody Museum Volunteer application example]<br />
* [http://themuseum.org/sites/default/files/volunteeragreement.pdf Volunteer Code of Ethics and Professional Standards] - A standard from the [http://themuseum.org/ Alexandria Museum of Art] that can be used as a model for other institutions.<br />
* [http://www.connectingtocollections.org/outreach/ Involving the Public in Your Preservation Efforts] - A Connecting to Collections Care webinar from 2013 showcasing work from a number of institutions in celebration of Preservation Week. The page contains links to referenced projects and resources.<br />
* [http://www2.archivists.org/standards/best-practices-for-volunteers-in-archives Best Practices for Volunteers in Archives] - A downloadable resource by the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_45_-_Creating_a_Successful_Volunteer_Program.pdf Building a successful museum volunteer services program] - A technical bulletin by Robbin Davis produced by the Oklahoma Museums Association (July 2007).<br />
* [http://www.wildapricot.com/blogs/newsblog/2015/05/13/top-challenges-with-volunteer-engagement-retention Top Challenges with Volunteer Engagement & Retention] - A 2015 post by Lori Halley on the [http://www.wildapricot.com/academy Wild Apricot Membership Academy] blog that discusses challenges and solutions to some of the most frequent volunteer issues. Also includes links to a Wild Apricot webinar on volunteers and other resources.<br />
* [http://www.wildapricot.com/academy/expert-webinar-series/converting-volunteers-from-joiners-to-stayers Converting Volunteers from Joiners to Stayers] - A 2015 webinar presented by Tobi Johnson as part of the Wild Apricot Expert Webinar Series.<br />
* [https://americanlibrariesmagazine.org/2016/05/31/recruiting-retaining-library-volunteers/ Recruiting and Retaining Volunteers] - A 2016 post by Kaitlin Throgmorton on the American Libraries blog.<br />
* [http://wikis.ala.org/professionaltips/index.php?title=Volunteers ALA Volunteers Wiki] - A wiki page from the American Library Association (ALA) that compiles a number of different resources about volunteers in libraries.<br />
* [http://www.alastore.ala.org/detail.aspx?ID=3069 Managing Library Volunteers, Second Edition] - A 2011 book by Preston Driggers and Eileen Dumas published by the American Library Association. Link goes to the book description in the ALA store.<br />
* [http://www.mcfarlandbooks.com/book-2.php?id=978-0-7864-9780-5 Library Volunteers Welcome! Strategies for Attracting, Retaining, and Making the Most of Willing Helpers] - A 2016 book edited by Carol Smallwood and Lura Sanborn (McFarland & Company). Link goes to the book description on the McFarland website.<br />
* [https://www.taprootplus.org/ Taproot+] - A connection service claiming to be "the best way for nonprofits to find pro bono help and for skilled volunteers to provide it."<br />
* [https://www.serviceleader.org/leaders/firing A Few Pointers on the Unpleasant Topic of Firing Volunteers] - A post by Sarah Jane Rehnborg on the ServiceLeader.org website hosted by the University of Texas at Austin. Other volunteer resources can also be found on this page.<br />
* [http://www.volunteerhub.com/blog/when-helping-hands-hurt-your-cause/ When Helping Hands Hurt your Cause] - A 2008 post by Fonda Kendrick on the VolunteerHub website.<br />
* [http://www.volunteerhub.com/blog/difficult-volunteers/ Dealing with Difficult Volunteers] - A 2014 post by Krista Balbach on the VolunteerHub website. Includes a list of resources.<br />
* [http://nonprofithub.org/featured/break-say-volunteers/ The Break-Up: How to Say No to Volunteers] - A post by Lincoln Arneal on the Nonprofit Hub.<br />
<br />
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<br />
=== Celebrating Success ===<br />
* [http://www.bridging-the-gap.com/join-your-distributed-team-in-virtual-celebration/ How to Celebrate Project Success with a Distributed Team] - A resource compiled with input from a Virtual Facilitators Forum on LinkedIn to help build teams even when members are dispersed.<br />
* [https://thesavvypm.wordpress.com/2008/05/21/how-to-celebrate-success-throughout-your-projects/ How to Celebrate Success Throughout Your Projects] - A 2008 blog post from [https://thesavvypm.wordpress.com/about/ Making Things Happen] on developing an environment of ongoing celebration of success.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Ethics of Hiring ===<br />
* [https://www.shrm.org/about-shrm/pages/bylaws--code-of-ethics.aspx SHRM Code of Ethical and Professional Standards in Human Resource Management] - From the Society for Human Resources Management ([https://www.shrm.org SHRM]), guidelines for ethical Human Resources management. Includes a comprehensive guide for developing your own organizational Code of Ethics.<br />
* [https://www.cornerstoneondemand.com/rework/why-path-good-ethics-starts-human-resources Why the Path to Good Ethics Starts in Human Resources] - A 2013 blog post from Chris MacDonald on Company Culture.<br />
* [http://wiki.wearedynamo.org/index.php/Guidelines_for_Academic_Requesters Guidelines for Academic Requestors] - Guidelines specifically related to the ethical hiring of Turkers through [https://www.mturk.com/mturk/welcome Amazon Mechanical Turk] for outsourced academic projects but could be applied more broadly.<br />
* [http://futureofmuseums.blogspot.com/2016/10/volunteers-and-museum-labor_18.html Volunteers and Museum Labor] - A 2016 blog post by Elizabeth Merritt from the [http://www.aam-us.org/resources/center-for-the-future-of-museums Center for the Future of Museums] (An American Alliance of Museums Initiative) that considers the challenges of volunteers versus professional staff in museums.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Collection access: Describing, cataloging, and processing with the future in mind ==<br />
The resources available in this section try to provide guidance on the sometimes complicated world of description and processing. We understand that while GLAM organizations have many things in common, processing is often handled differently depending on the field. As we learn to work together, we hope that exploring best practices from different areas will help us move towards greater interoperability in the future.<br />
<br />
Additional information on the February 1, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar4 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p3bvg34fflb/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_slides/<br />
* Transcript of presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_transcript/<br />
** Chat 1, What is cataloging? https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat1/<br />
** Chat 2, Cataloging concerns: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat2/<br />
** Chat 3, Legacy Data & You: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat3/<br />
* Evaluation: https://www.surveymonkey.com/r/JT9PCKG<br />
<br />
Jump to:<br />
[[#Communities|Communities]] | [[#General_3|General]] | [[#Institutional Ethics|Institutional Ethics]] | [[#Cataloging and Metadata Standards|Cataloging and Metadata Standards]] | [[#Data Management Tools|Data Management Tools]] | [[#Collection Management Systems|Collection Management Systems]] | [[#Controlled Vocabularies and Thesauri|Controlled Vocabularies and Thesauri]] | [[#Tutorials and Online Learning|Tutorials and Online Learning]]<br />
<br />
=== Communities ===<br />
* [https://listserv.syr.edu/scripts/wa.exe?A0=AUTOCAT AutoCat] - A general cataloging listserv, primarily for libraries but open to everyone.<br />
* [http://listserv.oclc.org/archives/oclc-cat.html OCLCCAT] - An OCLC sponsored cataloging listserv open to everyone.<br />
* [https://docs.google.com/forms/d/e/1FAIpQLSc3WCCi2_03rkbSwGVbE0rQwYFSxvL6THz6GRZY8HAbijaK4w/viewform Metadata Support Group] - A Slack forum sponsored by the Digital Library Federation ([https://www.diglib.org/ DLF]). Requires registration and a Slack account but not membership in DLF. <br />
* [http://www.archivists.org/saagroups/lonearr/resources.asp SAA Lone Arrangers listserv] - Hosted by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and open to members and non-members. <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Community] - A space for those using or interested in using the Nomenclature 4.0 resource from the American Association for State and Local History ([http://www.aaslh.org/ AASLH]).<br />
* [http://www.connectingtocollections.org/groups/connecting-to-collections-care-online-community/forum/ Connecting to Collections Care Forum] - A space to ask questions about collections care and receive answers from peers and forum monitors. Requires registration for participation.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== General ===<br />
* [http://firstmonday.org/article/view/1628/1543 Metadata for All: Descriptive Standards and Metadata Sharing Across Libraries, Archives, and Museums] - An article from [http://firstmonday.org/index First Monday], a peer reviewed journal on the internet, by Mary W. Elings and Gunter Waibel (Vol. 12, No. 3, 5 March 2007).<br />
* [http://www.alastore.ala.org/nealschuman/companionwebsite/metadata-digital-collections/ Metadata for Digital Collections: A How-to-Do-It Manual] - A 2004 book by Steven J. Miller. Link goes to a Companion Website for the manual that includes resources, chapter supplements, and additional information.<br />
* [https://protekvaults.com/the-art-and-science-of-descriptive-metadata/ The art and science of descriptive metadata: Classifying your film archive for identification and discovery] - A general overview, with examples, of metadata by Tim Knapp of [https://protekvaults.com/ PRO-TEK Vaults]<br />
* [http://freeyourmetadata.org/ Linked Data for Libraries, Archives, and Museums] - A book and website on getting the most from your metadata. <br />
* [https://www.clir.org/pubs/reports/spiro/spiro_Jan13.pdf Archival Management Software: A Report for the Council on Library and Information Resources] - A pdf 2009 report for the Council on Library and Information Resources ([https://www.clir.org CLIR]) by Lisa Spiro<br />
* [http://resource.aaslh.org/view/building-digital-archives-lessons-learned-from-four-crowdsourced-online-projects/ AASLH Audio Recording: Building Digital Archives: Lessons Learned From Four Crowdsourced Online Projects] - An audio download of the session from the 2014 Annual Meeting of the [http://www.aaslh.org/ AASLH].<br />
* [http://www.gallerysystems.com/resources/free-resources/ Gallery Systems Free Collections Management Resources] - A collection of free collections management resources compiled by [http://www.gallerysystems.com/ GallerySystems].<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/12/Collections-Access-and-the-use-of-Digital-Technology.pdf Collections Access and the use of technology in museums] - A report by the Norfolk Museums and Archaeology Service, 2012. <br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Collections Trust: Benchmarks in Collections Care] - Self-Assessment checklist developed by [http://www.collectionstrust.org.uk/ Collections Trust] to encourage thinking about collection care activity during the organizations planning cycle.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - An extensive collection of resources arranged by topic.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-15-FINAL.pdf Will They Populate the Boxes? Piloting a Low-Tech Method for Capturing Executive E-mail and a Workflow for preserving It at the University of Michigan] - A 2013 case study by Aprille Cooke McKay published by the Society of American Archivists (SAA) that covers the process of engaging administration in the process of tagging new materials to add to the archive.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Institutional Ethics ===<br />
SEE ALSO [[#Ethics and Social Justice|Ethics and Social Justice]]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/code-of-ethics American Alliance of Museums (AAM) Code of Ethics for Museums]<br />
* [http://www.ala.org/advocacy/proethics American Library Association (ALA) Professional Ethics] <br />
* [http://archivists.org/statements/saa-core-values-statement-and-code-of-ethics Society of American Archivists (SAA) Core Values Statement and Code of Ethics] <br />
* [http://www2.archivists.org/groups/saa-council/ala-saa-joint-statement-on-access-guidelines-for-access-to-original-research-materials ALA-SAA Joint Statement on Access: Guidelines for Access to Original Research Materials]<br />
* [http://www.artdealers.org/about/code-of-ethics-and-professional-practices Art Dealers Association of America (ADAA) Code of Ethics and Professional Practices]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Cataloging and Metadata Standards ===<br />
The resources listed below may require registration or subscription for access. While some are freely available online, others are fee-based.<br />
<br />
Jump to: [[#General_4|General]] | [[#Description Standards|Description Standards]] | [[#Encoding Standards|Encoding Standards]]<br />
<br />
==== General ====<br />
* [http://www.loc.gov/standards Standards at the Library of Congress] - A listing of all of the standards maintained by the Library of Congress<br />
* [http://www.getty.edu/research/publications/electronic_publications/intrometadata/crosswalks.html Metadata Standards Crosswalk] - A useful online spreadsheet from Getty that shows how a selection of well-used metadata standards may interact with each other.<br />
* [https://www.loc.gov/marc/marc2dc.html MARC to Dublin Core Crosswalk] - A detailed resource from the Library of Congress to help manage the conversion of metadata from MARC to Dublin Core. A link to the [https://www.loc.gov/marc/dccross.html Dublin Core to MARC Crosswalk] is also available on the page.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case7Final.pdf Standards and Standards Development: The Development of Digital Records Conversion Process (ANSI/ARMA 6-2007)] - A 2008 Case Study from the Society of American Archivists (SAA) that addresses several critical questions about standards in archives.<br />
* [http://www.niso.org/publications/press/understanding_metadata Understanding Metadata: What is Metadata, and What is it For?: A Primer] - A 2017 update by Jenn Riley published by [http://www.niso.org/home/ NISO] Press. Link goes to a PDF version. Additional NISO press resources can be found [http://www.niso.org/publications/press/ here].<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Description Standards ====<br />
* RDA: Resource Description and Access - Cataloging standard that replaced AACR2 and RDA is based on the FRBR (Functional Requirements for Bibliographic Records) and FRAD (Functional Requirements for Authority Data) concept models<br />
** [http://www.loc.gov/aba/rda/ Information from the Library of Congress]<br />
** [https://www.oclc.org/rda/about.en.html Information from OCLC]<br />
** [https://access.rdatoolkit.org/ RDA Toolkit]<br />
* AACR2: Anglo-American Cataloging Rules - Standards to build catalogs in general libraries of all sizes. No longer being updated. Replaced by RDA. Still valid and used by some smaller organizations.<br />
** [http://www.aacr2.org/index.html AACR2 Homepage]<br />
* Describing Archives: A Content Standard (DACS), Second Edition - An output-neutral set of rules for describing archives, personal papers, and manuscript collections that can be used with any encoding standard including [[#MARC21|MARC21]], [[#EAD|EAD]], and [[#EAC|EAC]].<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-describing-archives-a-content-standard-dacs/dacs#.V5fD8q1zUiQ SAA DACS Official page]<br />
* Standards for Archival Description: A Handbook - 1994 Handbook of the Society of American Archivists (SAA) describing technical standards, conventions, and guidelines used by archivists to describe holdings and repositories.<br />
** [http://www.archivists.org/catalog/stds99/index.html SAA page to download the Handbook]<br />
* SNAC: Social Networks and Archival Context - A cooperative in development to create a more collaborative environment for discovering records related to historical persons.<br />
** [http://socialarchive.iath.virginia.edu/ SNAC Prototype Research & Development Cooperative Program]<br />
** [http://www.snaccooperative.org SNAC Prototype Site]<br />
* PREMIS: Preservation Metadata: Implementation Strategies - A data dictionary developed as the international standard for metadata to support the preservation of digital objects and ensure their long-term usability.<br />
** [http://www.loc.gov/standards/premis/ Library of Congress PREMIS Official Web Site]<br />
* PBCORE: Public Broadcasting Metadata Dictionary Project - An XML metadata schema designed for sound and moving images that is both a content and data standard.<br />
** [http://pbcore.org/ PBCore homepage]<br />
** [http://pbcore.org/blog/ PBCore blog]<br />
* The Small Museums Cataguing Manual: A guide to cataloguing object and image collections - 4th edition of the guide (2009) published by Museums Australia (Victoria)<br />
** [http://www.mavic.asn.au/assets/Small_Museums_Cataloguing_Manual_4th.pdf The Small Museums Cataloguing Manual]<br />
* NPS Museum Handbook, Part II: Museum Records - A publication of the National Parks Service, downloadable as a pdf file.<br />
** [https://www.nps.gov/museum/publications/MHII/mushbkII.html NPS Museum Handbook, Part II: Museum Records]<br />
* The FIAF Moving Image Cataloguing Manual - Published by the International Federation of Film Archives ([http://www.fiafnet.org/ FIAF]) Cataloguing and Documentation Commission. Available for free as a pdf download<br />
** [http://www.fiafnet.org/pages/E-Resources/Cataloguing-Manual.html The FIAF Moving Image Cataloguing Manual]<br />
* Cataloging Cultural Objects: A Guide to Describing Cultural Works and Their Images - A data content standard for the cultural heritage community sponsored by the Visual Resources Association Foundation (VRAF)<br />
** [http://cco.vrafoundation.org/ CCO Commons]<br />
[[#toc|Table of Contents]]<br />
<br />
==== Encoding Standards ====<br />
* <div id="MARC21"></div>MARC21 - Encoding standards to make bibliographic and related information machine-readable<br />
** [https://www.loc.gov/marc/ Library of Congress MARC Standards]<br />
* BIBFRAME: Bibliographic Framework Initiative - A new bibliographic encoding standard being developed by the Library of Congress to replace MARC21. The new model is designed to express and link bibliographic data.<br />
** [https://www.loc.gov/bibframe/ Library of Congress BIBFRAME page]<br />
* <div id="EAC"></div>EAC-CPF: Encoded Archival Context - Corporate bodies, Persons, and Families - Extensible Markup Language (XML) Standard for encoding contextual information about persons, corporate bodies, and families. Maintained by the Society of American Archivists (SAA) in partnership with the Berlin State Library.<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-eac-cpf/encoded-archival-context-corporate-bodies-persons-and-families-eac-cpf#.V5I2KfkrJpg SAA EAC-CPF page]<br />
* <div id="EAD"></div>EAD: Encoded Archival Description - Standard for encoding Finding Aids for interoperability in an online environment.<br />
** [http://www.loc.gov/ead/ Library of Congress EAD Official Site]<br />
* DCMI: Dublin Core Metadata Initiative - A set of metadata vocabulary to use with the Resource Description Framework (RDF) and other Linked Data initiatives that follows Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH).<br />
** [http://dublincore.org/ Home page for the Dublin Core Metadata Initiative]<br />
** [http://www.dublincoregenerator.com/ Free Dublin Core Generator]<br />
* MODS: Metadata Object Description Schema - An XML schema for a bibliographic element set that may be used for a vaiety of purposes, and particularly for library applications. Maintained by the Library of Congress.<br />
** [http://www.loc.gov/standards/mods/ Library of Congress MODS page]<br />
* IIIF: International Image Interoperability Framework - An image encoding standard to unlock standard information on the web<br />
** [http://iiif.io/ IIIF Homepage]<br />
* RDF: Resource Description Framework - A framework to describe any internet resource developed by the World Wide Web Consortium (W3C)<br />
** [https://www.w3.org/RDF/ W3C Semantic Web RDF page]<br />
** [https://www.obitko.com/tutorials/ontologies-semantic-web/resource-description-framework.html RDF section on Ontologies and Semantic Web Tutorial]<br />
** [http://www.linkeddatatools.com/semantic-web-basics Introducing Linked Data and the Semantic Web] - Introducing RDF is section 2<br />
* VRA Core - a data standard for the description of works of visual culture as well as the images that document them.<br />
** [http://www.loc.gov/standards/vracore/ Library of Congress official VRA Core website]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Data Management Tools ===<br />
* [http://www.bitcurator.net/ BitCurator] <br />
* [http://coptr.digipres.org/Main_Page CPOTR: Community Owned Digital Preservation Tool Registry]<br />
* [https://scout.wisc.edu/cwis CWIS: Collection Workflow Integration System] <br />
* [http://www.datawatch.com/gated/data-wrangling/?msrc=GooglePPC-DP-wrang&gclid=CjwKEAjwiMe8BRD0ts3Vtv-ohWgSJAAZurk12EC7fBtj6D9nF-CXKxDkbgmxY8Xu50deWtN1lOgfaRoC0M3w_wcB Data Wrangler]<br />
* [http://www.sno.phy.queensu.ca/~phil/exiftool/ ExifTool] <br />
* [https://www.avpreserve.com/tools/fixity/ Fixity] <br />
* [https://github.com/LibraryOfCongress/bagger Library of Congress Bagger]<br />
* [http://marcedit.reeset.net/ MarcEdit]<br />
* [https://github.com/ISA-tools/OntoMaton OntoMaton]<br />
* [http://ontowiki.net OntoWiki]<br />
* [http://openrefine.org/ Open Refine]<br />
* [https://www.oxygenxml.com/ Oxygen: XML Editor]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Management Systems ===<br />
The below systems are not an endorsement of the product by CLIR, just suggestions to highlight the range of systems available. This is not a comprehensive list of all systems available. We tried to include low cost and/or open source system options when possible.<br />
<br />
Jump to: [[#How to Choose|How to choose]] | [[#Gallery|Gallery]] | [[#Library|Library]] | [[#Archive|Archive]] | [[#Museum|Museum]] | [[#Online Exhibits|Online Exhibits]]<br />
<br />
==== How to choose ====<br />
SEE ALSO: [[#Selecting_the_best_collection_management_system|1.2 Selecting the Best Content Management System]]<br />
<br />
* [https://www.historyassociates.com/resource/guides/selecting-a-cloud-based-cms/ Selecting a Cloud-Based Museum Collections Management System] - Five area to consider when selecting a system from [https://www.historyassociates.com/ History Associates, Inc.]<br />
* [https://www.historyassociates.com/resource/articles/how-do-we-select-a-collections-management-system/ How Do We Select a Collections Management System?] - An article from [https://www.historyassociates.com/ History Associates, Inc.] on the process of system selection from contacting a vendor to data migration.<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - A downloadable report from [https://www.historyassociates.com/ History Associates, Inc.] to highlight the most common mistakes they've seen when selecting a CMS. Can be applied to all GLAM organizations.<br />
* [https://rowman.com/ISBN/9781442230132/The-Small-Library-Manager%27s-Handbook How to Choose the Right ILS for Your Library] - Chapter in The Small Library Manager's Handbook (book).<br />
* [http://go.gallerysystems.com/feature.html Choosing the Right CMS] - A downloadable guide from [http://www.gallerysystems.com/ GallerySystems] that provides 5 steps for the selection process as well as sample worksheets, checklists, and links to additional resources.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-14-FINAL.pdf Partnering with IT to Identify an Commercial tool for Capturing Archival E-mail of University Executives at the University of Michigan] - A 2013 case study from the Society of American Archivists by Aprille Cooke McKay that discusses partnering with IT to issue an RFP for a new system.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Gallery ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Library ====<br />
* [https://cslainfo.org/?page_id=3735 General recommendations for smaller institutions] - From the Church & Synagogue Library Association<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [http://lucidea.com/inmagic/ Inmagic] <br />
* [https://www.libib.com/ Libib] <br />
* [http://www.libraryworld.com LibraryWorld]<br />
* [http://www.mlasolutions.com Mandarin] <br />
* [http://www.readerware.com/index.php Readerware] <br />
* [http://www.resourcemate.com/ ResourceMate] <br />
* [https://www.librarycat.org/ TinyCat] <br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
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<br />
==== Archive ====<br />
* [http://archiviststoolkit.org/ Archivists’ Toolkit]- Available for download, but no longer being updated<br />
* [http://archivesspace.org/ ArchivesSpace] <br />
* [https://www.accesstomemory.org/en/ AtoM]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://boktowergardens.org/tower-gardens/library-archives/resources/ MS Access Finding Aid Creator] - offered by [https://boktowergardens.org/ Bok Tower Gardens]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
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<br />
==== Museum ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectionspace.org/ CollectionSpace]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://mukurtu.org/ Mukurtu] - Designed with indigenous communities in mind<br />
* [http://www.museumsoftware.com PastPerfect]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
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<br />
==== Online Exhibits ====<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/emuseum/ eMuseum] <br />
* [https://jekyllrb.com/ Jekyll] <br />
* [https://omeka.org/ OMEKA] <br />
* [http://projectmirador.org/ Mirador] - For collections that support the International Image Interoperability Framework ([http://iiif.io/ IIIF]) API <br />
* [https://wordpress.com/ WordPress]<br />
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<br />
=== Controlled Vocabularies and Thesauri ===<br />
* [http://getty.edu/research/tools/vocabularies/ The Getty Research Institute Vocabularies] <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Committee]<br />
* [http://gawainweaver.com/images/uploads/Photographic%20Process%20Controlled%20Vocabulary_v1.pdf Photographic Process Controlled Vocabulary]<br />
* [http://authorities.loc.gov Library of Congress Authorities]<br />
* [http://id.loc.gov/ LC Linked Data Service: Authorities and Vocabularies] <br />
* [http://www.conservation-wiki.com/wiki/Lexicon_Terms American Institute for Conservation Lexicon Terms]<br />
* [http://www.bgbm.fu-berlin.de/iapt/nomenclature/code/SaintLouis/0000St.Luistitle.htm International Code of Botanical Nomenclature]<br />
* [http://orcid.org/ ORCID] <br />
* [https://app.pch.gc.ca/application/dvp-pvd/appli/descr-eng.php Parks Canada Descriptive and Visual Dictionary of Objects]<br />
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<br />
=== Tutorials and Online Learning ===<br />
There are many options for online learning. The following list is a sampling of free or low cost options to enhance understanding of cataloging and processing techniques.<br />
<br />
* [https://www.youtube.com/playlist?list=PL098F0952877CDE31 Association for Library Collection & Technical Services (ALCTS) YouTube Channel, Cataloging topic]<br />
* [http://www.connectingtocollections.org/archivedigital/ Caring for Digital Materials: Preventing a Digital Dark Age] - A Connecting to Collections Care Webinar Series<br />
* [https://www.codecademy.com/ Codecademy]<br />
* [https://www.oclc.org/support/training/portfolios/cataloging-and-metadata/connexion-client/tutorials.en.html OCLC Tutorials]<br />
* [http://www.oclc.org/support/training/calendars/cataloging-training-calendar.en.html OCLC Cataloging Skills Training Calendar] - Includes some fee based training<br />
* [http://www.oclc.org/support/documentation/cataloging.en.html OCLC documentation, practices, and programs] <br />
* [https://www.carli.illinois.edu/products-services/i-share/cat/basic-cataloging-resources Basic Cataloging Resources from CARLI (Consortium of Academic Research Libraries in Illinois)]<br />
* [https://www.youtube.com/user/LibTec203/videos Cataloging Course] - A YouTube introduction to cataloging by LibTec203]<br />
* [http://librarysciencelist.com/free-online-courses-for-librarians/ 20+ Awesome Free Online Librarian Courses]<br />
* [https://www.webjunction.org/explore-topics/ils-ddb.html WebJunction Integrated Library Systems & Databases Topic] <br />
* [http://online.vraweb.org/cgi/viewcontent.cgi?article=1061&context=vrab FRBR and TMS: Applying a Conceptual Organizational Model for Cataloguing Photographic Archives]<br />
* [http://special-cataloguing.com/cheats SLC Cheat Sheets] - A collection of cataloging cheat sheets for a wide range of material types mostly developed by Mac Elrod and hosted by Special Libraries Cataloging ([http://www.special-cataloguing.com/ SLC]).<br />
* [https://dp.la/info/2015/10/07/new-self-guided-curriculum-for-digitization/ DPLA Curriculum for Digitization] - A self-guided, online learning experience developed by the [https://dp.la/ Digital Public Library of America]. The curriculum is intended for digitization beginners from a variety of cultural heritage institutions.<br />
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<br />
== Overcoming project hurdles: Approaches to identifying and managing collection red flags ==<br />
The resources included in this section are presented to help organizations deal with areas in collections that may present problems and give managers the confidence to move forward with processing.<br />
<br />
Additional information on the February 8, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar5 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p93lcun8g78/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_slides<br />
* Scenarios discussed during the session: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_scenarios/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_transcript/<br />
** Chat 1, Swingate Public Library: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat1/<br />
** Chat 2, Dealing With the Past: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat2/<br />
** Chat 3, Collecting in the Now: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat3/<br />
** Chat 4, Access to Offensive Materials: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat4/<br />
** Chat 5, Community Archives Project: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat5/<br />
** Chat 6, Final Q&A: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat6/<br />
* Evaluation: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
<br />
Jump to:<br />
[[#Creating Policies for Collection Building|Creating Policies for Collection Building]] | [[#Rights, Copyright, and Legal Dilemmas|Rights, Copyright, and Legal Dilemmas]] | [[#Ethics and Social Justice|Ethics and Social Justice]] | [[#Hazardous Materials|Hazardous Materials]] | [[#Culturally Sensitive and Tough Topic Collections|Culturally Sensitive and Tough Topic Collections]] | [[#Sample Projects and Collections|Sample Projects and Collections]]<br />
<br />
<br />
=== Creating Policies for Collection Building ===<br />
SEE ALSO [[#Developing and Evaluating Institutional Documentation|Developing and Evaluating Institutional Documentation]]<br />
* [http://www2.archivists.org/publications/brochures/deeds-of-gift SAA A Guide to Deeds of Gift]<br />
* [http://resource.aaslh.org/view/sample-deed-of-gift/ AASLH StEPS Resource: Sample Deed of Gift]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types hosted by the Florida Association of Museums ([http://www.flamuseums.org/ FAM]) <br />
* [http://www.aam-us.org/docs/default-source/continuum/developing-a-cmp-final.pdf?sfvrsn=4 AAM Reference Guide: Developing a Collections Management Policy]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/collections-stewardship American Alliance of Museums (AAM) Standards Regarding Collections Stewardship]<br />
* [https://www.wisconsinhistory.org/pdfs/la/LIB-WHRAB-Records-Policy-Libraries-WAPL.pdf Creating a Collection Development Policy for Local Historical Records in Public Libraries] - A pdf resource from the [http://www.wisconsinhistory.org/Content.aspx?dsNav=N:4294963828-4294963805&dsRecordDetails=R:CS3558 Wisconsin Historical Records Advisory Board] and the [http://wla.wisconsinlibraries.org/wapl Wisconsin Association of Public Librarians] (April 1998).<br />
* [http://sustainableheritagenetwork.org/collection/support-documents-community-decision-making Support Documents for Community Decision Making] - A collection of documents provided by the [http://sustainableheritagenetwork.org/home Sustainable Heritage Network] that help organizations makes decisions regarding access, circulation, and ownership of cultural materials.<br />
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<br />
=== Rights, Copyright, and Legal Dilemmas ===<br />
Resources included are for reference only and do not represent legal advice. Most apply only to U.S. law; other countries may have different rules and guidelines.<br />
<br />
* [http://rightsstatements.org/en/ Digital Public Library (DPL) Rights Statements] <br />
* [http://ohda.matrix.msu.edu/2012/06/a-creative-commons-solution/ Oral History Interviews: “Who Owns Oral History? A Creative Commons Solution,"]<br />
* [http://ohda.matrix.msu.edu/2012/06/major-legal-challenges/ Major Legal Challenges Facing Oral History In The Digital Age] - A detailed 2014 article by John Neuenschwander on the IMLS Oral History in the Digital Age blog. Includes references.<br />
* [http://www.connectingtocollections.org/the_deaccessioning_dilemma_laws_ethics_and_actions/ The Deaccessioning Dilemma: Laws, Ethics, and Actions] - A 2015 Connecting to Collections Care webinar presented by John E. Simmons.<br />
* [http://learn.aaslh.org/event/webinar-steps-lab-1-deaccessioning-the-devils-in-the-details/ Deaccessioning: The Devil’s in the Details] - A webinar in the AASLH StEPs program (fee)<br />
* [http://www2.archivists.org/groups/technical-subcommittee-on-guidelines-for-reappraisal-and-deaccessioning-ts-grd/guidelines-for-reappraisal-and-deaccession SAA Guidelines for Reappraisal and Deaccessioning] - A pdf document from the Society of American Archivists (SAA)<br />
* [http://archive.cmsimpact.org/fair-use/best-practices/code-best-practices-fair-use-academic-and-research-libraries The Code of Best Practices in Fair Use for Academic and Research Libraries] - Can be used as a model to develop institutional policies regarding fair use and online access.<br />
* [http://copyright.cornell.edu/resources/publicdomain.cfm Cornell’s Copyright Term and the Public Domain in the US] - An easy to use chart to reference when particular types of items move into the public domain. Originally published by [http://vivo.cornell.edu/display/individual23436 Peter B. Hirtle] who has published a number of copyright resources. Updated annually.<br />
* [http://fairuse.stanford.edu/charts-and-tools/ Copyright & Fair Use Resources from Stanford University Libraries] - A number of charts and tools discussing copyright, fair use, and best practices.<br />
* [http://fairuse.stanford.edu/overview/website-permissions/websites/ Websites: Five Ways to Stay Out of Trouble] - A resource from the Stanford University Libraries Copyright & Fair Use website dealing specifically with website usage and rights.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - Select "Legal Issues" from the list for an extensive list of related resources.<br />
* [http://www2.archivists.org/publications/brochures/copyright-and-unpublished-material SAA’s Copyright and Unpublished Material: An introduction for Users of Archives and Manuscript Collections] - A downloadable and printable resource that answers basic questions.<br />
* [http://www2.archivists.org/groups/intellectual-property-working-group/well-intentioned-practice-for-putting-digitized-collections-of-unpublished-materials- Well-intentioned Practice for Putting Digitized Collections of Unpublished Materials Online (W-iP)] - A 2011 document developed by [http://www.oclc.org/research.html OCLC Research] and supported by the [http://www2.archivists.org/groups/intellectual-property-working-group SAA's Intellectual Property Working Group] to help move institutions forward with digitization of unpublished archival materials whose rights holders are often difficult to identify and contact.<br />
* [http://www.nemanet.org/nemn/summer-2016/abandonned-property/# Found! Abandoned Property in the Museum] - A New England Museums Now 2016 reprint of a 2013 article from NEMA News on Legal Issues. Authored by Gilbert Whittemore and covers ten clear steps for dealing with undocumented items in collections.<br />
* [http://www2.archivists.org/groups/acquisitions-appraisal-section/abandoned-property-project SAA Abandoned Property Project] - A state-by-state listing of relevant abandoned property legislation compiled by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and updated as required.<br />
* [http://www.ala.org/acrl/standards/security_theft ACRL/RBMS Guidelines Regarding Security and Theft in Special Collections] - Guidelines developed by the Association of College & Research Libraries ([http://www.ala.org/acrl/ ACRL]) and its Rare Books and Manuscript Section ([http://www.ala.org/acrl/aboutacrl/directoryofleadership/sections/rbms/acr-rbmec RBMS]).<br />
* [http://publications.arl.org/rli279/ Research Library Issues (RLI) Special Issue on Special Collections and Archives in the Digital Age] - This June 2012 issue of RLI, published by the Association of Research Libraries ([http://www.arl.org/ ARL]), includes articles on legal matters associated with digitization, Deeds of Gifts, and copyright.<br />
* [http://www.localcontexts.org/ Local Contexts] - An initiative to support Native, First Nations, Aboriginal, and Indigenous communities in the management of their intellectual property within the digital environment by providing strategic resources and practical solutions.<br />
** [http://www.sfu.ca/ipinch/project-components/community-based-initiatives/special-initiative-traditional-knowledge-licensing-an/ Traditional Knowledge Licensing and Labeling Website 1.0] - A description of the creation of Traditional Knowledge (TK) that led to the development of the TK Labels shared in the Local Contexts website. <br />
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<br />
=== Ethics and Social Justice===<br />
SEE ALSO [[#Institutional Ethics|Institutional Ethics]]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/code-of-ethics/ Code of Ethics and Other Institutional Documents] - A 2013 educational module, including a webinar, from the Florida Connecting to Collections Series presented from the museum (Myriam Springuel) and library (Burt Altman) perspectives.<br />
* [http://archivaria.ca/index.php/archivaria/article/view/13557 From Human Rights to Feminist Ethics: Radical Empathy in the Archives] - A 2016 article by Michelle Caswell and Marika Cifor. Published in Archivaria, a journal of the Association of Canadian Archivists ([http://archivists.ca/ ACA]). Link is to abstract only.<br />
* [https://www.lib.ncsu.edu/social-media-archives-toolkit/legal Social Media Archives Toolkit: Legal and Ethical Implications] - A resource of the North Carolina State University Libraries providing insight into the legal and ethical issues of harvesting social media.<br />
* [https://points.datasociety.net/okcupid-data-release-fiasco-ba0388348cd#.2aoqi7ydb OKCupid data release fiasco: It's time to rethink ethics education] - A 2016 post by Annette Markham that addresses data releases from an ethics educator's perspective.<br />
* [http://cmsimpact.org/resource/beyond-hashtags-ferguson-blacklivesmatter-online-struggle-offline-justice/ Beyond the hashtags: #Ferguson, #Blacklivesmatter, and the online struggle for offline justice] - A 2016 downloadable report written by Deen Feelon, Charlton D. McIlwain, and Meredith D. Clark that analyzes the Black Lives Matter movement online and the implications for using online tools to encourage social and political change.<br />
* [https://news.docnow.io/surveillance-and-social-media-archiving-7ea21b77b807#.iahlvrb8h Surveillance and Social Media Archiving] - A transcript of remarks made by Bergis Jules during the 2016 Library of Congress symposium, Collections as Data: Stewardship and Use Models to Enhance Access. Includes link to slides and the symposium's full agenda.<br />
* [https://papers.ssrn.com/sol3/papers2.cfm?abstract_id=2779647 Where are Human Subjects in Big Data Research? The Emerging Ethics Divide] - A 2016 article by Jacob Metcalf and Kate Crawford published in Big Data and Society (Spring 2016).<br />
* [http://bdes.datasociety.net/wp-content/uploads/2016/10/Ursic-politiwoops.pdf The Right to be Forgotten of the Duty to be Remembered? Twitter data reuse and implications for user privacy] - A 2016 PDF case study by Helena Ursic (Leiden University) written for The Council for Big Data, Ethics, and Society.<br />
* [http://link.springer.com/article/10.1007/s10502-014-9220-6 Toward a survivor-centered approach to records documenting human rights abuse: lessons from community archives] - Link to abstract (full article available for purchase). A 2014 article by Michelle Caswell published in Archival Science.<br />
* [https://aprilhathcock.wordpress.com/2016/11/18/opening-up-the-margins/ Opening up the Margins] - A November 18, 2016 blog post by April Hathcock that combines her remarks at a number of venues about opening up "good scholarship" to marginalized communities.<br />
* [http://zinelibraries.info/code-of-ethics/ Zine Librarians Code of Ethics] - A downloadable (PDF or Word) version of an ethical code as it applies to librarians and archivists that handle zines.<br />
* [https://medium.com/on-archivy/archivesforblacklives-building-a-community-archives-of-police-violence-in-cleveland-93615d777289#.t6wnjelwu #ArchivesForBlackLives: Building a Community Archives of Police Violence in Cleveland] - The text of a 2016 talk by Jarrett M. Drake presented at the Digital Blackness conference on the panel Uploading Black History: Archiving Blacks' Lived Experiences.<br />
* [http://tararobertson.ca/2016/oob/ digitization: just because you can, doesn't mean you should] - A 2016 blog post by Tara Robertson that reflects on the ethics of digitization through the example of a pre-internet lesbian porn magazine that was recently digitized and placed on line.<br />
* [http://link.springer.com/article/10.1007/s10502-012-9180-7 Evidence, memory, identify, and community: four shifting archival paradigms] - Link to abstract (full article available for purchase). A 2013 article by Terry Cook published in Archival Science.<br />
<br />
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<br />
=== Hazardous Materials ===<br />
* [http://cool.conservation-us.org/coolaic/sg/bpg/annual/v24/bp24-13.pdf Archives Conservators Discussion Group 2005: Hazardous Holdings] - A pdf article by Linda Blaser and Susan Peckham summarizing the panel. Printed in The Book and Paper Group Annual 24 (2005), p. 73-83. <br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-7_1439925170012_eng.pdf?WT.contentAuthority=4.4.10 Mercury in Museum Collections] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/7, 2002. Also available online [http://canada.pch.gc.ca/eng/1439925170006 here].<br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-8_1439925170028_eng.pdf?WT.contentAuthority=4.4.10 Lead in Museusm Collections and Heritage Buildings] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/8, 2010. Also available online [http://canada.pch.gc.ca/eng/1439925170022 here].<br />
* [http://www.connectingtocollections.org/arsenic-and-old-lace-controlling-hazardous-collection-materials/ Arsenic and Old Lace: Controlling Hazardous Collection Materials] - A 2016 Connecting to Collections Care Webinar. Page includes links to slides and handouts.<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/08/How-To-Guide-Hazards.pdf Hazards in museum collections: A Collections Care How To Guide] - A pdf guide from SHARE Museums East, Norfolk Museums & Archeology Service, and CollectionsTrust.<br />
* [https://alaskawhitestuffid.wordpress.com/ What’s That White Stuff blog] - A blog sponsored by the Alaska State Museum offering advice about common issues in museums.<br />
* [http://www.loc.gov/preservation/care/film.html Library of Congress Care, Handling, and Storage of Motion Picture Film] - Resources and links from the Library of Congress.<br />
* [http://www.mavic.asn.au/insite/september-october-2012 Museums Australia Vicotoria INSITE, September - October 2012, Dangerous Collections Special Issue] - Includes articles on a variety of tough issues<br />
* [http://opensi.si.edu/index.php/smithsonian/catalog/book/64 Pesticide Mitigation in Museum Collections: Science in Conservation: Proceedings from the MCI Workshop Series] - 2010 publication from the [http://opensi.si.edu/index.php/smithsonian/catalog/series/SCMC Smithsonian Contributions to Museum Conservation series] that addresses the issue of pesticide removal from museum objects.<br />
* [http://anthropology.si.edu/cm/NMNH_Potential_Hazards_Disclosure_Statement_2010.pdf Statement on Potential Hazards (Inherent and Acquired) Associated with Collection Objects] - A 2010 policy statement from the Smithsonian National Museum of Natural History [http://anthropology.si.edu/index.html Department of Anthropology] that can be used as a model for other institutions.<br />
* [https://www.nps.gov/museum/publications/conserveogram/02-10.pdf Hazardous Materials in Your Collection] - National Park Service (NPS) [https://www.nps.gov/museum/publications/conserveogram/cons_toc.html Conserve O Gram] series, August 1998, Number 2/10.<br />
* [http://museumpests.net/ MuseumPests.net] - A product of the Integrated Pest Management Working Group and includes a number of resources for prevention, monitoring, identification, and solutions for pests in collection spaces.<br />
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[[#toc|Table of Contents]]<br />
<br />
=== Culturally Sensitive and Tough Topic Collections ===<br />
* [http://www2.nau.edu/libnap-p/protocols.html Protocols for Native American Archival Materials] - The Protocols were developed to provide best practices for culturally responsive care and use of Native American archival and documentary material held by non-tribal organizations. The document reflects a Native American perspective.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - This is a good, brief, article regarding culturally sensitive Native American images in a non-native institution. It very clearly lays out a respectful, real world application of balancing maximum access and respectful consultation.<br />
* [http://ailanet.org/resources/ American Indian Library Association Resources] - A listing of resources compiled by the American Indian Library Association <br />
* [http://canada.pch.gc.ca/eng/1448995219999 Canadian Conservation Institute Caring for Sacred and Culturally Sensitive Objects] - Guidelines developed in 2015 to present key considerations related to sacred and culturally sensitive objects in heritage collections.<br />
* [http://digitalcommons.usu.edu/westernarchives/vol6/iss1/3 Tribal Archives, Traditional Knowledge, and Local Contexts: Why the "s" Matters] - A 2015 article by Kimberly Christen in the Journal of Western Archives ([http://digitalcommons.usu.edu/westernarchives/ JWA] Vol. 6, Iss. 1, Article 3).<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.74.1.4233nv6nv6428521?code=same-site Opening Archives: Respectful Repatriation] - An article by Kimberly Christen published in The American Archivist (Vol. 74, Spring/Summer 2011) examining one collaborative archival project aimed at digitally repatriating and reciprocally curating cultural heritage materials of the Plateau tribes in the Pacific Northwest.<br />
* [https://medium.com/on-archivy/confronting-our-failure-of-care-around-the-legacies-of-marginalized-people-in-the-archives-dc4180397280#.gbb4nqug0 Confronting Our Failure of Care Around the Legacies of Marginalized People in the Archives] - Transcript and select slides from a 2016 talk by Bergis Jules presented at the [http://ndsa.org/ National Digital Stewardship Alliance] annual meeting.<br />
* [http://www.archivists.org/governance/taskforces/0208-NativeAmProtocols-IIIA.pdf Report: Task force to review ''Protocols for Native American Archival Materials''] - A PDF version of the 2008 Society of American Archivists (SAA) report.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - A 2014 Case Study in Archival Ethics by Ellen Ryan and completed for the Society of American Archivists (SAA).<br />
* [https://artmuseumteaching.com/2016/08/31/have-conversations-here/ Have Conversations Here: Supporting Productive Dialogue in Museums] - A 2016 post by Mike Murawski on [https://artmuseumteaching.com/ Art Museum Teaching] discussing the facilitation of conversations in museums about difficult events and topics.<br />
* [http://www.liverpoolmuseums.org.uk/ism/resources/museum_interpretation.aspx Interpreting Transatlantic Slavery: the role of museums] - A 1999 article from the International Slavery Museum by Anthony Tibbles.<br />
* [http://interpretingdifficulthistory.com/ Interpreting Difficult History at Museums and Historic Sites] - Book by Julia Rose <br />
* [http://findingcommunityengagingaudiences.blogspot.com/2013/12/difficult-issues-in-history-museums.html Difficult Issues in History Museums] - A 2013 post on the Finding Community blog.<br />
* [http://www2.archivists.org/sites/all/files/PreservationWorkshopsWithRestrictedResources-CaseStudy1_0.pdf SAA Case Studies on Diversifying the Archival Record] - Case #1: Preservation Workshops with Restricted Resources: Preserving Cham Manuscripts in Vietnam <br />
* [http://aamg-us.org/wp/wp-content/uploads/2015/01/Managing-Museum-Controversy.pdf Museum Best Practices for Managing Controversy] - A pdf document from the Association of Academic Museums and Galleries ([https://www.aamg-us.org/wp/ AAMG])<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Sample Projects and Collections ===<br />
* [http://www.docnow.io/ Documenting the Now] - A collaborative project that aims to respect both the content creator and the potential researcher and seeks to find a user-friendly means of collecting and preserving the digital content of social media.<br />
* [https://www.saada.org/ South Asian American Digital Archive (SAADA)] - An independant, national, non-profit organization working to document, preserve, and share stories representing the voices of South Asian Americans.<br />
* [https://www.lib.utexas.edu/hrdi Human Rights Documentation Initiative (HRDI)] - A long-term preservation effort by the University of Texas Libraries to capture fragile and vulnerable records of human rights struggles worldwide, promote them, and make them accessible for research.<br />
* [https://xfrcollective.wordpress.com/ XFR Collective] - A non-profit organization partnering with many to preserve at-risk audiovisual media by providing low-cost digitization services.<br />
* [http://www.mipops.org/ Moving Image Preservation of Puget Sound (MiPoPs)] - A non-profit organization helping to preserve our cultureal heritage by assisting archives, libraries, and other organizations with the conversion of analog video recordings to digital formats according to archival best practices.<br />
* [http://www.dclibrary.org/labs/memorylab The Memory Lab at DC Public Library] - A service provided to the DC public that allows for personal preservation of AV materials. A model that other organizations can follow.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Closing the loop: Project assessment and leveraging goals for future planning ==<br />
The resources included in this section provide additional information for all other topics and help provide support for sustaining and moving projects into the future.<br />
<br />
Additional information on the February 15, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar6 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p6t0282kmur/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_slides/<br />
* Collaborative Project Template Spreadsheet (.xlsx): https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_template/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_transcript/<br />
** Chat 1, Signs of Trouble: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat1/<br />
** Chat 2, Project ROI: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat2/<br />
** Chat 3, Roadblocks: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat3/<br />
** Chat 4, Celebration: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat4/<br />
** Chat 5, Final Comments: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat5/<br />
* Evaluation: https://www.surveymonkey.com/r/JXMZ36G<br />
<br />
<br />
<br />
=== During the Project ===<br />
* [https://hbr.org/2011/04/strategies-for-learning-from-failure Strategies for Learning from Failure] - An article by Amy C. Edmondson, a version also available in print, Harvard Business Review April 2011.<br />
* [http://www.artscapediy.org/Creative-Placemaking-Toolbox/What-Are-the-Most-Important-Factors-in-a-Successfu.aspx What are the Most Important Factors in a Successful Project?] - A brief Vimeo video from Artscape President and CEO Tim Jones on the crucial elements of project success.<br />
* [https://www.projectsmart.co.uk/avoid-the-same-old-mistakes-by-focussing-on-lessons-learned.php Avoid the Same Old Mistakes by Focusing on Lessons Learned] - A 2014 article by Duncan Haughey that covers 6 essential steps to document lessons learned.<br />
* [http://www2.archivists.org/sites/all/files/AnOnlineExhibit-SAA-CaseStudy_0.pdf An Online Exhibit: A Tale of Triumph and Tribulation] - A 2014 Case Study by Nancy Freeman and Robert B. Riter for the Society of American Archivists (SAA). <br />
* [http://americanarchivist.org/doi/abs/10.17723/aarc.68.2.c741823776k65863?code=same-site More Product, Less Process: Revamping Traditional Archival Processing] - A 2005 article by Mark Greene and Dennis Miller published in The American Archivist, a publication of the Society of American Archivists. Link to abstract, PDF version available for download.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Evaluation and Assessment ===<br />
* [http://www.horizon-research.com/taking-stock-a-practical-guide-to-evaluating-your-own-programs/ Taking Stock: A Practical Guide to Evaluating Your Own Programs] - A 1997 guide written by Sally L. Bond, Sally E. Boyd, and Kathleen A. Rapp written to help community-based organisations improve programs. <br />
* [http://www.wkkf.org/resource-directory/resource/2010/w-k-kellogg-foundation-evaluation-handbook W.K. Kellogg Foundation Evaluation Handbook] - A 2010 tool to help consider evaluation as a relevant and useful program tool. The handbook was written especially for W.K. Kellogg Foundation-funded programs but has broader application possibilities.<br />
* [http://oerl.sri.com/ OERL: Online Evaluation Resource Library] - A resource library designed to collect and make available evaluation plans, instruments, and reports for National Science Foundation (NSF) related projects but has broader application possibilities.<br />
* [https://www2.cdc.gov/cdcup/library/practices_guides/CDC_UP_Project_Close-Out_Practices_Guide.pdf CDC Unified Process Practices Guide: Project Close-out - A 2006 guide that can help organizations practice successful project-close out. <br />
* [http://www.ala.org/rusa/sections/rss/rsssection/rsscomm/rssresstat/prjctassmnteval Project Assessment and Evaluation] - A list of resources compiled by the Referencce and User Services Association ([http://www.ala.org/rusa/ RUSA]), a division of the American Library Association (ALA). <br />
* [https://manoa.hawaii.edu/assessment/workshops/pdf/templates_2009-12.pdf Creating an Assessment Plan & Using Assessment Templates] - A 2009 guide created by the University of Hawaii at Manoa Assessment Office.<br />
* Tutorials for creating Gantt, PERT, and CPM charts<br />
** [https://www.officetimeline.com/gantt-chart-excel How to make Gantt charts in Excel] - A video tutorial with Excel templates for making Gantt charts.<br />
** [https://www.youtube.com/watch?v=oe_Uvf6p4_A Creating a Pert CPM chart using Excel] - A 2012 YouTube video tutorial by Eric Magidson.<br />
** [https://www.youtube.com/watch?v=8NHJTRUiX6A Creating a PERT/CPM Chart using Excel 2016 and the Personal Trainer Case] - A 2016 YouTube video tutorial by Eric Magidson.<br />
* [http://www.pmsolutions.com/audio/PM_Performance_and_Value_List_of_Measures.pdf Measures of Project Management Performance and Value: A Benchmark of Current Business Practices] - A 2005 resource from the Center for Business Practices as part of the Comprehensive List of Measures series. <br />
* [http://www.mclam.com/pdf/Metrics.pdf Environmental Protection: Using Metrics to Track Progress of Community Outreach Programs] - A 2004 guide published by the American Institute of Chemical Engineers to help develop metrics for understanding how well organizations are implementing programs as well as how to improve them.<br />
* [http://www.cioarchives.ca.gov/itpolicy/pdf/PM5.2_Project_Execution_Tracking_and_Monitoring.pdf Project Execution - PM Elements: Tracking and Monitoring Project Performance] - A January 1997 PDF document from the California Chief Information Offices that offers practical solutions for project tracking that can be adapted to other organizations' needs. A part of the Statewide Information Management Manual ([http://www.cioarchives.ca.gov/ITpolicy/SIMM.html SIMM])<br />
* [http://www.businessofgovernment.org/blog/strategies-font-color-redcut-costsfont-and-improve-performance/shared-services-tracking-perform Shared Services: Tracking Performance/Performance Metrics - What Doesn’t Get Measured Doesn’t Get Done] - A 2011 blog post by Jennifer Lotkowski and Adam Jelic on the IBM Center for The Business of Government.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Future Project Planning ===<br />
* [http://resource.aaslh.org/view/engaging-the-grown-ups-a-roundtable-exploring-new-strategies/ Engaging the Grown-Ups: A Roundtable Exploring New Strategies] - An AASLH Audio Recording <br />
* [http://resource.aaslh.org/view/whos-next-succession-planning-and-institutional-health/ Who’s Next? Succession Planning and Institutional Health] - An AASLH Audio Recording<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Developing and Evaluating Institutional Documentation ===<br />
SEE ALSO [[#Creating Policies for Collection Building|Creating Policies for Collection Building]]<br />
<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_48_-_Plan_for_the_Future_You_Want_for_Your_Museum.pdf Plan for the future you want for you museum] - A Technical Bulletin of the Oklahoma Museums Association, July 2009 by Cecil Carter<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types.<br />
* [http://flamuseums.org/professional-development/florida-connecting-to-collections-program/emergency-plans/ Florida Connecting to Collections Emergency Plans] - A self-paced program for all GLAM Institution types<br />
* [http://www.aam-us.org/resources/assessment-programs/core-documents/documents AAM Description of Core Documents] - A listing of important documents suggested by the American Alliance of Museums (AAM) as fundamental for basic professional museum operations.<br />
* [https://www.nsf.gov/publications/pub_summ.jsp?ods_key=nsf02057 The 2002 User-friendly Handbook for Project Evaluation] - A 2002 resource guide in HTML or PDF from the National Science Foundation ([https://www.nsf.gov/ NSF])<br />
* [http://obolinx.com/resources/2013/10/five-project-management-performance-metrics-key-to-successful-project-execution-operational-excellence/ Five Project Management Metrics key to Successful Project Execution - Operational Excellence] - A 2013 post by Kavita Verma shared on [http://obolinx.com/resources/ OBOlinx Tech]. Includes equations and practical examples.<br />
<br />
[[#toc|Table of Contents]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Strategies_for_Advancing_Hidden_Collections&diff=14759Strategies for Advancing Hidden Collections2019-09-10T18:55:34Z<p>Joymbanks: /* Building resources and relationships: Determining what and who you need */</p>
<hr />
<div>This resource library has been prepared for gallery, library, archive, and museum (GLAM) workers engaged in collection processing projects. Compiled by experts from the GLAM communities, the library is arranged to support the content of the CLIR [https://www.clir.org/hiddencollections/sahc Strategies for Advancing Hidden Collections] (SAHC) webinar series. A wide range of solutions and suggestions for a variety of collecting organizations appear below; inclusion of links on this page does not necessarily represent an endorsement of an organization or a product by CLIR or any individual connected with the SAHC project.<br />
<br />
'''Project Coordinator'''<br />
<br />
Joy M. Banks, Consultant<br />
<br />
'''Speakers'''<br />
* Angela Kipp, Collection Manager, TECHNOSEUM and Administrator, [http://world.museumsprojekte.de/ Registrar Trek]<br />
* Rosemary Pleva Flynn, Principal Librarian, Library and Information Services Team Lead, Energy and Environmental Research Center (EERC) at the University of North Dakota<br />
* Sarah Leu, Project Archivist, Historical Society of Pennsylvania<br />
* Beth Knazook, Library Juice Academy and Queen's University<br />
* Jessica Bitely, Director of Preservation Services, Northeast Document Conservation Center (NEDCC)<br />
* Yvonne Ng, Senior Archivist, WITNESS<br />
* Ellen Ryan, Head of Special Collections and Archives and Assistant Professor, Idaho State University<br />
<br />
'''Curriculum Committee'''<br />
* Stephanie Gaub Antequino, Memorabilia Archivist, Planet Hollywood International<br />
* Casey Davis, Project Manager, American Archive of Public Broadcasting<br />
* Tamar Evangelista-Dougherty, Consultant<br />
* Linda Hocking, Curator of Library and Archives, Litchfield Historical Society<br />
* Daniel Johnson, Digital Preservation Librarian, University of Iowa<br />
* Holly Mengel, Manuscripts Cataloging Librarian, University of Pennsylvania<br />
* Matthew Peek, Military Collections Archivist, State Archives of North Carolina<br />
* Kelly Revak, Processing Archivist, Library of Congress<br />
<br />
Additions to this library are welcome. Readers may contribute to its development by [https://wiki.diglib.org/index.php?title=Special:CreateAccount&returnto=Main+Page creating an account], or by sending suggestions to [mailto:cwilliford@clir.org Christa Williford] at CLIR.<br />
<br />
== Where to begin: Basics of project planning for GLAM organizations ==<br />
The resources in this section will help lay the foundation for successful project planning and management.<br />
<br />
Additional information on the January 11, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* PDF version of the speaker's slide presentation: https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_reduced.pdf<br />
* PDF version of the speaker's slide presentation with script: https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_transcript_reduced.pdf<br />
* PDF version of the webinar script: https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017_Wheretobegin_Script.pdf<br />
* Links to webinar chat:<br />
** [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat4.pdf General webinar chat] <br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp_chat1.pdf Key Elements of a Project]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat2.pdf Time to Catalog]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat3.pdf Project Management]<br />
* Evaluation: https://www.surveymonkey.com/r/L9CYDRQ<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation:<br />
https://www.surveymonkey.com/r/L9CYDRQ.<br />
<br />
Jump to:<br />
[[#General|General]] | [[#Selecting the best collection management system|Selecting the best collection management system]] | [[#Collection Prioritization & Assessment|Collection Prioritization & Assessment]] | [[#Workflow|Workflow]] | [[#Project Management Tools|Project Management Tools]]<br />
<br />
=== General ===<br />
* [https://www.clir.org/hiddencollections/meetings/2010HCsymposium.html CLIR 2010 Hidden Collections Symposium]<br />
* [https://www.clir.org/hiddencollections/2015-symposium-unconference/symposium-abstracts CLIR 2015 Hidden Collections Symposium & Unconference]<br />
* [http://registry.clir.org/ CLIR Hidden Collections Registry]<br />
* [https://www.webjunction.org/explore-topics/planning-coordination.html WebJunction Planning & Coordination Topic Page]<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources]<br />
* [http://openglam.org/ OpenGLAM]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Selecting the best collection management system ===<br />
Note: Some of these resources may be dated but can still contain useful information. SEE ALSO [[#Collection_access:_Describing.2C_cataloging.2C_and_processing_with_the_future_in_mind|Collection access: Describing, cataloging, and processing with the future in mind]]<br />
<br />
'''For all institution types'''<br />
* [http://carlibrary.org/CarLibrary-CollectionManagementSystems.htm CarLibrary.org - Collection Management Systems] - A detailed resource discussing all aspects of selecting a management system including a number of links to additional resources. The page also includes a link to a [http://carlibrary.org/CarLibrary-CMS-Table.htm summary table] of a wide range of CMS software systems.<br />
'''For Museums'''<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - Tips on selecting the right museum CMS software from [https://www.historyassociates.com History Associates, Inc.].<br />
* [http://manyonline.org/professional-development/collections-management-software Collections Management Software] - A list with additional information on software systems designed specifically for the museum collection management environment from the [http://manyonline.org Museum Association of New York].<br />
* [http://rcaam.org/cms/wp-content/uploads/2011/05/Graduate-Studies-Thesis-Collections-Management-Elana-Carpinone.pdf Museum Collections Management Systems: One Size Does NOT Fit All] - Masters Thesis by Elana C. Carpinone, Seton Hall University, May 2010<br />
* [http://www.idea.org/blog/2011/04/07/collection-management-systems-museums-and-the-web-2011/ Collection management systems: Museums and the Web 2011] - A listing and explanation of collection management systems represented at the [http://www.museumsandtheweb.com/mw2011.html Museums and the Web 2011] event.<br />
'''For Libraries'''<br />
* The Small Libraries Manager's Handbook, edited by Alice Graves. Includes several chapters on system selection.<br />
'''For Archives'''<br />
* [https://www.clir.org/pubs/reports/spiro/spiro/spiro_Jan13.pdf Archival Management Software] - A report for the Council on Library and Information Resources (CLIR) by Lisa Spiro, January 2009<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Prioritization & Assessment ===<br />
* [http://www.pacsclsurvey.org/ PACSCL Survey Initiative] - Includes information and resources from the Philadelphia Area Consortium of Special Collections Libraries (PACSCL) Consortial Survey Initiative project to assess backlogged archival collections.<br />
* [https://psap.library.illinois.edu/about Preservation Self-Assessment Program (PSAP)] - A free, online tool that helps collection managers prioritize efforts to improve conditions of collections developed by the University of Illinois, University Library through the IMLS<br />
** [https://www.imls.gov/news-events/project-profiles/extending-preservation-self-assessment-option-libraries-archives-and Press Release from IMLS]<br />
* [http://www.oclc.org/content/dam/research/publications/library/2011/2011-07.pdf Taking Stock and Making Hay: Archival Collections Assessment] - A report from OCLC by Martha O'Hara Conway and Merrilee Proffitt, July 2011.<br />
* [http://nationalwomansparty.org/wp-content/uploads/2011/02/Strategy-and-Priorities-for-Cataloging.pdf Strategy and Priorities for Cataloging the National Woman's Party Collection] - A report from the Sewall-Belmont House and Museum that can be used as a sample collection analysis tool<br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Benchmarks in Collections Care] - The resources page provides access to information on Benchmarks in Collection Care as well as the self assessment checklist to aid in establishing realistic colleciton goals. This is a resource provided by the [http://www.collectionstrust.org.uk/ Collections Trust].<br />
* [http://library.columbia.edu/services/preservation/audiosurvey.html Survey Instrument for Audio & Moving Image Collections] - A resource developed by the Columbia University Libraries to inventory and assess audio and moving image materials.<br />
* [http://www.avcompass.bavc.org/ AV Compass] - A free online resource from the [https://www.bavc.org/ Bay Area Video Coalition] to help organize, preserve, and access AV collections.<br />
* [http://library.columbia.edu/services/preservation/survey_tools.html Special Collections Materials Survey Instrument] - A resource developed by the Columbia University Libraries to evaluate under-processed archival collections.<br />
* [http://tools.aaslh.org/steps/ Standards and Excellence Program (StEPs)] - A self-study program developed by the American Association for State and Local History (AASLH) designed specifically for small to mid-sized organizations.<br />
* [http://www.aam-us.org/resources/assessment-programs American Alliance of Museums (AAM) Assessment Programs] - A page describing the Continuum of Excellence to help move organizations towards better stewardship of their collections.<br />
* [https://www.imls.gov/grants/available/collections-assessment-preservation-program-cap IMLS Collections Assessment for Preservation Program (CAP)] - A grant program through the Institute of Museum and Library Services (IMLS). Deadline for applications vary.<br />
* [http://www.digitalpreservation.gov/documents/NDSA_Levels_Archiving_2013.pdf NDSA Levels of Digital Preservation] - Includes explanations and uses for maintaining and preserving digital files in archival settings.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Workflow ===<br />
* [http://www.libraryworkflowexchange.org/about/ Library Workflow Exchange] - A space for libraries to share and find workflows and best practices across institutions.<br />
* [http://digitizingmillerhouseandgarden.tumblr.com/tagged/workflow Workflows from the Documenting Modern Living project] - Examples of workflows from the Documenting Modern Living: Digitizing the Miller House and Garden Collection Tumblr page<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Management Tools ===<br />
* [http://blog.hubspot.com/agency/agency-project-management-tools#sm.0000y44e3e7sifdbt8018ehatkvxc Improve Your Collaboration: 18 Project Management Tools for Marketing Agencies] - Not GLAM specific, but a resource by Jami Oetting on selecting a project management tool with some suggested software.<br />
* [http://www.techworld.com/picture-gallery/startups/10-best-free-project-management-software-programs-3625922/ 14 best free project management software programs 2016: Great project management software tools that don't cost a penny] - By Matt Egan and posted on TechWorld, includes software and brief explanations of each.<br />
* [http://www.projectsmart.com/project-management/introduction.php 21 Ways to Excel at Project Management] - A detailed step by step tool from ProjectSmart for successful project management from beginning to end.<br />
* [http://www.archivejournal.net/issue/3/notes-queries/teaching-librarians-project-management-new-expectations-for-the-digital-age/ Teaching Librarians & Project Management: New Expectations for the Digital Age] - An article by Caro Pinto in the Archives Journal Notes + Queries (Issue 3, Summer 2013) that addresses the changing nature of librarian training to include project management.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Building resources and relationships: Determining what and who you need ==<br />
The resources in this section will help guide project managers through the process of estimating project costs, communicating costs with others, and building relationships for support. <br />
<br />
Additional information on the January 18, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slides_reduced.pdf PDF version of the speaker's slide presentation]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_SAHC2_Pleva-Flynn_slideswithtranscript_reduced.pdf PDF version of the speaker's slide presentation with script]<br />
* [https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017_-SAHC2_Pleva-Flynn_Buildingresourcesandrelationships_Script.pdf PDF version of the webinar script]<br />
* Links to webinar chat:<br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat1.pdf Justifying the Existence of GLAMS] <br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat2.pdf What would you do differently?]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-18-2017-SAHC-Pleva-Flynn_chat3.pdf Not-Your-Usual Funding Sources]<br />
* Evaluation: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
Jump to:<br />
[[#General_2|General]] | [[#Buy-in from Board of Directors, Community, Volunteers|Buy-in from Board of Directors, Community, Volunteers]] | [[#Calculating processing time, staff time, and estimating supply costs|Calculating processing time, staff time, and estimating supply costs]] | [[#Communicating to people who need to approve the project|Communicating to people who need to approve the project]] | [[#Funding Sources and Grant Writing|Funding Sources and Grant Writing]]<br />
<br />
=== General ===<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html WebJunction Budgets & Funding Resource Page] - Resources, webinars, and other information on budget planning and development for libraries that can be applied to all GLAM organizations.<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html Connecting to Collections Care Resources Page] - For more information on budgets and increasing collection support, select the ''Increasing Support for Collections Care'' from the list.<br />
* [http://www.mapfornonprofits.org/resources/fund-development/ MAP Resources for Fund Development] - Resources from the [http://www.mapfornonprofits.org/ MAP for Nonprofits], serving nonprofits through provision of consulting and training.<br />
* [http://managementhelp.org/nonprofitfundraising/index.htm Free Management Library All About Nonprofit Fundraising Resources] - A extensive listing of resources for nonprofits from the [http://managementhelp.org/ Free Management Library], a service of Authenticity Consulting, LLC.<br />
* Nonprofit Sustainability: Making Strategic Decisions for Financial Viability - 2010 book by Jeanne Bell, Jan Masaoka, and Steve Zimmerman.<br />
** [https://ssir.org/book_reviews/entry/nonprofit_sustainability_jeanne_bell_jan_masaoka_steve_zimmerman 2011 Review] in the Stanford Social Innovation Review by Jim Schorr<br />
** [http://www.nonprofitsustainability.org/ The Sustainability Mindset] - A 2014 companion book by Jeanne Bell and Steve Zimmerman that offers a step-by-step guide and templates for moving nonprofits toward a sustainable model.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Buy-in from Board of Directors, Community, Volunteers ===<br />
* [http://www.mandywilson.co.uk/data/uploads/pdf/Museums-Community-Involvement-Toolkit.pdf Community Involvement in Museums, Archives and Libraries: Toolkit for improving practice] - A pdf resource developed by COGS (Communities and Organizations - Growth and Support) for Yorkshire Museums Council, 2002. The toolkit includes a number of practical resources and guides for strengthening community involvement.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Calculating processing time, staff time, and estimating supply costs ===<br />
* [http://www.marac.info/assets/documents/marac_technical_leaflet_2.pdf Computing the Total Cost of Archival Processing] - A technical leaflet by Thomas Wilsted produced by the Mid-Atlantic Regional Archives Conference ([http://www.marac.info/ MARAC]), 1989.<br />
* [http://library.gwu.edu/collections/digitize/cost-calculator George Washington University Digitization Cost Calculator] - (unavailable)<br />
* [http://dashboard.diglib.org/ Digitization Cost Calculator] - A project of the [https://wiki.diglib.org/Assessment:Costs Digital Library Federation Assessment Interest Group’s working group on Cost Assessment] that uses community supplied data to help users estimate costs for digitization projects.<br />
* [https://roseelr.files.wordpress.com/2014/04/cost-finding-rose.docx Cost Finding Exercise] - Word Document Download. An exercise by Elizabeth Rose completed during her masters work at Southern Connecticut State University. The exercise considers the direct and indirect costs of processing an archival collection and includes references for additional information.<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.58.1.h9847h1372211l75 Beneficial Shocks: The Place of Processing-Cost Analysis in Archival Administration] - Research article by Paul Ericksen and Robert Shuster from American Archivist, Winter 1995. Includes discussion of both theoretical analysis and practical application.<br />
* [https://minds.wisconsin.edu/bitstream/handle/1793/44723/MA07_1_3.pdf?sequence%E2%80%A6 Rates of Processing Manuscripts and Arhives] - PDF download. An article by Karen Temple Lynch and Thomas E. Lynch from The Midwestern Archivist, p. 25-35, Vol. VII, No. 1, 1982 available through [https://www.jstor.org/journal/midwarch JSTOR]. Provides an analysis of processing rates from various grant proposals and considers how variable levels of processing affect cost.<br />
* [http://beinecke.library.yale.edu/25-processing-estimates Beinecke Rare Book & Manuscript Library (Yale University) Processing Estimates] - A guidelines developed in 2015 to consider the cost to process, arrange, and describe collections of personal papers.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ The Cost of Processing] - A blog post from 2010 by Emily Walters from North Carolina State University Libraries reflecting on estimating costs for their Changing the Landscape: Exposing the Legacy of Modernist Architects and Landscape Architects multi-year project.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ Costs of Cataloging] - A chapter by Felix Reichmann in Library Trends 2 (1953) providing historical context for cataloging cost analysis.<br />
* [https://ejournals.bc.edu/ojs/index.php/ital/article/viewFile/3161/2775 Cost Analysis of an Automated and Manual Cataloging and Book Processing System] - An article by Joselyn Druschel from the Journal of Library Automation (Vol. 14, no. 1, March 1981). Showing the historical argument for automating cataloging and processing to reduce cost.<br />
* [https://journals.ala.org/lrts/article/view/5501/6757 Assessing the Cost and Value of Bibliographic Control] - An article by Erin Stalbert and Christopher Cronin from Library Resources & Technical Services (Vol. 55, No. 3, 2011) published by the Association for Library Collections & Technical Services ([http://www.ala.org/alcts/ ALCTS]). Provides a detailed discussion of the past and present issues with estimating cataloging costs.<br />
* [https://www.liberquarterly.eu/articles/10.18352/lq.8558/ Improving Library Management by Using Cost Analysis Tools: A Case Study for Cataloguing Processes] - Article by Lorena Siguenza-Guzman, Alexandra Van den Abbeele, and Dirk Cattrysse from LIBER Quarterly, the Journal of the Association of European Research Libraries. This was originally presented at the LIBER conference in 2013 and discusses the application of TDABC (Time-Driven Activity-Based Costing) procedures in libraries.<br />
* [https://rbms.info/committees/task_force/metrics_assessment/group-1/cataloging/ RBMS Page on Cataloging] - Includes thoughts and definitions on cataloging from the Rare Books and Manuscripts Section ([https://rbms.info/ RBMS]) of the Association of College and Research Libraries ([http://www.ala.org/acrl/ ACRL]. A discussion of cataloging metrics is included as well as a resource list.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Communicating to people who need to approve the project ===<br />
* [http://enfocussolutions.com/8-best-practices-for-stakeholder-engagement/ 8 Best Practices for Stakeholder Engagement] - An article by John Parker from Enfocus Solutions (2012). Offers practical suggestions to engage and communicate with project stakeholders.<br />
* [http://agilemodeling.com/essays/activeStakeholderParticipation.htm Active Stakeholder Participation: An Agile Best Practice] - A detailed discussion of stakeholder engagement from Agile Modeling including definitions and useful charts.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2013-presentations/programming-on-a-shoestring-budget/ Programming on a Shoestring Budget] - Video presentation from David Mixdorf from South Sioux City Public Library (NE) presented in February 2013 for the Big Talk from Small Libraries online conference.<br />
* [http://www.wkkf.org/resource-directory/resource/2006/01/template-for-strategic-communications-plan Template for Strategic Communications Plan] - Practical template developed for use by the [http://www.wkkf.org/ W.K. Kellogg Foundation] including worksheets to develop a new plan.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case2Final.pdf Defining and Formalizing a Procedure for Archiving the Digital Version of the ''Schedule of Classes'' at the University of Michigan] - A 2008 case study from the Society of American Archivists (SAA) by Nancy Deromedi describing the process of forming an agreement between the university archive and registrar's office to continue the preservation of the schedule of classes after it moved to digital only.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Funding Sources and Grant Writing ===<br />
* [http://www.museumsoftware.com/grants.html Grant Opportunities] - A listing of available grants compiled by Past Perfect Museum Software.<br />
* [https://librarygrants.blogspot.com/ Library Grants blog] - A blog maintained by Stephanie Gerding and Pam MacKellar, authors of [http://www.alastore.ala.org/detail.aspx?ID=4039 Winning Grants: A How-To-Do-It Manual for Librarians with Multimedia Tutorials and Grant Development Tools]. Updated regularly with available opportunities.<br />
* [https://www.imls.gov/grants/available/museums-america IMLS Museums for America grant] - A grant program from the Institute of Museum and Library Services (IMLS) with the goal to "strengthen the ability of an individual museum to serve its public."<br />
* [https://www.neh.gov/grants/preservation/preservation-assistance-grants-smaller-institutions NEH Preservation Assistance Grants (PAG)] - These PAG funds help small and mid-sized institutions improve their ability to preserve and care for significant historical collections.<br />
* [https://www.neh.gov/grants/challenge/creating-humanities-communities Creating Humanities Communities] - A grant program from the NEH to help stimulate and proliferate meaningful humanities activities in underserved areas of the United States and territories. Limited geographic regions qualify.<br />
* [http://www.connectingtocollections.org/funding-collections-care/ Connecting to Collections Care Funding for Collections Care] - A webinar recorded November 2010 presented by Debra Hess Norris and Lee Price. The webinar page also includes related books for additional resources.<br />
* [http://www.connectingtocollections.org/fundraising-for-collections-care/ Connecting to Collections Care Fundraising for Collections Care] - A webinar series recorded in 2013 with sessions on Fundamentals, Finding Support, Cultivating Donors and Members, Writing Proposals, and Creative Fundraising. The series page includes additional links to resources, slides, and sample documents.<br />
* [https://event.on24.com/eventRegistration/EventLobbyServlet?target=reg20.jsp&partnerref=LJWebbestmall150901&eventid=1033500&sessionid=1&key=5EF4833291C07A8F39B02944D8C40810&regTag=&sourcepage=register Funding & Fundraising for Small Libraries] - An on-demand downloadable webinar from the LibraryJournal series Best Practices from America's Best Small Libraries. Presented in 2015 by Mary Beth Stenger and Cheryl Clay (registration required). A review of the webinar is available from [http://www.lminfo.us/blog/funding-and-fundraising-for-small-public-libraries/ Didi Yunginger].<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_46_-_Ten_Points_to_Increase_Your_Grant_Writing_Success.pdf Ten points to increase your grant writing success] - A one page technical bulletin by Cecil Carter from the Oklahoma Museums Association (January 2008).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Making the most of people: Recruitment, retention, and recognition ==<br />
The resources in this section consider how volunteers, interns, and staff fit into the project picture.<br />
<br />
Additional information on the January 25, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar3 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p2vkfvzxuqr/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_slides/<br />
* Transcript of presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_transcript/<br />
** Chat 1, Strategies for Outreach to Students, Interns, and Volunteers: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_chat1/<br />
** Chat 2, Troubleshooting Concerns about Students, Interns, and Volunteers: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_chat2/<br />
* Evaluation: https://www.surveymonkey.com/r/JRXMV3F<br />
<br />
<br />
Jump to:<br />
[[#Teens and Student Workers|Teens and Student Workers]] | [[#Volunteers and Staff|Volunteers and Staff]] | [[#Celebrating Success|Celebrating Success]] | [[#Ethics of Hiring|Ethics of Hiring]]<br />
<br />
=== Teens and Student Workers ===<br />
* [https://olcsmalllibraries.wordpress.com/2010/04/02/no-budget-no-time-no-problem/ No Budget? No Time? No Problem!] - Blog post from the Ohio Library Council by RoseMary Honnold discussing how community teens can be engaged in the work of collections.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2016-presentations/to-the-big-stage-on-a-small-budget-from-special-collections-to-archive-2-0/ To the Big Stage on a Small Budget: From Special Collections to Archive 2.0] - A presentation by Julie Pinnell for the 2016 Big Talk From Small Libraries [http://nlcblogs.nebraska.gov/bigtalk/ online conference] discussing the use of Doane College students to process the college archive.<br />
* [http://newprairiepress.org/culsproceedings/vol1/iss1/8/ Archival Internships: Creating Real World Learning Beyond the Classroom] - An article from the College & University Libraries Section (CULS) of the Kansas Library Association by Lorraine Madway (CULS Proceedings, Vol. 1, 2011, no. 1). Presents findings from the internship program at Wichita State University Libraries and offers practical advice for establishing an internship program.<br />
* [http://cupola.gettysburg.edu/librarypubs/53/ Undergraduate Library Internships and Professional Success] - A downloadable pdf poster by staff at Gettysburg College reporting on the impact undergraduate library internships had on the development of student career goals.<br />
* [http://www.nyarc.org/content/training-future-librarians-and-enhancing-digital-and-print-collections-m-lead-ii-comes Training Future Librarians and Enhancing Digital and Print Collections: M-LEAD II Comes to a Successful End] - A 2015 report by Kim Loconto on the [https://www.imls.gov/ IMLS] funded Museum Library Education and Digitization [M-LEAD] grant which allowed interns to gain a wide range of experiences with practical, hands-on projects.<br />
* [http://www.businessnewsdaily.com/8394-create-internship-program.html Creating a Successful (and Legal) Internship Program] - A 2015 article from Business News Daily by Nicole Fallon Taylor. A basic overview for creating an internship program that will be beneficial to the intern, productive for the organization, and meet current employment laws.<br />
* [http://www2.archivists.org/standards/best-practices-for-internships-as-a-component-of-graduate-archival-education Best Practices for Internships as Components of Graduate Archival Education] - A downloadable best practices guide from the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Volunteers and Staff ===<br />
* [http://www.connectingtocollections.org/archivecollectionscare/ Connecting to Collections Care Staff and Volunteer Management for Collections Care] - Webinar 6 in the Collections Care Basics: Where Do I Begin? webinar series. Originally presented by Donia Conn in 2013. The webinar section contains links to the recording, PowerPoint presentation, and a number of additional readings and resources related to the topic.<br />
* [http://www.slideshare.net/volunteermatch/creating-a-comprehensive-engaging-volunteer-training-program Creating a Comprehensive & Engaging Volunteer Training Program] - A 2013 SlideShare presentation by Jennifer Bennett and Matt Wallace. Hosted by VolunteerMatch Learning Center.<br />
* [http://files.archivists.org/pubs/free/Resources_for_Volunteers-Final-V3.pdf Resources for Volunteer Programs in Archives] - A 2012 joint publication, available as a PDF, from the National Archives and Records Administration (NARA) and the Society of American Archivist (SAA) that provides descriptions of volunteer projects undertaken at various archives as well as a "Tools Shared by Archives" section with examples of volunteer questionnaires and applications, volunteer standards of conduct, volunteer handbook, and additional resources.<br />
* [http://www.connectingtocollections.org/seeding-engagement-and-cultivating-volunteers-through-crowdsourcing/ Seeding Engagement and Cultivating Volunteers through Crowdsourcing] - A Connecting to Collections Care webinar originally presented in July 2016 by Meghan Ferriter. Dr. Ferriter shares the crowdsourcing experience of the [https://transcription.si.edu/ Smithsonian Transcription Center (TC)] and how their experience can be adapted to other projects.<br />
* [http://www.infotoday.com/cilmag/oct14/Zastrow--Crowdsourcing-Cultural-Heritage.shtml Crowdsourcing Cultural Heritage: 'Citizen Archivists' for the future] - A 2014 article by Jan Zastrow published in Computers in Libraries (Vol. 34, No. 8, October 2014).<br />
* [http://alm.axiell.com/infographic-leveraging-volunteers-and-crowdsourcing-digitisation?utm_source=Axiell+ALM+-+Non-Customer+Newsletter&utm_campaign=6f296c7bbf-Prospect+Newsletter+February&utm_medium=email&utm_term=0_00e6b7cbf3-6f296c7bbf-143955453 Leveraging Volunteers and Crowdsourcing for Digitisation] - A February 2017 infographic that shares results of research conducted by [http://mcn.edu/ MCN] and [http://alm.axiell.com/ Axiell] involving over 100 Museums and Archives from around the world.<br />
* Examples of Crowdsourcing volunteer projects:<br />
** [https://www.flickr.com/photos/8623220@N02/ Library of Congress Flickr Feed]<br />
** [https://diyhistory.lib.uiowa.edu University of Iowa DIY History]<br />
** [https://transcription.si.edu Smithsonian Transcription Project]<br />
** [https://www.archives.gov/citizen-archivist/transcribe US National Archives - Citizen Archivist Transcription Project]<br />
* [http://oregonstate.edu/ua/ncs/archives/2010/feb/business-students-raise-funds-haiti-learn-value-%E2%80%98blitz-project%E2%80%99 Business students raise funds for Haiti, learn value of 'blitz project'] - A short 2010 article describing a blitz project by Oregon State University College of Business students.<br />
* Yellowstone National Park Blitz projects<br />
** [https://www.nps.gov/yell/blogs/Using-a-Team-Approach-to-Expose-Yellowstone-s-Hidden-Collections.htm Using a Team Approach to Expose Yellowstone's Hidden Collections] (July 10, 2014), by Anne Foster<br />
** [https://www.nps.gov/yell/blogs/Bringing-Yellowstone-Back-Home-Using-the-Archives-Blitz-as-a-Framework-for-Other-Institutions.htm Bringing Yellowstone Back Home: Using the Archives Blitz as a Framework for Other Institutions] (October 7, 2014), by Anna Trammell<br />
** [https://www.nps.gov/yell/blogs/Keys-to-a-Blissful-Blitz.htm Keys to a Blissful Blitz] (March 12, 2015), by Kiley Hayes<br />
* [http://www.aam-us.org/resources/online-programs/human-resources-webinars Human Resources Recorded Webinars] - A series of webinars from the American Alliance of Museums ([http://www.aam-us.org/home AAM]) on a variety of topics related to staff and volunteers.<br />
* [https://aamv.wildapricot.org/ American Association for Museum Volunteers (AAMV)] - An association supporting the museum volunteer management community. Their website includes some resources freely available to non-members.<br />
* [http://peabody.yale.edu/volunteer Volunteer Page for the Yale Peabody Museum of Natural History] - Provides an example of a well-designed volunteer page including a link to the Yale Peabody volunteer application.<br />
** [http://peabody.yale.edu/sites/default/files/documents/volunteer/volunteer_application_form.pdf Yale Peabody Museum Volunteer application example]<br />
* [http://themuseum.org/sites/default/files/volunteeragreement.pdf Volunteer Code of Ethics and Professional Standards] - A standard from the [http://themuseum.org/ Alexandria Museum of Art] that can be used as a model for other institutions.<br />
* [http://www.connectingtocollections.org/outreach/ Involving the Public in Your Preservation Efforts] - A Connecting to Collections Care webinar from 2013 showcasing work from a number of institutions in celebration of Preservation Week. The page contains links to referenced projects and resources.<br />
* [http://www2.archivists.org/standards/best-practices-for-volunteers-in-archives Best Practices for Volunteers in Archives] - A downloadable resource by the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_45_-_Creating_a_Successful_Volunteer_Program.pdf Building a successful museum volunteer services program] - A technical bulletin by Robbin Davis produced by the Oklahoma Museums Association (July 2007).<br />
* [http://www.wildapricot.com/blogs/newsblog/2015/05/13/top-challenges-with-volunteer-engagement-retention Top Challenges with Volunteer Engagement & Retention] - A 2015 post by Lori Halley on the [http://www.wildapricot.com/academy Wild Apricot Membership Academy] blog that discusses challenges and solutions to some of the most frequent volunteer issues. Also includes links to a Wild Apricot webinar on volunteers and other resources.<br />
* [http://www.wildapricot.com/academy/expert-webinar-series/converting-volunteers-from-joiners-to-stayers Converting Volunteers from Joiners to Stayers] - A 2015 webinar presented by Tobi Johnson as part of the Wild Apricot Expert Webinar Series.<br />
* [https://americanlibrariesmagazine.org/2016/05/31/recruiting-retaining-library-volunteers/ Recruiting and Retaining Volunteers] - A 2016 post by Kaitlin Throgmorton on the American Libraries blog.<br />
* [http://wikis.ala.org/professionaltips/index.php?title=Volunteers ALA Volunteers Wiki] - A wiki page from the American Library Association (ALA) that compiles a number of different resources about volunteers in libraries.<br />
* [http://www.alastore.ala.org/detail.aspx?ID=3069 Managing Library Volunteers, Second Edition] - A 2011 book by Preston Driggers and Eileen Dumas published by the American Library Association. Link goes to the book description in the ALA store.<br />
* [http://www.mcfarlandbooks.com/book-2.php?id=978-0-7864-9780-5 Library Volunteers Welcome! Strategies for Attracting, Retaining, and Making the Most of Willing Helpers] - A 2016 book edited by Carol Smallwood and Lura Sanborn (McFarland & Company). Link goes to the book description on the McFarland website.<br />
* [https://www.taprootplus.org/ Taproot+] - A connection service claiming to be "the best way for nonprofits to find pro bono help and for skilled volunteers to provide it."<br />
* [https://www.serviceleader.org/leaders/firing A Few Pointers on the Unpleasant Topic of Firing Volunteers] - A post by Sarah Jane Rehnborg on the ServiceLeader.org website hosted by the University of Texas at Austin. Other volunteer resources can also be found on this page.<br />
* [http://www.volunteerhub.com/blog/when-helping-hands-hurt-your-cause/ When Helping Hands Hurt your Cause] - A 2008 post by Fonda Kendrick on the VolunteerHub website.<br />
* [http://www.volunteerhub.com/blog/difficult-volunteers/ Dealing with Difficult Volunteers] - A 2014 post by Krista Balbach on the VolunteerHub website. Includes a list of resources.<br />
* [http://nonprofithub.org/featured/break-say-volunteers/ The Break-Up: How to Say No to Volunteers] - A post by Lincoln Arneal on the Nonprofit Hub.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Celebrating Success ===<br />
* [http://www.bridging-the-gap.com/join-your-distributed-team-in-virtual-celebration/ How to Celebrate Project Success with a Distributed Team] - A resource compiled with input from a Virtual Facilitators Forum on LinkedIn to help build teams even when members are dispersed.<br />
* [https://thesavvypm.wordpress.com/2008/05/21/how-to-celebrate-success-throughout-your-projects/ How to Celebrate Success Throughout Your Projects] - A 2008 blog post from [https://thesavvypm.wordpress.com/about/ Making Things Happen] on developing an environment of ongoing celebration of success.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Ethics of Hiring ===<br />
* [https://www.shrm.org/about-shrm/pages/bylaws--code-of-ethics.aspx SHRM Code of Ethical and Professional Standards in Human Resource Management] - From the Society for Human Resources Management ([https://www.shrm.org SHRM]), guidelines for ethical Human Resources management. Includes a comprehensive guide for developing your own organizational Code of Ethics.<br />
* [https://www.cornerstoneondemand.com/rework/why-path-good-ethics-starts-human-resources Why the Path to Good Ethics Starts in Human Resources] - A 2013 blog post from Chris MacDonald on Company Culture.<br />
* [http://wiki.wearedynamo.org/index.php/Guidelines_for_Academic_Requesters Guidelines for Academic Requestors] - Guidelines specifically related to the ethical hiring of Turkers through [https://www.mturk.com/mturk/welcome Amazon Mechanical Turk] for outsourced academic projects but could be applied more broadly.<br />
* [http://futureofmuseums.blogspot.com/2016/10/volunteers-and-museum-labor_18.html Volunteers and Museum Labor] - A 2016 blog post by Elizabeth Merritt from the [http://www.aam-us.org/resources/center-for-the-future-of-museums Center for the Future of Museums] (An American Alliance of Museums Initiative) that considers the challenges of volunteers versus professional staff in museums.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Collection access: Describing, cataloging, and processing with the future in mind ==<br />
The resources available in this section try to provide guidance on the sometimes complicated world of description and processing. We understand that while GLAM organizations have many things in common, processing is often handled differently depending on the field. As we learn to work together, we hope that exploring best practices from different areas will help us move towards greater interoperability in the future.<br />
<br />
Additional information on the February 1, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar4 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p3bvg34fflb/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_slides/<br />
* Transcript of presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_transcript/<br />
** Chat 1, What is cataloging? https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat1/<br />
** Chat 2, Cataloging concerns: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat2/<br />
** Chat 3, Legacy Data & You: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat3/<br />
* Evaluation: https://www.surveymonkey.com/r/JT9PCKG<br />
<br />
Jump to:<br />
[[#Communities|Communities]] | [[#General_3|General]] | [[#Institutional Ethics|Institutional Ethics]] | [[#Cataloging and Metadata Standards|Cataloging and Metadata Standards]] | [[#Data Management Tools|Data Management Tools]] | [[#Collection Management Systems|Collection Management Systems]] | [[#Controlled Vocabularies and Thesauri|Controlled Vocabularies and Thesauri]] | [[#Tutorials and Online Learning|Tutorials and Online Learning]]<br />
<br />
=== Communities ===<br />
* [https://listserv.syr.edu/scripts/wa.exe?A0=AUTOCAT AutoCat] - A general cataloging listserv, primarily for libraries but open to everyone.<br />
* [http://listserv.oclc.org/archives/oclc-cat.html OCLCCAT] - An OCLC sponsored cataloging listserv open to everyone.<br />
* [https://docs.google.com/forms/d/e/1FAIpQLSc3WCCi2_03rkbSwGVbE0rQwYFSxvL6THz6GRZY8HAbijaK4w/viewform Metadata Support Group] - A Slack forum sponsored by the Digital Library Federation ([https://www.diglib.org/ DLF]). Requires registration and a Slack account but not membership in DLF. <br />
* [http://www.archivists.org/saagroups/lonearr/resources.asp SAA Lone Arrangers listserv] - Hosted by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and open to members and non-members. <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Community] - A space for those using or interested in using the Nomenclature 4.0 resource from the American Association for State and Local History ([http://www.aaslh.org/ AASLH]).<br />
* [http://www.connectingtocollections.org/groups/connecting-to-collections-care-online-community/forum/ Connecting to Collections Care Forum] - A space to ask questions about collections care and receive answers from peers and forum monitors. Requires registration for participation.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== General ===<br />
* [http://firstmonday.org/article/view/1628/1543 Metadata for All: Descriptive Standards and Metadata Sharing Across Libraries, Archives, and Museums] - An article from [http://firstmonday.org/index First Monday], a peer reviewed journal on the internet, by Mary W. Elings and Gunter Waibel (Vol. 12, No. 3, 5 March 2007).<br />
* [http://www.alastore.ala.org/nealschuman/companionwebsite/metadata-digital-collections/ Metadata for Digital Collections: A How-to-Do-It Manual] - A 2004 book by Steven J. Miller. Link goes to a Companion Website for the manual that includes resources, chapter supplements, and additional information.<br />
* [https://protekvaults.com/the-art-and-science-of-descriptive-metadata/ The art and science of descriptive metadata: Classifying your film archive for identification and discovery] - A general overview, with examples, of metadata by Tim Knapp of [https://protekvaults.com/ PRO-TEK Vaults]<br />
* [http://freeyourmetadata.org/ Linked Data for Libraries, Archives, and Museums] - A book and website on getting the most from your metadata. <br />
* [https://www.clir.org/pubs/reports/spiro/spiro_Jan13.pdf Archival Management Software: A Report for the Council on Library and Information Resources] - A pdf 2009 report for the Council on Library and Information Resources ([https://www.clir.org CLIR]) by Lisa Spiro<br />
* [http://resource.aaslh.org/view/building-digital-archives-lessons-learned-from-four-crowdsourced-online-projects/ AASLH Audio Recording: Building Digital Archives: Lessons Learned From Four Crowdsourced Online Projects] - An audio download of the session from the 2014 Annual Meeting of the [http://www.aaslh.org/ AASLH].<br />
* [http://www.gallerysystems.com/resources/free-resources/ Gallery Systems Free Collections Management Resources] - A collection of free collections management resources compiled by [http://www.gallerysystems.com/ GallerySystems].<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/12/Collections-Access-and-the-use-of-Digital-Technology.pdf Collections Access and the use of technology in museums] - A report by the Norfolk Museums and Archaeology Service, 2012. <br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Collections Trust: Benchmarks in Collections Care] - Self-Assessment checklist developed by [http://www.collectionstrust.org.uk/ Collections Trust] to encourage thinking about collection care activity during the organizations planning cycle.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - An extensive collection of resources arranged by topic.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-15-FINAL.pdf Will They Populate the Boxes? Piloting a Low-Tech Method for Capturing Executive E-mail and a Workflow for preserving It at the University of Michigan] - A 2013 case study by Aprille Cooke McKay published by the Society of American Archivists (SAA) that covers the process of engaging administration in the process of tagging new materials to add to the archive.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Institutional Ethics ===<br />
SEE ALSO [[#Ethics and Social Justice|Ethics and Social Justice]]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/code-of-ethics American Alliance of Museums (AAM) Code of Ethics for Museums]<br />
* [http://www.ala.org/advocacy/proethics American Library Association (ALA) Professional Ethics] <br />
* [http://archivists.org/statements/saa-core-values-statement-and-code-of-ethics Society of American Archivists (SAA) Core Values Statement and Code of Ethics] <br />
* [http://www2.archivists.org/groups/saa-council/ala-saa-joint-statement-on-access-guidelines-for-access-to-original-research-materials ALA-SAA Joint Statement on Access: Guidelines for Access to Original Research Materials]<br />
* [http://www.artdealers.org/about/code-of-ethics-and-professional-practices Art Dealers Association of America (ADAA) Code of Ethics and Professional Practices]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Cataloging and Metadata Standards ===<br />
The resources listed below may require registration or subscription for access. While some are freely available online, others are fee-based.<br />
<br />
Jump to: [[#General_4|General]] | [[#Description Standards|Description Standards]] | [[#Encoding Standards|Encoding Standards]]<br />
<br />
==== General ====<br />
* [http://www.loc.gov/standards Standards at the Library of Congress] - A listing of all of the standards maintained by the Library of Congress<br />
* [http://www.getty.edu/research/publications/electronic_publications/intrometadata/crosswalks.html Metadata Standards Crosswalk] - A useful online spreadsheet from Getty that shows how a selection of well-used metadata standards may interact with each other.<br />
* [https://www.loc.gov/marc/marc2dc.html MARC to Dublin Core Crosswalk] - A detailed resource from the Library of Congress to help manage the conversion of metadata from MARC to Dublin Core. A link to the [https://www.loc.gov/marc/dccross.html Dublin Core to MARC Crosswalk] is also available on the page.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case7Final.pdf Standards and Standards Development: The Development of Digital Records Conversion Process (ANSI/ARMA 6-2007)] - A 2008 Case Study from the Society of American Archivists (SAA) that addresses several critical questions about standards in archives.<br />
* [http://www.niso.org/publications/press/understanding_metadata Understanding Metadata: What is Metadata, and What is it For?: A Primer] - A 2017 update by Jenn Riley published by [http://www.niso.org/home/ NISO] Press. Link goes to a PDF version. Additional NISO press resources can be found [http://www.niso.org/publications/press/ here].<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Description Standards ====<br />
* RDA: Resource Description and Access - Cataloging standard that replaced AACR2 and RDA is based on the FRBR (Functional Requirements for Bibliographic Records) and FRAD (Functional Requirements for Authority Data) concept models<br />
** [http://www.loc.gov/aba/rda/ Information from the Library of Congress]<br />
** [https://www.oclc.org/rda/about.en.html Information from OCLC]<br />
** [https://access.rdatoolkit.org/ RDA Toolkit]<br />
* AACR2: Anglo-American Cataloging Rules - Standards to build catalogs in general libraries of all sizes. No longer being updated. Replaced by RDA. Still valid and used by some smaller organizations.<br />
** [http://www.aacr2.org/index.html AACR2 Homepage]<br />
* Describing Archives: A Content Standard (DACS), Second Edition - An output-neutral set of rules for describing archives, personal papers, and manuscript collections that can be used with any encoding standard including [[#MARC21|MARC21]], [[#EAD|EAD]], and [[#EAC|EAC]].<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-describing-archives-a-content-standard-dacs/dacs#.V5fD8q1zUiQ SAA DACS Official page]<br />
* Standards for Archival Description: A Handbook - 1994 Handbook of the Society of American Archivists (SAA) describing technical standards, conventions, and guidelines used by archivists to describe holdings and repositories.<br />
** [http://www.archivists.org/catalog/stds99/index.html SAA page to download the Handbook]<br />
* SNAC: Social Networks and Archival Context - A cooperative in development to create a more collaborative environment for discovering records related to historical persons.<br />
** [http://socialarchive.iath.virginia.edu/ SNAC Prototype Research & Development Cooperative Program]<br />
** [http://www.snaccooperative.org SNAC Prototype Site]<br />
* PREMIS: Preservation Metadata: Implementation Strategies - A data dictionary developed as the international standard for metadata to support the preservation of digital objects and ensure their long-term usability.<br />
** [http://www.loc.gov/standards/premis/ Library of Congress PREMIS Official Web Site]<br />
* PBCORE: Public Broadcasting Metadata Dictionary Project - An XML metadata schema designed for sound and moving images that is both a content and data standard.<br />
** [http://pbcore.org/ PBCore homepage]<br />
** [http://pbcore.org/blog/ PBCore blog]<br />
* The Small Museums Cataguing Manual: A guide to cataloguing object and image collections - 4th edition of the guide (2009) published by Museums Australia (Victoria)<br />
** [http://www.mavic.asn.au/assets/Small_Museums_Cataloguing_Manual_4th.pdf The Small Museums Cataloguing Manual]<br />
* NPS Museum Handbook, Part II: Museum Records - A publication of the National Parks Service, downloadable as a pdf file.<br />
** [https://www.nps.gov/museum/publications/MHII/mushbkII.html NPS Museum Handbook, Part II: Museum Records]<br />
* The FIAF Moving Image Cataloguing Manual - Published by the International Federation of Film Archives ([http://www.fiafnet.org/ FIAF]) Cataloguing and Documentation Commission. Available for free as a pdf download<br />
** [http://www.fiafnet.org/pages/E-Resources/Cataloguing-Manual.html The FIAF Moving Image Cataloguing Manual]<br />
* Cataloging Cultural Objects: A Guide to Describing Cultural Works and Their Images - A data content standard for the cultural heritage community sponsored by the Visual Resources Association Foundation (VRAF)<br />
** [http://cco.vrafoundation.org/ CCO Commons]<br />
[[#toc|Table of Contents]]<br />
<br />
==== Encoding Standards ====<br />
* <div id="MARC21"></div>MARC21 - Encoding standards to make bibliographic and related information machine-readable<br />
** [https://www.loc.gov/marc/ Library of Congress MARC Standards]<br />
* BIBFRAME: Bibliographic Framework Initiative - A new bibliographic encoding standard being developed by the Library of Congress to replace MARC21. The new model is designed to express and link bibliographic data.<br />
** [https://www.loc.gov/bibframe/ Library of Congress BIBFRAME page]<br />
* <div id="EAC"></div>EAC-CPF: Encoded Archival Context - Corporate bodies, Persons, and Families - Extensible Markup Language (XML) Standard for encoding contextual information about persons, corporate bodies, and families. Maintained by the Society of American Archivists (SAA) in partnership with the Berlin State Library.<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-eac-cpf/encoded-archival-context-corporate-bodies-persons-and-families-eac-cpf#.V5I2KfkrJpg SAA EAC-CPF page]<br />
* <div id="EAD"></div>EAD: Encoded Archival Description - Standard for encoding Finding Aids for interoperability in an online environment.<br />
** [http://www.loc.gov/ead/ Library of Congress EAD Official Site]<br />
* DCMI: Dublin Core Metadata Initiative - A set of metadata vocabulary to use with the Resource Description Framework (RDF) and other Linked Data initiatives that follows Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH).<br />
** [http://dublincore.org/ Home page for the Dublin Core Metadata Initiative]<br />
** [http://www.dublincoregenerator.com/ Free Dublin Core Generator]<br />
* MODS: Metadata Object Description Schema - An XML schema for a bibliographic element set that may be used for a vaiety of purposes, and particularly for library applications. Maintained by the Library of Congress.<br />
** [http://www.loc.gov/standards/mods/ Library of Congress MODS page]<br />
* IIIF: International Image Interoperability Framework - An image encoding standard to unlock standard information on the web<br />
** [http://iiif.io/ IIIF Homepage]<br />
* RDF: Resource Description Framework - A framework to describe any internet resource developed by the World Wide Web Consortium (W3C)<br />
** [https://www.w3.org/RDF/ W3C Semantic Web RDF page]<br />
** [https://www.obitko.com/tutorials/ontologies-semantic-web/resource-description-framework.html RDF section on Ontologies and Semantic Web Tutorial]<br />
** [http://www.linkeddatatools.com/semantic-web-basics Introducing Linked Data and the Semantic Web] - Introducing RDF is section 2<br />
* VRA Core - a data standard for the description of works of visual culture as well as the images that document them.<br />
** [http://www.loc.gov/standards/vracore/ Library of Congress official VRA Core website]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Data Management Tools ===<br />
* [http://www.bitcurator.net/ BitCurator] <br />
* [http://coptr.digipres.org/Main_Page CPOTR: Community Owned Digital Preservation Tool Registry]<br />
* [https://scout.wisc.edu/cwis CWIS: Collection Workflow Integration System] <br />
* [http://www.datawatch.com/gated/data-wrangling/?msrc=GooglePPC-DP-wrang&gclid=CjwKEAjwiMe8BRD0ts3Vtv-ohWgSJAAZurk12EC7fBtj6D9nF-CXKxDkbgmxY8Xu50deWtN1lOgfaRoC0M3w_wcB Data Wrangler]<br />
* [http://www.sno.phy.queensu.ca/~phil/exiftool/ ExifTool] <br />
* [https://www.avpreserve.com/tools/fixity/ Fixity] <br />
* [https://github.com/LibraryOfCongress/bagger Library of Congress Bagger]<br />
* [http://marcedit.reeset.net/ MarcEdit]<br />
* [https://github.com/ISA-tools/OntoMaton OntoMaton]<br />
* [http://ontowiki.net OntoWiki]<br />
* [http://openrefine.org/ Open Refine]<br />
* [https://www.oxygenxml.com/ Oxygen: XML Editor]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Management Systems ===<br />
The below systems are not an endorsement of the product by CLIR, just suggestions to highlight the range of systems available. This is not a comprehensive list of all systems available. We tried to include low cost and/or open source system options when possible.<br />
<br />
Jump to: [[#How to Choose|How to choose]] | [[#Gallery|Gallery]] | [[#Library|Library]] | [[#Archive|Archive]] | [[#Museum|Museum]] | [[#Online Exhibits|Online Exhibits]]<br />
<br />
==== How to choose ====<br />
SEE ALSO: [[#Selecting_the_best_collection_management_system|1.2 Selecting the Best Content Management System]]<br />
<br />
* [https://www.historyassociates.com/resource/guides/selecting-a-cloud-based-cms/ Selecting a Cloud-Based Museum Collections Management System] - Five area to consider when selecting a system from [https://www.historyassociates.com/ History Associates, Inc.]<br />
* [https://www.historyassociates.com/resource/articles/how-do-we-select-a-collections-management-system/ How Do We Select a Collections Management System?] - An article from [https://www.historyassociates.com/ History Associates, Inc.] on the process of system selection from contacting a vendor to data migration.<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - A downloadable report from [https://www.historyassociates.com/ History Associates, Inc.] to highlight the most common mistakes they've seen when selecting a CMS. Can be applied to all GLAM organizations.<br />
* [https://rowman.com/ISBN/9781442230132/The-Small-Library-Manager%27s-Handbook How to Choose the Right ILS for Your Library] - Chapter in The Small Library Manager's Handbook (book).<br />
* [http://go.gallerysystems.com/feature.html Choosing the Right CMS] - A downloadable guide from [http://www.gallerysystems.com/ GallerySystems] that provides 5 steps for the selection process as well as sample worksheets, checklists, and links to additional resources.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-14-FINAL.pdf Partnering with IT to Identify an Commercial tool for Capturing Archival E-mail of University Executives at the University of Michigan] - A 2013 case study from the Society of American Archivists by Aprille Cooke McKay that discusses partnering with IT to issue an RFP for a new system.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Gallery ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Library ====<br />
* [https://cslainfo.org/?page_id=3735 General recommendations for smaller institutions] - From the Church & Synagogue Library Association<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [http://lucidea.com/inmagic/ Inmagic] <br />
* [https://www.libib.com/ Libib] <br />
* [http://www.libraryworld.com LibraryWorld]<br />
* [http://www.mlasolutions.com Mandarin] <br />
* [http://www.readerware.com/index.php Readerware] <br />
* [http://www.resourcemate.com/ ResourceMate] <br />
* [https://www.librarycat.org/ TinyCat] <br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Archive ====<br />
* [http://archiviststoolkit.org/ Archivists’ Toolkit]- Available for download, but no longer being updated<br />
* [http://archivesspace.org/ ArchivesSpace] <br />
* [https://www.accesstomemory.org/en/ AtoM]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://boktowergardens.org/tower-gardens/library-archives/resources/ MS Access Finding Aid Creator] - offered by [https://boktowergardens.org/ Bok Tower Gardens]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Museum ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectionspace.org/ CollectionSpace]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://mukurtu.org/ Mukurtu] - Designed with indigenous communities in mind<br />
* [http://www.museumsoftware.com PastPerfect]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Online Exhibits ====<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/emuseum/ eMuseum] <br />
* [https://jekyllrb.com/ Jekyll] <br />
* [https://omeka.org/ OMEKA] <br />
* [http://projectmirador.org/ Mirador] - For collections that support the International Image Interoperability Framework ([http://iiif.io/ IIIF]) API <br />
* [https://wordpress.com/ WordPress]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Controlled Vocabularies and Thesauri ===<br />
* [http://getty.edu/research/tools/vocabularies/ The Getty Research Institute Vocabularies] <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Committee]<br />
* [http://gawainweaver.com/images/uploads/Photographic%20Process%20Controlled%20Vocabulary_v1.pdf Photographic Process Controlled Vocabulary]<br />
* [http://authorities.loc.gov Library of Congress Authorities]<br />
* [http://id.loc.gov/ LC Linked Data Service: Authorities and Vocabularies] <br />
* [http://www.conservation-wiki.com/wiki/Lexicon_Terms American Institute for Conservation Lexicon Terms]<br />
* [http://www.bgbm.fu-berlin.de/iapt/nomenclature/code/SaintLouis/0000St.Luistitle.htm International Code of Botanical Nomenclature]<br />
* [http://orcid.org/ ORCID] <br />
* [https://app.pch.gc.ca/application/dvp-pvd/appli/descr-eng.php Parks Canada Descriptive and Visual Dictionary of Objects]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Tutorials and Online Learning ===<br />
There are many options for online learning. The following list is a sampling of free or low cost options to enhance understanding of cataloging and processing techniques.<br />
<br />
* [https://www.youtube.com/playlist?list=PL098F0952877CDE31 Association for Library Collection & Technical Services (ALCTS) YouTube Channel, Cataloging topic]<br />
* [http://www.connectingtocollections.org/archivedigital/ Caring for Digital Materials: Preventing a Digital Dark Age] - A Connecting to Collections Care Webinar Series<br />
* [https://www.codecademy.com/ Codecademy]<br />
* [https://www.oclc.org/support/training/portfolios/cataloging-and-metadata/connexion-client/tutorials.en.html OCLC Tutorials]<br />
* [http://www.oclc.org/support/training/calendars/cataloging-training-calendar.en.html OCLC Cataloging Skills Training Calendar] - Includes some fee based training<br />
* [http://www.oclc.org/support/documentation/cataloging.en.html OCLC documentation, practices, and programs] <br />
* [https://www.carli.illinois.edu/products-services/i-share/cat/basic-cataloging-resources Basic Cataloging Resources from CARLI (Consortium of Academic Research Libraries in Illinois)]<br />
* [https://www.youtube.com/user/LibTec203/videos Cataloging Course] - A YouTube introduction to cataloging by LibTec203]<br />
* [http://librarysciencelist.com/free-online-courses-for-librarians/ 20+ Awesome Free Online Librarian Courses]<br />
* [https://www.webjunction.org/explore-topics/ils-ddb.html WebJunction Integrated Library Systems & Databases Topic] <br />
* [http://online.vraweb.org/cgi/viewcontent.cgi?article=1061&context=vrab FRBR and TMS: Applying a Conceptual Organizational Model for Cataloguing Photographic Archives]<br />
* [http://special-cataloguing.com/cheats SLC Cheat Sheets] - A collection of cataloging cheat sheets for a wide range of material types mostly developed by Mac Elrod and hosted by Special Libraries Cataloging ([http://www.special-cataloguing.com/ SLC]).<br />
* [https://dp.la/info/2015/10/07/new-self-guided-curriculum-for-digitization/ DPLA Curriculum for Digitization] - A self-guided, online learning experience developed by the [https://dp.la/ Digital Public Library of America]. The curriculum is intended for digitization beginners from a variety of cultural heritage institutions.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Overcoming project hurdles: Approaches to identifying and managing collection red flags ==<br />
The resources included in this section are presented to help organizations deal with areas in collections that may present problems and give managers the confidence to move forward with processing.<br />
<br />
Additional information on the February 8, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar5 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p93lcun8g78/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_slides<br />
* Scenarios discussed during the session: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_scenarios/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_transcript/<br />
** Chat 1, Swingate Public Library: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat1/<br />
** Chat 2, Dealing With the Past: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat2/<br />
** Chat 3, Collecting in the Now: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat3/<br />
** Chat 4, Access to Offensive Materials: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat4/<br />
** Chat 5, Community Archives Project: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat5/<br />
** Chat 6, Final Q&A: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat6/<br />
* Evaluation: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
<br />
Jump to:<br />
[[#Creating Policies for Collection Building|Creating Policies for Collection Building]] | [[#Rights, Copyright, and Legal Dilemmas|Rights, Copyright, and Legal Dilemmas]] | [[#Ethics and Social Justice|Ethics and Social Justice]] | [[#Hazardous Materials|Hazardous Materials]] | [[#Culturally Sensitive and Tough Topic Collections|Culturally Sensitive and Tough Topic Collections]] | [[#Sample Projects and Collections|Sample Projects and Collections]]<br />
<br />
<br />
=== Creating Policies for Collection Building ===<br />
SEE ALSO [[#Developing and Evaluating Institutional Documentation|Developing and Evaluating Institutional Documentation]]<br />
* [http://www2.archivists.org/publications/brochures/deeds-of-gift SAA A Guide to Deeds of Gift]<br />
* [http://resource.aaslh.org/view/sample-deed-of-gift/ AASLH StEPS Resource: Sample Deed of Gift]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types hosted by the Florida Association of Museums ([http://www.flamuseums.org/ FAM]) <br />
* [http://www.aam-us.org/docs/default-source/continuum/developing-a-cmp-final.pdf?sfvrsn=4 AAM Reference Guide: Developing a Collections Management Policy]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/collections-stewardship American Alliance of Museums (AAM) Standards Regarding Collections Stewardship]<br />
* [https://www.wisconsinhistory.org/pdfs/la/LIB-WHRAB-Records-Policy-Libraries-WAPL.pdf Creating a Collection Development Policy for Local Historical Records in Public Libraries] - A pdf resource from the [http://www.wisconsinhistory.org/Content.aspx?dsNav=N:4294963828-4294963805&dsRecordDetails=R:CS3558 Wisconsin Historical Records Advisory Board] and the [http://wla.wisconsinlibraries.org/wapl Wisconsin Association of Public Librarians] (April 1998).<br />
* [http://sustainableheritagenetwork.org/collection/support-documents-community-decision-making Support Documents for Community Decision Making] - A collection of documents provided by the [http://sustainableheritagenetwork.org/home Sustainable Heritage Network] that help organizations makes decisions regarding access, circulation, and ownership of cultural materials.<br />
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<br />
=== Rights, Copyright, and Legal Dilemmas ===<br />
Resources included are for reference only and do not represent legal advice. Most apply only to U.S. law; other countries may have different rules and guidelines.<br />
<br />
* [http://rightsstatements.org/en/ Digital Public Library (DPL) Rights Statements] <br />
* [http://ohda.matrix.msu.edu/2012/06/a-creative-commons-solution/ Oral History Interviews: “Who Owns Oral History? A Creative Commons Solution,"]<br />
* [http://ohda.matrix.msu.edu/2012/06/major-legal-challenges/ Major Legal Challenges Facing Oral History In The Digital Age] - A detailed 2014 article by John Neuenschwander on the IMLS Oral History in the Digital Age blog. Includes references.<br />
* [http://www.connectingtocollections.org/the_deaccessioning_dilemma_laws_ethics_and_actions/ The Deaccessioning Dilemma: Laws, Ethics, and Actions] - A 2015 Connecting to Collections Care webinar presented by John E. Simmons.<br />
* [http://learn.aaslh.org/event/webinar-steps-lab-1-deaccessioning-the-devils-in-the-details/ Deaccessioning: The Devil’s in the Details] - A webinar in the AASLH StEPs program (fee)<br />
* [http://www2.archivists.org/groups/technical-subcommittee-on-guidelines-for-reappraisal-and-deaccessioning-ts-grd/guidelines-for-reappraisal-and-deaccession SAA Guidelines for Reappraisal and Deaccessioning] - A pdf document from the Society of American Archivists (SAA)<br />
* [http://archive.cmsimpact.org/fair-use/best-practices/code-best-practices-fair-use-academic-and-research-libraries The Code of Best Practices in Fair Use for Academic and Research Libraries] - Can be used as a model to develop institutional policies regarding fair use and online access.<br />
* [http://copyright.cornell.edu/resources/publicdomain.cfm Cornell’s Copyright Term and the Public Domain in the US] - An easy to use chart to reference when particular types of items move into the public domain. Originally published by [http://vivo.cornell.edu/display/individual23436 Peter B. Hirtle] who has published a number of copyright resources. Updated annually.<br />
* [http://fairuse.stanford.edu/charts-and-tools/ Copyright & Fair Use Resources from Stanford University Libraries] - A number of charts and tools discussing copyright, fair use, and best practices.<br />
* [http://fairuse.stanford.edu/overview/website-permissions/websites/ Websites: Five Ways to Stay Out of Trouble] - A resource from the Stanford University Libraries Copyright & Fair Use website dealing specifically with website usage and rights.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - Select "Legal Issues" from the list for an extensive list of related resources.<br />
* [http://www2.archivists.org/publications/brochures/copyright-and-unpublished-material SAA’s Copyright and Unpublished Material: An introduction for Users of Archives and Manuscript Collections] - A downloadable and printable resource that answers basic questions.<br />
* [http://www2.archivists.org/groups/intellectual-property-working-group/well-intentioned-practice-for-putting-digitized-collections-of-unpublished-materials- Well-intentioned Practice for Putting Digitized Collections of Unpublished Materials Online (W-iP)] - A 2011 document developed by [http://www.oclc.org/research.html OCLC Research] and supported by the [http://www2.archivists.org/groups/intellectual-property-working-group SAA's Intellectual Property Working Group] to help move institutions forward with digitization of unpublished archival materials whose rights holders are often difficult to identify and contact.<br />
* [http://www.nemanet.org/nemn/summer-2016/abandonned-property/# Found! Abandoned Property in the Museum] - A New England Museums Now 2016 reprint of a 2013 article from NEMA News on Legal Issues. Authored by Gilbert Whittemore and covers ten clear steps for dealing with undocumented items in collections.<br />
* [http://www2.archivists.org/groups/acquisitions-appraisal-section/abandoned-property-project SAA Abandoned Property Project] - A state-by-state listing of relevant abandoned property legislation compiled by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and updated as required.<br />
* [http://www.ala.org/acrl/standards/security_theft ACRL/RBMS Guidelines Regarding Security and Theft in Special Collections] - Guidelines developed by the Association of College & Research Libraries ([http://www.ala.org/acrl/ ACRL]) and its Rare Books and Manuscript Section ([http://www.ala.org/acrl/aboutacrl/directoryofleadership/sections/rbms/acr-rbmec RBMS]).<br />
* [http://publications.arl.org/rli279/ Research Library Issues (RLI) Special Issue on Special Collections and Archives in the Digital Age] - This June 2012 issue of RLI, published by the Association of Research Libraries ([http://www.arl.org/ ARL]), includes articles on legal matters associated with digitization, Deeds of Gifts, and copyright.<br />
* [http://www.localcontexts.org/ Local Contexts] - An initiative to support Native, First Nations, Aboriginal, and Indigenous communities in the management of their intellectual property within the digital environment by providing strategic resources and practical solutions.<br />
** [http://www.sfu.ca/ipinch/project-components/community-based-initiatives/special-initiative-traditional-knowledge-licensing-an/ Traditional Knowledge Licensing and Labeling Website 1.0] - A description of the creation of Traditional Knowledge (TK) that led to the development of the TK Labels shared in the Local Contexts website. <br />
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<br />
=== Ethics and Social Justice===<br />
SEE ALSO [[#Institutional Ethics|Institutional Ethics]]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/code-of-ethics/ Code of Ethics and Other Institutional Documents] - A 2013 educational module, including a webinar, from the Florida Connecting to Collections Series presented from the museum (Myriam Springuel) and library (Burt Altman) perspectives.<br />
* [http://archivaria.ca/index.php/archivaria/article/view/13557 From Human Rights to Feminist Ethics: Radical Empathy in the Archives] - A 2016 article by Michelle Caswell and Marika Cifor. Published in Archivaria, a journal of the Association of Canadian Archivists ([http://archivists.ca/ ACA]). Link is to abstract only.<br />
* [https://www.lib.ncsu.edu/social-media-archives-toolkit/legal Social Media Archives Toolkit: Legal and Ethical Implications] - A resource of the North Carolina State University Libraries providing insight into the legal and ethical issues of harvesting social media.<br />
* [https://points.datasociety.net/okcupid-data-release-fiasco-ba0388348cd#.2aoqi7ydb OKCupid data release fiasco: It's time to rethink ethics education] - A 2016 post by Annette Markham that addresses data releases from an ethics educator's perspective.<br />
* [http://cmsimpact.org/resource/beyond-hashtags-ferguson-blacklivesmatter-online-struggle-offline-justice/ Beyond the hashtags: #Ferguson, #Blacklivesmatter, and the online struggle for offline justice] - A 2016 downloadable report written by Deen Feelon, Charlton D. McIlwain, and Meredith D. Clark that analyzes the Black Lives Matter movement online and the implications for using online tools to encourage social and political change.<br />
* [https://news.docnow.io/surveillance-and-social-media-archiving-7ea21b77b807#.iahlvrb8h Surveillance and Social Media Archiving] - A transcript of remarks made by Bergis Jules during the 2016 Library of Congress symposium, Collections as Data: Stewardship and Use Models to Enhance Access. Includes link to slides and the symposium's full agenda.<br />
* [https://papers.ssrn.com/sol3/papers2.cfm?abstract_id=2779647 Where are Human Subjects in Big Data Research? The Emerging Ethics Divide] - A 2016 article by Jacob Metcalf and Kate Crawford published in Big Data and Society (Spring 2016).<br />
* [http://bdes.datasociety.net/wp-content/uploads/2016/10/Ursic-politiwoops.pdf The Right to be Forgotten of the Duty to be Remembered? Twitter data reuse and implications for user privacy] - A 2016 PDF case study by Helena Ursic (Leiden University) written for The Council for Big Data, Ethics, and Society.<br />
* [http://link.springer.com/article/10.1007/s10502-014-9220-6 Toward a survivor-centered approach to records documenting human rights abuse: lessons from community archives] - Link to abstract (full article available for purchase). A 2014 article by Michelle Caswell published in Archival Science.<br />
* [https://aprilhathcock.wordpress.com/2016/11/18/opening-up-the-margins/ Opening up the Margins] - A November 18, 2016 blog post by April Hathcock that combines her remarks at a number of venues about opening up "good scholarship" to marginalized communities.<br />
* [http://zinelibraries.info/code-of-ethics/ Zine Librarians Code of Ethics] - A downloadable (PDF or Word) version of an ethical code as it applies to librarians and archivists that handle zines.<br />
* [https://medium.com/on-archivy/archivesforblacklives-building-a-community-archives-of-police-violence-in-cleveland-93615d777289#.t6wnjelwu #ArchivesForBlackLives: Building a Community Archives of Police Violence in Cleveland] - The text of a 2016 talk by Jarrett M. Drake presented at the Digital Blackness conference on the panel Uploading Black History: Archiving Blacks' Lived Experiences.<br />
* [http://tararobertson.ca/2016/oob/ digitization: just because you can, doesn't mean you should] - A 2016 blog post by Tara Robertson that reflects on the ethics of digitization through the example of a pre-internet lesbian porn magazine that was recently digitized and placed on line.<br />
* [http://link.springer.com/article/10.1007/s10502-012-9180-7 Evidence, memory, identify, and community: four shifting archival paradigms] - Link to abstract (full article available for purchase). A 2013 article by Terry Cook published in Archival Science.<br />
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<br />
=== Hazardous Materials ===<br />
* [http://cool.conservation-us.org/coolaic/sg/bpg/annual/v24/bp24-13.pdf Archives Conservators Discussion Group 2005: Hazardous Holdings] - A pdf article by Linda Blaser and Susan Peckham summarizing the panel. Printed in The Book and Paper Group Annual 24 (2005), p. 73-83. <br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-7_1439925170012_eng.pdf?WT.contentAuthority=4.4.10 Mercury in Museum Collections] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/7, 2002. Also available online [http://canada.pch.gc.ca/eng/1439925170006 here].<br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-8_1439925170028_eng.pdf?WT.contentAuthority=4.4.10 Lead in Museusm Collections and Heritage Buildings] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/8, 2010. Also available online [http://canada.pch.gc.ca/eng/1439925170022 here].<br />
* [http://www.connectingtocollections.org/arsenic-and-old-lace-controlling-hazardous-collection-materials/ Arsenic and Old Lace: Controlling Hazardous Collection Materials] - A 2016 Connecting to Collections Care Webinar. Page includes links to slides and handouts.<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/08/How-To-Guide-Hazards.pdf Hazards in museum collections: A Collections Care How To Guide] - A pdf guide from SHARE Museums East, Norfolk Museums & Archeology Service, and CollectionsTrust.<br />
* [https://alaskawhitestuffid.wordpress.com/ What’s That White Stuff blog] - A blog sponsored by the Alaska State Museum offering advice about common issues in museums.<br />
* [http://www.loc.gov/preservation/care/film.html Library of Congress Care, Handling, and Storage of Motion Picture Film] - Resources and links from the Library of Congress.<br />
* [http://www.mavic.asn.au/insite/september-october-2012 Museums Australia Vicotoria INSITE, September - October 2012, Dangerous Collections Special Issue] - Includes articles on a variety of tough issues<br />
* [http://opensi.si.edu/index.php/smithsonian/catalog/book/64 Pesticide Mitigation in Museum Collections: Science in Conservation: Proceedings from the MCI Workshop Series] - 2010 publication from the [http://opensi.si.edu/index.php/smithsonian/catalog/series/SCMC Smithsonian Contributions to Museum Conservation series] that addresses the issue of pesticide removal from museum objects.<br />
* [http://anthropology.si.edu/cm/NMNH_Potential_Hazards_Disclosure_Statement_2010.pdf Statement on Potential Hazards (Inherent and Acquired) Associated with Collection Objects] - A 2010 policy statement from the Smithsonian National Museum of Natural History [http://anthropology.si.edu/index.html Department of Anthropology] that can be used as a model for other institutions.<br />
* [https://www.nps.gov/museum/publications/conserveogram/02-10.pdf Hazardous Materials in Your Collection] - National Park Service (NPS) [https://www.nps.gov/museum/publications/conserveogram/cons_toc.html Conserve O Gram] series, August 1998, Number 2/10.<br />
* [http://museumpests.net/ MuseumPests.net] - A product of the Integrated Pest Management Working Group and includes a number of resources for prevention, monitoring, identification, and solutions for pests in collection spaces.<br />
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<br />
=== Culturally Sensitive and Tough Topic Collections ===<br />
* [http://www2.nau.edu/libnap-p/protocols.html Protocols for Native American Archival Materials] - The Protocols were developed to provide best practices for culturally responsive care and use of Native American archival and documentary material held by non-tribal organizations. The document reflects a Native American perspective.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - This is a good, brief, article regarding culturally sensitive Native American images in a non-native institution. It very clearly lays out a respectful, real world application of balancing maximum access and respectful consultation.<br />
* [http://ailanet.org/resources/ American Indian Library Association Resources] - A listing of resources compiled by the American Indian Library Association <br />
* [http://canada.pch.gc.ca/eng/1448995219999 Canadian Conservation Institute Caring for Sacred and Culturally Sensitive Objects] - Guidelines developed in 2015 to present key considerations related to sacred and culturally sensitive objects in heritage collections.<br />
* [http://digitalcommons.usu.edu/westernarchives/vol6/iss1/3 Tribal Archives, Traditional Knowledge, and Local Contexts: Why the "s" Matters] - A 2015 article by Kimberly Christen in the Journal of Western Archives ([http://digitalcommons.usu.edu/westernarchives/ JWA] Vol. 6, Iss. 1, Article 3).<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.74.1.4233nv6nv6428521?code=same-site Opening Archives: Respectful Repatriation] - An article by Kimberly Christen published in The American Archivist (Vol. 74, Spring/Summer 2011) examining one collaborative archival project aimed at digitally repatriating and reciprocally curating cultural heritage materials of the Plateau tribes in the Pacific Northwest.<br />
* [https://medium.com/on-archivy/confronting-our-failure-of-care-around-the-legacies-of-marginalized-people-in-the-archives-dc4180397280#.gbb4nqug0 Confronting Our Failure of Care Around the Legacies of Marginalized People in the Archives] - Transcript and select slides from a 2016 talk by Bergis Jules presented at the [http://ndsa.org/ National Digital Stewardship Alliance] annual meeting.<br />
* [http://www.archivists.org/governance/taskforces/0208-NativeAmProtocols-IIIA.pdf Report: Task force to review ''Protocols for Native American Archival Materials''] - A PDF version of the 2008 Society of American Archivists (SAA) report.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - A 2014 Case Study in Archival Ethics by Ellen Ryan and completed for the Society of American Archivists (SAA).<br />
* [https://artmuseumteaching.com/2016/08/31/have-conversations-here/ Have Conversations Here: Supporting Productive Dialogue in Museums] - A 2016 post by Mike Murawski on [https://artmuseumteaching.com/ Art Museum Teaching] discussing the facilitation of conversations in museums about difficult events and topics.<br />
* [http://www.liverpoolmuseums.org.uk/ism/resources/museum_interpretation.aspx Interpreting Transatlantic Slavery: the role of museums] - A 1999 article from the International Slavery Museum by Anthony Tibbles.<br />
* [http://interpretingdifficulthistory.com/ Interpreting Difficult History at Museums and Historic Sites] - Book by Julia Rose <br />
* [http://findingcommunityengagingaudiences.blogspot.com/2013/12/difficult-issues-in-history-museums.html Difficult Issues in History Museums] - A 2013 post on the Finding Community blog.<br />
* [http://www2.archivists.org/sites/all/files/PreservationWorkshopsWithRestrictedResources-CaseStudy1_0.pdf SAA Case Studies on Diversifying the Archival Record] - Case #1: Preservation Workshops with Restricted Resources: Preserving Cham Manuscripts in Vietnam <br />
* [http://aamg-us.org/wp/wp-content/uploads/2015/01/Managing-Museum-Controversy.pdf Museum Best Practices for Managing Controversy] - A pdf document from the Association of Academic Museums and Galleries ([https://www.aamg-us.org/wp/ AAMG])<br />
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<br />
=== Sample Projects and Collections ===<br />
* [http://www.docnow.io/ Documenting the Now] - A collaborative project that aims to respect both the content creator and the potential researcher and seeks to find a user-friendly means of collecting and preserving the digital content of social media.<br />
* [https://www.saada.org/ South Asian American Digital Archive (SAADA)] - An independant, national, non-profit organization working to document, preserve, and share stories representing the voices of South Asian Americans.<br />
* [https://www.lib.utexas.edu/hrdi Human Rights Documentation Initiative (HRDI)] - A long-term preservation effort by the University of Texas Libraries to capture fragile and vulnerable records of human rights struggles worldwide, promote them, and make them accessible for research.<br />
* [https://xfrcollective.wordpress.com/ XFR Collective] - A non-profit organization partnering with many to preserve at-risk audiovisual media by providing low-cost digitization services.<br />
* [http://www.mipops.org/ Moving Image Preservation of Puget Sound (MiPoPs)] - A non-profit organization helping to preserve our cultureal heritage by assisting archives, libraries, and other organizations with the conversion of analog video recordings to digital formats according to archival best practices.<br />
* [http://www.dclibrary.org/labs/memorylab The Memory Lab at DC Public Library] - A service provided to the DC public that allows for personal preservation of AV materials. A model that other organizations can follow.<br />
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<br />
== Closing the loop: Project assessment and leveraging goals for future planning ==<br />
The resources included in this section provide additional information for all other topics and help provide support for sustaining and moving projects into the future.<br />
<br />
Additional information on the February 15, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar6 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p6t0282kmur/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_slides/<br />
* Collaborative Project Template Spreadsheet (.xlsx): https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_template/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_transcript/<br />
** Chat 1, Signs of Trouble: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat1/<br />
** Chat 2, Project ROI: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat2/<br />
** Chat 3, Roadblocks: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat3/<br />
** Chat 4, Celebration: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat4/<br />
** Chat 5, Final Comments: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat5/<br />
* Evaluation: https://www.surveymonkey.com/r/JXMZ36G<br />
<br />
<br />
<br />
=== During the Project ===<br />
* [https://hbr.org/2011/04/strategies-for-learning-from-failure Strategies for Learning from Failure] - An article by Amy C. Edmondson, a version also available in print, Harvard Business Review April 2011.<br />
* [http://www.artscapediy.org/Creative-Placemaking-Toolbox/What-Are-the-Most-Important-Factors-in-a-Successfu.aspx What are the Most Important Factors in a Successful Project?] - A brief Vimeo video from Artscape President and CEO Tim Jones on the crucial elements of project success.<br />
* [https://www.projectsmart.co.uk/avoid-the-same-old-mistakes-by-focussing-on-lessons-learned.php Avoid the Same Old Mistakes by Focusing on Lessons Learned] - A 2014 article by Duncan Haughey that covers 6 essential steps to document lessons learned.<br />
* [http://www2.archivists.org/sites/all/files/AnOnlineExhibit-SAA-CaseStudy_0.pdf An Online Exhibit: A Tale of Triumph and Tribulation] - A 2014 Case Study by Nancy Freeman and Robert B. Riter for the Society of American Archivists (SAA). <br />
* [http://americanarchivist.org/doi/abs/10.17723/aarc.68.2.c741823776k65863?code=same-site More Product, Less Process: Revamping Traditional Archival Processing] - A 2005 article by Mark Greene and Dennis Miller published in The American Archivist, a publication of the Society of American Archivists. Link to abstract, PDF version available for download.<br />
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<br />
=== Project Evaluation and Assessment ===<br />
* [http://www.horizon-research.com/taking-stock-a-practical-guide-to-evaluating-your-own-programs/ Taking Stock: A Practical Guide to Evaluating Your Own Programs] - A 1997 guide written by Sally L. Bond, Sally E. Boyd, and Kathleen A. Rapp written to help community-based organisations improve programs. <br />
* [http://www.wkkf.org/resource-directory/resource/2010/w-k-kellogg-foundation-evaluation-handbook W.K. Kellogg Foundation Evaluation Handbook] - A 2010 tool to help consider evaluation as a relevant and useful program tool. The handbook was written especially for W.K. Kellogg Foundation-funded programs but has broader application possibilities.<br />
* [http://oerl.sri.com/ OERL: Online Evaluation Resource Library] - A resource library designed to collect and make available evaluation plans, instruments, and reports for National Science Foundation (NSF) related projects but has broader application possibilities.<br />
* [https://www2.cdc.gov/cdcup/library/practices_guides/CDC_UP_Project_Close-Out_Practices_Guide.pdf CDC Unified Process Practices Guide: Project Close-out - A 2006 guide that can help organizations practice successful project-close out. <br />
* [http://www.ala.org/rusa/sections/rss/rsssection/rsscomm/rssresstat/prjctassmnteval Project Assessment and Evaluation] - A list of resources compiled by the Referencce and User Services Association ([http://www.ala.org/rusa/ RUSA]), a division of the American Library Association (ALA). <br />
* [https://manoa.hawaii.edu/assessment/workshops/pdf/templates_2009-12.pdf Creating an Assessment Plan & Using Assessment Templates] - A 2009 guide created by the University of Hawaii at Manoa Assessment Office.<br />
* Tutorials for creating Gantt, PERT, and CPM charts<br />
** [https://www.officetimeline.com/gantt-chart-excel How to make Gantt charts in Excel] - A video tutorial with Excel templates for making Gantt charts.<br />
** [https://www.youtube.com/watch?v=oe_Uvf6p4_A Creating a Pert CPM chart using Excel] - A 2012 YouTube video tutorial by Eric Magidson.<br />
** [https://www.youtube.com/watch?v=8NHJTRUiX6A Creating a PERT/CPM Chart using Excel 2016 and the Personal Trainer Case] - A 2016 YouTube video tutorial by Eric Magidson.<br />
* [http://www.pmsolutions.com/audio/PM_Performance_and_Value_List_of_Measures.pdf Measures of Project Management Performance and Value: A Benchmark of Current Business Practices] - A 2005 resource from the Center for Business Practices as part of the Comprehensive List of Measures series. <br />
* [http://www.mclam.com/pdf/Metrics.pdf Environmental Protection: Using Metrics to Track Progress of Community Outreach Programs] - A 2004 guide published by the American Institute of Chemical Engineers to help develop metrics for understanding how well organizations are implementing programs as well as how to improve them.<br />
* [http://www.cioarchives.ca.gov/itpolicy/pdf/PM5.2_Project_Execution_Tracking_and_Monitoring.pdf Project Execution - PM Elements: Tracking and Monitoring Project Performance] - A January 1997 PDF document from the California Chief Information Offices that offers practical solutions for project tracking that can be adapted to other organizations' needs. A part of the Statewide Information Management Manual ([http://www.cioarchives.ca.gov/ITpolicy/SIMM.html SIMM])<br />
* [http://www.businessofgovernment.org/blog/strategies-font-color-redcut-costsfont-and-improve-performance/shared-services-tracking-perform Shared Services: Tracking Performance/Performance Metrics - What Doesn’t Get Measured Doesn’t Get Done] - A 2011 blog post by Jennifer Lotkowski and Adam Jelic on the IBM Center for The Business of Government.<br />
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<br />
=== Future Project Planning ===<br />
* [http://resource.aaslh.org/view/engaging-the-grown-ups-a-roundtable-exploring-new-strategies/ Engaging the Grown-Ups: A Roundtable Exploring New Strategies] - An AASLH Audio Recording <br />
* [http://resource.aaslh.org/view/whos-next-succession-planning-and-institutional-health/ Who’s Next? Succession Planning and Institutional Health] - An AASLH Audio Recording<br />
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<br />
=== Developing and Evaluating Institutional Documentation ===<br />
SEE ALSO [[#Creating Policies for Collection Building|Creating Policies for Collection Building]]<br />
<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_48_-_Plan_for_the_Future_You_Want_for_Your_Museum.pdf Plan for the future you want for you museum] - A Technical Bulletin of the Oklahoma Museums Association, July 2009 by Cecil Carter<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types.<br />
* [http://flamuseums.org/professional-development/florida-connecting-to-collections-program/emergency-plans/ Florida Connecting to Collections Emergency Plans] - A self-paced program for all GLAM Institution types<br />
* [http://www.aam-us.org/resources/assessment-programs/core-documents/documents AAM Description of Core Documents] - A listing of important documents suggested by the American Alliance of Museums (AAM) as fundamental for basic professional museum operations.<br />
* [https://www.nsf.gov/publications/pub_summ.jsp?ods_key=nsf02057 The 2002 User-friendly Handbook for Project Evaluation] - A 2002 resource guide in HTML or PDF from the National Science Foundation ([https://www.nsf.gov/ NSF])<br />
* [http://obolinx.com/resources/2013/10/five-project-management-performance-metrics-key-to-successful-project-execution-operational-excellence/ Five Project Management Metrics key to Successful Project Execution - Operational Excellence] - A 2013 post by Kavita Verma shared on [http://obolinx.com/resources/ OBOlinx Tech]. Includes equations and practical examples.<br />
<br />
[[#toc|Table of Contents]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Strategies_for_Advancing_Hidden_Collections&diff=14756Strategies for Advancing Hidden Collections2019-09-10T18:38:54Z<p>Joymbanks: </p>
<hr />
<div>This resource library has been prepared for gallery, library, archive, and museum (GLAM) workers engaged in collection processing projects. Compiled by experts from the GLAM communities, the library is arranged to support the content of the CLIR [https://www.clir.org/hiddencollections/sahc Strategies for Advancing Hidden Collections] (SAHC) webinar series. A wide range of solutions and suggestions for a variety of collecting organizations appear below; inclusion of links on this page does not necessarily represent an endorsement of an organization or a product by CLIR or any individual connected with the SAHC project.<br />
<br />
'''Project Coordinator'''<br />
<br />
Joy M. Banks, Consultant<br />
<br />
'''Speakers'''<br />
* Angela Kipp, Collection Manager, TECHNOSEUM and Administrator, [http://world.museumsprojekte.de/ Registrar Trek]<br />
* Rosemary Pleva Flynn, Principal Librarian, Library and Information Services Team Lead, Energy and Environmental Research Center (EERC) at the University of North Dakota<br />
* Sarah Leu, Project Archivist, Historical Society of Pennsylvania<br />
* Beth Knazook, Library Juice Academy and Queen's University<br />
* Jessica Bitely, Director of Preservation Services, Northeast Document Conservation Center (NEDCC)<br />
* Yvonne Ng, Senior Archivist, WITNESS<br />
* Ellen Ryan, Head of Special Collections and Archives and Assistant Professor, Idaho State University<br />
<br />
'''Curriculum Committee'''<br />
* Stephanie Gaub Antequino, Memorabilia Archivist, Planet Hollywood International<br />
* Casey Davis, Project Manager, American Archive of Public Broadcasting<br />
* Tamar Evangelista-Dougherty, Consultant<br />
* Linda Hocking, Curator of Library and Archives, Litchfield Historical Society<br />
* Daniel Johnson, Digital Preservation Librarian, University of Iowa<br />
* Holly Mengel, Manuscripts Cataloging Librarian, University of Pennsylvania<br />
* Matthew Peek, Military Collections Archivist, State Archives of North Carolina<br />
* Kelly Revak, Processing Archivist, Library of Congress<br />
<br />
Additions to this library are welcome. Readers may contribute to its development by [https://wiki.diglib.org/index.php?title=Special:CreateAccount&returnto=Main+Page creating an account], or by sending suggestions to [mailto:cwilliford@clir.org Christa Williford] at CLIR.<br />
<br />
== Where to begin: Basics of project planning for GLAM organizations ==<br />
The resources in this section will help lay the foundation for successful project planning and management.<br />
<br />
Additional information on the January 11, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* PDF version of the speaker's slide presentation: https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_reduced.pdf<br />
* PDF version of the speaker's slide presentation with script: https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_transcript_reduced.pdf<br />
* PDF version of the webinar script: https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017_Wheretobegin_Script.pdf<br />
* Links to webinar chat:<br />
** [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat4.pdf General webinar chat] <br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp_chat1.pdf Key Elements of a Project]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat2.pdf Time to Catalog]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat3.pdf Project Management]<br />
* Evaluation: https://www.surveymonkey.com/r/L9CYDRQ<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation:<br />
https://www.surveymonkey.com/r/L9CYDRQ.<br />
<br />
Jump to:<br />
[[#General|General]] | [[#Selecting the best collection management system|Selecting the best collection management system]] | [[#Collection Prioritization & Assessment|Collection Prioritization & Assessment]] | [[#Workflow|Workflow]] | [[#Project Management Tools|Project Management Tools]]<br />
<br />
=== General ===<br />
* [https://www.clir.org/hiddencollections/meetings/2010HCsymposium.html CLIR 2010 Hidden Collections Symposium]<br />
* [https://www.clir.org/hiddencollections/2015-symposium-unconference/symposium-abstracts CLIR 2015 Hidden Collections Symposium & Unconference]<br />
* [http://registry.clir.org/ CLIR Hidden Collections Registry]<br />
* [https://www.webjunction.org/explore-topics/planning-coordination.html WebJunction Planning & Coordination Topic Page]<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources]<br />
* [http://openglam.org/ OpenGLAM]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Selecting the best collection management system ===<br />
Note: Some of these resources may be dated but can still contain useful information. SEE ALSO [[#Collection_access:_Describing.2C_cataloging.2C_and_processing_with_the_future_in_mind|Collection access: Describing, cataloging, and processing with the future in mind]]<br />
<br />
'''For all institution types'''<br />
* [http://carlibrary.org/CarLibrary-CollectionManagementSystems.htm CarLibrary.org - Collection Management Systems] - A detailed resource discussing all aspects of selecting a management system including a number of links to additional resources. The page also includes a link to a [http://carlibrary.org/CarLibrary-CMS-Table.htm summary table] of a wide range of CMS software systems.<br />
'''For Museums'''<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - Tips on selecting the right museum CMS software from [https://www.historyassociates.com History Associates, Inc.].<br />
* [http://manyonline.org/professional-development/collections-management-software Collections Management Software] - A list with additional information on software systems designed specifically for the museum collection management environment from the [http://manyonline.org Museum Association of New York].<br />
* [http://rcaam.org/cms/wp-content/uploads/2011/05/Graduate-Studies-Thesis-Collections-Management-Elana-Carpinone.pdf Museum Collections Management Systems: One Size Does NOT Fit All] - Masters Thesis by Elana C. Carpinone, Seton Hall University, May 2010<br />
* [http://www.idea.org/blog/2011/04/07/collection-management-systems-museums-and-the-web-2011/ Collection management systems: Museums and the Web 2011] - A listing and explanation of collection management systems represented at the [http://www.museumsandtheweb.com/mw2011.html Museums and the Web 2011] event.<br />
'''For Libraries'''<br />
* The Small Libraries Manager's Handbook, edited by Alice Graves. Includes several chapters on system selection.<br />
'''For Archives'''<br />
* [https://www.clir.org/pubs/reports/spiro/spiro/spiro_Jan13.pdf Archival Management Software] - A report for the Council on Library and Information Resources (CLIR) by Lisa Spiro, January 2009<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Prioritization & Assessment ===<br />
* [http://www.pacsclsurvey.org/ PACSCL Survey Initiative] - Includes information and resources from the Philadelphia Area Consortium of Special Collections Libraries (PACSCL) Consortial Survey Initiative project to assess backlogged archival collections.<br />
* [https://psap.library.illinois.edu/about Preservation Self-Assessment Program (PSAP)] - A free, online tool that helps collection managers prioritize efforts to improve conditions of collections developed by the University of Illinois, University Library through the IMLS<br />
** [https://www.imls.gov/news-events/project-profiles/extending-preservation-self-assessment-option-libraries-archives-and Press Release from IMLS]<br />
* [http://www.oclc.org/content/dam/research/publications/library/2011/2011-07.pdf Taking Stock and Making Hay: Archival Collections Assessment] - A report from OCLC by Martha O'Hara Conway and Merrilee Proffitt, July 2011.<br />
* [http://nationalwomansparty.org/wp-content/uploads/2011/02/Strategy-and-Priorities-for-Cataloging.pdf Strategy and Priorities for Cataloging the National Woman's Party Collection] - A report from the Sewall-Belmont House and Museum that can be used as a sample collection analysis tool<br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Benchmarks in Collections Care] - The resources page provides access to information on Benchmarks in Collection Care as well as the self assessment checklist to aid in establishing realistic colleciton goals. This is a resource provided by the [http://www.collectionstrust.org.uk/ Collections Trust].<br />
* [http://library.columbia.edu/services/preservation/audiosurvey.html Survey Instrument for Audio & Moving Image Collections] - A resource developed by the Columbia University Libraries to inventory and assess audio and moving image materials.<br />
* [http://www.avcompass.bavc.org/ AV Compass] - A free online resource from the [https://www.bavc.org/ Bay Area Video Coalition] to help organize, preserve, and access AV collections.<br />
* [http://library.columbia.edu/services/preservation/survey_tools.html Special Collections Materials Survey Instrument] - A resource developed by the Columbia University Libraries to evaluate under-processed archival collections.<br />
* [http://tools.aaslh.org/steps/ Standards and Excellence Program (StEPs)] - A self-study program developed by the American Association for State and Local History (AASLH) designed specifically for small to mid-sized organizations.<br />
* [http://www.aam-us.org/resources/assessment-programs American Alliance of Museums (AAM) Assessment Programs] - A page describing the Continuum of Excellence to help move organizations towards better stewardship of their collections.<br />
* [https://www.imls.gov/grants/available/collections-assessment-preservation-program-cap IMLS Collections Assessment for Preservation Program (CAP)] - A grant program through the Institute of Museum and Library Services (IMLS). Deadline for applications vary.<br />
* [http://www.digitalpreservation.gov/documents/NDSA_Levels_Archiving_2013.pdf NDSA Levels of Digital Preservation] - Includes explanations and uses for maintaining and preserving digital files in archival settings.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Workflow ===<br />
* [http://www.libraryworkflowexchange.org/about/ Library Workflow Exchange] - A space for libraries to share and find workflows and best practices across institutions.<br />
* [http://digitizingmillerhouseandgarden.tumblr.com/tagged/workflow Workflows from the Documenting Modern Living project] - Examples of workflows from the Documenting Modern Living: Digitizing the Miller House and Garden Collection Tumblr page<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Management Tools ===<br />
* [http://blog.hubspot.com/agency/agency-project-management-tools#sm.0000y44e3e7sifdbt8018ehatkvxc Improve Your Collaboration: 18 Project Management Tools for Marketing Agencies] - Not GLAM specific, but a resource by Jami Oetting on selecting a project management tool with some suggested software.<br />
* [http://www.techworld.com/picture-gallery/startups/10-best-free-project-management-software-programs-3625922/ 14 best free project management software programs 2016: Great project management software tools that don't cost a penny] - By Matt Egan and posted on TechWorld, includes software and brief explanations of each.<br />
* [http://www.projectsmart.com/project-management/introduction.php 21 Ways to Excel at Project Management] - A detailed step by step tool from ProjectSmart for successful project management from beginning to end.<br />
* [http://www.archivejournal.net/issue/3/notes-queries/teaching-librarians-project-management-new-expectations-for-the-digital-age/ Teaching Librarians & Project Management: New Expectations for the Digital Age] - An article by Caro Pinto in the Archives Journal Notes + Queries (Issue 3, Summer 2013) that addresses the changing nature of librarian training to include project management.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Building resources and relationships: Determining what and who you need ==<br />
The resources in this section will help guide project managers through the process of estimating project costs, communicating costs with others, and building relationships for support. <br />
<br />
Additional information on the January 18, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar2 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p6l7b7bu74m/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar2_files/sahc_webinar2_slides<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar2_files/sahc_webinar2_transcript/<br />
** Chat 1, Justifying the Existence of GLAMS: https://www.clir.org/hiddencollections/sahc/sahc_webinar2_files/sahc_webinar2_chat1/<br />
** Chat 2, What would you do differently?: https://www.clir.org/hiddencollections/sahc/sahc_webinar2_files/sahc_webinar2_chat2/<br />
** Chat 3, Not-Your-Usual Funding Sources: https://www.clir.org/hiddencollections/sahc/sahc_webinar2_files/sahc_webinar2_chat3/<br />
* Evaluation: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
<br />
Jump to:<br />
[[#General_2|General]] | [[#Buy-in from Board of Directors, Community, Volunteers|Buy-in from Board of Directors, Community, Volunteers]] | [[#Calculating processing time, staff time, and estimating supply costs|Calculating processing time, staff time, and estimating supply costs]] | [[#Communicating to people who need to approve the project|Communicating to people who need to approve the project]] | [[#Funding Sources and Grant Writing|Funding Sources and Grant Writing]]<br />
<br />
=== General ===<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html WebJunction Budgets & Funding Resource Page] - Resources, webinars, and other information on budget planning and development for libraries that can be applied to all GLAM organizations.<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html Connecting to Collections Care Resources Page] - For more information on budgets and increasing collection support, select the ''Increasing Support for Collections Care'' from the list.<br />
* [http://www.mapfornonprofits.org/resources/fund-development/ MAP Resources for Fund Development] - Resources from the [http://www.mapfornonprofits.org/ MAP for Nonprofits], serving nonprofits through provision of consulting and training.<br />
* [http://managementhelp.org/nonprofitfundraising/index.htm Free Management Library All About Nonprofit Fundraising Resources] - A extensive listing of resources for nonprofits from the [http://managementhelp.org/ Free Management Library], a service of Authenticity Consulting, LLC.<br />
* Nonprofit Sustainability: Making Strategic Decisions for Financial Viability - 2010 book by Jeanne Bell, Jan Masaoka, and Steve Zimmerman.<br />
** [https://ssir.org/book_reviews/entry/nonprofit_sustainability_jeanne_bell_jan_masaoka_steve_zimmerman 2011 Review] in the Stanford Social Innovation Review by Jim Schorr<br />
** [http://www.nonprofitsustainability.org/ The Sustainability Mindset] - A 2014 companion book by Jeanne Bell and Steve Zimmerman that offers a step-by-step guide and templates for moving nonprofits toward a sustainable model.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Buy-in from Board of Directors, Community, Volunteers ===<br />
* [http://www.mandywilson.co.uk/data/uploads/pdf/Museums-Community-Involvement-Toolkit.pdf Community Involvement in Museums, Archives and Libraries: Toolkit for improving practice] - A pdf resource developed by COGS (Communities and Organizations - Growth and Support) for Yorkshire Museums Council, 2002. The toolkit includes a number of practical resources and guides for strengthening community involvement.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Calculating processing time, staff time, and estimating supply costs ===<br />
* [http://www.marac.info/assets/documents/marac_technical_leaflet_2.pdf Computing the Total Cost of Archival Processing] - A technical leaflet by Thomas Wilsted produced by the Mid-Atlantic Regional Archives Conference ([http://www.marac.info/ MARAC]), 1989.<br />
* [http://library.gwu.edu/collections/digitize/cost-calculator George Washington University Digitization Cost Calculator] - (unavailable)<br />
* [http://dashboard.diglib.org/ Digitization Cost Calculator] - A project of the [https://wiki.diglib.org/Assessment:Costs Digital Library Federation Assessment Interest Group’s working group on Cost Assessment] that uses community supplied data to help users estimate costs for digitization projects.<br />
* [https://roseelr.files.wordpress.com/2014/04/cost-finding-rose.docx Cost Finding Exercise] - Word Document Download. An exercise by Elizabeth Rose completed during her masters work at Southern Connecticut State University. The exercise considers the direct and indirect costs of processing an archival collection and includes references for additional information.<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.58.1.h9847h1372211l75 Beneficial Shocks: The Place of Processing-Cost Analysis in Archival Administration] - Research article by Paul Ericksen and Robert Shuster from American Archivist, Winter 1995. Includes discussion of both theoretical analysis and practical application.<br />
* [https://minds.wisconsin.edu/bitstream/handle/1793/44723/MA07_1_3.pdf?sequence%E2%80%A6 Rates of Processing Manuscripts and Arhives] - PDF download. An article by Karen Temple Lynch and Thomas E. Lynch from The Midwestern Archivist, p. 25-35, Vol. VII, No. 1, 1982 available through [https://www.jstor.org/journal/midwarch JSTOR]. Provides an analysis of processing rates from various grant proposals and considers how variable levels of processing affect cost.<br />
* [http://beinecke.library.yale.edu/25-processing-estimates Beinecke Rare Book & Manuscript Library (Yale University) Processing Estimates] - A guidelines developed in 2015 to consider the cost to process, arrange, and describe collections of personal papers.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ The Cost of Processing] - A blog post from 2010 by Emily Walters from North Carolina State University Libraries reflecting on estimating costs for their Changing the Landscape: Exposing the Legacy of Modernist Architects and Landscape Architects multi-year project.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ Costs of Cataloging] - A chapter by Felix Reichmann in Library Trends 2 (1953) providing historical context for cataloging cost analysis.<br />
* [https://ejournals.bc.edu/ojs/index.php/ital/article/viewFile/3161/2775 Cost Analysis of an Automated and Manual Cataloging and Book Processing System] - An article by Joselyn Druschel from the Journal of Library Automation (Vol. 14, no. 1, March 1981). Showing the historical argument for automating cataloging and processing to reduce cost.<br />
* [https://journals.ala.org/lrts/article/view/5501/6757 Assessing the Cost and Value of Bibliographic Control] - An article by Erin Stalbert and Christopher Cronin from Library Resources & Technical Services (Vol. 55, No. 3, 2011) published by the Association for Library Collections & Technical Services ([http://www.ala.org/alcts/ ALCTS]). Provides a detailed discussion of the past and present issues with estimating cataloging costs.<br />
* [https://www.liberquarterly.eu/articles/10.18352/lq.8558/ Improving Library Management by Using Cost Analysis Tools: A Case Study for Cataloguing Processes] - Article by Lorena Siguenza-Guzman, Alexandra Van den Abbeele, and Dirk Cattrysse from LIBER Quarterly, the Journal of the Association of European Research Libraries. This was originally presented at the LIBER conference in 2013 and discusses the application of TDABC (Time-Driven Activity-Based Costing) procedures in libraries.<br />
* [https://rbms.info/committees/task_force/metrics_assessment/group-1/cataloging/ RBMS Page on Cataloging] - Includes thoughts and definitions on cataloging from the Rare Books and Manuscripts Section ([https://rbms.info/ RBMS]) of the Association of College and Research Libraries ([http://www.ala.org/acrl/ ACRL]. A discussion of cataloging metrics is included as well as a resource list.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Communicating to people who need to approve the project ===<br />
* [http://enfocussolutions.com/8-best-practices-for-stakeholder-engagement/ 8 Best Practices for Stakeholder Engagement] - An article by John Parker from Enfocus Solutions (2012). Offers practical suggestions to engage and communicate with project stakeholders.<br />
* [http://agilemodeling.com/essays/activeStakeholderParticipation.htm Active Stakeholder Participation: An Agile Best Practice] - A detailed discussion of stakeholder engagement from Agile Modeling including definitions and useful charts.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2013-presentations/programming-on-a-shoestring-budget/ Programming on a Shoestring Budget] - Video presentation from David Mixdorf from South Sioux City Public Library (NE) presented in February 2013 for the Big Talk from Small Libraries online conference.<br />
* [http://www.wkkf.org/resource-directory/resource/2006/01/template-for-strategic-communications-plan Template for Strategic Communications Plan] - Practical template developed for use by the [http://www.wkkf.org/ W.K. Kellogg Foundation] including worksheets to develop a new plan.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case2Final.pdf Defining and Formalizing a Procedure for Archiving the Digital Version of the ''Schedule of Classes'' at the University of Michigan] - A 2008 case study from the Society of American Archivists (SAA) by Nancy Deromedi describing the process of forming an agreement between the university archive and registrar's office to continue the preservation of the schedule of classes after it moved to digital only.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Funding Sources and Grant Writing ===<br />
* [http://www.museumsoftware.com/grants.html Grant Opportunities] - A listing of available grants compiled by Past Perfect Museum Software.<br />
* [https://librarygrants.blogspot.com/ Library Grants blog] - A blog maintained by Stephanie Gerding and Pam MacKellar, authors of [http://www.alastore.ala.org/detail.aspx?ID=4039 Winning Grants: A How-To-Do-It Manual for Librarians with Multimedia Tutorials and Grant Development Tools]. Updated regularly with available opportunities.<br />
* [https://www.imls.gov/grants/available/museums-america IMLS Museums for America grant] - A grant program from the Institute of Museum and Library Services (IMLS) with the goal to "strengthen the ability of an individual museum to serve its public."<br />
* [https://www.neh.gov/grants/preservation/preservation-assistance-grants-smaller-institutions NEH Preservation Assistance Grants (PAG)] - These PAG funds help small and mid-sized institutions improve their ability to preserve and care for significant historical collections.<br />
* [https://www.neh.gov/grants/challenge/creating-humanities-communities Creating Humanities Communities] - A grant program from the NEH to help stimulate and proliferate meaningful humanities activities in underserved areas of the United States and territories. Limited geographic regions qualify.<br />
* [http://www.connectingtocollections.org/funding-collections-care/ Connecting to Collections Care Funding for Collections Care] - A webinar recorded November 2010 presented by Debra Hess Norris and Lee Price. The webinar page also includes related books for additional resources.<br />
* [http://www.connectingtocollections.org/fundraising-for-collections-care/ Connecting to Collections Care Fundraising for Collections Care] - A webinar series recorded in 2013 with sessions on Fundamentals, Finding Support, Cultivating Donors and Members, Writing Proposals, and Creative Fundraising. The series page includes additional links to resources, slides, and sample documents.<br />
* [https://event.on24.com/eventRegistration/EventLobbyServlet?target=reg20.jsp&partnerref=LJWebbestmall150901&eventid=1033500&sessionid=1&key=5EF4833291C07A8F39B02944D8C40810&regTag=&sourcepage=register Funding & Fundraising for Small Libraries] - An on-demand downloadable webinar from the LibraryJournal series Best Practices from America's Best Small Libraries. Presented in 2015 by Mary Beth Stenger and Cheryl Clay (registration required). A review of the webinar is available from [http://www.lminfo.us/blog/funding-and-fundraising-for-small-public-libraries/ Didi Yunginger].<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_46_-_Ten_Points_to_Increase_Your_Grant_Writing_Success.pdf Ten points to increase your grant writing success] - A one page technical bulletin by Cecil Carter from the Oklahoma Museums Association (January 2008).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Making the most of people: Recruitment, retention, and recognition ==<br />
The resources in this section consider how volunteers, interns, and staff fit into the project picture.<br />
<br />
Additional information on the January 25, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar3 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p2vkfvzxuqr/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_slides/<br />
* Transcript of presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_transcript/<br />
** Chat 1, Strategies for Outreach to Students, Interns, and Volunteers: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_chat1/<br />
** Chat 2, Troubleshooting Concerns about Students, Interns, and Volunteers: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_chat2/<br />
* Evaluation: https://www.surveymonkey.com/r/JRXMV3F<br />
<br />
<br />
Jump to:<br />
[[#Teens and Student Workers|Teens and Student Workers]] | [[#Volunteers and Staff|Volunteers and Staff]] | [[#Celebrating Success|Celebrating Success]] | [[#Ethics of Hiring|Ethics of Hiring]]<br />
<br />
=== Teens and Student Workers ===<br />
* [https://olcsmalllibraries.wordpress.com/2010/04/02/no-budget-no-time-no-problem/ No Budget? No Time? No Problem!] - Blog post from the Ohio Library Council by RoseMary Honnold discussing how community teens can be engaged in the work of collections.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2016-presentations/to-the-big-stage-on-a-small-budget-from-special-collections-to-archive-2-0/ To the Big Stage on a Small Budget: From Special Collections to Archive 2.0] - A presentation by Julie Pinnell for the 2016 Big Talk From Small Libraries [http://nlcblogs.nebraska.gov/bigtalk/ online conference] discussing the use of Doane College students to process the college archive.<br />
* [http://newprairiepress.org/culsproceedings/vol1/iss1/8/ Archival Internships: Creating Real World Learning Beyond the Classroom] - An article from the College & University Libraries Section (CULS) of the Kansas Library Association by Lorraine Madway (CULS Proceedings, Vol. 1, 2011, no. 1). Presents findings from the internship program at Wichita State University Libraries and offers practical advice for establishing an internship program.<br />
* [http://cupola.gettysburg.edu/librarypubs/53/ Undergraduate Library Internships and Professional Success] - A downloadable pdf poster by staff at Gettysburg College reporting on the impact undergraduate library internships had on the development of student career goals.<br />
* [http://www.nyarc.org/content/training-future-librarians-and-enhancing-digital-and-print-collections-m-lead-ii-comes Training Future Librarians and Enhancing Digital and Print Collections: M-LEAD II Comes to a Successful End] - A 2015 report by Kim Loconto on the [https://www.imls.gov/ IMLS] funded Museum Library Education and Digitization [M-LEAD] grant which allowed interns to gain a wide range of experiences with practical, hands-on projects.<br />
* [http://www.businessnewsdaily.com/8394-create-internship-program.html Creating a Successful (and Legal) Internship Program] - A 2015 article from Business News Daily by Nicole Fallon Taylor. A basic overview for creating an internship program that will be beneficial to the intern, productive for the organization, and meet current employment laws.<br />
* [http://www2.archivists.org/standards/best-practices-for-internships-as-a-component-of-graduate-archival-education Best Practices for Internships as Components of Graduate Archival Education] - A downloadable best practices guide from the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
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<br />
=== Volunteers and Staff ===<br />
* [http://www.connectingtocollections.org/archivecollectionscare/ Connecting to Collections Care Staff and Volunteer Management for Collections Care] - Webinar 6 in the Collections Care Basics: Where Do I Begin? webinar series. Originally presented by Donia Conn in 2013. The webinar section contains links to the recording, PowerPoint presentation, and a number of additional readings and resources related to the topic.<br />
* [http://www.slideshare.net/volunteermatch/creating-a-comprehensive-engaging-volunteer-training-program Creating a Comprehensive & Engaging Volunteer Training Program] - A 2013 SlideShare presentation by Jennifer Bennett and Matt Wallace. Hosted by VolunteerMatch Learning Center.<br />
* [http://files.archivists.org/pubs/free/Resources_for_Volunteers-Final-V3.pdf Resources for Volunteer Programs in Archives] - A 2012 joint publication, available as a PDF, from the National Archives and Records Administration (NARA) and the Society of American Archivist (SAA) that provides descriptions of volunteer projects undertaken at various archives as well as a "Tools Shared by Archives" section with examples of volunteer questionnaires and applications, volunteer standards of conduct, volunteer handbook, and additional resources.<br />
* [http://www.connectingtocollections.org/seeding-engagement-and-cultivating-volunteers-through-crowdsourcing/ Seeding Engagement and Cultivating Volunteers through Crowdsourcing] - A Connecting to Collections Care webinar originally presented in July 2016 by Meghan Ferriter. Dr. Ferriter shares the crowdsourcing experience of the [https://transcription.si.edu/ Smithsonian Transcription Center (TC)] and how their experience can be adapted to other projects.<br />
* [http://www.infotoday.com/cilmag/oct14/Zastrow--Crowdsourcing-Cultural-Heritage.shtml Crowdsourcing Cultural Heritage: 'Citizen Archivists' for the future] - A 2014 article by Jan Zastrow published in Computers in Libraries (Vol. 34, No. 8, October 2014).<br />
* [http://alm.axiell.com/infographic-leveraging-volunteers-and-crowdsourcing-digitisation?utm_source=Axiell+ALM+-+Non-Customer+Newsletter&utm_campaign=6f296c7bbf-Prospect+Newsletter+February&utm_medium=email&utm_term=0_00e6b7cbf3-6f296c7bbf-143955453 Leveraging Volunteers and Crowdsourcing for Digitisation] - A February 2017 infographic that shares results of research conducted by [http://mcn.edu/ MCN] and [http://alm.axiell.com/ Axiell] involving over 100 Museums and Archives from around the world.<br />
* Examples of Crowdsourcing volunteer projects:<br />
** [https://www.flickr.com/photos/8623220@N02/ Library of Congress Flickr Feed]<br />
** [https://diyhistory.lib.uiowa.edu University of Iowa DIY History]<br />
** [https://transcription.si.edu Smithsonian Transcription Project]<br />
** [https://www.archives.gov/citizen-archivist/transcribe US National Archives - Citizen Archivist Transcription Project]<br />
* [http://oregonstate.edu/ua/ncs/archives/2010/feb/business-students-raise-funds-haiti-learn-value-%E2%80%98blitz-project%E2%80%99 Business students raise funds for Haiti, learn value of 'blitz project'] - A short 2010 article describing a blitz project by Oregon State University College of Business students.<br />
* Yellowstone National Park Blitz projects<br />
** [https://www.nps.gov/yell/blogs/Using-a-Team-Approach-to-Expose-Yellowstone-s-Hidden-Collections.htm Using a Team Approach to Expose Yellowstone's Hidden Collections] (July 10, 2014), by Anne Foster<br />
** [https://www.nps.gov/yell/blogs/Bringing-Yellowstone-Back-Home-Using-the-Archives-Blitz-as-a-Framework-for-Other-Institutions.htm Bringing Yellowstone Back Home: Using the Archives Blitz as a Framework for Other Institutions] (October 7, 2014), by Anna Trammell<br />
** [https://www.nps.gov/yell/blogs/Keys-to-a-Blissful-Blitz.htm Keys to a Blissful Blitz] (March 12, 2015), by Kiley Hayes<br />
* [http://www.aam-us.org/resources/online-programs/human-resources-webinars Human Resources Recorded Webinars] - A series of webinars from the American Alliance of Museums ([http://www.aam-us.org/home AAM]) on a variety of topics related to staff and volunteers.<br />
* [https://aamv.wildapricot.org/ American Association for Museum Volunteers (AAMV)] - An association supporting the museum volunteer management community. Their website includes some resources freely available to non-members.<br />
* [http://peabody.yale.edu/volunteer Volunteer Page for the Yale Peabody Museum of Natural History] - Provides an example of a well-designed volunteer page including a link to the Yale Peabody volunteer application.<br />
** [http://peabody.yale.edu/sites/default/files/documents/volunteer/volunteer_application_form.pdf Yale Peabody Museum Volunteer application example]<br />
* [http://themuseum.org/sites/default/files/volunteeragreement.pdf Volunteer Code of Ethics and Professional Standards] - A standard from the [http://themuseum.org/ Alexandria Museum of Art] that can be used as a model for other institutions.<br />
* [http://www.connectingtocollections.org/outreach/ Involving the Public in Your Preservation Efforts] - A Connecting to Collections Care webinar from 2013 showcasing work from a number of institutions in celebration of Preservation Week. The page contains links to referenced projects and resources.<br />
* [http://www2.archivists.org/standards/best-practices-for-volunteers-in-archives Best Practices for Volunteers in Archives] - A downloadable resource by the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_45_-_Creating_a_Successful_Volunteer_Program.pdf Building a successful museum volunteer services program] - A technical bulletin by Robbin Davis produced by the Oklahoma Museums Association (July 2007).<br />
* [http://www.wildapricot.com/blogs/newsblog/2015/05/13/top-challenges-with-volunteer-engagement-retention Top Challenges with Volunteer Engagement & Retention] - A 2015 post by Lori Halley on the [http://www.wildapricot.com/academy Wild Apricot Membership Academy] blog that discusses challenges and solutions to some of the most frequent volunteer issues. Also includes links to a Wild Apricot webinar on volunteers and other resources.<br />
* [http://www.wildapricot.com/academy/expert-webinar-series/converting-volunteers-from-joiners-to-stayers Converting Volunteers from Joiners to Stayers] - A 2015 webinar presented by Tobi Johnson as part of the Wild Apricot Expert Webinar Series.<br />
* [https://americanlibrariesmagazine.org/2016/05/31/recruiting-retaining-library-volunteers/ Recruiting and Retaining Volunteers] - A 2016 post by Kaitlin Throgmorton on the American Libraries blog.<br />
* [http://wikis.ala.org/professionaltips/index.php?title=Volunteers ALA Volunteers Wiki] - A wiki page from the American Library Association (ALA) that compiles a number of different resources about volunteers in libraries.<br />
* [http://www.alastore.ala.org/detail.aspx?ID=3069 Managing Library Volunteers, Second Edition] - A 2011 book by Preston Driggers and Eileen Dumas published by the American Library Association. Link goes to the book description in the ALA store.<br />
* [http://www.mcfarlandbooks.com/book-2.php?id=978-0-7864-9780-5 Library Volunteers Welcome! Strategies for Attracting, Retaining, and Making the Most of Willing Helpers] - A 2016 book edited by Carol Smallwood and Lura Sanborn (McFarland & Company). Link goes to the book description on the McFarland website.<br />
* [https://www.taprootplus.org/ Taproot+] - A connection service claiming to be "the best way for nonprofits to find pro bono help and for skilled volunteers to provide it."<br />
* [https://www.serviceleader.org/leaders/firing A Few Pointers on the Unpleasant Topic of Firing Volunteers] - A post by Sarah Jane Rehnborg on the ServiceLeader.org website hosted by the University of Texas at Austin. Other volunteer resources can also be found on this page.<br />
* [http://www.volunteerhub.com/blog/when-helping-hands-hurt-your-cause/ When Helping Hands Hurt your Cause] - A 2008 post by Fonda Kendrick on the VolunteerHub website.<br />
* [http://www.volunteerhub.com/blog/difficult-volunteers/ Dealing with Difficult Volunteers] - A 2014 post by Krista Balbach on the VolunteerHub website. Includes a list of resources.<br />
* [http://nonprofithub.org/featured/break-say-volunteers/ The Break-Up: How to Say No to Volunteers] - A post by Lincoln Arneal on the Nonprofit Hub.<br />
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<br />
=== Celebrating Success ===<br />
* [http://www.bridging-the-gap.com/join-your-distributed-team-in-virtual-celebration/ How to Celebrate Project Success with a Distributed Team] - A resource compiled with input from a Virtual Facilitators Forum on LinkedIn to help build teams even when members are dispersed.<br />
* [https://thesavvypm.wordpress.com/2008/05/21/how-to-celebrate-success-throughout-your-projects/ How to Celebrate Success Throughout Your Projects] - A 2008 blog post from [https://thesavvypm.wordpress.com/about/ Making Things Happen] on developing an environment of ongoing celebration of success.<br />
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<br />
=== Ethics of Hiring ===<br />
* [https://www.shrm.org/about-shrm/pages/bylaws--code-of-ethics.aspx SHRM Code of Ethical and Professional Standards in Human Resource Management] - From the Society for Human Resources Management ([https://www.shrm.org SHRM]), guidelines for ethical Human Resources management. Includes a comprehensive guide for developing your own organizational Code of Ethics.<br />
* [https://www.cornerstoneondemand.com/rework/why-path-good-ethics-starts-human-resources Why the Path to Good Ethics Starts in Human Resources] - A 2013 blog post from Chris MacDonald on Company Culture.<br />
* [http://wiki.wearedynamo.org/index.php/Guidelines_for_Academic_Requesters Guidelines for Academic Requestors] - Guidelines specifically related to the ethical hiring of Turkers through [https://www.mturk.com/mturk/welcome Amazon Mechanical Turk] for outsourced academic projects but could be applied more broadly.<br />
* [http://futureofmuseums.blogspot.com/2016/10/volunteers-and-museum-labor_18.html Volunteers and Museum Labor] - A 2016 blog post by Elizabeth Merritt from the [http://www.aam-us.org/resources/center-for-the-future-of-museums Center for the Future of Museums] (An American Alliance of Museums Initiative) that considers the challenges of volunteers versus professional staff in museums.<br />
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<br />
== Collection access: Describing, cataloging, and processing with the future in mind ==<br />
The resources available in this section try to provide guidance on the sometimes complicated world of description and processing. We understand that while GLAM organizations have many things in common, processing is often handled differently depending on the field. As we learn to work together, we hope that exploring best practices from different areas will help us move towards greater interoperability in the future.<br />
<br />
Additional information on the February 1, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar4 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p3bvg34fflb/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_slides/<br />
* Transcript of presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_transcript/<br />
** Chat 1, What is cataloging? https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat1/<br />
** Chat 2, Cataloging concerns: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat2/<br />
** Chat 3, Legacy Data & You: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat3/<br />
* Evaluation: https://www.surveymonkey.com/r/JT9PCKG<br />
<br />
Jump to:<br />
[[#Communities|Communities]] | [[#General_3|General]] | [[#Institutional Ethics|Institutional Ethics]] | [[#Cataloging and Metadata Standards|Cataloging and Metadata Standards]] | [[#Data Management Tools|Data Management Tools]] | [[#Collection Management Systems|Collection Management Systems]] | [[#Controlled Vocabularies and Thesauri|Controlled Vocabularies and Thesauri]] | [[#Tutorials and Online Learning|Tutorials and Online Learning]]<br />
<br />
=== Communities ===<br />
* [https://listserv.syr.edu/scripts/wa.exe?A0=AUTOCAT AutoCat] - A general cataloging listserv, primarily for libraries but open to everyone.<br />
* [http://listserv.oclc.org/archives/oclc-cat.html OCLCCAT] - An OCLC sponsored cataloging listserv open to everyone.<br />
* [https://docs.google.com/forms/d/e/1FAIpQLSc3WCCi2_03rkbSwGVbE0rQwYFSxvL6THz6GRZY8HAbijaK4w/viewform Metadata Support Group] - A Slack forum sponsored by the Digital Library Federation ([https://www.diglib.org/ DLF]). Requires registration and a Slack account but not membership in DLF. <br />
* [http://www.archivists.org/saagroups/lonearr/resources.asp SAA Lone Arrangers listserv] - Hosted by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and open to members and non-members. <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Community] - A space for those using or interested in using the Nomenclature 4.0 resource from the American Association for State and Local History ([http://www.aaslh.org/ AASLH]).<br />
* [http://www.connectingtocollections.org/groups/connecting-to-collections-care-online-community/forum/ Connecting to Collections Care Forum] - A space to ask questions about collections care and receive answers from peers and forum monitors. Requires registration for participation.<br />
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<br />
=== General ===<br />
* [http://firstmonday.org/article/view/1628/1543 Metadata for All: Descriptive Standards and Metadata Sharing Across Libraries, Archives, and Museums] - An article from [http://firstmonday.org/index First Monday], a peer reviewed journal on the internet, by Mary W. Elings and Gunter Waibel (Vol. 12, No. 3, 5 March 2007).<br />
* [http://www.alastore.ala.org/nealschuman/companionwebsite/metadata-digital-collections/ Metadata for Digital Collections: A How-to-Do-It Manual] - A 2004 book by Steven J. Miller. Link goes to a Companion Website for the manual that includes resources, chapter supplements, and additional information.<br />
* [https://protekvaults.com/the-art-and-science-of-descriptive-metadata/ The art and science of descriptive metadata: Classifying your film archive for identification and discovery] - A general overview, with examples, of metadata by Tim Knapp of [https://protekvaults.com/ PRO-TEK Vaults]<br />
* [http://freeyourmetadata.org/ Linked Data for Libraries, Archives, and Museums] - A book and website on getting the most from your metadata. <br />
* [https://www.clir.org/pubs/reports/spiro/spiro_Jan13.pdf Archival Management Software: A Report for the Council on Library and Information Resources] - A pdf 2009 report for the Council on Library and Information Resources ([https://www.clir.org CLIR]) by Lisa Spiro<br />
* [http://resource.aaslh.org/view/building-digital-archives-lessons-learned-from-four-crowdsourced-online-projects/ AASLH Audio Recording: Building Digital Archives: Lessons Learned From Four Crowdsourced Online Projects] - An audio download of the session from the 2014 Annual Meeting of the [http://www.aaslh.org/ AASLH].<br />
* [http://www.gallerysystems.com/resources/free-resources/ Gallery Systems Free Collections Management Resources] - A collection of free collections management resources compiled by [http://www.gallerysystems.com/ GallerySystems].<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/12/Collections-Access-and-the-use-of-Digital-Technology.pdf Collections Access and the use of technology in museums] - A report by the Norfolk Museums and Archaeology Service, 2012. <br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Collections Trust: Benchmarks in Collections Care] - Self-Assessment checklist developed by [http://www.collectionstrust.org.uk/ Collections Trust] to encourage thinking about collection care activity during the organizations planning cycle.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - An extensive collection of resources arranged by topic.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-15-FINAL.pdf Will They Populate the Boxes? Piloting a Low-Tech Method for Capturing Executive E-mail and a Workflow for preserving It at the University of Michigan] - A 2013 case study by Aprille Cooke McKay published by the Society of American Archivists (SAA) that covers the process of engaging administration in the process of tagging new materials to add to the archive.<br />
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<br />
=== Institutional Ethics ===<br />
SEE ALSO [[#Ethics and Social Justice|Ethics and Social Justice]]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/code-of-ethics American Alliance of Museums (AAM) Code of Ethics for Museums]<br />
* [http://www.ala.org/advocacy/proethics American Library Association (ALA) Professional Ethics] <br />
* [http://archivists.org/statements/saa-core-values-statement-and-code-of-ethics Society of American Archivists (SAA) Core Values Statement and Code of Ethics] <br />
* [http://www2.archivists.org/groups/saa-council/ala-saa-joint-statement-on-access-guidelines-for-access-to-original-research-materials ALA-SAA Joint Statement on Access: Guidelines for Access to Original Research Materials]<br />
* [http://www.artdealers.org/about/code-of-ethics-and-professional-practices Art Dealers Association of America (ADAA) Code of Ethics and Professional Practices]<br />
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<br />
=== Cataloging and Metadata Standards ===<br />
The resources listed below may require registration or subscription for access. While some are freely available online, others are fee-based.<br />
<br />
Jump to: [[#General_4|General]] | [[#Description Standards|Description Standards]] | [[#Encoding Standards|Encoding Standards]]<br />
<br />
==== General ====<br />
* [http://www.loc.gov/standards Standards at the Library of Congress] - A listing of all of the standards maintained by the Library of Congress<br />
* [http://www.getty.edu/research/publications/electronic_publications/intrometadata/crosswalks.html Metadata Standards Crosswalk] - A useful online spreadsheet from Getty that shows how a selection of well-used metadata standards may interact with each other.<br />
* [https://www.loc.gov/marc/marc2dc.html MARC to Dublin Core Crosswalk] - A detailed resource from the Library of Congress to help manage the conversion of metadata from MARC to Dublin Core. A link to the [https://www.loc.gov/marc/dccross.html Dublin Core to MARC Crosswalk] is also available on the page.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case7Final.pdf Standards and Standards Development: The Development of Digital Records Conversion Process (ANSI/ARMA 6-2007)] - A 2008 Case Study from the Society of American Archivists (SAA) that addresses several critical questions about standards in archives.<br />
* [http://www.niso.org/publications/press/understanding_metadata Understanding Metadata: What is Metadata, and What is it For?: A Primer] - A 2017 update by Jenn Riley published by [http://www.niso.org/home/ NISO] Press. Link goes to a PDF version. Additional NISO press resources can be found [http://www.niso.org/publications/press/ here].<br />
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<br />
==== Description Standards ====<br />
* RDA: Resource Description and Access - Cataloging standard that replaced AACR2 and RDA is based on the FRBR (Functional Requirements for Bibliographic Records) and FRAD (Functional Requirements for Authority Data) concept models<br />
** [http://www.loc.gov/aba/rda/ Information from the Library of Congress]<br />
** [https://www.oclc.org/rda/about.en.html Information from OCLC]<br />
** [https://access.rdatoolkit.org/ RDA Toolkit]<br />
* AACR2: Anglo-American Cataloging Rules - Standards to build catalogs in general libraries of all sizes. No longer being updated. Replaced by RDA. Still valid and used by some smaller organizations.<br />
** [http://www.aacr2.org/index.html AACR2 Homepage]<br />
* Describing Archives: A Content Standard (DACS), Second Edition - An output-neutral set of rules for describing archives, personal papers, and manuscript collections that can be used with any encoding standard including [[#MARC21|MARC21]], [[#EAD|EAD]], and [[#EAC|EAC]].<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-describing-archives-a-content-standard-dacs/dacs#.V5fD8q1zUiQ SAA DACS Official page]<br />
* Standards for Archival Description: A Handbook - 1994 Handbook of the Society of American Archivists (SAA) describing technical standards, conventions, and guidelines used by archivists to describe holdings and repositories.<br />
** [http://www.archivists.org/catalog/stds99/index.html SAA page to download the Handbook]<br />
* SNAC: Social Networks and Archival Context - A cooperative in development to create a more collaborative environment for discovering records related to historical persons.<br />
** [http://socialarchive.iath.virginia.edu/ SNAC Prototype Research & Development Cooperative Program]<br />
** [http://www.snaccooperative.org SNAC Prototype Site]<br />
* PREMIS: Preservation Metadata: Implementation Strategies - A data dictionary developed as the international standard for metadata to support the preservation of digital objects and ensure their long-term usability.<br />
** [http://www.loc.gov/standards/premis/ Library of Congress PREMIS Official Web Site]<br />
* PBCORE: Public Broadcasting Metadata Dictionary Project - An XML metadata schema designed for sound and moving images that is both a content and data standard.<br />
** [http://pbcore.org/ PBCore homepage]<br />
** [http://pbcore.org/blog/ PBCore blog]<br />
* The Small Museums Cataguing Manual: A guide to cataloguing object and image collections - 4th edition of the guide (2009) published by Museums Australia (Victoria)<br />
** [http://www.mavic.asn.au/assets/Small_Museums_Cataloguing_Manual_4th.pdf The Small Museums Cataloguing Manual]<br />
* NPS Museum Handbook, Part II: Museum Records - A publication of the National Parks Service, downloadable as a pdf file.<br />
** [https://www.nps.gov/museum/publications/MHII/mushbkII.html NPS Museum Handbook, Part II: Museum Records]<br />
* The FIAF Moving Image Cataloguing Manual - Published by the International Federation of Film Archives ([http://www.fiafnet.org/ FIAF]) Cataloguing and Documentation Commission. Available for free as a pdf download<br />
** [http://www.fiafnet.org/pages/E-Resources/Cataloguing-Manual.html The FIAF Moving Image Cataloguing Manual]<br />
* Cataloging Cultural Objects: A Guide to Describing Cultural Works and Their Images - A data content standard for the cultural heritage community sponsored by the Visual Resources Association Foundation (VRAF)<br />
** [http://cco.vrafoundation.org/ CCO Commons]<br />
[[#toc|Table of Contents]]<br />
<br />
==== Encoding Standards ====<br />
* <div id="MARC21"></div>MARC21 - Encoding standards to make bibliographic and related information machine-readable<br />
** [https://www.loc.gov/marc/ Library of Congress MARC Standards]<br />
* BIBFRAME: Bibliographic Framework Initiative - A new bibliographic encoding standard being developed by the Library of Congress to replace MARC21. The new model is designed to express and link bibliographic data.<br />
** [https://www.loc.gov/bibframe/ Library of Congress BIBFRAME page]<br />
* <div id="EAC"></div>EAC-CPF: Encoded Archival Context - Corporate bodies, Persons, and Families - Extensible Markup Language (XML) Standard for encoding contextual information about persons, corporate bodies, and families. Maintained by the Society of American Archivists (SAA) in partnership with the Berlin State Library.<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-eac-cpf/encoded-archival-context-corporate-bodies-persons-and-families-eac-cpf#.V5I2KfkrJpg SAA EAC-CPF page]<br />
* <div id="EAD"></div>EAD: Encoded Archival Description - Standard for encoding Finding Aids for interoperability in an online environment.<br />
** [http://www.loc.gov/ead/ Library of Congress EAD Official Site]<br />
* DCMI: Dublin Core Metadata Initiative - A set of metadata vocabulary to use with the Resource Description Framework (RDF) and other Linked Data initiatives that follows Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH).<br />
** [http://dublincore.org/ Home page for the Dublin Core Metadata Initiative]<br />
** [http://www.dublincoregenerator.com/ Free Dublin Core Generator]<br />
* MODS: Metadata Object Description Schema - An XML schema for a bibliographic element set that may be used for a vaiety of purposes, and particularly for library applications. Maintained by the Library of Congress.<br />
** [http://www.loc.gov/standards/mods/ Library of Congress MODS page]<br />
* IIIF: International Image Interoperability Framework - An image encoding standard to unlock standard information on the web<br />
** [http://iiif.io/ IIIF Homepage]<br />
* RDF: Resource Description Framework - A framework to describe any internet resource developed by the World Wide Web Consortium (W3C)<br />
** [https://www.w3.org/RDF/ W3C Semantic Web RDF page]<br />
** [https://www.obitko.com/tutorials/ontologies-semantic-web/resource-description-framework.html RDF section on Ontologies and Semantic Web Tutorial]<br />
** [http://www.linkeddatatools.com/semantic-web-basics Introducing Linked Data and the Semantic Web] - Introducing RDF is section 2<br />
* VRA Core - a data standard for the description of works of visual culture as well as the images that document them.<br />
** [http://www.loc.gov/standards/vracore/ Library of Congress official VRA Core website]<br />
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<br />
=== Data Management Tools ===<br />
* [http://www.bitcurator.net/ BitCurator] <br />
* [http://coptr.digipres.org/Main_Page CPOTR: Community Owned Digital Preservation Tool Registry]<br />
* [https://scout.wisc.edu/cwis CWIS: Collection Workflow Integration System] <br />
* [http://www.datawatch.com/gated/data-wrangling/?msrc=GooglePPC-DP-wrang&gclid=CjwKEAjwiMe8BRD0ts3Vtv-ohWgSJAAZurk12EC7fBtj6D9nF-CXKxDkbgmxY8Xu50deWtN1lOgfaRoC0M3w_wcB Data Wrangler]<br />
* [http://www.sno.phy.queensu.ca/~phil/exiftool/ ExifTool] <br />
* [https://www.avpreserve.com/tools/fixity/ Fixity] <br />
* [https://github.com/LibraryOfCongress/bagger Library of Congress Bagger]<br />
* [http://marcedit.reeset.net/ MarcEdit]<br />
* [https://github.com/ISA-tools/OntoMaton OntoMaton]<br />
* [http://ontowiki.net OntoWiki]<br />
* [http://openrefine.org/ Open Refine]<br />
* [https://www.oxygenxml.com/ Oxygen: XML Editor]<br />
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<br />
=== Collection Management Systems ===<br />
The below systems are not an endorsement of the product by CLIR, just suggestions to highlight the range of systems available. This is not a comprehensive list of all systems available. We tried to include low cost and/or open source system options when possible.<br />
<br />
Jump to: [[#How to Choose|How to choose]] | [[#Gallery|Gallery]] | [[#Library|Library]] | [[#Archive|Archive]] | [[#Museum|Museum]] | [[#Online Exhibits|Online Exhibits]]<br />
<br />
==== How to choose ====<br />
SEE ALSO: [[#Selecting_the_best_collection_management_system|1.2 Selecting the Best Content Management System]]<br />
<br />
* [https://www.historyassociates.com/resource/guides/selecting-a-cloud-based-cms/ Selecting a Cloud-Based Museum Collections Management System] - Five area to consider when selecting a system from [https://www.historyassociates.com/ History Associates, Inc.]<br />
* [https://www.historyassociates.com/resource/articles/how-do-we-select-a-collections-management-system/ How Do We Select a Collections Management System?] - An article from [https://www.historyassociates.com/ History Associates, Inc.] on the process of system selection from contacting a vendor to data migration.<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - A downloadable report from [https://www.historyassociates.com/ History Associates, Inc.] to highlight the most common mistakes they've seen when selecting a CMS. Can be applied to all GLAM organizations.<br />
* [https://rowman.com/ISBN/9781442230132/The-Small-Library-Manager%27s-Handbook How to Choose the Right ILS for Your Library] - Chapter in The Small Library Manager's Handbook (book).<br />
* [http://go.gallerysystems.com/feature.html Choosing the Right CMS] - A downloadable guide from [http://www.gallerysystems.com/ GallerySystems] that provides 5 steps for the selection process as well as sample worksheets, checklists, and links to additional resources.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-14-FINAL.pdf Partnering with IT to Identify an Commercial tool for Capturing Archival E-mail of University Executives at the University of Michigan] - A 2013 case study from the Society of American Archivists by Aprille Cooke McKay that discusses partnering with IT to issue an RFP for a new system.<br />
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<br />
==== Gallery ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
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<br />
==== Library ====<br />
* [https://cslainfo.org/?page_id=3735 General recommendations for smaller institutions] - From the Church & Synagogue Library Association<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [http://lucidea.com/inmagic/ Inmagic] <br />
* [https://www.libib.com/ Libib] <br />
* [http://www.libraryworld.com LibraryWorld]<br />
* [http://www.mlasolutions.com Mandarin] <br />
* [http://www.readerware.com/index.php Readerware] <br />
* [http://www.resourcemate.com/ ResourceMate] <br />
* [https://www.librarycat.org/ TinyCat] <br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
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<br />
==== Archive ====<br />
* [http://archiviststoolkit.org/ Archivists’ Toolkit]- Available for download, but no longer being updated<br />
* [http://archivesspace.org/ ArchivesSpace] <br />
* [https://www.accesstomemory.org/en/ AtoM]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://boktowergardens.org/tower-gardens/library-archives/resources/ MS Access Finding Aid Creator] - offered by [https://boktowergardens.org/ Bok Tower Gardens]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
<br />
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[[#toc|Table of Contents]]<br />
<br />
==== Museum ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectionspace.org/ CollectionSpace]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://mukurtu.org/ Mukurtu] - Designed with indigenous communities in mind<br />
* [http://www.museumsoftware.com PastPerfect]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
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[[#toc|Table of Contents]]<br />
<br />
==== Online Exhibits ====<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/emuseum/ eMuseum] <br />
* [https://jekyllrb.com/ Jekyll] <br />
* [https://omeka.org/ OMEKA] <br />
* [http://projectmirador.org/ Mirador] - For collections that support the International Image Interoperability Framework ([http://iiif.io/ IIIF]) API <br />
* [https://wordpress.com/ WordPress]<br />
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[[#toc|Table of Contents]]<br />
<br />
=== Controlled Vocabularies and Thesauri ===<br />
* [http://getty.edu/research/tools/vocabularies/ The Getty Research Institute Vocabularies] <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Committee]<br />
* [http://gawainweaver.com/images/uploads/Photographic%20Process%20Controlled%20Vocabulary_v1.pdf Photographic Process Controlled Vocabulary]<br />
* [http://authorities.loc.gov Library of Congress Authorities]<br />
* [http://id.loc.gov/ LC Linked Data Service: Authorities and Vocabularies] <br />
* [http://www.conservation-wiki.com/wiki/Lexicon_Terms American Institute for Conservation Lexicon Terms]<br />
* [http://www.bgbm.fu-berlin.de/iapt/nomenclature/code/SaintLouis/0000St.Luistitle.htm International Code of Botanical Nomenclature]<br />
* [http://orcid.org/ ORCID] <br />
* [https://app.pch.gc.ca/application/dvp-pvd/appli/descr-eng.php Parks Canada Descriptive and Visual Dictionary of Objects]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Tutorials and Online Learning ===<br />
There are many options for online learning. The following list is a sampling of free or low cost options to enhance understanding of cataloging and processing techniques.<br />
<br />
* [https://www.youtube.com/playlist?list=PL098F0952877CDE31 Association for Library Collection & Technical Services (ALCTS) YouTube Channel, Cataloging topic]<br />
* [http://www.connectingtocollections.org/archivedigital/ Caring for Digital Materials: Preventing a Digital Dark Age] - A Connecting to Collections Care Webinar Series<br />
* [https://www.codecademy.com/ Codecademy]<br />
* [https://www.oclc.org/support/training/portfolios/cataloging-and-metadata/connexion-client/tutorials.en.html OCLC Tutorials]<br />
* [http://www.oclc.org/support/training/calendars/cataloging-training-calendar.en.html OCLC Cataloging Skills Training Calendar] - Includes some fee based training<br />
* [http://www.oclc.org/support/documentation/cataloging.en.html OCLC documentation, practices, and programs] <br />
* [https://www.carli.illinois.edu/products-services/i-share/cat/basic-cataloging-resources Basic Cataloging Resources from CARLI (Consortium of Academic Research Libraries in Illinois)]<br />
* [https://www.youtube.com/user/LibTec203/videos Cataloging Course] - A YouTube introduction to cataloging by LibTec203]<br />
* [http://librarysciencelist.com/free-online-courses-for-librarians/ 20+ Awesome Free Online Librarian Courses]<br />
* [https://www.webjunction.org/explore-topics/ils-ddb.html WebJunction Integrated Library Systems & Databases Topic] <br />
* [http://online.vraweb.org/cgi/viewcontent.cgi?article=1061&context=vrab FRBR and TMS: Applying a Conceptual Organizational Model for Cataloguing Photographic Archives]<br />
* [http://special-cataloguing.com/cheats SLC Cheat Sheets] - A collection of cataloging cheat sheets for a wide range of material types mostly developed by Mac Elrod and hosted by Special Libraries Cataloging ([http://www.special-cataloguing.com/ SLC]).<br />
* [https://dp.la/info/2015/10/07/new-self-guided-curriculum-for-digitization/ DPLA Curriculum for Digitization] - A self-guided, online learning experience developed by the [https://dp.la/ Digital Public Library of America]. The curriculum is intended for digitization beginners from a variety of cultural heritage institutions.<br />
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<br />
== Overcoming project hurdles: Approaches to identifying and managing collection red flags ==<br />
The resources included in this section are presented to help organizations deal with areas in collections that may present problems and give managers the confidence to move forward with processing.<br />
<br />
Additional information on the February 8, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar5 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p93lcun8g78/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_slides<br />
* Scenarios discussed during the session: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_scenarios/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_transcript/<br />
** Chat 1, Swingate Public Library: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat1/<br />
** Chat 2, Dealing With the Past: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat2/<br />
** Chat 3, Collecting in the Now: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat3/<br />
** Chat 4, Access to Offensive Materials: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat4/<br />
** Chat 5, Community Archives Project: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat5/<br />
** Chat 6, Final Q&A: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat6/<br />
* Evaluation: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
<br />
Jump to:<br />
[[#Creating Policies for Collection Building|Creating Policies for Collection Building]] | [[#Rights, Copyright, and Legal Dilemmas|Rights, Copyright, and Legal Dilemmas]] | [[#Ethics and Social Justice|Ethics and Social Justice]] | [[#Hazardous Materials|Hazardous Materials]] | [[#Culturally Sensitive and Tough Topic Collections|Culturally Sensitive and Tough Topic Collections]] | [[#Sample Projects and Collections|Sample Projects and Collections]]<br />
<br />
<br />
=== Creating Policies for Collection Building ===<br />
SEE ALSO [[#Developing and Evaluating Institutional Documentation|Developing and Evaluating Institutional Documentation]]<br />
* [http://www2.archivists.org/publications/brochures/deeds-of-gift SAA A Guide to Deeds of Gift]<br />
* [http://resource.aaslh.org/view/sample-deed-of-gift/ AASLH StEPS Resource: Sample Deed of Gift]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types hosted by the Florida Association of Museums ([http://www.flamuseums.org/ FAM]) <br />
* [http://www.aam-us.org/docs/default-source/continuum/developing-a-cmp-final.pdf?sfvrsn=4 AAM Reference Guide: Developing a Collections Management Policy]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/collections-stewardship American Alliance of Museums (AAM) Standards Regarding Collections Stewardship]<br />
* [https://www.wisconsinhistory.org/pdfs/la/LIB-WHRAB-Records-Policy-Libraries-WAPL.pdf Creating a Collection Development Policy for Local Historical Records in Public Libraries] - A pdf resource from the [http://www.wisconsinhistory.org/Content.aspx?dsNav=N:4294963828-4294963805&dsRecordDetails=R:CS3558 Wisconsin Historical Records Advisory Board] and the [http://wla.wisconsinlibraries.org/wapl Wisconsin Association of Public Librarians] (April 1998).<br />
* [http://sustainableheritagenetwork.org/collection/support-documents-community-decision-making Support Documents for Community Decision Making] - A collection of documents provided by the [http://sustainableheritagenetwork.org/home Sustainable Heritage Network] that help organizations makes decisions regarding access, circulation, and ownership of cultural materials.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Rights, Copyright, and Legal Dilemmas ===<br />
Resources included are for reference only and do not represent legal advice. Most apply only to U.S. law; other countries may have different rules and guidelines.<br />
<br />
* [http://rightsstatements.org/en/ Digital Public Library (DPL) Rights Statements] <br />
* [http://ohda.matrix.msu.edu/2012/06/a-creative-commons-solution/ Oral History Interviews: “Who Owns Oral History? A Creative Commons Solution,"]<br />
* [http://ohda.matrix.msu.edu/2012/06/major-legal-challenges/ Major Legal Challenges Facing Oral History In The Digital Age] - A detailed 2014 article by John Neuenschwander on the IMLS Oral History in the Digital Age blog. Includes references.<br />
* [http://www.connectingtocollections.org/the_deaccessioning_dilemma_laws_ethics_and_actions/ The Deaccessioning Dilemma: Laws, Ethics, and Actions] - A 2015 Connecting to Collections Care webinar presented by John E. Simmons.<br />
* [http://learn.aaslh.org/event/webinar-steps-lab-1-deaccessioning-the-devils-in-the-details/ Deaccessioning: The Devil’s in the Details] - A webinar in the AASLH StEPs program (fee)<br />
* [http://www2.archivists.org/groups/technical-subcommittee-on-guidelines-for-reappraisal-and-deaccessioning-ts-grd/guidelines-for-reappraisal-and-deaccession SAA Guidelines for Reappraisal and Deaccessioning] - A pdf document from the Society of American Archivists (SAA)<br />
* [http://archive.cmsimpact.org/fair-use/best-practices/code-best-practices-fair-use-academic-and-research-libraries The Code of Best Practices in Fair Use for Academic and Research Libraries] - Can be used as a model to develop institutional policies regarding fair use and online access.<br />
* [http://copyright.cornell.edu/resources/publicdomain.cfm Cornell’s Copyright Term and the Public Domain in the US] - An easy to use chart to reference when particular types of items move into the public domain. Originally published by [http://vivo.cornell.edu/display/individual23436 Peter B. Hirtle] who has published a number of copyright resources. Updated annually.<br />
* [http://fairuse.stanford.edu/charts-and-tools/ Copyright & Fair Use Resources from Stanford University Libraries] - A number of charts and tools discussing copyright, fair use, and best practices.<br />
* [http://fairuse.stanford.edu/overview/website-permissions/websites/ Websites: Five Ways to Stay Out of Trouble] - A resource from the Stanford University Libraries Copyright & Fair Use website dealing specifically with website usage and rights.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - Select "Legal Issues" from the list for an extensive list of related resources.<br />
* [http://www2.archivists.org/publications/brochures/copyright-and-unpublished-material SAA’s Copyright and Unpublished Material: An introduction for Users of Archives and Manuscript Collections] - A downloadable and printable resource that answers basic questions.<br />
* [http://www2.archivists.org/groups/intellectual-property-working-group/well-intentioned-practice-for-putting-digitized-collections-of-unpublished-materials- Well-intentioned Practice for Putting Digitized Collections of Unpublished Materials Online (W-iP)] - A 2011 document developed by [http://www.oclc.org/research.html OCLC Research] and supported by the [http://www2.archivists.org/groups/intellectual-property-working-group SAA's Intellectual Property Working Group] to help move institutions forward with digitization of unpublished archival materials whose rights holders are often difficult to identify and contact.<br />
* [http://www.nemanet.org/nemn/summer-2016/abandonned-property/# Found! Abandoned Property in the Museum] - A New England Museums Now 2016 reprint of a 2013 article from NEMA News on Legal Issues. Authored by Gilbert Whittemore and covers ten clear steps for dealing with undocumented items in collections.<br />
* [http://www2.archivists.org/groups/acquisitions-appraisal-section/abandoned-property-project SAA Abandoned Property Project] - A state-by-state listing of relevant abandoned property legislation compiled by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and updated as required.<br />
* [http://www.ala.org/acrl/standards/security_theft ACRL/RBMS Guidelines Regarding Security and Theft in Special Collections] - Guidelines developed by the Association of College & Research Libraries ([http://www.ala.org/acrl/ ACRL]) and its Rare Books and Manuscript Section ([http://www.ala.org/acrl/aboutacrl/directoryofleadership/sections/rbms/acr-rbmec RBMS]).<br />
* [http://publications.arl.org/rli279/ Research Library Issues (RLI) Special Issue on Special Collections and Archives in the Digital Age] - This June 2012 issue of RLI, published by the Association of Research Libraries ([http://www.arl.org/ ARL]), includes articles on legal matters associated with digitization, Deeds of Gifts, and copyright.<br />
* [http://www.localcontexts.org/ Local Contexts] - An initiative to support Native, First Nations, Aboriginal, and Indigenous communities in the management of their intellectual property within the digital environment by providing strategic resources and practical solutions.<br />
** [http://www.sfu.ca/ipinch/project-components/community-based-initiatives/special-initiative-traditional-knowledge-licensing-an/ Traditional Knowledge Licensing and Labeling Website 1.0] - A description of the creation of Traditional Knowledge (TK) that led to the development of the TK Labels shared in the Local Contexts website. <br />
<br />
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<br />
=== Ethics and Social Justice===<br />
SEE ALSO [[#Institutional Ethics|Institutional Ethics]]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/code-of-ethics/ Code of Ethics and Other Institutional Documents] - A 2013 educational module, including a webinar, from the Florida Connecting to Collections Series presented from the museum (Myriam Springuel) and library (Burt Altman) perspectives.<br />
* [http://archivaria.ca/index.php/archivaria/article/view/13557 From Human Rights to Feminist Ethics: Radical Empathy in the Archives] - A 2016 article by Michelle Caswell and Marika Cifor. Published in Archivaria, a journal of the Association of Canadian Archivists ([http://archivists.ca/ ACA]). Link is to abstract only.<br />
* [https://www.lib.ncsu.edu/social-media-archives-toolkit/legal Social Media Archives Toolkit: Legal and Ethical Implications] - A resource of the North Carolina State University Libraries providing insight into the legal and ethical issues of harvesting social media.<br />
* [https://points.datasociety.net/okcupid-data-release-fiasco-ba0388348cd#.2aoqi7ydb OKCupid data release fiasco: It's time to rethink ethics education] - A 2016 post by Annette Markham that addresses data releases from an ethics educator's perspective.<br />
* [http://cmsimpact.org/resource/beyond-hashtags-ferguson-blacklivesmatter-online-struggle-offline-justice/ Beyond the hashtags: #Ferguson, #Blacklivesmatter, and the online struggle for offline justice] - A 2016 downloadable report written by Deen Feelon, Charlton D. McIlwain, and Meredith D. Clark that analyzes the Black Lives Matter movement online and the implications for using online tools to encourage social and political change.<br />
* [https://news.docnow.io/surveillance-and-social-media-archiving-7ea21b77b807#.iahlvrb8h Surveillance and Social Media Archiving] - A transcript of remarks made by Bergis Jules during the 2016 Library of Congress symposium, Collections as Data: Stewardship and Use Models to Enhance Access. Includes link to slides and the symposium's full agenda.<br />
* [https://papers.ssrn.com/sol3/papers2.cfm?abstract_id=2779647 Where are Human Subjects in Big Data Research? The Emerging Ethics Divide] - A 2016 article by Jacob Metcalf and Kate Crawford published in Big Data and Society (Spring 2016).<br />
* [http://bdes.datasociety.net/wp-content/uploads/2016/10/Ursic-politiwoops.pdf The Right to be Forgotten of the Duty to be Remembered? Twitter data reuse and implications for user privacy] - A 2016 PDF case study by Helena Ursic (Leiden University) written for The Council for Big Data, Ethics, and Society.<br />
* [http://link.springer.com/article/10.1007/s10502-014-9220-6 Toward a survivor-centered approach to records documenting human rights abuse: lessons from community archives] - Link to abstract (full article available for purchase). A 2014 article by Michelle Caswell published in Archival Science.<br />
* [https://aprilhathcock.wordpress.com/2016/11/18/opening-up-the-margins/ Opening up the Margins] - A November 18, 2016 blog post by April Hathcock that combines her remarks at a number of venues about opening up "good scholarship" to marginalized communities.<br />
* [http://zinelibraries.info/code-of-ethics/ Zine Librarians Code of Ethics] - A downloadable (PDF or Word) version of an ethical code as it applies to librarians and archivists that handle zines.<br />
* [https://medium.com/on-archivy/archivesforblacklives-building-a-community-archives-of-police-violence-in-cleveland-93615d777289#.t6wnjelwu #ArchivesForBlackLives: Building a Community Archives of Police Violence in Cleveland] - The text of a 2016 talk by Jarrett M. Drake presented at the Digital Blackness conference on the panel Uploading Black History: Archiving Blacks' Lived Experiences.<br />
* [http://tararobertson.ca/2016/oob/ digitization: just because you can, doesn't mean you should] - A 2016 blog post by Tara Robertson that reflects on the ethics of digitization through the example of a pre-internet lesbian porn magazine that was recently digitized and placed on line.<br />
* [http://link.springer.com/article/10.1007/s10502-012-9180-7 Evidence, memory, identify, and community: four shifting archival paradigms] - Link to abstract (full article available for purchase). A 2013 article by Terry Cook published in Archival Science.<br />
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<br />
=== Hazardous Materials ===<br />
* [http://cool.conservation-us.org/coolaic/sg/bpg/annual/v24/bp24-13.pdf Archives Conservators Discussion Group 2005: Hazardous Holdings] - A pdf article by Linda Blaser and Susan Peckham summarizing the panel. Printed in The Book and Paper Group Annual 24 (2005), p. 73-83. <br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-7_1439925170012_eng.pdf?WT.contentAuthority=4.4.10 Mercury in Museum Collections] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/7, 2002. Also available online [http://canada.pch.gc.ca/eng/1439925170006 here].<br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-8_1439925170028_eng.pdf?WT.contentAuthority=4.4.10 Lead in Museusm Collections and Heritage Buildings] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/8, 2010. Also available online [http://canada.pch.gc.ca/eng/1439925170022 here].<br />
* [http://www.connectingtocollections.org/arsenic-and-old-lace-controlling-hazardous-collection-materials/ Arsenic and Old Lace: Controlling Hazardous Collection Materials] - A 2016 Connecting to Collections Care Webinar. Page includes links to slides and handouts.<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/08/How-To-Guide-Hazards.pdf Hazards in museum collections: A Collections Care How To Guide] - A pdf guide from SHARE Museums East, Norfolk Museums & Archeology Service, and CollectionsTrust.<br />
* [https://alaskawhitestuffid.wordpress.com/ What’s That White Stuff blog] - A blog sponsored by the Alaska State Museum offering advice about common issues in museums.<br />
* [http://www.loc.gov/preservation/care/film.html Library of Congress Care, Handling, and Storage of Motion Picture Film] - Resources and links from the Library of Congress.<br />
* [http://www.mavic.asn.au/insite/september-october-2012 Museums Australia Vicotoria INSITE, September - October 2012, Dangerous Collections Special Issue] - Includes articles on a variety of tough issues<br />
* [http://opensi.si.edu/index.php/smithsonian/catalog/book/64 Pesticide Mitigation in Museum Collections: Science in Conservation: Proceedings from the MCI Workshop Series] - 2010 publication from the [http://opensi.si.edu/index.php/smithsonian/catalog/series/SCMC Smithsonian Contributions to Museum Conservation series] that addresses the issue of pesticide removal from museum objects.<br />
* [http://anthropology.si.edu/cm/NMNH_Potential_Hazards_Disclosure_Statement_2010.pdf Statement on Potential Hazards (Inherent and Acquired) Associated with Collection Objects] - A 2010 policy statement from the Smithsonian National Museum of Natural History [http://anthropology.si.edu/index.html Department of Anthropology] that can be used as a model for other institutions.<br />
* [https://www.nps.gov/museum/publications/conserveogram/02-10.pdf Hazardous Materials in Your Collection] - National Park Service (NPS) [https://www.nps.gov/museum/publications/conserveogram/cons_toc.html Conserve O Gram] series, August 1998, Number 2/10.<br />
* [http://museumpests.net/ MuseumPests.net] - A product of the Integrated Pest Management Working Group and includes a number of resources for prevention, monitoring, identification, and solutions for pests in collection spaces.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Culturally Sensitive and Tough Topic Collections ===<br />
* [http://www2.nau.edu/libnap-p/protocols.html Protocols for Native American Archival Materials] - The Protocols were developed to provide best practices for culturally responsive care and use of Native American archival and documentary material held by non-tribal organizations. The document reflects a Native American perspective.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - This is a good, brief, article regarding culturally sensitive Native American images in a non-native institution. It very clearly lays out a respectful, real world application of balancing maximum access and respectful consultation.<br />
* [http://ailanet.org/resources/ American Indian Library Association Resources] - A listing of resources compiled by the American Indian Library Association <br />
* [http://canada.pch.gc.ca/eng/1448995219999 Canadian Conservation Institute Caring for Sacred and Culturally Sensitive Objects] - Guidelines developed in 2015 to present key considerations related to sacred and culturally sensitive objects in heritage collections.<br />
* [http://digitalcommons.usu.edu/westernarchives/vol6/iss1/3 Tribal Archives, Traditional Knowledge, and Local Contexts: Why the "s" Matters] - A 2015 article by Kimberly Christen in the Journal of Western Archives ([http://digitalcommons.usu.edu/westernarchives/ JWA] Vol. 6, Iss. 1, Article 3).<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.74.1.4233nv6nv6428521?code=same-site Opening Archives: Respectful Repatriation] - An article by Kimberly Christen published in The American Archivist (Vol. 74, Spring/Summer 2011) examining one collaborative archival project aimed at digitally repatriating and reciprocally curating cultural heritage materials of the Plateau tribes in the Pacific Northwest.<br />
* [https://medium.com/on-archivy/confronting-our-failure-of-care-around-the-legacies-of-marginalized-people-in-the-archives-dc4180397280#.gbb4nqug0 Confronting Our Failure of Care Around the Legacies of Marginalized People in the Archives] - Transcript and select slides from a 2016 talk by Bergis Jules presented at the [http://ndsa.org/ National Digital Stewardship Alliance] annual meeting.<br />
* [http://www.archivists.org/governance/taskforces/0208-NativeAmProtocols-IIIA.pdf Report: Task force to review ''Protocols for Native American Archival Materials''] - A PDF version of the 2008 Society of American Archivists (SAA) report.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - A 2014 Case Study in Archival Ethics by Ellen Ryan and completed for the Society of American Archivists (SAA).<br />
* [https://artmuseumteaching.com/2016/08/31/have-conversations-here/ Have Conversations Here: Supporting Productive Dialogue in Museums] - A 2016 post by Mike Murawski on [https://artmuseumteaching.com/ Art Museum Teaching] discussing the facilitation of conversations in museums about difficult events and topics.<br />
* [http://www.liverpoolmuseums.org.uk/ism/resources/museum_interpretation.aspx Interpreting Transatlantic Slavery: the role of museums] - A 1999 article from the International Slavery Museum by Anthony Tibbles.<br />
* [http://interpretingdifficulthistory.com/ Interpreting Difficult History at Museums and Historic Sites] - Book by Julia Rose <br />
* [http://findingcommunityengagingaudiences.blogspot.com/2013/12/difficult-issues-in-history-museums.html Difficult Issues in History Museums] - A 2013 post on the Finding Community blog.<br />
* [http://www2.archivists.org/sites/all/files/PreservationWorkshopsWithRestrictedResources-CaseStudy1_0.pdf SAA Case Studies on Diversifying the Archival Record] - Case #1: Preservation Workshops with Restricted Resources: Preserving Cham Manuscripts in Vietnam <br />
* [http://aamg-us.org/wp/wp-content/uploads/2015/01/Managing-Museum-Controversy.pdf Museum Best Practices for Managing Controversy] - A pdf document from the Association of Academic Museums and Galleries ([https://www.aamg-us.org/wp/ AAMG])<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Sample Projects and Collections ===<br />
* [http://www.docnow.io/ Documenting the Now] - A collaborative project that aims to respect both the content creator and the potential researcher and seeks to find a user-friendly means of collecting and preserving the digital content of social media.<br />
* [https://www.saada.org/ South Asian American Digital Archive (SAADA)] - An independant, national, non-profit organization working to document, preserve, and share stories representing the voices of South Asian Americans.<br />
* [https://www.lib.utexas.edu/hrdi Human Rights Documentation Initiative (HRDI)] - A long-term preservation effort by the University of Texas Libraries to capture fragile and vulnerable records of human rights struggles worldwide, promote them, and make them accessible for research.<br />
* [https://xfrcollective.wordpress.com/ XFR Collective] - A non-profit organization partnering with many to preserve at-risk audiovisual media by providing low-cost digitization services.<br />
* [http://www.mipops.org/ Moving Image Preservation of Puget Sound (MiPoPs)] - A non-profit organization helping to preserve our cultureal heritage by assisting archives, libraries, and other organizations with the conversion of analog video recordings to digital formats according to archival best practices.<br />
* [http://www.dclibrary.org/labs/memorylab The Memory Lab at DC Public Library] - A service provided to the DC public that allows for personal preservation of AV materials. A model that other organizations can follow.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Closing the loop: Project assessment and leveraging goals for future planning ==<br />
The resources included in this section provide additional information for all other topics and help provide support for sustaining and moving projects into the future.<br />
<br />
Additional information on the February 15, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar6 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p6t0282kmur/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_slides/<br />
* Collaborative Project Template Spreadsheet (.xlsx): https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_template/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_transcript/<br />
** Chat 1, Signs of Trouble: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat1/<br />
** Chat 2, Project ROI: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat2/<br />
** Chat 3, Roadblocks: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat3/<br />
** Chat 4, Celebration: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat4/<br />
** Chat 5, Final Comments: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat5/<br />
* Evaluation: https://www.surveymonkey.com/r/JXMZ36G<br />
<br />
<br />
<br />
=== During the Project ===<br />
* [https://hbr.org/2011/04/strategies-for-learning-from-failure Strategies for Learning from Failure] - An article by Amy C. Edmondson, a version also available in print, Harvard Business Review April 2011.<br />
* [http://www.artscapediy.org/Creative-Placemaking-Toolbox/What-Are-the-Most-Important-Factors-in-a-Successfu.aspx What are the Most Important Factors in a Successful Project?] - A brief Vimeo video from Artscape President and CEO Tim Jones on the crucial elements of project success.<br />
* [https://www.projectsmart.co.uk/avoid-the-same-old-mistakes-by-focussing-on-lessons-learned.php Avoid the Same Old Mistakes by Focusing on Lessons Learned] - A 2014 article by Duncan Haughey that covers 6 essential steps to document lessons learned.<br />
* [http://www2.archivists.org/sites/all/files/AnOnlineExhibit-SAA-CaseStudy_0.pdf An Online Exhibit: A Tale of Triumph and Tribulation] - A 2014 Case Study by Nancy Freeman and Robert B. Riter for the Society of American Archivists (SAA). <br />
* [http://americanarchivist.org/doi/abs/10.17723/aarc.68.2.c741823776k65863?code=same-site More Product, Less Process: Revamping Traditional Archival Processing] - A 2005 article by Mark Greene and Dennis Miller published in The American Archivist, a publication of the Society of American Archivists. Link to abstract, PDF version available for download.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Evaluation and Assessment ===<br />
* [http://www.horizon-research.com/taking-stock-a-practical-guide-to-evaluating-your-own-programs/ Taking Stock: A Practical Guide to Evaluating Your Own Programs] - A 1997 guide written by Sally L. Bond, Sally E. Boyd, and Kathleen A. Rapp written to help community-based organisations improve programs. <br />
* [http://www.wkkf.org/resource-directory/resource/2010/w-k-kellogg-foundation-evaluation-handbook W.K. Kellogg Foundation Evaluation Handbook] - A 2010 tool to help consider evaluation as a relevant and useful program tool. The handbook was written especially for W.K. Kellogg Foundation-funded programs but has broader application possibilities.<br />
* [http://oerl.sri.com/ OERL: Online Evaluation Resource Library] - A resource library designed to collect and make available evaluation plans, instruments, and reports for National Science Foundation (NSF) related projects but has broader application possibilities.<br />
* [https://www2.cdc.gov/cdcup/library/practices_guides/CDC_UP_Project_Close-Out_Practices_Guide.pdf CDC Unified Process Practices Guide: Project Close-out - A 2006 guide that can help organizations practice successful project-close out. <br />
* [http://www.ala.org/rusa/sections/rss/rsssection/rsscomm/rssresstat/prjctassmnteval Project Assessment and Evaluation] - A list of resources compiled by the Referencce and User Services Association ([http://www.ala.org/rusa/ RUSA]), a division of the American Library Association (ALA). <br />
* [https://manoa.hawaii.edu/assessment/workshops/pdf/templates_2009-12.pdf Creating an Assessment Plan & Using Assessment Templates] - A 2009 guide created by the University of Hawaii at Manoa Assessment Office.<br />
* Tutorials for creating Gantt, PERT, and CPM charts<br />
** [https://www.officetimeline.com/gantt-chart-excel How to make Gantt charts in Excel] - A video tutorial with Excel templates for making Gantt charts.<br />
** [https://www.youtube.com/watch?v=oe_Uvf6p4_A Creating a Pert CPM chart using Excel] - A 2012 YouTube video tutorial by Eric Magidson.<br />
** [https://www.youtube.com/watch?v=8NHJTRUiX6A Creating a PERT/CPM Chart using Excel 2016 and the Personal Trainer Case] - A 2016 YouTube video tutorial by Eric Magidson.<br />
* [http://www.pmsolutions.com/audio/PM_Performance_and_Value_List_of_Measures.pdf Measures of Project Management Performance and Value: A Benchmark of Current Business Practices] - A 2005 resource from the Center for Business Practices as part of the Comprehensive List of Measures series. <br />
* [http://www.mclam.com/pdf/Metrics.pdf Environmental Protection: Using Metrics to Track Progress of Community Outreach Programs] - A 2004 guide published by the American Institute of Chemical Engineers to help develop metrics for understanding how well organizations are implementing programs as well as how to improve them.<br />
* [http://www.cioarchives.ca.gov/itpolicy/pdf/PM5.2_Project_Execution_Tracking_and_Monitoring.pdf Project Execution - PM Elements: Tracking and Monitoring Project Performance] - A January 1997 PDF document from the California Chief Information Offices that offers practical solutions for project tracking that can be adapted to other organizations' needs. A part of the Statewide Information Management Manual ([http://www.cioarchives.ca.gov/ITpolicy/SIMM.html SIMM])<br />
* [http://www.businessofgovernment.org/blog/strategies-font-color-redcut-costsfont-and-improve-performance/shared-services-tracking-perform Shared Services: Tracking Performance/Performance Metrics - What Doesn’t Get Measured Doesn’t Get Done] - A 2011 blog post by Jennifer Lotkowski and Adam Jelic on the IBM Center for The Business of Government.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Future Project Planning ===<br />
* [http://resource.aaslh.org/view/engaging-the-grown-ups-a-roundtable-exploring-new-strategies/ Engaging the Grown-Ups: A Roundtable Exploring New Strategies] - An AASLH Audio Recording <br />
* [http://resource.aaslh.org/view/whos-next-succession-planning-and-institutional-health/ Who’s Next? Succession Planning and Institutional Health] - An AASLH Audio Recording<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Developing and Evaluating Institutional Documentation ===<br />
SEE ALSO [[#Creating Policies for Collection Building|Creating Policies for Collection Building]]<br />
<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_48_-_Plan_for_the_Future_You_Want_for_Your_Museum.pdf Plan for the future you want for you museum] - A Technical Bulletin of the Oklahoma Museums Association, July 2009 by Cecil Carter<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types.<br />
* [http://flamuseums.org/professional-development/florida-connecting-to-collections-program/emergency-plans/ Florida Connecting to Collections Emergency Plans] - A self-paced program for all GLAM Institution types<br />
* [http://www.aam-us.org/resources/assessment-programs/core-documents/documents AAM Description of Core Documents] - A listing of important documents suggested by the American Alliance of Museums (AAM) as fundamental for basic professional museum operations.<br />
* [https://www.nsf.gov/publications/pub_summ.jsp?ods_key=nsf02057 The 2002 User-friendly Handbook for Project Evaluation] - A 2002 resource guide in HTML or PDF from the National Science Foundation ([https://www.nsf.gov/ NSF])<br />
* [http://obolinx.com/resources/2013/10/five-project-management-performance-metrics-key-to-successful-project-execution-operational-excellence/ Five Project Management Metrics key to Successful Project Execution - Operational Excellence] - A 2013 post by Kavita Verma shared on [http://obolinx.com/resources/ OBOlinx Tech]. Includes equations and practical examples.<br />
<br />
[[#toc|Table of Contents]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Strategies_for_Advancing_Hidden_Collections&diff=14755Strategies for Advancing Hidden Collections2019-09-10T18:36:33Z<p>Joymbanks: /* Where to begin: Basics of project planning for GLAM organizations */</p>
<hr />
<div>This resource library has been prepared for gallery, library, archive, and museum (GLAM) workers engaged in collection processing projects. Compiled by experts from the GLAM communities, the library is arranged to support the content of the CLIR [https://www.clir.org/hiddencollections/sahc Strategies for Advancing Hidden Collections] (SAHC) webinar series. A wide range of solutions and suggestions for a variety of collecting organizations appear below; inclusion of links on this page does not necessarily represent an endorsement of an organization or a product by CLIR or any individual connected with the SAHC project.<br />
<br />
'''Project Coordinator'''<br />
<br />
Joy M. Banks, Consultant<br />
<br />
'''Speakers'''<br />
* Angela Kipp, Collection Manager, TECHNOSEUM and Administrator, [http://world.museumsprojekte.de/ Registrar Trek]<br />
* Rosemary Pleva Flynn, Principal Librarian, Library and Information Services Team Lead, Energy and Environmental Research Center (EERC) at the University of North Dakota<br />
* Sarah Leu, Project Archivist, Historical Society of Pennsylvania<br />
* Beth Knazook, Library Juice Academy and Queen's University<br />
* Jessica Bitely, Director of Preservation Services, Northeast Document Conservation Center (NEDCC)<br />
* Yvonne Ng, Senior Archivist, WITNESS<br />
* Ellen Ryan, Head of Special Collections and Archives and Assistant Professor, Idaho State University<br />
<br />
'''Curriculum Committee'''<br />
* Stephanie Gaub Antequino, Memorabilia Archivist, Planet Hollywood International<br />
* Casey Davis, Project Manager, American Archive of Public Broadcasting<br />
* Tamar Evangelista-Dougherty, Consultant<br />
* Linda Hocking, Curator of Library and Archives, Litchfield Historical Society<br />
* Daniel Johnson, Digital Preservation Librarian, University of Iowa<br />
* Holly Mengel, Manuscripts Cataloging Librarian, University of Pennsylvania<br />
* Matthew Peek, Military Collections Archivist, State Archives of North Carolina<br />
* Kelly Revak, Processing Archivist, Library of Congress<br />
<br />
Additions to this library are welcome. Readers may contribute to its development by [https://wiki.diglib.org/index.php?title=Special:CreateAccount&returnto=Main+Page creating an account], or by sending suggestions to [mailto:cwilliford@clir.org Christa Williford] at CLIR. On June 19, 2017, CLIR held an "Ask the Experts" panel with project leaders during which they discussed common issues arising for people working with collections at small and under-resourced institutions. A recording of this session is available: http://clir.adobeconnect.com/p4vpre5njea5/<br />
<br />
== Where to begin: Basics of project planning for GLAM organizations ==<br />
The resources in this section will help lay the foundation for successful project planning and management.<br />
<br />
Additional information on the January 11, 2017 webinar as well as a link to the captioned webinar recording can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* PDF version of the speaker's slide presentation: https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_reduced.pdf<br />
* PDF version of the speaker's slide presentation with script: https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-slides_transcript_reduced.pdf<br />
* PDF version of the webinar script: https://clir.wordpress.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017_Wheretobegin_Script.pdf<br />
* Links to webinar chat:<br />
** [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat4.pdf General webinar chat] <br />
** Chat 1, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp_chat1.pdf Key Elements of a Project]<br />
** Chat 2, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat2.pdf Time to Catalog]<br />
** Chat 3, [http://www.clir.org/wp-content/uploads/sites/6/2016/09/1-11-2017-SAHC-Kipp-chat3.pdf Project Management]<br />
* Evaluation: https://www.surveymonkey.com/r/L9CYDRQ<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation:<br />
https://www.surveymonkey.com/r/L9CYDRQ.<br />
<br />
Jump to:<br />
[[#General|General]] | [[#Selecting the best collection management system|Selecting the best collection management system]] | [[#Collection Prioritization & Assessment|Collection Prioritization & Assessment]] | [[#Workflow|Workflow]] | [[#Project Management Tools|Project Management Tools]]<br />
<br />
=== General ===<br />
* [https://www.clir.org/hiddencollections/meetings/2010HCsymposium.html CLIR 2010 Hidden Collections Symposium]<br />
* [https://www.clir.org/hiddencollections/2015-symposium-unconference/symposium-abstracts CLIR 2015 Hidden Collections Symposium & Unconference]<br />
* [http://registry.clir.org/ CLIR Hidden Collections Registry]<br />
* [https://www.webjunction.org/explore-topics/planning-coordination.html WebJunction Planning & Coordination Topic Page]<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources]<br />
* [http://openglam.org/ OpenGLAM]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Selecting the best collection management system ===<br />
Note: Some of these resources may be dated but can still contain useful information. SEE ALSO [[#Collection_access:_Describing.2C_cataloging.2C_and_processing_with_the_future_in_mind|Collection access: Describing, cataloging, and processing with the future in mind]]<br />
<br />
'''For all institution types'''<br />
* [http://carlibrary.org/CarLibrary-CollectionManagementSystems.htm CarLibrary.org - Collection Management Systems] - A detailed resource discussing all aspects of selecting a management system including a number of links to additional resources. The page also includes a link to a [http://carlibrary.org/CarLibrary-CMS-Table.htm summary table] of a wide range of CMS software systems.<br />
'''For Museums'''<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - Tips on selecting the right museum CMS software from [https://www.historyassociates.com History Associates, Inc.].<br />
* [http://manyonline.org/professional-development/collections-management-software Collections Management Software] - A list with additional information on software systems designed specifically for the museum collection management environment from the [http://manyonline.org Museum Association of New York].<br />
* [http://rcaam.org/cms/wp-content/uploads/2011/05/Graduate-Studies-Thesis-Collections-Management-Elana-Carpinone.pdf Museum Collections Management Systems: One Size Does NOT Fit All] - Masters Thesis by Elana C. Carpinone, Seton Hall University, May 2010<br />
* [http://www.idea.org/blog/2011/04/07/collection-management-systems-museums-and-the-web-2011/ Collection management systems: Museums and the Web 2011] - A listing and explanation of collection management systems represented at the [http://www.museumsandtheweb.com/mw2011.html Museums and the Web 2011] event.<br />
'''For Libraries'''<br />
* The Small Libraries Manager's Handbook, edited by Alice Graves. Includes several chapters on system selection.<br />
'''For Archives'''<br />
* [https://www.clir.org/pubs/reports/spiro/spiro/spiro_Jan13.pdf Archival Management Software] - A report for the Council on Library and Information Resources (CLIR) by Lisa Spiro, January 2009<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Prioritization & Assessment ===<br />
* [http://www.pacsclsurvey.org/ PACSCL Survey Initiative] - Includes information and resources from the Philadelphia Area Consortium of Special Collections Libraries (PACSCL) Consortial Survey Initiative project to assess backlogged archival collections.<br />
* [https://psap.library.illinois.edu/about Preservation Self-Assessment Program (PSAP)] - A free, online tool that helps collection managers prioritize efforts to improve conditions of collections developed by the University of Illinois, University Library through the IMLS<br />
** [https://www.imls.gov/news-events/project-profiles/extending-preservation-self-assessment-option-libraries-archives-and Press Release from IMLS]<br />
* [http://www.oclc.org/content/dam/research/publications/library/2011/2011-07.pdf Taking Stock and Making Hay: Archival Collections Assessment] - A report from OCLC by Martha O'Hara Conway and Merrilee Proffitt, July 2011.<br />
* [http://nationalwomansparty.org/wp-content/uploads/2011/02/Strategy-and-Priorities-for-Cataloging.pdf Strategy and Priorities for Cataloging the National Woman's Party Collection] - A report from the Sewall-Belmont House and Museum that can be used as a sample collection analysis tool<br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Benchmarks in Collections Care] - The resources page provides access to information on Benchmarks in Collection Care as well as the self assessment checklist to aid in establishing realistic colleciton goals. This is a resource provided by the [http://www.collectionstrust.org.uk/ Collections Trust].<br />
* [http://library.columbia.edu/services/preservation/audiosurvey.html Survey Instrument for Audio & Moving Image Collections] - A resource developed by the Columbia University Libraries to inventory and assess audio and moving image materials.<br />
* [http://www.avcompass.bavc.org/ AV Compass] - A free online resource from the [https://www.bavc.org/ Bay Area Video Coalition] to help organize, preserve, and access AV collections.<br />
* [http://library.columbia.edu/services/preservation/survey_tools.html Special Collections Materials Survey Instrument] - A resource developed by the Columbia University Libraries to evaluate under-processed archival collections.<br />
* [http://tools.aaslh.org/steps/ Standards and Excellence Program (StEPs)] - A self-study program developed by the American Association for State and Local History (AASLH) designed specifically for small to mid-sized organizations.<br />
* [http://www.aam-us.org/resources/assessment-programs American Alliance of Museums (AAM) Assessment Programs] - A page describing the Continuum of Excellence to help move organizations towards better stewardship of their collections.<br />
* [https://www.imls.gov/grants/available/collections-assessment-preservation-program-cap IMLS Collections Assessment for Preservation Program (CAP)] - A grant program through the Institute of Museum and Library Services (IMLS). Deadline for applications vary.<br />
* [http://www.digitalpreservation.gov/documents/NDSA_Levels_Archiving_2013.pdf NDSA Levels of Digital Preservation] - Includes explanations and uses for maintaining and preserving digital files in archival settings.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Workflow ===<br />
* [http://www.libraryworkflowexchange.org/about/ Library Workflow Exchange] - A space for libraries to share and find workflows and best practices across institutions.<br />
* [http://digitizingmillerhouseandgarden.tumblr.com/tagged/workflow Workflows from the Documenting Modern Living project] - Examples of workflows from the Documenting Modern Living: Digitizing the Miller House and Garden Collection Tumblr page<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Management Tools ===<br />
* [http://blog.hubspot.com/agency/agency-project-management-tools#sm.0000y44e3e7sifdbt8018ehatkvxc Improve Your Collaboration: 18 Project Management Tools for Marketing Agencies] - Not GLAM specific, but a resource by Jami Oetting on selecting a project management tool with some suggested software.<br />
* [http://www.techworld.com/picture-gallery/startups/10-best-free-project-management-software-programs-3625922/ 14 best free project management software programs 2016: Great project management software tools that don't cost a penny] - By Matt Egan and posted on TechWorld, includes software and brief explanations of each.<br />
* [http://www.projectsmart.com/project-management/introduction.php 21 Ways to Excel at Project Management] - A detailed step by step tool from ProjectSmart for successful project management from beginning to end.<br />
* [http://www.archivejournal.net/issue/3/notes-queries/teaching-librarians-project-management-new-expectations-for-the-digital-age/ Teaching Librarians & Project Management: New Expectations for the Digital Age] - An article by Caro Pinto in the Archives Journal Notes + Queries (Issue 3, Summer 2013) that addresses the changing nature of librarian training to include project management.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Building resources and relationships: Determining what and who you need ==<br />
The resources in this section will help guide project managers through the process of estimating project costs, communicating costs with others, and building relationships for support. <br />
<br />
Additional information on the January 18, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar2 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p6l7b7bu74m/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar2_files/sahc_webinar2_slides<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar2_files/sahc_webinar2_transcript/<br />
** Chat 1, Justifying the Existence of GLAMS: https://www.clir.org/hiddencollections/sahc/sahc_webinar2_files/sahc_webinar2_chat1/<br />
** Chat 2, What would you do differently?: https://www.clir.org/hiddencollections/sahc/sahc_webinar2_files/sahc_webinar2_chat2/<br />
** Chat 3, Not-Your-Usual Funding Sources: https://www.clir.org/hiddencollections/sahc/sahc_webinar2_files/sahc_webinar2_chat3/<br />
* Evaluation: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
<br />
Jump to:<br />
[[#General_2|General]] | [[#Buy-in from Board of Directors, Community, Volunteers|Buy-in from Board of Directors, Community, Volunteers]] | [[#Calculating processing time, staff time, and estimating supply costs|Calculating processing time, staff time, and estimating supply costs]] | [[#Communicating to people who need to approve the project|Communicating to people who need to approve the project]] | [[#Funding Sources and Grant Writing|Funding Sources and Grant Writing]]<br />
<br />
=== General ===<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html WebJunction Budgets & Funding Resource Page] - Resources, webinars, and other information on budget planning and development for libraries that can be applied to all GLAM organizations.<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html Connecting to Collections Care Resources Page] - For more information on budgets and increasing collection support, select the ''Increasing Support for Collections Care'' from the list.<br />
* [http://www.mapfornonprofits.org/resources/fund-development/ MAP Resources for Fund Development] - Resources from the [http://www.mapfornonprofits.org/ MAP for Nonprofits], serving nonprofits through provision of consulting and training.<br />
* [http://managementhelp.org/nonprofitfundraising/index.htm Free Management Library All About Nonprofit Fundraising Resources] - A extensive listing of resources for nonprofits from the [http://managementhelp.org/ Free Management Library], a service of Authenticity Consulting, LLC.<br />
* Nonprofit Sustainability: Making Strategic Decisions for Financial Viability - 2010 book by Jeanne Bell, Jan Masaoka, and Steve Zimmerman.<br />
** [https://ssir.org/book_reviews/entry/nonprofit_sustainability_jeanne_bell_jan_masaoka_steve_zimmerman 2011 Review] in the Stanford Social Innovation Review by Jim Schorr<br />
** [http://www.nonprofitsustainability.org/ The Sustainability Mindset] - A 2014 companion book by Jeanne Bell and Steve Zimmerman that offers a step-by-step guide and templates for moving nonprofits toward a sustainable model.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Buy-in from Board of Directors, Community, Volunteers ===<br />
* [http://www.mandywilson.co.uk/data/uploads/pdf/Museums-Community-Involvement-Toolkit.pdf Community Involvement in Museums, Archives and Libraries: Toolkit for improving practice] - A pdf resource developed by COGS (Communities and Organizations - Growth and Support) for Yorkshire Museums Council, 2002. The toolkit includes a number of practical resources and guides for strengthening community involvement.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Calculating processing time, staff time, and estimating supply costs ===<br />
* [http://www.marac.info/assets/documents/marac_technical_leaflet_2.pdf Computing the Total Cost of Archival Processing] - A technical leaflet by Thomas Wilsted produced by the Mid-Atlantic Regional Archives Conference ([http://www.marac.info/ MARAC]), 1989.<br />
* [http://library.gwu.edu/collections/digitize/cost-calculator George Washington University Digitization Cost Calculator] - (unavailable)<br />
* [http://dashboard.diglib.org/ Digitization Cost Calculator] - A project of the [https://wiki.diglib.org/Assessment:Costs Digital Library Federation Assessment Interest Group’s working group on Cost Assessment] that uses community supplied data to help users estimate costs for digitization projects.<br />
* [https://roseelr.files.wordpress.com/2014/04/cost-finding-rose.docx Cost Finding Exercise] - Word Document Download. An exercise by Elizabeth Rose completed during her masters work at Southern Connecticut State University. The exercise considers the direct and indirect costs of processing an archival collection and includes references for additional information.<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.58.1.h9847h1372211l75 Beneficial Shocks: The Place of Processing-Cost Analysis in Archival Administration] - Research article by Paul Ericksen and Robert Shuster from American Archivist, Winter 1995. Includes discussion of both theoretical analysis and practical application.<br />
* [https://minds.wisconsin.edu/bitstream/handle/1793/44723/MA07_1_3.pdf?sequence%E2%80%A6 Rates of Processing Manuscripts and Arhives] - PDF download. An article by Karen Temple Lynch and Thomas E. Lynch from The Midwestern Archivist, p. 25-35, Vol. VII, No. 1, 1982 available through [https://www.jstor.org/journal/midwarch JSTOR]. Provides an analysis of processing rates from various grant proposals and considers how variable levels of processing affect cost.<br />
* [http://beinecke.library.yale.edu/25-processing-estimates Beinecke Rare Book & Manuscript Library (Yale University) Processing Estimates] - A guidelines developed in 2015 to consider the cost to process, arrange, and describe collections of personal papers.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ The Cost of Processing] - A blog post from 2010 by Emily Walters from North Carolina State University Libraries reflecting on estimating costs for their Changing the Landscape: Exposing the Legacy of Modernist Architects and Landscape Architects multi-year project.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ Costs of Cataloging] - A chapter by Felix Reichmann in Library Trends 2 (1953) providing historical context for cataloging cost analysis.<br />
* [https://ejournals.bc.edu/ojs/index.php/ital/article/viewFile/3161/2775 Cost Analysis of an Automated and Manual Cataloging and Book Processing System] - An article by Joselyn Druschel from the Journal of Library Automation (Vol. 14, no. 1, March 1981). Showing the historical argument for automating cataloging and processing to reduce cost.<br />
* [https://journals.ala.org/lrts/article/view/5501/6757 Assessing the Cost and Value of Bibliographic Control] - An article by Erin Stalbert and Christopher Cronin from Library Resources & Technical Services (Vol. 55, No. 3, 2011) published by the Association for Library Collections & Technical Services ([http://www.ala.org/alcts/ ALCTS]). Provides a detailed discussion of the past and present issues with estimating cataloging costs.<br />
* [https://www.liberquarterly.eu/articles/10.18352/lq.8558/ Improving Library Management by Using Cost Analysis Tools: A Case Study for Cataloguing Processes] - Article by Lorena Siguenza-Guzman, Alexandra Van den Abbeele, and Dirk Cattrysse from LIBER Quarterly, the Journal of the Association of European Research Libraries. This was originally presented at the LIBER conference in 2013 and discusses the application of TDABC (Time-Driven Activity-Based Costing) procedures in libraries.<br />
* [https://rbms.info/committees/task_force/metrics_assessment/group-1/cataloging/ RBMS Page on Cataloging] - Includes thoughts and definitions on cataloging from the Rare Books and Manuscripts Section ([https://rbms.info/ RBMS]) of the Association of College and Research Libraries ([http://www.ala.org/acrl/ ACRL]. A discussion of cataloging metrics is included as well as a resource list.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Communicating to people who need to approve the project ===<br />
* [http://enfocussolutions.com/8-best-practices-for-stakeholder-engagement/ 8 Best Practices for Stakeholder Engagement] - An article by John Parker from Enfocus Solutions (2012). Offers practical suggestions to engage and communicate with project stakeholders.<br />
* [http://agilemodeling.com/essays/activeStakeholderParticipation.htm Active Stakeholder Participation: An Agile Best Practice] - A detailed discussion of stakeholder engagement from Agile Modeling including definitions and useful charts.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2013-presentations/programming-on-a-shoestring-budget/ Programming on a Shoestring Budget] - Video presentation from David Mixdorf from South Sioux City Public Library (NE) presented in February 2013 for the Big Talk from Small Libraries online conference.<br />
* [http://www.wkkf.org/resource-directory/resource/2006/01/template-for-strategic-communications-plan Template for Strategic Communications Plan] - Practical template developed for use by the [http://www.wkkf.org/ W.K. Kellogg Foundation] including worksheets to develop a new plan.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case2Final.pdf Defining and Formalizing a Procedure for Archiving the Digital Version of the ''Schedule of Classes'' at the University of Michigan] - A 2008 case study from the Society of American Archivists (SAA) by Nancy Deromedi describing the process of forming an agreement between the university archive and registrar's office to continue the preservation of the schedule of classes after it moved to digital only.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Funding Sources and Grant Writing ===<br />
* [http://www.museumsoftware.com/grants.html Grant Opportunities] - A listing of available grants compiled by Past Perfect Museum Software.<br />
* [https://librarygrants.blogspot.com/ Library Grants blog] - A blog maintained by Stephanie Gerding and Pam MacKellar, authors of [http://www.alastore.ala.org/detail.aspx?ID=4039 Winning Grants: A How-To-Do-It Manual for Librarians with Multimedia Tutorials and Grant Development Tools]. Updated regularly with available opportunities.<br />
* [https://www.imls.gov/grants/available/museums-america IMLS Museums for America grant] - A grant program from the Institute of Museum and Library Services (IMLS) with the goal to "strengthen the ability of an individual museum to serve its public."<br />
* [https://www.neh.gov/grants/preservation/preservation-assistance-grants-smaller-institutions NEH Preservation Assistance Grants (PAG)] - These PAG funds help small and mid-sized institutions improve their ability to preserve and care for significant historical collections.<br />
* [https://www.neh.gov/grants/challenge/creating-humanities-communities Creating Humanities Communities] - A grant program from the NEH to help stimulate and proliferate meaningful humanities activities in underserved areas of the United States and territories. Limited geographic regions qualify.<br />
* [http://www.connectingtocollections.org/funding-collections-care/ Connecting to Collections Care Funding for Collections Care] - A webinar recorded November 2010 presented by Debra Hess Norris and Lee Price. The webinar page also includes related books for additional resources.<br />
* [http://www.connectingtocollections.org/fundraising-for-collections-care/ Connecting to Collections Care Fundraising for Collections Care] - A webinar series recorded in 2013 with sessions on Fundamentals, Finding Support, Cultivating Donors and Members, Writing Proposals, and Creative Fundraising. The series page includes additional links to resources, slides, and sample documents.<br />
* [https://event.on24.com/eventRegistration/EventLobbyServlet?target=reg20.jsp&partnerref=LJWebbestmall150901&eventid=1033500&sessionid=1&key=5EF4833291C07A8F39B02944D8C40810&regTag=&sourcepage=register Funding & Fundraising for Small Libraries] - An on-demand downloadable webinar from the LibraryJournal series Best Practices from America's Best Small Libraries. Presented in 2015 by Mary Beth Stenger and Cheryl Clay (registration required). A review of the webinar is available from [http://www.lminfo.us/blog/funding-and-fundraising-for-small-public-libraries/ Didi Yunginger].<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_46_-_Ten_Points_to_Increase_Your_Grant_Writing_Success.pdf Ten points to increase your grant writing success] - A one page technical bulletin by Cecil Carter from the Oklahoma Museums Association (January 2008).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Making the most of people: Recruitment, retention, and recognition ==<br />
The resources in this section consider how volunteers, interns, and staff fit into the project picture.<br />
<br />
Additional information on the January 25, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar3 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p2vkfvzxuqr/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_slides/<br />
* Transcript of presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_transcript/<br />
** Chat 1, Strategies for Outreach to Students, Interns, and Volunteers: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_chat1/<br />
** Chat 2, Troubleshooting Concerns about Students, Interns, and Volunteers: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_chat2/<br />
* Evaluation: https://www.surveymonkey.com/r/JRXMV3F<br />
<br />
<br />
Jump to:<br />
[[#Teens and Student Workers|Teens and Student Workers]] | [[#Volunteers and Staff|Volunteers and Staff]] | [[#Celebrating Success|Celebrating Success]] | [[#Ethics of Hiring|Ethics of Hiring]]<br />
<br />
=== Teens and Student Workers ===<br />
* [https://olcsmalllibraries.wordpress.com/2010/04/02/no-budget-no-time-no-problem/ No Budget? No Time? No Problem!] - Blog post from the Ohio Library Council by RoseMary Honnold discussing how community teens can be engaged in the work of collections.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2016-presentations/to-the-big-stage-on-a-small-budget-from-special-collections-to-archive-2-0/ To the Big Stage on a Small Budget: From Special Collections to Archive 2.0] - A presentation by Julie Pinnell for the 2016 Big Talk From Small Libraries [http://nlcblogs.nebraska.gov/bigtalk/ online conference] discussing the use of Doane College students to process the college archive.<br />
* [http://newprairiepress.org/culsproceedings/vol1/iss1/8/ Archival Internships: Creating Real World Learning Beyond the Classroom] - An article from the College & University Libraries Section (CULS) of the Kansas Library Association by Lorraine Madway (CULS Proceedings, Vol. 1, 2011, no. 1). Presents findings from the internship program at Wichita State University Libraries and offers practical advice for establishing an internship program.<br />
* [http://cupola.gettysburg.edu/librarypubs/53/ Undergraduate Library Internships and Professional Success] - A downloadable pdf poster by staff at Gettysburg College reporting on the impact undergraduate library internships had on the development of student career goals.<br />
* [http://www.nyarc.org/content/training-future-librarians-and-enhancing-digital-and-print-collections-m-lead-ii-comes Training Future Librarians and Enhancing Digital and Print Collections: M-LEAD II Comes to a Successful End] - A 2015 report by Kim Loconto on the [https://www.imls.gov/ IMLS] funded Museum Library Education and Digitization [M-LEAD] grant which allowed interns to gain a wide range of experiences with practical, hands-on projects.<br />
* [http://www.businessnewsdaily.com/8394-create-internship-program.html Creating a Successful (and Legal) Internship Program] - A 2015 article from Business News Daily by Nicole Fallon Taylor. A basic overview for creating an internship program that will be beneficial to the intern, productive for the organization, and meet current employment laws.<br />
* [http://www2.archivists.org/standards/best-practices-for-internships-as-a-component-of-graduate-archival-education Best Practices for Internships as Components of Graduate Archival Education] - A downloadable best practices guide from the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Volunteers and Staff ===<br />
* [http://www.connectingtocollections.org/archivecollectionscare/ Connecting to Collections Care Staff and Volunteer Management for Collections Care] - Webinar 6 in the Collections Care Basics: Where Do I Begin? webinar series. Originally presented by Donia Conn in 2013. The webinar section contains links to the recording, PowerPoint presentation, and a number of additional readings and resources related to the topic.<br />
* [http://www.slideshare.net/volunteermatch/creating-a-comprehensive-engaging-volunteer-training-program Creating a Comprehensive & Engaging Volunteer Training Program] - A 2013 SlideShare presentation by Jennifer Bennett and Matt Wallace. Hosted by VolunteerMatch Learning Center.<br />
* [http://files.archivists.org/pubs/free/Resources_for_Volunteers-Final-V3.pdf Resources for Volunteer Programs in Archives] - A 2012 joint publication, available as a PDF, from the National Archives and Records Administration (NARA) and the Society of American Archivist (SAA) that provides descriptions of volunteer projects undertaken at various archives as well as a "Tools Shared by Archives" section with examples of volunteer questionnaires and applications, volunteer standards of conduct, volunteer handbook, and additional resources.<br />
* [http://www.connectingtocollections.org/seeding-engagement-and-cultivating-volunteers-through-crowdsourcing/ Seeding Engagement and Cultivating Volunteers through Crowdsourcing] - A Connecting to Collections Care webinar originally presented in July 2016 by Meghan Ferriter. Dr. Ferriter shares the crowdsourcing experience of the [https://transcription.si.edu/ Smithsonian Transcription Center (TC)] and how their experience can be adapted to other projects.<br />
* [http://www.infotoday.com/cilmag/oct14/Zastrow--Crowdsourcing-Cultural-Heritage.shtml Crowdsourcing Cultural Heritage: 'Citizen Archivists' for the future] - A 2014 article by Jan Zastrow published in Computers in Libraries (Vol. 34, No. 8, October 2014).<br />
* [http://alm.axiell.com/infographic-leveraging-volunteers-and-crowdsourcing-digitisation?utm_source=Axiell+ALM+-+Non-Customer+Newsletter&utm_campaign=6f296c7bbf-Prospect+Newsletter+February&utm_medium=email&utm_term=0_00e6b7cbf3-6f296c7bbf-143955453 Leveraging Volunteers and Crowdsourcing for Digitisation] - A February 2017 infographic that shares results of research conducted by [http://mcn.edu/ MCN] and [http://alm.axiell.com/ Axiell] involving over 100 Museums and Archives from around the world.<br />
* Examples of Crowdsourcing volunteer projects:<br />
** [https://www.flickr.com/photos/8623220@N02/ Library of Congress Flickr Feed]<br />
** [https://diyhistory.lib.uiowa.edu University of Iowa DIY History]<br />
** [https://transcription.si.edu Smithsonian Transcription Project]<br />
** [https://www.archives.gov/citizen-archivist/transcribe US National Archives - Citizen Archivist Transcription Project]<br />
* [http://oregonstate.edu/ua/ncs/archives/2010/feb/business-students-raise-funds-haiti-learn-value-%E2%80%98blitz-project%E2%80%99 Business students raise funds for Haiti, learn value of 'blitz project'] - A short 2010 article describing a blitz project by Oregon State University College of Business students.<br />
* Yellowstone National Park Blitz projects<br />
** [https://www.nps.gov/yell/blogs/Using-a-Team-Approach-to-Expose-Yellowstone-s-Hidden-Collections.htm Using a Team Approach to Expose Yellowstone's Hidden Collections] (July 10, 2014), by Anne Foster<br />
** [https://www.nps.gov/yell/blogs/Bringing-Yellowstone-Back-Home-Using-the-Archives-Blitz-as-a-Framework-for-Other-Institutions.htm Bringing Yellowstone Back Home: Using the Archives Blitz as a Framework for Other Institutions] (October 7, 2014), by Anna Trammell<br />
** [https://www.nps.gov/yell/blogs/Keys-to-a-Blissful-Blitz.htm Keys to a Blissful Blitz] (March 12, 2015), by Kiley Hayes<br />
* [http://www.aam-us.org/resources/online-programs/human-resources-webinars Human Resources Recorded Webinars] - A series of webinars from the American Alliance of Museums ([http://www.aam-us.org/home AAM]) on a variety of topics related to staff and volunteers.<br />
* [https://aamv.wildapricot.org/ American Association for Museum Volunteers (AAMV)] - An association supporting the museum volunteer management community. Their website includes some resources freely available to non-members.<br />
* [http://peabody.yale.edu/volunteer Volunteer Page for the Yale Peabody Museum of Natural History] - Provides an example of a well-designed volunteer page including a link to the Yale Peabody volunteer application.<br />
** [http://peabody.yale.edu/sites/default/files/documents/volunteer/volunteer_application_form.pdf Yale Peabody Museum Volunteer application example]<br />
* [http://themuseum.org/sites/default/files/volunteeragreement.pdf Volunteer Code of Ethics and Professional Standards] - A standard from the [http://themuseum.org/ Alexandria Museum of Art] that can be used as a model for other institutions.<br />
* [http://www.connectingtocollections.org/outreach/ Involving the Public in Your Preservation Efforts] - A Connecting to Collections Care webinar from 2013 showcasing work from a number of institutions in celebration of Preservation Week. The page contains links to referenced projects and resources.<br />
* [http://www2.archivists.org/standards/best-practices-for-volunteers-in-archives Best Practices for Volunteers in Archives] - A downloadable resource by the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_45_-_Creating_a_Successful_Volunteer_Program.pdf Building a successful museum volunteer services program] - A technical bulletin by Robbin Davis produced by the Oklahoma Museums Association (July 2007).<br />
* [http://www.wildapricot.com/blogs/newsblog/2015/05/13/top-challenges-with-volunteer-engagement-retention Top Challenges with Volunteer Engagement & Retention] - A 2015 post by Lori Halley on the [http://www.wildapricot.com/academy Wild Apricot Membership Academy] blog that discusses challenges and solutions to some of the most frequent volunteer issues. Also includes links to a Wild Apricot webinar on volunteers and other resources.<br />
* [http://www.wildapricot.com/academy/expert-webinar-series/converting-volunteers-from-joiners-to-stayers Converting Volunteers from Joiners to Stayers] - A 2015 webinar presented by Tobi Johnson as part of the Wild Apricot Expert Webinar Series.<br />
* [https://americanlibrariesmagazine.org/2016/05/31/recruiting-retaining-library-volunteers/ Recruiting and Retaining Volunteers] - A 2016 post by Kaitlin Throgmorton on the American Libraries blog.<br />
* [http://wikis.ala.org/professionaltips/index.php?title=Volunteers ALA Volunteers Wiki] - A wiki page from the American Library Association (ALA) that compiles a number of different resources about volunteers in libraries.<br />
* [http://www.alastore.ala.org/detail.aspx?ID=3069 Managing Library Volunteers, Second Edition] - A 2011 book by Preston Driggers and Eileen Dumas published by the American Library Association. Link goes to the book description in the ALA store.<br />
* [http://www.mcfarlandbooks.com/book-2.php?id=978-0-7864-9780-5 Library Volunteers Welcome! Strategies for Attracting, Retaining, and Making the Most of Willing Helpers] - A 2016 book edited by Carol Smallwood and Lura Sanborn (McFarland & Company). Link goes to the book description on the McFarland website.<br />
* [https://www.taprootplus.org/ Taproot+] - A connection service claiming to be "the best way for nonprofits to find pro bono help and for skilled volunteers to provide it."<br />
* [https://www.serviceleader.org/leaders/firing A Few Pointers on the Unpleasant Topic of Firing Volunteers] - A post by Sarah Jane Rehnborg on the ServiceLeader.org website hosted by the University of Texas at Austin. Other volunteer resources can also be found on this page.<br />
* [http://www.volunteerhub.com/blog/when-helping-hands-hurt-your-cause/ When Helping Hands Hurt your Cause] - A 2008 post by Fonda Kendrick on the VolunteerHub website.<br />
* [http://www.volunteerhub.com/blog/difficult-volunteers/ Dealing with Difficult Volunteers] - A 2014 post by Krista Balbach on the VolunteerHub website. Includes a list of resources.<br />
* [http://nonprofithub.org/featured/break-say-volunteers/ The Break-Up: How to Say No to Volunteers] - A post by Lincoln Arneal on the Nonprofit Hub.<br />
<br />
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<br />
=== Celebrating Success ===<br />
* [http://www.bridging-the-gap.com/join-your-distributed-team-in-virtual-celebration/ How to Celebrate Project Success with a Distributed Team] - A resource compiled with input from a Virtual Facilitators Forum on LinkedIn to help build teams even when members are dispersed.<br />
* [https://thesavvypm.wordpress.com/2008/05/21/how-to-celebrate-success-throughout-your-projects/ How to Celebrate Success Throughout Your Projects] - A 2008 blog post from [https://thesavvypm.wordpress.com/about/ Making Things Happen] on developing an environment of ongoing celebration of success.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Ethics of Hiring ===<br />
* [https://www.shrm.org/about-shrm/pages/bylaws--code-of-ethics.aspx SHRM Code of Ethical and Professional Standards in Human Resource Management] - From the Society for Human Resources Management ([https://www.shrm.org SHRM]), guidelines for ethical Human Resources management. Includes a comprehensive guide for developing your own organizational Code of Ethics.<br />
* [https://www.cornerstoneondemand.com/rework/why-path-good-ethics-starts-human-resources Why the Path to Good Ethics Starts in Human Resources] - A 2013 blog post from Chris MacDonald on Company Culture.<br />
* [http://wiki.wearedynamo.org/index.php/Guidelines_for_Academic_Requesters Guidelines for Academic Requestors] - Guidelines specifically related to the ethical hiring of Turkers through [https://www.mturk.com/mturk/welcome Amazon Mechanical Turk] for outsourced academic projects but could be applied more broadly.<br />
* [http://futureofmuseums.blogspot.com/2016/10/volunteers-and-museum-labor_18.html Volunteers and Museum Labor] - A 2016 blog post by Elizabeth Merritt from the [http://www.aam-us.org/resources/center-for-the-future-of-museums Center for the Future of Museums] (An American Alliance of Museums Initiative) that considers the challenges of volunteers versus professional staff in museums.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Collection access: Describing, cataloging, and processing with the future in mind ==<br />
The resources available in this section try to provide guidance on the sometimes complicated world of description and processing. We understand that while GLAM organizations have many things in common, processing is often handled differently depending on the field. As we learn to work together, we hope that exploring best practices from different areas will help us move towards greater interoperability in the future.<br />
<br />
Additional information on the February 1, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar4 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p3bvg34fflb/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_slides/<br />
* Transcript of presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_transcript/<br />
** Chat 1, What is cataloging? https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat1/<br />
** Chat 2, Cataloging concerns: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat2/<br />
** Chat 3, Legacy Data & You: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat3/<br />
* Evaluation: https://www.surveymonkey.com/r/JT9PCKG<br />
<br />
Jump to:<br />
[[#Communities|Communities]] | [[#General_3|General]] | [[#Institutional Ethics|Institutional Ethics]] | [[#Cataloging and Metadata Standards|Cataloging and Metadata Standards]] | [[#Data Management Tools|Data Management Tools]] | [[#Collection Management Systems|Collection Management Systems]] | [[#Controlled Vocabularies and Thesauri|Controlled Vocabularies and Thesauri]] | [[#Tutorials and Online Learning|Tutorials and Online Learning]]<br />
<br />
=== Communities ===<br />
* [https://listserv.syr.edu/scripts/wa.exe?A0=AUTOCAT AutoCat] - A general cataloging listserv, primarily for libraries but open to everyone.<br />
* [http://listserv.oclc.org/archives/oclc-cat.html OCLCCAT] - An OCLC sponsored cataloging listserv open to everyone.<br />
* [https://docs.google.com/forms/d/e/1FAIpQLSc3WCCi2_03rkbSwGVbE0rQwYFSxvL6THz6GRZY8HAbijaK4w/viewform Metadata Support Group] - A Slack forum sponsored by the Digital Library Federation ([https://www.diglib.org/ DLF]). Requires registration and a Slack account but not membership in DLF. <br />
* [http://www.archivists.org/saagroups/lonearr/resources.asp SAA Lone Arrangers listserv] - Hosted by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and open to members and non-members. <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Community] - A space for those using or interested in using the Nomenclature 4.0 resource from the American Association for State and Local History ([http://www.aaslh.org/ AASLH]).<br />
* [http://www.connectingtocollections.org/groups/connecting-to-collections-care-online-community/forum/ Connecting to Collections Care Forum] - A space to ask questions about collections care and receive answers from peers and forum monitors. Requires registration for participation.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== General ===<br />
* [http://firstmonday.org/article/view/1628/1543 Metadata for All: Descriptive Standards and Metadata Sharing Across Libraries, Archives, and Museums] - An article from [http://firstmonday.org/index First Monday], a peer reviewed journal on the internet, by Mary W. Elings and Gunter Waibel (Vol. 12, No. 3, 5 March 2007).<br />
* [http://www.alastore.ala.org/nealschuman/companionwebsite/metadata-digital-collections/ Metadata for Digital Collections: A How-to-Do-It Manual] - A 2004 book by Steven J. Miller. Link goes to a Companion Website for the manual that includes resources, chapter supplements, and additional information.<br />
* [https://protekvaults.com/the-art-and-science-of-descriptive-metadata/ The art and science of descriptive metadata: Classifying your film archive for identification and discovery] - A general overview, with examples, of metadata by Tim Knapp of [https://protekvaults.com/ PRO-TEK Vaults]<br />
* [http://freeyourmetadata.org/ Linked Data for Libraries, Archives, and Museums] - A book and website on getting the most from your metadata. <br />
* [https://www.clir.org/pubs/reports/spiro/spiro_Jan13.pdf Archival Management Software: A Report for the Council on Library and Information Resources] - A pdf 2009 report for the Council on Library and Information Resources ([https://www.clir.org CLIR]) by Lisa Spiro<br />
* [http://resource.aaslh.org/view/building-digital-archives-lessons-learned-from-four-crowdsourced-online-projects/ AASLH Audio Recording: Building Digital Archives: Lessons Learned From Four Crowdsourced Online Projects] - An audio download of the session from the 2014 Annual Meeting of the [http://www.aaslh.org/ AASLH].<br />
* [http://www.gallerysystems.com/resources/free-resources/ Gallery Systems Free Collections Management Resources] - A collection of free collections management resources compiled by [http://www.gallerysystems.com/ GallerySystems].<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/12/Collections-Access-and-the-use-of-Digital-Technology.pdf Collections Access and the use of technology in museums] - A report by the Norfolk Museums and Archaeology Service, 2012. <br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Collections Trust: Benchmarks in Collections Care] - Self-Assessment checklist developed by [http://www.collectionstrust.org.uk/ Collections Trust] to encourage thinking about collection care activity during the organizations planning cycle.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - An extensive collection of resources arranged by topic.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-15-FINAL.pdf Will They Populate the Boxes? Piloting a Low-Tech Method for Capturing Executive E-mail and a Workflow for preserving It at the University of Michigan] - A 2013 case study by Aprille Cooke McKay published by the Society of American Archivists (SAA) that covers the process of engaging administration in the process of tagging new materials to add to the archive.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Institutional Ethics ===<br />
SEE ALSO [[#Ethics and Social Justice|Ethics and Social Justice]]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/code-of-ethics American Alliance of Museums (AAM) Code of Ethics for Museums]<br />
* [http://www.ala.org/advocacy/proethics American Library Association (ALA) Professional Ethics] <br />
* [http://archivists.org/statements/saa-core-values-statement-and-code-of-ethics Society of American Archivists (SAA) Core Values Statement and Code of Ethics] <br />
* [http://www2.archivists.org/groups/saa-council/ala-saa-joint-statement-on-access-guidelines-for-access-to-original-research-materials ALA-SAA Joint Statement on Access: Guidelines for Access to Original Research Materials]<br />
* [http://www.artdealers.org/about/code-of-ethics-and-professional-practices Art Dealers Association of America (ADAA) Code of Ethics and Professional Practices]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Cataloging and Metadata Standards ===<br />
The resources listed below may require registration or subscription for access. While some are freely available online, others are fee-based.<br />
<br />
Jump to: [[#General_4|General]] | [[#Description Standards|Description Standards]] | [[#Encoding Standards|Encoding Standards]]<br />
<br />
==== General ====<br />
* [http://www.loc.gov/standards Standards at the Library of Congress] - A listing of all of the standards maintained by the Library of Congress<br />
* [http://www.getty.edu/research/publications/electronic_publications/intrometadata/crosswalks.html Metadata Standards Crosswalk] - A useful online spreadsheet from Getty that shows how a selection of well-used metadata standards may interact with each other.<br />
* [https://www.loc.gov/marc/marc2dc.html MARC to Dublin Core Crosswalk] - A detailed resource from the Library of Congress to help manage the conversion of metadata from MARC to Dublin Core. A link to the [https://www.loc.gov/marc/dccross.html Dublin Core to MARC Crosswalk] is also available on the page.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case7Final.pdf Standards and Standards Development: The Development of Digital Records Conversion Process (ANSI/ARMA 6-2007)] - A 2008 Case Study from the Society of American Archivists (SAA) that addresses several critical questions about standards in archives.<br />
* [http://www.niso.org/publications/press/understanding_metadata Understanding Metadata: What is Metadata, and What is it For?: A Primer] - A 2017 update by Jenn Riley published by [http://www.niso.org/home/ NISO] Press. Link goes to a PDF version. Additional NISO press resources can be found [http://www.niso.org/publications/press/ here].<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Description Standards ====<br />
* RDA: Resource Description and Access - Cataloging standard that replaced AACR2 and RDA is based on the FRBR (Functional Requirements for Bibliographic Records) and FRAD (Functional Requirements for Authority Data) concept models<br />
** [http://www.loc.gov/aba/rda/ Information from the Library of Congress]<br />
** [https://www.oclc.org/rda/about.en.html Information from OCLC]<br />
** [https://access.rdatoolkit.org/ RDA Toolkit]<br />
* AACR2: Anglo-American Cataloging Rules - Standards to build catalogs in general libraries of all sizes. No longer being updated. Replaced by RDA. Still valid and used by some smaller organizations.<br />
** [http://www.aacr2.org/index.html AACR2 Homepage]<br />
* Describing Archives: A Content Standard (DACS), Second Edition - An output-neutral set of rules for describing archives, personal papers, and manuscript collections that can be used with any encoding standard including [[#MARC21|MARC21]], [[#EAD|EAD]], and [[#EAC|EAC]].<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-describing-archives-a-content-standard-dacs/dacs#.V5fD8q1zUiQ SAA DACS Official page]<br />
* Standards for Archival Description: A Handbook - 1994 Handbook of the Society of American Archivists (SAA) describing technical standards, conventions, and guidelines used by archivists to describe holdings and repositories.<br />
** [http://www.archivists.org/catalog/stds99/index.html SAA page to download the Handbook]<br />
* SNAC: Social Networks and Archival Context - A cooperative in development to create a more collaborative environment for discovering records related to historical persons.<br />
** [http://socialarchive.iath.virginia.edu/ SNAC Prototype Research & Development Cooperative Program]<br />
** [http://www.snaccooperative.org SNAC Prototype Site]<br />
* PREMIS: Preservation Metadata: Implementation Strategies - A data dictionary developed as the international standard for metadata to support the preservation of digital objects and ensure their long-term usability.<br />
** [http://www.loc.gov/standards/premis/ Library of Congress PREMIS Official Web Site]<br />
* PBCORE: Public Broadcasting Metadata Dictionary Project - An XML metadata schema designed for sound and moving images that is both a content and data standard.<br />
** [http://pbcore.org/ PBCore homepage]<br />
** [http://pbcore.org/blog/ PBCore blog]<br />
* The Small Museums Cataguing Manual: A guide to cataloguing object and image collections - 4th edition of the guide (2009) published by Museums Australia (Victoria)<br />
** [http://www.mavic.asn.au/assets/Small_Museums_Cataloguing_Manual_4th.pdf The Small Museums Cataloguing Manual]<br />
* NPS Museum Handbook, Part II: Museum Records - A publication of the National Parks Service, downloadable as a pdf file.<br />
** [https://www.nps.gov/museum/publications/MHII/mushbkII.html NPS Museum Handbook, Part II: Museum Records]<br />
* The FIAF Moving Image Cataloguing Manual - Published by the International Federation of Film Archives ([http://www.fiafnet.org/ FIAF]) Cataloguing and Documentation Commission. Available for free as a pdf download<br />
** [http://www.fiafnet.org/pages/E-Resources/Cataloguing-Manual.html The FIAF Moving Image Cataloguing Manual]<br />
* Cataloging Cultural Objects: A Guide to Describing Cultural Works and Their Images - A data content standard for the cultural heritage community sponsored by the Visual Resources Association Foundation (VRAF)<br />
** [http://cco.vrafoundation.org/ CCO Commons]<br />
[[#toc|Table of Contents]]<br />
<br />
==== Encoding Standards ====<br />
* <div id="MARC21"></div>MARC21 - Encoding standards to make bibliographic and related information machine-readable<br />
** [https://www.loc.gov/marc/ Library of Congress MARC Standards]<br />
* BIBFRAME: Bibliographic Framework Initiative - A new bibliographic encoding standard being developed by the Library of Congress to replace MARC21. The new model is designed to express and link bibliographic data.<br />
** [https://www.loc.gov/bibframe/ Library of Congress BIBFRAME page]<br />
* <div id="EAC"></div>EAC-CPF: Encoded Archival Context - Corporate bodies, Persons, and Families - Extensible Markup Language (XML) Standard for encoding contextual information about persons, corporate bodies, and families. Maintained by the Society of American Archivists (SAA) in partnership with the Berlin State Library.<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-eac-cpf/encoded-archival-context-corporate-bodies-persons-and-families-eac-cpf#.V5I2KfkrJpg SAA EAC-CPF page]<br />
* <div id="EAD"></div>EAD: Encoded Archival Description - Standard for encoding Finding Aids for interoperability in an online environment.<br />
** [http://www.loc.gov/ead/ Library of Congress EAD Official Site]<br />
* DCMI: Dublin Core Metadata Initiative - A set of metadata vocabulary to use with the Resource Description Framework (RDF) and other Linked Data initiatives that follows Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH).<br />
** [http://dublincore.org/ Home page for the Dublin Core Metadata Initiative]<br />
** [http://www.dublincoregenerator.com/ Free Dublin Core Generator]<br />
* MODS: Metadata Object Description Schema - An XML schema for a bibliographic element set that may be used for a vaiety of purposes, and particularly for library applications. Maintained by the Library of Congress.<br />
** [http://www.loc.gov/standards/mods/ Library of Congress MODS page]<br />
* IIIF: International Image Interoperability Framework - An image encoding standard to unlock standard information on the web<br />
** [http://iiif.io/ IIIF Homepage]<br />
* RDF: Resource Description Framework - A framework to describe any internet resource developed by the World Wide Web Consortium (W3C)<br />
** [https://www.w3.org/RDF/ W3C Semantic Web RDF page]<br />
** [https://www.obitko.com/tutorials/ontologies-semantic-web/resource-description-framework.html RDF section on Ontologies and Semantic Web Tutorial]<br />
** [http://www.linkeddatatools.com/semantic-web-basics Introducing Linked Data and the Semantic Web] - Introducing RDF is section 2<br />
* VRA Core - a data standard for the description of works of visual culture as well as the images that document them.<br />
** [http://www.loc.gov/standards/vracore/ Library of Congress official VRA Core website]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Data Management Tools ===<br />
* [http://www.bitcurator.net/ BitCurator] <br />
* [http://coptr.digipres.org/Main_Page CPOTR: Community Owned Digital Preservation Tool Registry]<br />
* [https://scout.wisc.edu/cwis CWIS: Collection Workflow Integration System] <br />
* [http://www.datawatch.com/gated/data-wrangling/?msrc=GooglePPC-DP-wrang&gclid=CjwKEAjwiMe8BRD0ts3Vtv-ohWgSJAAZurk12EC7fBtj6D9nF-CXKxDkbgmxY8Xu50deWtN1lOgfaRoC0M3w_wcB Data Wrangler]<br />
* [http://www.sno.phy.queensu.ca/~phil/exiftool/ ExifTool] <br />
* [https://www.avpreserve.com/tools/fixity/ Fixity] <br />
* [https://github.com/LibraryOfCongress/bagger Library of Congress Bagger]<br />
* [http://marcedit.reeset.net/ MarcEdit]<br />
* [https://github.com/ISA-tools/OntoMaton OntoMaton]<br />
* [http://ontowiki.net OntoWiki]<br />
* [http://openrefine.org/ Open Refine]<br />
* [https://www.oxygenxml.com/ Oxygen: XML Editor]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Management Systems ===<br />
The below systems are not an endorsement of the product by CLIR, just suggestions to highlight the range of systems available. This is not a comprehensive list of all systems available. We tried to include low cost and/or open source system options when possible.<br />
<br />
Jump to: [[#How to Choose|How to choose]] | [[#Gallery|Gallery]] | [[#Library|Library]] | [[#Archive|Archive]] | [[#Museum|Museum]] | [[#Online Exhibits|Online Exhibits]]<br />
<br />
==== How to choose ====<br />
SEE ALSO: [[#Selecting_the_best_collection_management_system|1.2 Selecting the Best Content Management System]]<br />
<br />
* [https://www.historyassociates.com/resource/guides/selecting-a-cloud-based-cms/ Selecting a Cloud-Based Museum Collections Management System] - Five area to consider when selecting a system from [https://www.historyassociates.com/ History Associates, Inc.]<br />
* [https://www.historyassociates.com/resource/articles/how-do-we-select-a-collections-management-system/ How Do We Select a Collections Management System?] - An article from [https://www.historyassociates.com/ History Associates, Inc.] on the process of system selection from contacting a vendor to data migration.<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - A downloadable report from [https://www.historyassociates.com/ History Associates, Inc.] to highlight the most common mistakes they've seen when selecting a CMS. Can be applied to all GLAM organizations.<br />
* [https://rowman.com/ISBN/9781442230132/The-Small-Library-Manager%27s-Handbook How to Choose the Right ILS for Your Library] - Chapter in The Small Library Manager's Handbook (book).<br />
* [http://go.gallerysystems.com/feature.html Choosing the Right CMS] - A downloadable guide from [http://www.gallerysystems.com/ GallerySystems] that provides 5 steps for the selection process as well as sample worksheets, checklists, and links to additional resources.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-14-FINAL.pdf Partnering with IT to Identify an Commercial tool for Capturing Archival E-mail of University Executives at the University of Michigan] - A 2013 case study from the Society of American Archivists by Aprille Cooke McKay that discusses partnering with IT to issue an RFP for a new system.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Gallery ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
<br />
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<br />
==== Library ====<br />
* [https://cslainfo.org/?page_id=3735 General recommendations for smaller institutions] - From the Church & Synagogue Library Association<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [http://lucidea.com/inmagic/ Inmagic] <br />
* [https://www.libib.com/ Libib] <br />
* [http://www.libraryworld.com LibraryWorld]<br />
* [http://www.mlasolutions.com Mandarin] <br />
* [http://www.readerware.com/index.php Readerware] <br />
* [http://www.resourcemate.com/ ResourceMate] <br />
* [https://www.librarycat.org/ TinyCat] <br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
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<br />
==== Archive ====<br />
* [http://archiviststoolkit.org/ Archivists’ Toolkit]- Available for download, but no longer being updated<br />
* [http://archivesspace.org/ ArchivesSpace] <br />
* [https://www.accesstomemory.org/en/ AtoM]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://boktowergardens.org/tower-gardens/library-archives/resources/ MS Access Finding Aid Creator] - offered by [https://boktowergardens.org/ Bok Tower Gardens]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
<br />
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[[#toc|Table of Contents]]<br />
<br />
==== Museum ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectionspace.org/ CollectionSpace]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://mukurtu.org/ Mukurtu] - Designed with indigenous communities in mind<br />
* [http://www.museumsoftware.com PastPerfect]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
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[[#toc|Table of Contents]]<br />
<br />
==== Online Exhibits ====<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/emuseum/ eMuseum] <br />
* [https://jekyllrb.com/ Jekyll] <br />
* [https://omeka.org/ OMEKA] <br />
* [http://projectmirador.org/ Mirador] - For collections that support the International Image Interoperability Framework ([http://iiif.io/ IIIF]) API <br />
* [https://wordpress.com/ WordPress]<br />
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[[#toc|Table of Contents]]<br />
<br />
=== Controlled Vocabularies and Thesauri ===<br />
* [http://getty.edu/research/tools/vocabularies/ The Getty Research Institute Vocabularies] <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Committee]<br />
* [http://gawainweaver.com/images/uploads/Photographic%20Process%20Controlled%20Vocabulary_v1.pdf Photographic Process Controlled Vocabulary]<br />
* [http://authorities.loc.gov Library of Congress Authorities]<br />
* [http://id.loc.gov/ LC Linked Data Service: Authorities and Vocabularies] <br />
* [http://www.conservation-wiki.com/wiki/Lexicon_Terms American Institute for Conservation Lexicon Terms]<br />
* [http://www.bgbm.fu-berlin.de/iapt/nomenclature/code/SaintLouis/0000St.Luistitle.htm International Code of Botanical Nomenclature]<br />
* [http://orcid.org/ ORCID] <br />
* [https://app.pch.gc.ca/application/dvp-pvd/appli/descr-eng.php Parks Canada Descriptive and Visual Dictionary of Objects]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Tutorials and Online Learning ===<br />
There are many options for online learning. The following list is a sampling of free or low cost options to enhance understanding of cataloging and processing techniques.<br />
<br />
* [https://www.youtube.com/playlist?list=PL098F0952877CDE31 Association for Library Collection & Technical Services (ALCTS) YouTube Channel, Cataloging topic]<br />
* [http://www.connectingtocollections.org/archivedigital/ Caring for Digital Materials: Preventing a Digital Dark Age] - A Connecting to Collections Care Webinar Series<br />
* [https://www.codecademy.com/ Codecademy]<br />
* [https://www.oclc.org/support/training/portfolios/cataloging-and-metadata/connexion-client/tutorials.en.html OCLC Tutorials]<br />
* [http://www.oclc.org/support/training/calendars/cataloging-training-calendar.en.html OCLC Cataloging Skills Training Calendar] - Includes some fee based training<br />
* [http://www.oclc.org/support/documentation/cataloging.en.html OCLC documentation, practices, and programs] <br />
* [https://www.carli.illinois.edu/products-services/i-share/cat/basic-cataloging-resources Basic Cataloging Resources from CARLI (Consortium of Academic Research Libraries in Illinois)]<br />
* [https://www.youtube.com/user/LibTec203/videos Cataloging Course] - A YouTube introduction to cataloging by LibTec203]<br />
* [http://librarysciencelist.com/free-online-courses-for-librarians/ 20+ Awesome Free Online Librarian Courses]<br />
* [https://www.webjunction.org/explore-topics/ils-ddb.html WebJunction Integrated Library Systems & Databases Topic] <br />
* [http://online.vraweb.org/cgi/viewcontent.cgi?article=1061&context=vrab FRBR and TMS: Applying a Conceptual Organizational Model for Cataloguing Photographic Archives]<br />
* [http://special-cataloguing.com/cheats SLC Cheat Sheets] - A collection of cataloging cheat sheets for a wide range of material types mostly developed by Mac Elrod and hosted by Special Libraries Cataloging ([http://www.special-cataloguing.com/ SLC]).<br />
* [https://dp.la/info/2015/10/07/new-self-guided-curriculum-for-digitization/ DPLA Curriculum for Digitization] - A self-guided, online learning experience developed by the [https://dp.la/ Digital Public Library of America]. The curriculum is intended for digitization beginners from a variety of cultural heritage institutions.<br />
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<br />
== Overcoming project hurdles: Approaches to identifying and managing collection red flags ==<br />
The resources included in this section are presented to help organizations deal with areas in collections that may present problems and give managers the confidence to move forward with processing.<br />
<br />
Additional information on the February 8, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar5 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p93lcun8g78/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_slides<br />
* Scenarios discussed during the session: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_scenarios/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_transcript/<br />
** Chat 1, Swingate Public Library: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat1/<br />
** Chat 2, Dealing With the Past: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat2/<br />
** Chat 3, Collecting in the Now: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat3/<br />
** Chat 4, Access to Offensive Materials: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat4/<br />
** Chat 5, Community Archives Project: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat5/<br />
** Chat 6, Final Q&A: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat6/<br />
* Evaluation: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
<br />
Jump to:<br />
[[#Creating Policies for Collection Building|Creating Policies for Collection Building]] | [[#Rights, Copyright, and Legal Dilemmas|Rights, Copyright, and Legal Dilemmas]] | [[#Ethics and Social Justice|Ethics and Social Justice]] | [[#Hazardous Materials|Hazardous Materials]] | [[#Culturally Sensitive and Tough Topic Collections|Culturally Sensitive and Tough Topic Collections]] | [[#Sample Projects and Collections|Sample Projects and Collections]]<br />
<br />
<br />
=== Creating Policies for Collection Building ===<br />
SEE ALSO [[#Developing and Evaluating Institutional Documentation|Developing and Evaluating Institutional Documentation]]<br />
* [http://www2.archivists.org/publications/brochures/deeds-of-gift SAA A Guide to Deeds of Gift]<br />
* [http://resource.aaslh.org/view/sample-deed-of-gift/ AASLH StEPS Resource: Sample Deed of Gift]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types hosted by the Florida Association of Museums ([http://www.flamuseums.org/ FAM]) <br />
* [http://www.aam-us.org/docs/default-source/continuum/developing-a-cmp-final.pdf?sfvrsn=4 AAM Reference Guide: Developing a Collections Management Policy]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/collections-stewardship American Alliance of Museums (AAM) Standards Regarding Collections Stewardship]<br />
* [https://www.wisconsinhistory.org/pdfs/la/LIB-WHRAB-Records-Policy-Libraries-WAPL.pdf Creating a Collection Development Policy for Local Historical Records in Public Libraries] - A pdf resource from the [http://www.wisconsinhistory.org/Content.aspx?dsNav=N:4294963828-4294963805&dsRecordDetails=R:CS3558 Wisconsin Historical Records Advisory Board] and the [http://wla.wisconsinlibraries.org/wapl Wisconsin Association of Public Librarians] (April 1998).<br />
* [http://sustainableheritagenetwork.org/collection/support-documents-community-decision-making Support Documents for Community Decision Making] - A collection of documents provided by the [http://sustainableheritagenetwork.org/home Sustainable Heritage Network] that help organizations makes decisions regarding access, circulation, and ownership of cultural materials.<br />
<br />
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<br />
=== Rights, Copyright, and Legal Dilemmas ===<br />
Resources included are for reference only and do not represent legal advice. Most apply only to U.S. law; other countries may have different rules and guidelines.<br />
<br />
* [http://rightsstatements.org/en/ Digital Public Library (DPL) Rights Statements] <br />
* [http://ohda.matrix.msu.edu/2012/06/a-creative-commons-solution/ Oral History Interviews: “Who Owns Oral History? A Creative Commons Solution,"]<br />
* [http://ohda.matrix.msu.edu/2012/06/major-legal-challenges/ Major Legal Challenges Facing Oral History In The Digital Age] - A detailed 2014 article by John Neuenschwander on the IMLS Oral History in the Digital Age blog. Includes references.<br />
* [http://www.connectingtocollections.org/the_deaccessioning_dilemma_laws_ethics_and_actions/ The Deaccessioning Dilemma: Laws, Ethics, and Actions] - A 2015 Connecting to Collections Care webinar presented by John E. Simmons.<br />
* [http://learn.aaslh.org/event/webinar-steps-lab-1-deaccessioning-the-devils-in-the-details/ Deaccessioning: The Devil’s in the Details] - A webinar in the AASLH StEPs program (fee)<br />
* [http://www2.archivists.org/groups/technical-subcommittee-on-guidelines-for-reappraisal-and-deaccessioning-ts-grd/guidelines-for-reappraisal-and-deaccession SAA Guidelines for Reappraisal and Deaccessioning] - A pdf document from the Society of American Archivists (SAA)<br />
* [http://archive.cmsimpact.org/fair-use/best-practices/code-best-practices-fair-use-academic-and-research-libraries The Code of Best Practices in Fair Use for Academic and Research Libraries] - Can be used as a model to develop institutional policies regarding fair use and online access.<br />
* [http://copyright.cornell.edu/resources/publicdomain.cfm Cornell’s Copyright Term and the Public Domain in the US] - An easy to use chart to reference when particular types of items move into the public domain. Originally published by [http://vivo.cornell.edu/display/individual23436 Peter B. Hirtle] who has published a number of copyright resources. Updated annually.<br />
* [http://fairuse.stanford.edu/charts-and-tools/ Copyright & Fair Use Resources from Stanford University Libraries] - A number of charts and tools discussing copyright, fair use, and best practices.<br />
* [http://fairuse.stanford.edu/overview/website-permissions/websites/ Websites: Five Ways to Stay Out of Trouble] - A resource from the Stanford University Libraries Copyright & Fair Use website dealing specifically with website usage and rights.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - Select "Legal Issues" from the list for an extensive list of related resources.<br />
* [http://www2.archivists.org/publications/brochures/copyright-and-unpublished-material SAA’s Copyright and Unpublished Material: An introduction for Users of Archives and Manuscript Collections] - A downloadable and printable resource that answers basic questions.<br />
* [http://www2.archivists.org/groups/intellectual-property-working-group/well-intentioned-practice-for-putting-digitized-collections-of-unpublished-materials- Well-intentioned Practice for Putting Digitized Collections of Unpublished Materials Online (W-iP)] - A 2011 document developed by [http://www.oclc.org/research.html OCLC Research] and supported by the [http://www2.archivists.org/groups/intellectual-property-working-group SAA's Intellectual Property Working Group] to help move institutions forward with digitization of unpublished archival materials whose rights holders are often difficult to identify and contact.<br />
* [http://www.nemanet.org/nemn/summer-2016/abandonned-property/# Found! Abandoned Property in the Museum] - A New England Museums Now 2016 reprint of a 2013 article from NEMA News on Legal Issues. Authored by Gilbert Whittemore and covers ten clear steps for dealing with undocumented items in collections.<br />
* [http://www2.archivists.org/groups/acquisitions-appraisal-section/abandoned-property-project SAA Abandoned Property Project] - A state-by-state listing of relevant abandoned property legislation compiled by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and updated as required.<br />
* [http://www.ala.org/acrl/standards/security_theft ACRL/RBMS Guidelines Regarding Security and Theft in Special Collections] - Guidelines developed by the Association of College & Research Libraries ([http://www.ala.org/acrl/ ACRL]) and its Rare Books and Manuscript Section ([http://www.ala.org/acrl/aboutacrl/directoryofleadership/sections/rbms/acr-rbmec RBMS]).<br />
* [http://publications.arl.org/rli279/ Research Library Issues (RLI) Special Issue on Special Collections and Archives in the Digital Age] - This June 2012 issue of RLI, published by the Association of Research Libraries ([http://www.arl.org/ ARL]), includes articles on legal matters associated with digitization, Deeds of Gifts, and copyright.<br />
* [http://www.localcontexts.org/ Local Contexts] - An initiative to support Native, First Nations, Aboriginal, and Indigenous communities in the management of their intellectual property within the digital environment by providing strategic resources and practical solutions.<br />
** [http://www.sfu.ca/ipinch/project-components/community-based-initiatives/special-initiative-traditional-knowledge-licensing-an/ Traditional Knowledge Licensing and Labeling Website 1.0] - A description of the creation of Traditional Knowledge (TK) that led to the development of the TK Labels shared in the Local Contexts website. <br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Ethics and Social Justice===<br />
SEE ALSO [[#Institutional Ethics|Institutional Ethics]]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/code-of-ethics/ Code of Ethics and Other Institutional Documents] - A 2013 educational module, including a webinar, from the Florida Connecting to Collections Series presented from the museum (Myriam Springuel) and library (Burt Altman) perspectives.<br />
* [http://archivaria.ca/index.php/archivaria/article/view/13557 From Human Rights to Feminist Ethics: Radical Empathy in the Archives] - A 2016 article by Michelle Caswell and Marika Cifor. Published in Archivaria, a journal of the Association of Canadian Archivists ([http://archivists.ca/ ACA]). Link is to abstract only.<br />
* [https://www.lib.ncsu.edu/social-media-archives-toolkit/legal Social Media Archives Toolkit: Legal and Ethical Implications] - A resource of the North Carolina State University Libraries providing insight into the legal and ethical issues of harvesting social media.<br />
* [https://points.datasociety.net/okcupid-data-release-fiasco-ba0388348cd#.2aoqi7ydb OKCupid data release fiasco: It's time to rethink ethics education] - A 2016 post by Annette Markham that addresses data releases from an ethics educator's perspective.<br />
* [http://cmsimpact.org/resource/beyond-hashtags-ferguson-blacklivesmatter-online-struggle-offline-justice/ Beyond the hashtags: #Ferguson, #Blacklivesmatter, and the online struggle for offline justice] - A 2016 downloadable report written by Deen Feelon, Charlton D. McIlwain, and Meredith D. Clark that analyzes the Black Lives Matter movement online and the implications for using online tools to encourage social and political change.<br />
* [https://news.docnow.io/surveillance-and-social-media-archiving-7ea21b77b807#.iahlvrb8h Surveillance and Social Media Archiving] - A transcript of remarks made by Bergis Jules during the 2016 Library of Congress symposium, Collections as Data: Stewardship and Use Models to Enhance Access. Includes link to slides and the symposium's full agenda.<br />
* [https://papers.ssrn.com/sol3/papers2.cfm?abstract_id=2779647 Where are Human Subjects in Big Data Research? The Emerging Ethics Divide] - A 2016 article by Jacob Metcalf and Kate Crawford published in Big Data and Society (Spring 2016).<br />
* [http://bdes.datasociety.net/wp-content/uploads/2016/10/Ursic-politiwoops.pdf The Right to be Forgotten of the Duty to be Remembered? Twitter data reuse and implications for user privacy] - A 2016 PDF case study by Helena Ursic (Leiden University) written for The Council for Big Data, Ethics, and Society.<br />
* [http://link.springer.com/article/10.1007/s10502-014-9220-6 Toward a survivor-centered approach to records documenting human rights abuse: lessons from community archives] - Link to abstract (full article available for purchase). A 2014 article by Michelle Caswell published in Archival Science.<br />
* [https://aprilhathcock.wordpress.com/2016/11/18/opening-up-the-margins/ Opening up the Margins] - A November 18, 2016 blog post by April Hathcock that combines her remarks at a number of venues about opening up "good scholarship" to marginalized communities.<br />
* [http://zinelibraries.info/code-of-ethics/ Zine Librarians Code of Ethics] - A downloadable (PDF or Word) version of an ethical code as it applies to librarians and archivists that handle zines.<br />
* [https://medium.com/on-archivy/archivesforblacklives-building-a-community-archives-of-police-violence-in-cleveland-93615d777289#.t6wnjelwu #ArchivesForBlackLives: Building a Community Archives of Police Violence in Cleveland] - The text of a 2016 talk by Jarrett M. Drake presented at the Digital Blackness conference on the panel Uploading Black History: Archiving Blacks' Lived Experiences.<br />
* [http://tararobertson.ca/2016/oob/ digitization: just because you can, doesn't mean you should] - A 2016 blog post by Tara Robertson that reflects on the ethics of digitization through the example of a pre-internet lesbian porn magazine that was recently digitized and placed on line.<br />
* [http://link.springer.com/article/10.1007/s10502-012-9180-7 Evidence, memory, identify, and community: four shifting archival paradigms] - Link to abstract (full article available for purchase). A 2013 article by Terry Cook published in Archival Science.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Hazardous Materials ===<br />
* [http://cool.conservation-us.org/coolaic/sg/bpg/annual/v24/bp24-13.pdf Archives Conservators Discussion Group 2005: Hazardous Holdings] - A pdf article by Linda Blaser and Susan Peckham summarizing the panel. Printed in The Book and Paper Group Annual 24 (2005), p. 73-83. <br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-7_1439925170012_eng.pdf?WT.contentAuthority=4.4.10 Mercury in Museum Collections] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/7, 2002. Also available online [http://canada.pch.gc.ca/eng/1439925170006 here].<br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-8_1439925170028_eng.pdf?WT.contentAuthority=4.4.10 Lead in Museusm Collections and Heritage Buildings] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/8, 2010. Also available online [http://canada.pch.gc.ca/eng/1439925170022 here].<br />
* [http://www.connectingtocollections.org/arsenic-and-old-lace-controlling-hazardous-collection-materials/ Arsenic and Old Lace: Controlling Hazardous Collection Materials] - A 2016 Connecting to Collections Care Webinar. Page includes links to slides and handouts.<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/08/How-To-Guide-Hazards.pdf Hazards in museum collections: A Collections Care How To Guide] - A pdf guide from SHARE Museums East, Norfolk Museums & Archeology Service, and CollectionsTrust.<br />
* [https://alaskawhitestuffid.wordpress.com/ What’s That White Stuff blog] - A blog sponsored by the Alaska State Museum offering advice about common issues in museums.<br />
* [http://www.loc.gov/preservation/care/film.html Library of Congress Care, Handling, and Storage of Motion Picture Film] - Resources and links from the Library of Congress.<br />
* [http://www.mavic.asn.au/insite/september-october-2012 Museums Australia Vicotoria INSITE, September - October 2012, Dangerous Collections Special Issue] - Includes articles on a variety of tough issues<br />
* [http://opensi.si.edu/index.php/smithsonian/catalog/book/64 Pesticide Mitigation in Museum Collections: Science in Conservation: Proceedings from the MCI Workshop Series] - 2010 publication from the [http://opensi.si.edu/index.php/smithsonian/catalog/series/SCMC Smithsonian Contributions to Museum Conservation series] that addresses the issue of pesticide removal from museum objects.<br />
* [http://anthropology.si.edu/cm/NMNH_Potential_Hazards_Disclosure_Statement_2010.pdf Statement on Potential Hazards (Inherent and Acquired) Associated with Collection Objects] - A 2010 policy statement from the Smithsonian National Museum of Natural History [http://anthropology.si.edu/index.html Department of Anthropology] that can be used as a model for other institutions.<br />
* [https://www.nps.gov/museum/publications/conserveogram/02-10.pdf Hazardous Materials in Your Collection] - National Park Service (NPS) [https://www.nps.gov/museum/publications/conserveogram/cons_toc.html Conserve O Gram] series, August 1998, Number 2/10.<br />
* [http://museumpests.net/ MuseumPests.net] - A product of the Integrated Pest Management Working Group and includes a number of resources for prevention, monitoring, identification, and solutions for pests in collection spaces.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Culturally Sensitive and Tough Topic Collections ===<br />
* [http://www2.nau.edu/libnap-p/protocols.html Protocols for Native American Archival Materials] - The Protocols were developed to provide best practices for culturally responsive care and use of Native American archival and documentary material held by non-tribal organizations. The document reflects a Native American perspective.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - This is a good, brief, article regarding culturally sensitive Native American images in a non-native institution. It very clearly lays out a respectful, real world application of balancing maximum access and respectful consultation.<br />
* [http://ailanet.org/resources/ American Indian Library Association Resources] - A listing of resources compiled by the American Indian Library Association <br />
* [http://canada.pch.gc.ca/eng/1448995219999 Canadian Conservation Institute Caring for Sacred and Culturally Sensitive Objects] - Guidelines developed in 2015 to present key considerations related to sacred and culturally sensitive objects in heritage collections.<br />
* [http://digitalcommons.usu.edu/westernarchives/vol6/iss1/3 Tribal Archives, Traditional Knowledge, and Local Contexts: Why the "s" Matters] - A 2015 article by Kimberly Christen in the Journal of Western Archives ([http://digitalcommons.usu.edu/westernarchives/ JWA] Vol. 6, Iss. 1, Article 3).<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.74.1.4233nv6nv6428521?code=same-site Opening Archives: Respectful Repatriation] - An article by Kimberly Christen published in The American Archivist (Vol. 74, Spring/Summer 2011) examining one collaborative archival project aimed at digitally repatriating and reciprocally curating cultural heritage materials of the Plateau tribes in the Pacific Northwest.<br />
* [https://medium.com/on-archivy/confronting-our-failure-of-care-around-the-legacies-of-marginalized-people-in-the-archives-dc4180397280#.gbb4nqug0 Confronting Our Failure of Care Around the Legacies of Marginalized People in the Archives] - Transcript and select slides from a 2016 talk by Bergis Jules presented at the [http://ndsa.org/ National Digital Stewardship Alliance] annual meeting.<br />
* [http://www.archivists.org/governance/taskforces/0208-NativeAmProtocols-IIIA.pdf Report: Task force to review ''Protocols for Native American Archival Materials''] - A PDF version of the 2008 Society of American Archivists (SAA) report.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - A 2014 Case Study in Archival Ethics by Ellen Ryan and completed for the Society of American Archivists (SAA).<br />
* [https://artmuseumteaching.com/2016/08/31/have-conversations-here/ Have Conversations Here: Supporting Productive Dialogue in Museums] - A 2016 post by Mike Murawski on [https://artmuseumteaching.com/ Art Museum Teaching] discussing the facilitation of conversations in museums about difficult events and topics.<br />
* [http://www.liverpoolmuseums.org.uk/ism/resources/museum_interpretation.aspx Interpreting Transatlantic Slavery: the role of museums] - A 1999 article from the International Slavery Museum by Anthony Tibbles.<br />
* [http://interpretingdifficulthistory.com/ Interpreting Difficult History at Museums and Historic Sites] - Book by Julia Rose <br />
* [http://findingcommunityengagingaudiences.blogspot.com/2013/12/difficult-issues-in-history-museums.html Difficult Issues in History Museums] - A 2013 post on the Finding Community blog.<br />
* [http://www2.archivists.org/sites/all/files/PreservationWorkshopsWithRestrictedResources-CaseStudy1_0.pdf SAA Case Studies on Diversifying the Archival Record] - Case #1: Preservation Workshops with Restricted Resources: Preserving Cham Manuscripts in Vietnam <br />
* [http://aamg-us.org/wp/wp-content/uploads/2015/01/Managing-Museum-Controversy.pdf Museum Best Practices for Managing Controversy] - A pdf document from the Association of Academic Museums and Galleries ([https://www.aamg-us.org/wp/ AAMG])<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Sample Projects and Collections ===<br />
* [http://www.docnow.io/ Documenting the Now] - A collaborative project that aims to respect both the content creator and the potential researcher and seeks to find a user-friendly means of collecting and preserving the digital content of social media.<br />
* [https://www.saada.org/ South Asian American Digital Archive (SAADA)] - An independant, national, non-profit organization working to document, preserve, and share stories representing the voices of South Asian Americans.<br />
* [https://www.lib.utexas.edu/hrdi Human Rights Documentation Initiative (HRDI)] - A long-term preservation effort by the University of Texas Libraries to capture fragile and vulnerable records of human rights struggles worldwide, promote them, and make them accessible for research.<br />
* [https://xfrcollective.wordpress.com/ XFR Collective] - A non-profit organization partnering with many to preserve at-risk audiovisual media by providing low-cost digitization services.<br />
* [http://www.mipops.org/ Moving Image Preservation of Puget Sound (MiPoPs)] - A non-profit organization helping to preserve our cultureal heritage by assisting archives, libraries, and other organizations with the conversion of analog video recordings to digital formats according to archival best practices.<br />
* [http://www.dclibrary.org/labs/memorylab The Memory Lab at DC Public Library] - A service provided to the DC public that allows for personal preservation of AV materials. A model that other organizations can follow.<br />
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[[#toc|Table of Contents]]<br />
<br />
== Closing the loop: Project assessment and leveraging goals for future planning ==<br />
The resources included in this section provide additional information for all other topics and help provide support for sustaining and moving projects into the future.<br />
<br />
Additional information on the February 15, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar6 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p6t0282kmur/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_slides/<br />
* Collaborative Project Template Spreadsheet (.xlsx): https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_template/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_transcript/<br />
** Chat 1, Signs of Trouble: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat1/<br />
** Chat 2, Project ROI: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat2/<br />
** Chat 3, Roadblocks: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat3/<br />
** Chat 4, Celebration: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat4/<br />
** Chat 5, Final Comments: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat5/<br />
* Evaluation: https://www.surveymonkey.com/r/JXMZ36G<br />
<br />
<br />
<br />
=== During the Project ===<br />
* [https://hbr.org/2011/04/strategies-for-learning-from-failure Strategies for Learning from Failure] - An article by Amy C. Edmondson, a version also available in print, Harvard Business Review April 2011.<br />
* [http://www.artscapediy.org/Creative-Placemaking-Toolbox/What-Are-the-Most-Important-Factors-in-a-Successfu.aspx What are the Most Important Factors in a Successful Project?] - A brief Vimeo video from Artscape President and CEO Tim Jones on the crucial elements of project success.<br />
* [https://www.projectsmart.co.uk/avoid-the-same-old-mistakes-by-focussing-on-lessons-learned.php Avoid the Same Old Mistakes by Focusing on Lessons Learned] - A 2014 article by Duncan Haughey that covers 6 essential steps to document lessons learned.<br />
* [http://www2.archivists.org/sites/all/files/AnOnlineExhibit-SAA-CaseStudy_0.pdf An Online Exhibit: A Tale of Triumph and Tribulation] - A 2014 Case Study by Nancy Freeman and Robert B. Riter for the Society of American Archivists (SAA). <br />
* [http://americanarchivist.org/doi/abs/10.17723/aarc.68.2.c741823776k65863?code=same-site More Product, Less Process: Revamping Traditional Archival Processing] - A 2005 article by Mark Greene and Dennis Miller published in The American Archivist, a publication of the Society of American Archivists. Link to abstract, PDF version available for download.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Evaluation and Assessment ===<br />
* [http://www.horizon-research.com/taking-stock-a-practical-guide-to-evaluating-your-own-programs/ Taking Stock: A Practical Guide to Evaluating Your Own Programs] - A 1997 guide written by Sally L. Bond, Sally E. Boyd, and Kathleen A. Rapp written to help community-based organisations improve programs. <br />
* [http://www.wkkf.org/resource-directory/resource/2010/w-k-kellogg-foundation-evaluation-handbook W.K. Kellogg Foundation Evaluation Handbook] - A 2010 tool to help consider evaluation as a relevant and useful program tool. The handbook was written especially for W.K. Kellogg Foundation-funded programs but has broader application possibilities.<br />
* [http://oerl.sri.com/ OERL: Online Evaluation Resource Library] - A resource library designed to collect and make available evaluation plans, instruments, and reports for National Science Foundation (NSF) related projects but has broader application possibilities.<br />
* [https://www2.cdc.gov/cdcup/library/practices_guides/CDC_UP_Project_Close-Out_Practices_Guide.pdf CDC Unified Process Practices Guide: Project Close-out - A 2006 guide that can help organizations practice successful project-close out. <br />
* [http://www.ala.org/rusa/sections/rss/rsssection/rsscomm/rssresstat/prjctassmnteval Project Assessment and Evaluation] - A list of resources compiled by the Referencce and User Services Association ([http://www.ala.org/rusa/ RUSA]), a division of the American Library Association (ALA). <br />
* [https://manoa.hawaii.edu/assessment/workshops/pdf/templates_2009-12.pdf Creating an Assessment Plan & Using Assessment Templates] - A 2009 guide created by the University of Hawaii at Manoa Assessment Office.<br />
* Tutorials for creating Gantt, PERT, and CPM charts<br />
** [https://www.officetimeline.com/gantt-chart-excel How to make Gantt charts in Excel] - A video tutorial with Excel templates for making Gantt charts.<br />
** [https://www.youtube.com/watch?v=oe_Uvf6p4_A Creating a Pert CPM chart using Excel] - A 2012 YouTube video tutorial by Eric Magidson.<br />
** [https://www.youtube.com/watch?v=8NHJTRUiX6A Creating a PERT/CPM Chart using Excel 2016 and the Personal Trainer Case] - A 2016 YouTube video tutorial by Eric Magidson.<br />
* [http://www.pmsolutions.com/audio/PM_Performance_and_Value_List_of_Measures.pdf Measures of Project Management Performance and Value: A Benchmark of Current Business Practices] - A 2005 resource from the Center for Business Practices as part of the Comprehensive List of Measures series. <br />
* [http://www.mclam.com/pdf/Metrics.pdf Environmental Protection: Using Metrics to Track Progress of Community Outreach Programs] - A 2004 guide published by the American Institute of Chemical Engineers to help develop metrics for understanding how well organizations are implementing programs as well as how to improve them.<br />
* [http://www.cioarchives.ca.gov/itpolicy/pdf/PM5.2_Project_Execution_Tracking_and_Monitoring.pdf Project Execution - PM Elements: Tracking and Monitoring Project Performance] - A January 1997 PDF document from the California Chief Information Offices that offers practical solutions for project tracking that can be adapted to other organizations' needs. A part of the Statewide Information Management Manual ([http://www.cioarchives.ca.gov/ITpolicy/SIMM.html SIMM])<br />
* [http://www.businessofgovernment.org/blog/strategies-font-color-redcut-costsfont-and-improve-performance/shared-services-tracking-perform Shared Services: Tracking Performance/Performance Metrics - What Doesn’t Get Measured Doesn’t Get Done] - A 2011 blog post by Jennifer Lotkowski and Adam Jelic on the IBM Center for The Business of Government.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Future Project Planning ===<br />
* [http://resource.aaslh.org/view/engaging-the-grown-ups-a-roundtable-exploring-new-strategies/ Engaging the Grown-Ups: A Roundtable Exploring New Strategies] - An AASLH Audio Recording <br />
* [http://resource.aaslh.org/view/whos-next-succession-planning-and-institutional-health/ Who’s Next? Succession Planning and Institutional Health] - An AASLH Audio Recording<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Developing and Evaluating Institutional Documentation ===<br />
SEE ALSO [[#Creating Policies for Collection Building|Creating Policies for Collection Building]]<br />
<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_48_-_Plan_for_the_Future_You_Want_for_Your_Museum.pdf Plan for the future you want for you museum] - A Technical Bulletin of the Oklahoma Museums Association, July 2009 by Cecil Carter<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types.<br />
* [http://flamuseums.org/professional-development/florida-connecting-to-collections-program/emergency-plans/ Florida Connecting to Collections Emergency Plans] - A self-paced program for all GLAM Institution types<br />
* [http://www.aam-us.org/resources/assessment-programs/core-documents/documents AAM Description of Core Documents] - A listing of important documents suggested by the American Alliance of Museums (AAM) as fundamental for basic professional museum operations.<br />
* [https://www.nsf.gov/publications/pub_summ.jsp?ods_key=nsf02057 The 2002 User-friendly Handbook for Project Evaluation] - A 2002 resource guide in HTML or PDF from the National Science Foundation ([https://www.nsf.gov/ NSF])<br />
* [http://obolinx.com/resources/2013/10/five-project-management-performance-metrics-key-to-successful-project-execution-operational-excellence/ Five Project Management Metrics key to Successful Project Execution - Operational Excellence] - A 2013 post by Kavita Verma shared on [http://obolinx.com/resources/ OBOlinx Tech]. Includes equations and practical examples.<br />
<br />
[[#toc|Table of Contents]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Strategies_for_Advancing_Hidden_Collections&diff=14753Strategies for Advancing Hidden Collections2019-09-10T17:35:10Z<p>Joymbanks: /* Where to begin: Basics of project planning for GLAM organizations */</p>
<hr />
<div>This resource library has been prepared for gallery, library, archive, and museum (GLAM) workers engaged in collection processing projects. Compiled by experts from the GLAM communities, the library is arranged to support the content of the CLIR [https://www.clir.org/hiddencollections/sahc Strategies for Advancing Hidden Collections] (SAHC) webinar series. A wide range of solutions and suggestions for a variety of collecting organizations appear below; inclusion of links on this page does not necessarily represent an endorsement of an organization or a product by CLIR or any individual connected with the SAHC project.<br />
<br />
'''Project Coordinator'''<br />
<br />
Joy M. Banks, Consultant<br />
<br />
'''Speakers'''<br />
* Angela Kipp, Collection Manager, TECHNOSEUM and Administrator, [http://world.museumsprojekte.de/ Registrar Trek]<br />
* Rosemary Pleva Flynn, Principal Librarian, Library and Information Services Team Lead, Energy and Environmental Research Center (EERC) at the University of North Dakota<br />
* Sarah Leu, Project Archivist, Historical Society of Pennsylvania<br />
* Beth Knazook, Library Juice Academy and Queen's University<br />
* Jessica Bitely, Director of Preservation Services, Northeast Document Conservation Center (NEDCC)<br />
* Yvonne Ng, Senior Archivist, WITNESS<br />
* Ellen Ryan, Head of Special Collections and Archives and Assistant Professor, Idaho State University<br />
<br />
'''Curriculum Committee'''<br />
* Stephanie Gaub Antequino, Memorabilia Archivist, Planet Hollywood International<br />
* Casey Davis, Project Manager, American Archive of Public Broadcasting<br />
* Tamar Evangelista-Dougherty, Consultant<br />
* Linda Hocking, Curator of Library and Archives, Litchfield Historical Society<br />
* Daniel Johnson, Digital Preservation Librarian, University of Iowa<br />
* Holly Mengel, Manuscripts Cataloging Librarian, University of Pennsylvania<br />
* Matthew Peek, Military Collections Archivist, State Archives of North Carolina<br />
* Kelly Revak, Processing Archivist, Library of Congress<br />
<br />
Additions to this library are welcome. Readers may contribute to its development by [https://wiki.diglib.org/index.php?title=Special:CreateAccount&returnto=Main+Page creating an account], or by sending suggestions to [mailto:cwilliford@clir.org Christa Williford] at CLIR. On June 19, 2017, CLIR held an "Ask the Experts" panel with project leaders during which they discussed common issues arising for people working with collections at small and under-resourced institutions. A recording of this session is available: http://clir.adobeconnect.com/p4vpre5njea5/<br />
<br />
== Where to begin: Basics of project planning for GLAM organizations ==<br />
The resources in this section will help lay the foundation for successful project planning and management.<br />
<br />
Additional information on the January 11, 2017 webinar can be found on the [https://www.clir.org/hiddencollections/sahc/ CLIR Strategies for Advancing Hidden Collections landing page].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p1skqeqc76b/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar1_files/sahc_webinar1_slides/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar1_files/sahc_webinar1_transcript/<br />
** Chat 1, Key Elements of a Project: https://www.clir.org/hiddencollections/sahc/sahc_webinar1_files/sahc_webinar1_chat1/<br />
** Chat 2, Time to Catalog: https://www.clir.org/hiddencollections/sahc/sahc_webinar1_files/sahc_webinar1_chat2/<br />
** Chat 3, Project Management: https://www.clir.org/hiddencollections/sahc/sahc_webinar1_files/sahc_webinar1_chat3/<br />
* Evaluation: https://www.surveymonkey.com/r/L9CYDRQ<br />
<br />
<br />
<br />
Participants and viewers of the recording are encouraged to offer feedback through this evaluation:<br />
https://www.surveymonkey.com/r/L9CYDRQ.<br />
<br />
Jump to:<br />
[[#General|General]] | [[#Selecting the best collection management system|Selecting the best collection management system]] | [[#Collection Prioritization & Assessment|Collection Prioritization & Assessment]] | [[#Workflow|Workflow]] | [[#Project Management Tools|Project Management Tools]]<br />
<br />
=== General ===<br />
* [https://www.clir.org/hiddencollections/meetings/2010HCsymposium.html CLIR 2010 Hidden Collections Symposium]<br />
* [https://www.clir.org/hiddencollections/2015-symposium-unconference/symposium-abstracts CLIR 2015 Hidden Collections Symposium & Unconference]<br />
* [https://www.clir.org/hiddencollections/registry#c12=all&b_start=0 CLIR Hidden Collections Registry]<br />
* [https://www.webjunction.org/explore-topics/planning-coordination.html WebJunction Planning & Coordination Topic Page]<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources]<br />
* [http://openglam.org/ OpenGLAM]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Selecting the best collection management system ===<br />
Note: Some of these resources may be dated but can still contain useful information. SEE ALSO [[#Collection_access:_Describing.2C_cataloging.2C_and_processing_with_the_future_in_mind|Collection access: Describing, cataloging, and processing with the future in mind]]<br />
<br />
'''For all institution types'''<br />
* [http://carlibrary.org/CarLibrary-CollectionManagementSystems.htm CarLibrary.org - Collection Management Systems] - A detailed resource discussing all aspects of selecting a management system including a number of links to additional resources. The page also includes a link to a [http://carlibrary.org/CarLibrary-CMS-Table.htm summary table] of a wide range of CMS software systems.<br />
'''For Museums'''<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - Tips on selecting the right museum CMS software from [https://www.historyassociates.com History Associates, Inc.].<br />
* [http://manyonline.org/professional-development/collections-management-software Collections Management Software] - A list with additional information on software systems designed specifically for the museum collection management environment from the [http://manyonline.org Museum Association of New York].<br />
* [http://rcaam.org/cms/wp-content/uploads/2011/05/Graduate-Studies-Thesis-Collections-Management-Elana-Carpinone.pdf Museum Collections Management Systems: One Size Does NOT Fit All] - Masters Thesis by Elana C. Carpinone, Seton Hall University, May 2010<br />
* [http://www.idea.org/blog/2011/04/07/collection-management-systems-museums-and-the-web-2011/ Collection management systems: Museums and the Web 2011] - A listing and explanation of collection management systems represented at the [http://www.museumsandtheweb.com/mw2011.html Museums and the Web 2011] event.<br />
'''For Libraries'''<br />
* The Small Libraries Manager's Handbook, edited by Alice Graves. Includes several chapters on system selection.<br />
'''For Archives'''<br />
* [https://www.clir.org/pubs/reports/spiro/spiro/spiro_Jan13.pdf Archival Management Software] - A report for the Council on Library and Information Resources (CLIR) by Lisa Spiro, January 2009<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Prioritization & Assessment ===<br />
* [http://www.pacsclsurvey.org/ PACSCL Survey Initiative] - Includes information and resources from the Philadelphia Area Consortium of Special Collections Libraries (PACSCL) Consortial Survey Initiative project to assess backlogged archival collections.<br />
* [https://psap.library.illinois.edu/about Preservation Self-Assessment Program (PSAP)] - A free, online tool that helps collection managers prioritize efforts to improve conditions of collections developed by the University of Illinois, University Library through the IMLS<br />
** [https://www.imls.gov/news-events/project-profiles/extending-preservation-self-assessment-option-libraries-archives-and Press Release from IMLS]<br />
* [http://www.oclc.org/content/dam/research/publications/library/2011/2011-07.pdf Taking Stock and Making Hay: Archival Collections Assessment] - A report from OCLC by Martha O'Hara Conway and Merrilee Proffitt, July 2011.<br />
* [http://nationalwomansparty.org/wp-content/uploads/2011/02/Strategy-and-Priorities-for-Cataloging.pdf Strategy and Priorities for Cataloging the National Woman's Party Collection] - A report from the Sewall-Belmont House and Museum that can be used as a sample collection analysis tool<br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Benchmarks in Collections Care] - The resources page provides access to information on Benchmarks in Collection Care as well as the self assessment checklist to aid in establishing realistic colleciton goals. This is a resource provided by the [http://www.collectionstrust.org.uk/ Collections Trust].<br />
* [http://library.columbia.edu/services/preservation/audiosurvey.html Survey Instrument for Audio & Moving Image Collections] - A resource developed by the Columbia University Libraries to inventory and assess audio and moving image materials.<br />
* [http://www.avcompass.bavc.org/ AV Compass] - A free online resource from the [https://www.bavc.org/ Bay Area Video Coalition] to help organize, preserve, and access AV collections.<br />
* [http://library.columbia.edu/services/preservation/survey_tools.html Special Collections Materials Survey Instrument] - A resource developed by the Columbia University Libraries to evaluate under-processed archival collections.<br />
* [http://tools.aaslh.org/steps/ Standards and Excellence Program (StEPs)] - A self-study program developed by the American Association for State and Local History (AASLH) designed specifically for small to mid-sized organizations.<br />
* [http://www.aam-us.org/resources/assessment-programs American Alliance of Museums (AAM) Assessment Programs] - A page describing the Continuum of Excellence to help move organizations towards better stewardship of their collections.<br />
* [https://www.imls.gov/grants/available/collections-assessment-preservation-program-cap IMLS Collections Assessment for Preservation Program (CAP)] - A grant program through the Institute of Museum and Library Services (IMLS). Deadline for applications vary.<br />
* [http://www.digitalpreservation.gov/documents/NDSA_Levels_Archiving_2013.pdf NDSA Levels of Digital Preservation] - Includes explanations and uses for maintaining and preserving digital files in archival settings.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Workflow ===<br />
* [http://www.libraryworkflowexchange.org/about/ Library Workflow Exchange] - A space for libraries to share and find workflows and best practices across institutions.<br />
* [http://digitizingmillerhouseandgarden.tumblr.com/tagged/workflow Workflows from the Documenting Modern Living project] - Examples of workflows from the Documenting Modern Living: Digitizing the Miller House and Garden Collection Tumblr page<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Project Management Tools ===<br />
* [http://blog.hubspot.com/agency/agency-project-management-tools#sm.0000y44e3e7sifdbt8018ehatkvxc Improve Your Collaboration: 18 Project Management Tools for Marketing Agencies] - Not GLAM specific, but a resource by Jami Oetting on selecting a project management tool with some suggested software.<br />
* [http://www.techworld.com/picture-gallery/startups/10-best-free-project-management-software-programs-3625922/ 14 best free project management software programs 2016: Great project management software tools that don't cost a penny] - By Matt Egan and posted on TechWorld, includes software and brief explanations of each.<br />
* [http://www.projectsmart.com/project-management/introduction.php 21 Ways to Excel at Project Management] - A detailed step by step tool from ProjectSmart for successful project management from beginning to end.<br />
* [http://www.archivejournal.net/issue/3/notes-queries/teaching-librarians-project-management-new-expectations-for-the-digital-age/ Teaching Librarians & Project Management: New Expectations for the Digital Age] - An article by Caro Pinto in the Archives Journal Notes + Queries (Issue 3, Summer 2013) that addresses the changing nature of librarian training to include project management.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Building resources and relationships: Determining what and who you need ==<br />
The resources in this section will help guide project managers through the process of estimating project costs, communicating costs with others, and building relationships for support. <br />
<br />
Additional information on the January 18, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar2 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p6l7b7bu74m/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar2_files/sahc_webinar2_slides<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar2_files/sahc_webinar2_transcript/<br />
** Chat 1, Justifying the Existence of GLAMS: https://www.clir.org/hiddencollections/sahc/sahc_webinar2_files/sahc_webinar2_chat1/<br />
** Chat 2, What would you do differently?: https://www.clir.org/hiddencollections/sahc/sahc_webinar2_files/sahc_webinar2_chat2/<br />
** Chat 3, Not-Your-Usual Funding Sources: https://www.clir.org/hiddencollections/sahc/sahc_webinar2_files/sahc_webinar2_chat3/<br />
* Evaluation: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
<br />
Jump to:<br />
[[#General_2|General]] | [[#Buy-in from Board of Directors, Community, Volunteers|Buy-in from Board of Directors, Community, Volunteers]] | [[#Calculating processing time, staff time, and estimating supply costs|Calculating processing time, staff time, and estimating supply costs]] | [[#Communicating to people who need to approve the project|Communicating to people who need to approve the project]] | [[#Funding Sources and Grant Writing|Funding Sources and Grant Writing]]<br />
<br />
=== General ===<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html WebJunction Budgets & Funding Resource Page] - Resources, webinars, and other information on budget planning and development for libraries that can be applied to all GLAM organizations.<br />
* [https://www.webjunction.org/explore-topics/budget-funding.html Connecting to Collections Care Resources Page] - For more information on budgets and increasing collection support, select the ''Increasing Support for Collections Care'' from the list.<br />
* [http://www.mapfornonprofits.org/resources/fund-development/ MAP Resources for Fund Development] - Resources from the [http://www.mapfornonprofits.org/ MAP for Nonprofits], serving nonprofits through provision of consulting and training.<br />
* [http://managementhelp.org/nonprofitfundraising/index.htm Free Management Library All About Nonprofit Fundraising Resources] - A extensive listing of resources for nonprofits from the [http://managementhelp.org/ Free Management Library], a service of Authenticity Consulting, LLC.<br />
* Nonprofit Sustainability: Making Strategic Decisions for Financial Viability - 2010 book by Jeanne Bell, Jan Masaoka, and Steve Zimmerman.<br />
** [https://ssir.org/book_reviews/entry/nonprofit_sustainability_jeanne_bell_jan_masaoka_steve_zimmerman 2011 Review] in the Stanford Social Innovation Review by Jim Schorr<br />
** [http://www.nonprofitsustainability.org/ The Sustainability Mindset] - A 2014 companion book by Jeanne Bell and Steve Zimmerman that offers a step-by-step guide and templates for moving nonprofits toward a sustainable model.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Buy-in from Board of Directors, Community, Volunteers ===<br />
* [http://www.mandywilson.co.uk/data/uploads/pdf/Museums-Community-Involvement-Toolkit.pdf Community Involvement in Museums, Archives and Libraries: Toolkit for improving practice] - A pdf resource developed by COGS (Communities and Organizations - Growth and Support) for Yorkshire Museums Council, 2002. The toolkit includes a number of practical resources and guides for strengthening community involvement.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Calculating processing time, staff time, and estimating supply costs ===<br />
* [http://www.marac.info/assets/documents/marac_technical_leaflet_2.pdf Computing the Total Cost of Archival Processing] - A technical leaflet by Thomas Wilsted produced by the Mid-Atlantic Regional Archives Conference ([http://www.marac.info/ MARAC]), 1989.<br />
* [http://library.gwu.edu/collections/digitize/cost-calculator George Washington University Digitization Cost Calculator] - (unavailable)<br />
* [http://dashboard.diglib.org/ Digitization Cost Calculator] - A project of the [https://wiki.diglib.org/Assessment:Costs Digital Library Federation Assessment Interest Group’s working group on Cost Assessment] that uses community supplied data to help users estimate costs for digitization projects.<br />
* [https://roseelr.files.wordpress.com/2014/04/cost-finding-rose.docx Cost Finding Exercise] - Word Document Download. An exercise by Elizabeth Rose completed during her masters work at Southern Connecticut State University. The exercise considers the direct and indirect costs of processing an archival collection and includes references for additional information.<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.58.1.h9847h1372211l75 Beneficial Shocks: The Place of Processing-Cost Analysis in Archival Administration] - Research article by Paul Ericksen and Robert Shuster from American Archivist, Winter 1995. Includes discussion of both theoretical analysis and practical application.<br />
* [https://minds.wisconsin.edu/bitstream/handle/1793/44723/MA07_1_3.pdf?sequence%E2%80%A6 Rates of Processing Manuscripts and Arhives] - PDF download. An article by Karen Temple Lynch and Thomas E. Lynch from The Midwestern Archivist, p. 25-35, Vol. VII, No. 1, 1982 available through [https://www.jstor.org/journal/midwarch JSTOR]. Provides an analysis of processing rates from various grant proposals and considers how variable levels of processing affect cost.<br />
* [http://beinecke.library.yale.edu/25-processing-estimates Beinecke Rare Book & Manuscript Library (Yale University) Processing Estimates] - A guidelines developed in 2015 to consider the cost to process, arrange, and describe collections of personal papers.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ The Cost of Processing] - A blog post from 2010 by Emily Walters from North Carolina State University Libraries reflecting on estimating costs for their Changing the Landscape: Exposing the Legacy of Modernist Architects and Landscape Architects multi-year project.<br />
* [http://news.lib.ncsu.edu/changinglandscape/2010/06/17/the-cost-of-processing/ Costs of Cataloging] - A chapter by Felix Reichmann in Library Trends 2 (1953) providing historical context for cataloging cost analysis.<br />
* [https://ejournals.bc.edu/ojs/index.php/ital/article/viewFile/3161/2775 Cost Analysis of an Automated and Manual Cataloging and Book Processing System] - An article by Joselyn Druschel from the Journal of Library Automation (Vol. 14, no. 1, March 1981). Showing the historical argument for automating cataloging and processing to reduce cost.<br />
* [https://journals.ala.org/lrts/article/view/5501/6757 Assessing the Cost and Value of Bibliographic Control] - An article by Erin Stalbert and Christopher Cronin from Library Resources & Technical Services (Vol. 55, No. 3, 2011) published by the Association for Library Collections & Technical Services ([http://www.ala.org/alcts/ ALCTS]). Provides a detailed discussion of the past and present issues with estimating cataloging costs.<br />
* [https://www.liberquarterly.eu/articles/10.18352/lq.8558/ Improving Library Management by Using Cost Analysis Tools: A Case Study for Cataloguing Processes] - Article by Lorena Siguenza-Guzman, Alexandra Van den Abbeele, and Dirk Cattrysse from LIBER Quarterly, the Journal of the Association of European Research Libraries. This was originally presented at the LIBER conference in 2013 and discusses the application of TDABC (Time-Driven Activity-Based Costing) procedures in libraries.<br />
* [https://rbms.info/committees/task_force/metrics_assessment/group-1/cataloging/ RBMS Page on Cataloging] - Includes thoughts and definitions on cataloging from the Rare Books and Manuscripts Section ([https://rbms.info/ RBMS]) of the Association of College and Research Libraries ([http://www.ala.org/acrl/ ACRL]. A discussion of cataloging metrics is included as well as a resource list.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Communicating to people who need to approve the project ===<br />
* [http://enfocussolutions.com/8-best-practices-for-stakeholder-engagement/ 8 Best Practices for Stakeholder Engagement] - An article by John Parker from Enfocus Solutions (2012). Offers practical suggestions to engage and communicate with project stakeholders.<br />
* [http://agilemodeling.com/essays/activeStakeholderParticipation.htm Active Stakeholder Participation: An Agile Best Practice] - A detailed discussion of stakeholder engagement from Agile Modeling including definitions and useful charts.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2013-presentations/programming-on-a-shoestring-budget/ Programming on a Shoestring Budget] - Video presentation from David Mixdorf from South Sioux City Public Library (NE) presented in February 2013 for the Big Talk from Small Libraries online conference.<br />
* [http://www.wkkf.org/resource-directory/resource/2006/01/template-for-strategic-communications-plan Template for Strategic Communications Plan] - Practical template developed for use by the [http://www.wkkf.org/ W.K. Kellogg Foundation] including worksheets to develop a new plan.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case2Final.pdf Defining and Formalizing a Procedure for Archiving the Digital Version of the ''Schedule of Classes'' at the University of Michigan] - A 2008 case study from the Society of American Archivists (SAA) by Nancy Deromedi describing the process of forming an agreement between the university archive and registrar's office to continue the preservation of the schedule of classes after it moved to digital only.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Funding Sources and Grant Writing ===<br />
* [http://www.museumsoftware.com/grants.html Grant Opportunities] - A listing of available grants compiled by Past Perfect Museum Software.<br />
* [https://librarygrants.blogspot.com/ Library Grants blog] - A blog maintained by Stephanie Gerding and Pam MacKellar, authors of [http://www.alastore.ala.org/detail.aspx?ID=4039 Winning Grants: A How-To-Do-It Manual for Librarians with Multimedia Tutorials and Grant Development Tools]. Updated regularly with available opportunities.<br />
* [https://www.imls.gov/grants/available/museums-america IMLS Museums for America grant] - A grant program from the Institute of Museum and Library Services (IMLS) with the goal to "strengthen the ability of an individual museum to serve its public."<br />
* [https://www.neh.gov/grants/preservation/preservation-assistance-grants-smaller-institutions NEH Preservation Assistance Grants (PAG)] - These PAG funds help small and mid-sized institutions improve their ability to preserve and care for significant historical collections.<br />
* [https://www.neh.gov/grants/challenge/creating-humanities-communities Creating Humanities Communities] - A grant program from the NEH to help stimulate and proliferate meaningful humanities activities in underserved areas of the United States and territories. Limited geographic regions qualify.<br />
* [http://www.connectingtocollections.org/funding-collections-care/ Connecting to Collections Care Funding for Collections Care] - A webinar recorded November 2010 presented by Debra Hess Norris and Lee Price. The webinar page also includes related books for additional resources.<br />
* [http://www.connectingtocollections.org/fundraising-for-collections-care/ Connecting to Collections Care Fundraising for Collections Care] - A webinar series recorded in 2013 with sessions on Fundamentals, Finding Support, Cultivating Donors and Members, Writing Proposals, and Creative Fundraising. The series page includes additional links to resources, slides, and sample documents.<br />
* [https://event.on24.com/eventRegistration/EventLobbyServlet?target=reg20.jsp&partnerref=LJWebbestmall150901&eventid=1033500&sessionid=1&key=5EF4833291C07A8F39B02944D8C40810&regTag=&sourcepage=register Funding & Fundraising for Small Libraries] - An on-demand downloadable webinar from the LibraryJournal series Best Practices from America's Best Small Libraries. Presented in 2015 by Mary Beth Stenger and Cheryl Clay (registration required). A review of the webinar is available from [http://www.lminfo.us/blog/funding-and-fundraising-for-small-public-libraries/ Didi Yunginger].<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_46_-_Ten_Points_to_Increase_Your_Grant_Writing_Success.pdf Ten points to increase your grant writing success] - A one page technical bulletin by Cecil Carter from the Oklahoma Museums Association (January 2008).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Making the most of people: Recruitment, retention, and recognition ==<br />
The resources in this section consider how volunteers, interns, and staff fit into the project picture.<br />
<br />
Additional information on the January 25, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar3 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p2vkfvzxuqr/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_slides/<br />
* Transcript of presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_transcript/<br />
** Chat 1, Strategies for Outreach to Students, Interns, and Volunteers: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_chat1/<br />
** Chat 2, Troubleshooting Concerns about Students, Interns, and Volunteers: https://www.clir.org/hiddencollections/sahc/sahc_webinar3_files/sahc_webinar3_chat2/<br />
* Evaluation: https://www.surveymonkey.com/r/JRXMV3F<br />
<br />
<br />
Jump to:<br />
[[#Teens and Student Workers|Teens and Student Workers]] | [[#Volunteers and Staff|Volunteers and Staff]] | [[#Celebrating Success|Celebrating Success]] | [[#Ethics of Hiring|Ethics of Hiring]]<br />
<br />
=== Teens and Student Workers ===<br />
* [https://olcsmalllibraries.wordpress.com/2010/04/02/no-budget-no-time-no-problem/ No Budget? No Time? No Problem!] - Blog post from the Ohio Library Council by RoseMary Honnold discussing how community teens can be engaged in the work of collections.<br />
* [http://nlcblogs.nebraska.gov/bigtalk/previous-conferences/2016-presentations/to-the-big-stage-on-a-small-budget-from-special-collections-to-archive-2-0/ To the Big Stage on a Small Budget: From Special Collections to Archive 2.0] - A presentation by Julie Pinnell for the 2016 Big Talk From Small Libraries [http://nlcblogs.nebraska.gov/bigtalk/ online conference] discussing the use of Doane College students to process the college archive.<br />
* [http://newprairiepress.org/culsproceedings/vol1/iss1/8/ Archival Internships: Creating Real World Learning Beyond the Classroom] - An article from the College & University Libraries Section (CULS) of the Kansas Library Association by Lorraine Madway (CULS Proceedings, Vol. 1, 2011, no. 1). Presents findings from the internship program at Wichita State University Libraries and offers practical advice for establishing an internship program.<br />
* [http://cupola.gettysburg.edu/librarypubs/53/ Undergraduate Library Internships and Professional Success] - A downloadable pdf poster by staff at Gettysburg College reporting on the impact undergraduate library internships had on the development of student career goals.<br />
* [http://www.nyarc.org/content/training-future-librarians-and-enhancing-digital-and-print-collections-m-lead-ii-comes Training Future Librarians and Enhancing Digital and Print Collections: M-LEAD II Comes to a Successful End] - A 2015 report by Kim Loconto on the [https://www.imls.gov/ IMLS] funded Museum Library Education and Digitization [M-LEAD] grant which allowed interns to gain a wide range of experiences with practical, hands-on projects.<br />
* [http://www.businessnewsdaily.com/8394-create-internship-program.html Creating a Successful (and Legal) Internship Program] - A 2015 article from Business News Daily by Nicole Fallon Taylor. A basic overview for creating an internship program that will be beneficial to the intern, productive for the organization, and meet current employment laws.<br />
* [http://www2.archivists.org/standards/best-practices-for-internships-as-a-component-of-graduate-archival-education Best Practices for Internships as Components of Graduate Archival Education] - A downloadable best practices guide from the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Volunteers and Staff ===<br />
* [http://www.connectingtocollections.org/archivecollectionscare/ Connecting to Collections Care Staff and Volunteer Management for Collections Care] - Webinar 6 in the Collections Care Basics: Where Do I Begin? webinar series. Originally presented by Donia Conn in 2013. The webinar section contains links to the recording, PowerPoint presentation, and a number of additional readings and resources related to the topic.<br />
* [http://www.slideshare.net/volunteermatch/creating-a-comprehensive-engaging-volunteer-training-program Creating a Comprehensive & Engaging Volunteer Training Program] - A 2013 SlideShare presentation by Jennifer Bennett and Matt Wallace. Hosted by VolunteerMatch Learning Center.<br />
* [http://files.archivists.org/pubs/free/Resources_for_Volunteers-Final-V3.pdf Resources for Volunteer Programs in Archives] - A 2012 joint publication, available as a PDF, from the National Archives and Records Administration (NARA) and the Society of American Archivist (SAA) that provides descriptions of volunteer projects undertaken at various archives as well as a "Tools Shared by Archives" section with examples of volunteer questionnaires and applications, volunteer standards of conduct, volunteer handbook, and additional resources.<br />
* [http://www.connectingtocollections.org/seeding-engagement-and-cultivating-volunteers-through-crowdsourcing/ Seeding Engagement and Cultivating Volunteers through Crowdsourcing] - A Connecting to Collections Care webinar originally presented in July 2016 by Meghan Ferriter. Dr. Ferriter shares the crowdsourcing experience of the [https://transcription.si.edu/ Smithsonian Transcription Center (TC)] and how their experience can be adapted to other projects.<br />
* [http://www.infotoday.com/cilmag/oct14/Zastrow--Crowdsourcing-Cultural-Heritage.shtml Crowdsourcing Cultural Heritage: 'Citizen Archivists' for the future] - A 2014 article by Jan Zastrow published in Computers in Libraries (Vol. 34, No. 8, October 2014).<br />
* [http://alm.axiell.com/infographic-leveraging-volunteers-and-crowdsourcing-digitisation?utm_source=Axiell+ALM+-+Non-Customer+Newsletter&utm_campaign=6f296c7bbf-Prospect+Newsletter+February&utm_medium=email&utm_term=0_00e6b7cbf3-6f296c7bbf-143955453 Leveraging Volunteers and Crowdsourcing for Digitisation] - A February 2017 infographic that shares results of research conducted by [http://mcn.edu/ MCN] and [http://alm.axiell.com/ Axiell] involving over 100 Museums and Archives from around the world.<br />
* Examples of Crowdsourcing volunteer projects:<br />
** [https://www.flickr.com/photos/8623220@N02/ Library of Congress Flickr Feed]<br />
** [https://diyhistory.lib.uiowa.edu University of Iowa DIY History]<br />
** [https://transcription.si.edu Smithsonian Transcription Project]<br />
** [https://www.archives.gov/citizen-archivist/transcribe US National Archives - Citizen Archivist Transcription Project]<br />
* [http://oregonstate.edu/ua/ncs/archives/2010/feb/business-students-raise-funds-haiti-learn-value-%E2%80%98blitz-project%E2%80%99 Business students raise funds for Haiti, learn value of 'blitz project'] - A short 2010 article describing a blitz project by Oregon State University College of Business students.<br />
* Yellowstone National Park Blitz projects<br />
** [https://www.nps.gov/yell/blogs/Using-a-Team-Approach-to-Expose-Yellowstone-s-Hidden-Collections.htm Using a Team Approach to Expose Yellowstone's Hidden Collections] (July 10, 2014), by Anne Foster<br />
** [https://www.nps.gov/yell/blogs/Bringing-Yellowstone-Back-Home-Using-the-Archives-Blitz-as-a-Framework-for-Other-Institutions.htm Bringing Yellowstone Back Home: Using the Archives Blitz as a Framework for Other Institutions] (October 7, 2014), by Anna Trammell<br />
** [https://www.nps.gov/yell/blogs/Keys-to-a-Blissful-Blitz.htm Keys to a Blissful Blitz] (March 12, 2015), by Kiley Hayes<br />
* [http://www.aam-us.org/resources/online-programs/human-resources-webinars Human Resources Recorded Webinars] - A series of webinars from the American Alliance of Museums ([http://www.aam-us.org/home AAM]) on a variety of topics related to staff and volunteers.<br />
* [https://aamv.wildapricot.org/ American Association for Museum Volunteers (AAMV)] - An association supporting the museum volunteer management community. Their website includes some resources freely available to non-members.<br />
* [http://peabody.yale.edu/volunteer Volunteer Page for the Yale Peabody Museum of Natural History] - Provides an example of a well-designed volunteer page including a link to the Yale Peabody volunteer application.<br />
** [http://peabody.yale.edu/sites/default/files/documents/volunteer/volunteer_application_form.pdf Yale Peabody Museum Volunteer application example]<br />
* [http://themuseum.org/sites/default/files/volunteeragreement.pdf Volunteer Code of Ethics and Professional Standards] - A standard from the [http://themuseum.org/ Alexandria Museum of Art] that can be used as a model for other institutions.<br />
* [http://www.connectingtocollections.org/outreach/ Involving the Public in Your Preservation Efforts] - A Connecting to Collections Care webinar from 2013 showcasing work from a number of institutions in celebration of Preservation Week. The page contains links to referenced projects and resources.<br />
* [http://www2.archivists.org/standards/best-practices-for-volunteers-in-archives Best Practices for Volunteers in Archives] - A downloadable resource by the Society of American Archivists ([http://www2.archivists.org/ SAA]).<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_45_-_Creating_a_Successful_Volunteer_Program.pdf Building a successful museum volunteer services program] - A technical bulletin by Robbin Davis produced by the Oklahoma Museums Association (July 2007).<br />
* [http://www.wildapricot.com/blogs/newsblog/2015/05/13/top-challenges-with-volunteer-engagement-retention Top Challenges with Volunteer Engagement & Retention] - A 2015 post by Lori Halley on the [http://www.wildapricot.com/academy Wild Apricot Membership Academy] blog that discusses challenges and solutions to some of the most frequent volunteer issues. Also includes links to a Wild Apricot webinar on volunteers and other resources.<br />
* [http://www.wildapricot.com/academy/expert-webinar-series/converting-volunteers-from-joiners-to-stayers Converting Volunteers from Joiners to Stayers] - A 2015 webinar presented by Tobi Johnson as part of the Wild Apricot Expert Webinar Series.<br />
* [https://americanlibrariesmagazine.org/2016/05/31/recruiting-retaining-library-volunteers/ Recruiting and Retaining Volunteers] - A 2016 post by Kaitlin Throgmorton on the American Libraries blog.<br />
* [http://wikis.ala.org/professionaltips/index.php?title=Volunteers ALA Volunteers Wiki] - A wiki page from the American Library Association (ALA) that compiles a number of different resources about volunteers in libraries.<br />
* [http://www.alastore.ala.org/detail.aspx?ID=3069 Managing Library Volunteers, Second Edition] - A 2011 book by Preston Driggers and Eileen Dumas published by the American Library Association. Link goes to the book description in the ALA store.<br />
* [http://www.mcfarlandbooks.com/book-2.php?id=978-0-7864-9780-5 Library Volunteers Welcome! Strategies for Attracting, Retaining, and Making the Most of Willing Helpers] - A 2016 book edited by Carol Smallwood and Lura Sanborn (McFarland & Company). Link goes to the book description on the McFarland website.<br />
* [https://www.taprootplus.org/ Taproot+] - A connection service claiming to be "the best way for nonprofits to find pro bono help and for skilled volunteers to provide it."<br />
* [https://www.serviceleader.org/leaders/firing A Few Pointers on the Unpleasant Topic of Firing Volunteers] - A post by Sarah Jane Rehnborg on the ServiceLeader.org website hosted by the University of Texas at Austin. Other volunteer resources can also be found on this page.<br />
* [http://www.volunteerhub.com/blog/when-helping-hands-hurt-your-cause/ When Helping Hands Hurt your Cause] - A 2008 post by Fonda Kendrick on the VolunteerHub website.<br />
* [http://www.volunteerhub.com/blog/difficult-volunteers/ Dealing with Difficult Volunteers] - A 2014 post by Krista Balbach on the VolunteerHub website. Includes a list of resources.<br />
* [http://nonprofithub.org/featured/break-say-volunteers/ The Break-Up: How to Say No to Volunteers] - A post by Lincoln Arneal on the Nonprofit Hub.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Celebrating Success ===<br />
* [http://www.bridging-the-gap.com/join-your-distributed-team-in-virtual-celebration/ How to Celebrate Project Success with a Distributed Team] - A resource compiled with input from a Virtual Facilitators Forum on LinkedIn to help build teams even when members are dispersed.<br />
* [https://thesavvypm.wordpress.com/2008/05/21/how-to-celebrate-success-throughout-your-projects/ How to Celebrate Success Throughout Your Projects] - A 2008 blog post from [https://thesavvypm.wordpress.com/about/ Making Things Happen] on developing an environment of ongoing celebration of success.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Ethics of Hiring ===<br />
* [https://www.shrm.org/about-shrm/pages/bylaws--code-of-ethics.aspx SHRM Code of Ethical and Professional Standards in Human Resource Management] - From the Society for Human Resources Management ([https://www.shrm.org SHRM]), guidelines for ethical Human Resources management. Includes a comprehensive guide for developing your own organizational Code of Ethics.<br />
* [https://www.cornerstoneondemand.com/rework/why-path-good-ethics-starts-human-resources Why the Path to Good Ethics Starts in Human Resources] - A 2013 blog post from Chris MacDonald on Company Culture.<br />
* [http://wiki.wearedynamo.org/index.php/Guidelines_for_Academic_Requesters Guidelines for Academic Requestors] - Guidelines specifically related to the ethical hiring of Turkers through [https://www.mturk.com/mturk/welcome Amazon Mechanical Turk] for outsourced academic projects but could be applied more broadly.<br />
* [http://futureofmuseums.blogspot.com/2016/10/volunteers-and-museum-labor_18.html Volunteers and Museum Labor] - A 2016 blog post by Elizabeth Merritt from the [http://www.aam-us.org/resources/center-for-the-future-of-museums Center for the Future of Museums] (An American Alliance of Museums Initiative) that considers the challenges of volunteers versus professional staff in museums.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Collection access: Describing, cataloging, and processing with the future in mind ==<br />
The resources available in this section try to provide guidance on the sometimes complicated world of description and processing. We understand that while GLAM organizations have many things in common, processing is often handled differently depending on the field. As we learn to work together, we hope that exploring best practices from different areas will help us move towards greater interoperability in the future.<br />
<br />
Additional information on the February 1, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar4 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p3bvg34fflb/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_slides/<br />
* Transcript of presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_transcript/<br />
** Chat 1, What is cataloging? https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat1/<br />
** Chat 2, Cataloging concerns: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat2/<br />
** Chat 3, Legacy Data & You: https://www.clir.org/hiddencollections/sahc/sahc_webinar4_files/sahc_webinar4_chat3/<br />
* Evaluation: https://www.surveymonkey.com/r/JT9PCKG<br />
<br />
Jump to:<br />
[[#Communities|Communities]] | [[#General_3|General]] | [[#Institutional Ethics|Institutional Ethics]] | [[#Cataloging and Metadata Standards|Cataloging and Metadata Standards]] | [[#Data Management Tools|Data Management Tools]] | [[#Collection Management Systems|Collection Management Systems]] | [[#Controlled Vocabularies and Thesauri|Controlled Vocabularies and Thesauri]] | [[#Tutorials and Online Learning|Tutorials and Online Learning]]<br />
<br />
=== Communities ===<br />
* [https://listserv.syr.edu/scripts/wa.exe?A0=AUTOCAT AutoCat] - A general cataloging listserv, primarily for libraries but open to everyone.<br />
* [http://listserv.oclc.org/archives/oclc-cat.html OCLCCAT] - An OCLC sponsored cataloging listserv open to everyone.<br />
* [https://docs.google.com/forms/d/e/1FAIpQLSc3WCCi2_03rkbSwGVbE0rQwYFSxvL6THz6GRZY8HAbijaK4w/viewform Metadata Support Group] - A Slack forum sponsored by the Digital Library Federation ([https://www.diglib.org/ DLF]). Requires registration and a Slack account but not membership in DLF. <br />
* [http://www.archivists.org/saagroups/lonearr/resources.asp SAA Lone Arrangers listserv] - Hosted by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and open to members and non-members. <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Community] - A space for those using or interested in using the Nomenclature 4.0 resource from the American Association for State and Local History ([http://www.aaslh.org/ AASLH]).<br />
* [http://www.connectingtocollections.org/groups/connecting-to-collections-care-online-community/forum/ Connecting to Collections Care Forum] - A space to ask questions about collections care and receive answers from peers and forum monitors. Requires registration for participation.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== General ===<br />
* [http://firstmonday.org/article/view/1628/1543 Metadata for All: Descriptive Standards and Metadata Sharing Across Libraries, Archives, and Museums] - An article from [http://firstmonday.org/index First Monday], a peer reviewed journal on the internet, by Mary W. Elings and Gunter Waibel (Vol. 12, No. 3, 5 March 2007).<br />
* [http://www.alastore.ala.org/nealschuman/companionwebsite/metadata-digital-collections/ Metadata for Digital Collections: A How-to-Do-It Manual] - A 2004 book by Steven J. Miller. Link goes to a Companion Website for the manual that includes resources, chapter supplements, and additional information.<br />
* [https://protekvaults.com/the-art-and-science-of-descriptive-metadata/ The art and science of descriptive metadata: Classifying your film archive for identification and discovery] - A general overview, with examples, of metadata by Tim Knapp of [https://protekvaults.com/ PRO-TEK Vaults]<br />
* [http://freeyourmetadata.org/ Linked Data for Libraries, Archives, and Museums] - A book and website on getting the most from your metadata. <br />
* [https://www.clir.org/pubs/reports/spiro/spiro_Jan13.pdf Archival Management Software: A Report for the Council on Library and Information Resources] - A pdf 2009 report for the Council on Library and Information Resources ([https://www.clir.org CLIR]) by Lisa Spiro<br />
* [http://resource.aaslh.org/view/building-digital-archives-lessons-learned-from-four-crowdsourced-online-projects/ AASLH Audio Recording: Building Digital Archives: Lessons Learned From Four Crowdsourced Online Projects] - An audio download of the session from the 2014 Annual Meeting of the [http://www.aaslh.org/ AASLH].<br />
* [http://www.gallerysystems.com/resources/free-resources/ Gallery Systems Free Collections Management Resources] - A collection of free collections management resources compiled by [http://www.gallerysystems.com/ GallerySystems].<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/12/Collections-Access-and-the-use-of-Digital-Technology.pdf Collections Access and the use of technology in museums] - A report by the Norfolk Museums and Archaeology Service, 2012. <br />
* [http://www.collectionstrust.org.uk/benchmarks-in-collections-care-resources Collections Trust: Benchmarks in Collections Care] - Self-Assessment checklist developed by [http://www.collectionstrust.org.uk/ Collections Trust] to encourage thinking about collection care activity during the organizations planning cycle.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - An extensive collection of resources arranged by topic.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-15-FINAL.pdf Will They Populate the Boxes? Piloting a Low-Tech Method for Capturing Executive E-mail and a Workflow for preserving It at the University of Michigan] - A 2013 case study by Aprille Cooke McKay published by the Society of American Archivists (SAA) that covers the process of engaging administration in the process of tagging new materials to add to the archive.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Institutional Ethics ===<br />
SEE ALSO [[#Ethics and Social Justice|Ethics and Social Justice]]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/code-of-ethics American Alliance of Museums (AAM) Code of Ethics for Museums]<br />
* [http://www.ala.org/advocacy/proethics American Library Association (ALA) Professional Ethics] <br />
* [http://archivists.org/statements/saa-core-values-statement-and-code-of-ethics Society of American Archivists (SAA) Core Values Statement and Code of Ethics] <br />
* [http://www2.archivists.org/groups/saa-council/ala-saa-joint-statement-on-access-guidelines-for-access-to-original-research-materials ALA-SAA Joint Statement on Access: Guidelines for Access to Original Research Materials]<br />
* [http://www.artdealers.org/about/code-of-ethics-and-professional-practices Art Dealers Association of America (ADAA) Code of Ethics and Professional Practices]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Cataloging and Metadata Standards ===<br />
The resources listed below may require registration or subscription for access. While some are freely available online, others are fee-based.<br />
<br />
Jump to: [[#General_4|General]] | [[#Description Standards|Description Standards]] | [[#Encoding Standards|Encoding Standards]]<br />
<br />
==== General ====<br />
* [http://www.loc.gov/standards Standards at the Library of Congress] - A listing of all of the standards maintained by the Library of Congress<br />
* [http://www.getty.edu/research/publications/electronic_publications/intrometadata/crosswalks.html Metadata Standards Crosswalk] - A useful online spreadsheet from Getty that shows how a selection of well-used metadata standards may interact with each other.<br />
* [https://www.loc.gov/marc/marc2dc.html MARC to Dublin Core Crosswalk] - A detailed resource from the Library of Congress to help manage the conversion of metadata from MARC to Dublin Core. A link to the [https://www.loc.gov/marc/dccross.html Dublin Core to MARC Crosswalk] is also available on the page.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/Case7Final.pdf Standards and Standards Development: The Development of Digital Records Conversion Process (ANSI/ARMA 6-2007)] - A 2008 Case Study from the Society of American Archivists (SAA) that addresses several critical questions about standards in archives.<br />
* [http://www.niso.org/publications/press/understanding_metadata Understanding Metadata: What is Metadata, and What is it For?: A Primer] - A 2017 update by Jenn Riley published by [http://www.niso.org/home/ NISO] Press. Link goes to a PDF version. Additional NISO press resources can be found [http://www.niso.org/publications/press/ here].<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Description Standards ====<br />
* RDA: Resource Description and Access - Cataloging standard that replaced AACR2 and RDA is based on the FRBR (Functional Requirements for Bibliographic Records) and FRAD (Functional Requirements for Authority Data) concept models<br />
** [http://www.loc.gov/aba/rda/ Information from the Library of Congress]<br />
** [https://www.oclc.org/rda/about.en.html Information from OCLC]<br />
** [https://access.rdatoolkit.org/ RDA Toolkit]<br />
* AACR2: Anglo-American Cataloging Rules - Standards to build catalogs in general libraries of all sizes. No longer being updated. Replaced by RDA. Still valid and used by some smaller organizations.<br />
** [http://www.aacr2.org/index.html AACR2 Homepage]<br />
* Describing Archives: A Content Standard (DACS), Second Edition - An output-neutral set of rules for describing archives, personal papers, and manuscript collections that can be used with any encoding standard including [[#MARC21|MARC21]], [[#EAD|EAD]], and [[#EAC|EAC]].<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-describing-archives-a-content-standard-dacs/dacs#.V5fD8q1zUiQ SAA DACS Official page]<br />
* Standards for Archival Description: A Handbook - 1994 Handbook of the Society of American Archivists (SAA) describing technical standards, conventions, and guidelines used by archivists to describe holdings and repositories.<br />
** [http://www.archivists.org/catalog/stds99/index.html SAA page to download the Handbook]<br />
* SNAC: Social Networks and Archival Context - A cooperative in development to create a more collaborative environment for discovering records related to historical persons.<br />
** [http://socialarchive.iath.virginia.edu/ SNAC Prototype Research & Development Cooperative Program]<br />
** [http://www.snaccooperative.org SNAC Prototype Site]<br />
* PREMIS: Preservation Metadata: Implementation Strategies - A data dictionary developed as the international standard for metadata to support the preservation of digital objects and ensure their long-term usability.<br />
** [http://www.loc.gov/standards/premis/ Library of Congress PREMIS Official Web Site]<br />
* PBCORE: Public Broadcasting Metadata Dictionary Project - An XML metadata schema designed for sound and moving images that is both a content and data standard.<br />
** [http://pbcore.org/ PBCore homepage]<br />
** [http://pbcore.org/blog/ PBCore blog]<br />
* The Small Museums Cataguing Manual: A guide to cataloguing object and image collections - 4th edition of the guide (2009) published by Museums Australia (Victoria)<br />
** [http://www.mavic.asn.au/assets/Small_Museums_Cataloguing_Manual_4th.pdf The Small Museums Cataloguing Manual]<br />
* NPS Museum Handbook, Part II: Museum Records - A publication of the National Parks Service, downloadable as a pdf file.<br />
** [https://www.nps.gov/museum/publications/MHII/mushbkII.html NPS Museum Handbook, Part II: Museum Records]<br />
* The FIAF Moving Image Cataloguing Manual - Published by the International Federation of Film Archives ([http://www.fiafnet.org/ FIAF]) Cataloguing and Documentation Commission. Available for free as a pdf download<br />
** [http://www.fiafnet.org/pages/E-Resources/Cataloguing-Manual.html The FIAF Moving Image Cataloguing Manual]<br />
* Cataloging Cultural Objects: A Guide to Describing Cultural Works and Their Images - A data content standard for the cultural heritage community sponsored by the Visual Resources Association Foundation (VRAF)<br />
** [http://cco.vrafoundation.org/ CCO Commons]<br />
[[#toc|Table of Contents]]<br />
<br />
==== Encoding Standards ====<br />
* <div id="MARC21"></div>MARC21 - Encoding standards to make bibliographic and related information machine-readable<br />
** [https://www.loc.gov/marc/ Library of Congress MARC Standards]<br />
* BIBFRAME: Bibliographic Framework Initiative - A new bibliographic encoding standard being developed by the Library of Congress to replace MARC21. The new model is designed to express and link bibliographic data.<br />
** [https://www.loc.gov/bibframe/ Library of Congress BIBFRAME page]<br />
* <div id="EAC"></div>EAC-CPF: Encoded Archival Context - Corporate bodies, Persons, and Families - Extensible Markup Language (XML) Standard for encoding contextual information about persons, corporate bodies, and families. Maintained by the Society of American Archivists (SAA) in partnership with the Berlin State Library.<br />
** [http://www2.archivists.org/groups/technical-subcommittee-on-eac-cpf/encoded-archival-context-corporate-bodies-persons-and-families-eac-cpf#.V5I2KfkrJpg SAA EAC-CPF page]<br />
* <div id="EAD"></div>EAD: Encoded Archival Description - Standard for encoding Finding Aids for interoperability in an online environment.<br />
** [http://www.loc.gov/ead/ Library of Congress EAD Official Site]<br />
* DCMI: Dublin Core Metadata Initiative - A set of metadata vocabulary to use with the Resource Description Framework (RDF) and other Linked Data initiatives that follows Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH).<br />
** [http://dublincore.org/ Home page for the Dublin Core Metadata Initiative]<br />
** [http://www.dublincoregenerator.com/ Free Dublin Core Generator]<br />
* MODS: Metadata Object Description Schema - An XML schema for a bibliographic element set that may be used for a vaiety of purposes, and particularly for library applications. Maintained by the Library of Congress.<br />
** [http://www.loc.gov/standards/mods/ Library of Congress MODS page]<br />
* IIIF: International Image Interoperability Framework - An image encoding standard to unlock standard information on the web<br />
** [http://iiif.io/ IIIF Homepage]<br />
* RDF: Resource Description Framework - A framework to describe any internet resource developed by the World Wide Web Consortium (W3C)<br />
** [https://www.w3.org/RDF/ W3C Semantic Web RDF page]<br />
** [https://www.obitko.com/tutorials/ontologies-semantic-web/resource-description-framework.html RDF section on Ontologies and Semantic Web Tutorial]<br />
** [http://www.linkeddatatools.com/semantic-web-basics Introducing Linked Data and the Semantic Web] - Introducing RDF is section 2<br />
* VRA Core - a data standard for the description of works of visual culture as well as the images that document them.<br />
** [http://www.loc.gov/standards/vracore/ Library of Congress official VRA Core website]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Data Management Tools ===<br />
* [http://www.bitcurator.net/ BitCurator] <br />
* [http://coptr.digipres.org/Main_Page CPOTR: Community Owned Digital Preservation Tool Registry]<br />
* [https://scout.wisc.edu/cwis CWIS: Collection Workflow Integration System] <br />
* [http://www.datawatch.com/gated/data-wrangling/?msrc=GooglePPC-DP-wrang&gclid=CjwKEAjwiMe8BRD0ts3Vtv-ohWgSJAAZurk12EC7fBtj6D9nF-CXKxDkbgmxY8Xu50deWtN1lOgfaRoC0M3w_wcB Data Wrangler]<br />
* [http://www.sno.phy.queensu.ca/~phil/exiftool/ ExifTool] <br />
* [https://www.avpreserve.com/tools/fixity/ Fixity] <br />
* [https://github.com/LibraryOfCongress/bagger Library of Congress Bagger]<br />
* [http://marcedit.reeset.net/ MarcEdit]<br />
* [https://github.com/ISA-tools/OntoMaton OntoMaton]<br />
* [http://ontowiki.net OntoWiki]<br />
* [http://openrefine.org/ Open Refine]<br />
* [https://www.oxygenxml.com/ Oxygen: XML Editor]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Collection Management Systems ===<br />
The below systems are not an endorsement of the product by CLIR, just suggestions to highlight the range of systems available. This is not a comprehensive list of all systems available. We tried to include low cost and/or open source system options when possible.<br />
<br />
Jump to: [[#How to Choose|How to choose]] | [[#Gallery|Gallery]] | [[#Library|Library]] | [[#Archive|Archive]] | [[#Museum|Museum]] | [[#Online Exhibits|Online Exhibits]]<br />
<br />
==== How to choose ====<br />
SEE ALSO: [[#Selecting_the_best_collection_management_system|1.2 Selecting the Best Content Management System]]<br />
<br />
* [https://www.historyassociates.com/resource/guides/selecting-a-cloud-based-cms/ Selecting a Cloud-Based Museum Collections Management System] - Five area to consider when selecting a system from [https://www.historyassociates.com/ History Associates, Inc.]<br />
* [https://www.historyassociates.com/resource/articles/how-do-we-select-a-collections-management-system/ How Do We Select a Collections Management System?] - An article from [https://www.historyassociates.com/ History Associates, Inc.] on the process of system selection from contacting a vendor to data migration.<br />
* [https://www.historyassociates.com/resource/guides/top-10-mistakes-to-avoid-when-choosing-a-museum-collections-management-system/ Top 10 Mistakes to Avoid When Choosing a Museum Collections Management System] - A downloadable report from [https://www.historyassociates.com/ History Associates, Inc.] to highlight the most common mistakes they've seen when selecting a CMS. Can be applied to all GLAM organizations.<br />
* [https://rowman.com/ISBN/9781442230132/The-Small-Library-Manager%27s-Handbook How to Choose the Right ILS for Your Library] - Chapter in The Small Library Manager's Handbook (book).<br />
* [http://go.gallerysystems.com/feature.html Choosing the Right CMS] - A downloadable guide from [http://www.gallerysystems.com/ GallerySystems] that provides 5 steps for the selection process as well as sample worksheets, checklists, and links to additional resources.<br />
* [http://files.archivists.org/pubs/CampusCaseStudies/CASE-14-FINAL.pdf Partnering with IT to Identify an Commercial tool for Capturing Archival E-mail of University Executives at the University of Michigan] - A 2013 case study from the Society of American Archivists by Aprille Cooke McKay that discusses partnering with IT to issue an RFP for a new system.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Gallery ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Library ====<br />
* [https://cslainfo.org/?page_id=3735 General recommendations for smaller institutions] - From the Church & Synagogue Library Association<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [http://lucidea.com/inmagic/ Inmagic] <br />
* [https://www.libib.com/ Libib] <br />
* [http://www.libraryworld.com LibraryWorld]<br />
* [http://www.mlasolutions.com Mandarin] <br />
* [http://www.readerware.com/index.php Readerware] <br />
* [http://www.resourcemate.com/ ResourceMate] <br />
* [https://www.librarycat.org/ TinyCat] <br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Archive ====<br />
* [http://archiviststoolkit.org/ Archivists’ Toolkit]- Available for download, but no longer being updated<br />
* [http://archivesspace.org/ ArchivesSpace] <br />
* [https://www.accesstomemory.org/en/ AtoM]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.oclc.org/contentdm.en.html CONTENTdm] - For digital objects<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://boktowergardens.org/tower-gardens/library-archives/resources/ MS Access Finding Aid Creator] - offered by [https://boktowergardens.org/ Bok Tower Gardens]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.veridiansoftware.com/discovery-delivery/ Veridian] <br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Museum ====<br />
* [https://airtable.com/templates/featured/art-gallery-example Airtable]<br />
* [http://alm.axiell.com/solutions Axiell Group]<br />
* [http://www.collectionspace.org/ CollectionSpace]<br />
* [http://www.collectiveaccess.org/ Collective Access]<br />
** [http://collectiveaccesscommunity.org/ CollectiveAccess Community] - A collaborative, community space for those who use CollectiveAccess<br />
* [http://www.collectorsystems.com/ Collector Systems]<br />
* [http://lucidea.com/ CuadraSTAR]<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/embark/ EmbARK]<br />
* [http://mukurtu.org/ Mukurtu] - Designed with indigenous communities in mind<br />
* [http://www.museumsoftware.com PastPerfect]<br />
* [https://rediscoverysoftware.com/ Proficio]<br />
* [http://www.gallerysystems.com/products-and-services/tms/ The Museum System (TMS)]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
==== Online Exhibits ====<br />
* [https://ehive.com/ eHive]<br />
* [http://www.gallerysystems.com/products-and-services/emuseum/ eMuseum] <br />
* [https://jekyllrb.com/ Jekyll] <br />
* [https://omeka.org/ OMEKA] <br />
* [http://projectmirador.org/ Mirador] - For collections that support the International Image Interoperability Framework ([http://iiif.io/ IIIF]) API <br />
* [https://wordpress.com/ WordPress]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Controlled Vocabularies and Thesauri ===<br />
* [http://getty.edu/research/tools/vocabularies/ The Getty Research Institute Vocabularies] <br />
* [http://community.aaslh.org/nomenclature/ AASLH Nomenclature Committee]<br />
* [http://gawainweaver.com/images/uploads/Photographic%20Process%20Controlled%20Vocabulary_v1.pdf Photographic Process Controlled Vocabulary]<br />
* [http://authorities.loc.gov Library of Congress Authorities]<br />
* [http://id.loc.gov/ LC Linked Data Service: Authorities and Vocabularies] <br />
* [http://www.conservation-wiki.com/wiki/Lexicon_Terms American Institute for Conservation Lexicon Terms]<br />
* [http://www.bgbm.fu-berlin.de/iapt/nomenclature/code/SaintLouis/0000St.Luistitle.htm International Code of Botanical Nomenclature]<br />
* [http://orcid.org/ ORCID] <br />
* [https://app.pch.gc.ca/application/dvp-pvd/appli/descr-eng.php Parks Canada Descriptive and Visual Dictionary of Objects]<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Tutorials and Online Learning ===<br />
There are many options for online learning. The following list is a sampling of free or low cost options to enhance understanding of cataloging and processing techniques.<br />
<br />
* [https://www.youtube.com/playlist?list=PL098F0952877CDE31 Association for Library Collection & Technical Services (ALCTS) YouTube Channel, Cataloging topic]<br />
* [http://www.connectingtocollections.org/archivedigital/ Caring for Digital Materials: Preventing a Digital Dark Age] - A Connecting to Collections Care Webinar Series<br />
* [https://www.codecademy.com/ Codecademy]<br />
* [https://www.oclc.org/support/training/portfolios/cataloging-and-metadata/connexion-client/tutorials.en.html OCLC Tutorials]<br />
* [http://www.oclc.org/support/training/calendars/cataloging-training-calendar.en.html OCLC Cataloging Skills Training Calendar] - Includes some fee based training<br />
* [http://www.oclc.org/support/documentation/cataloging.en.html OCLC documentation, practices, and programs] <br />
* [https://www.carli.illinois.edu/products-services/i-share/cat/basic-cataloging-resources Basic Cataloging Resources from CARLI (Consortium of Academic Research Libraries in Illinois)]<br />
* [https://www.youtube.com/user/LibTec203/videos Cataloging Course] - A YouTube introduction to cataloging by LibTec203]<br />
* [http://librarysciencelist.com/free-online-courses-for-librarians/ 20+ Awesome Free Online Librarian Courses]<br />
* [https://www.webjunction.org/explore-topics/ils-ddb.html WebJunction Integrated Library Systems & Databases Topic] <br />
* [http://online.vraweb.org/cgi/viewcontent.cgi?article=1061&context=vrab FRBR and TMS: Applying a Conceptual Organizational Model for Cataloguing Photographic Archives]<br />
* [http://special-cataloguing.com/cheats SLC Cheat Sheets] - A collection of cataloging cheat sheets for a wide range of material types mostly developed by Mac Elrod and hosted by Special Libraries Cataloging ([http://www.special-cataloguing.com/ SLC]).<br />
* [https://dp.la/info/2015/10/07/new-self-guided-curriculum-for-digitization/ DPLA Curriculum for Digitization] - A self-guided, online learning experience developed by the [https://dp.la/ Digital Public Library of America]. The curriculum is intended for digitization beginners from a variety of cultural heritage institutions.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
== Overcoming project hurdles: Approaches to identifying and managing collection red flags ==<br />
The resources included in this section are presented to help organizations deal with areas in collections that may present problems and give managers the confidence to move forward with processing.<br />
<br />
Additional information on the February 8, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar5 here].<br />
<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p93lcun8g78/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_slides<br />
* Scenarios discussed during the session: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_scenarios/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_transcript/<br />
** Chat 1, Swingate Public Library: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat1/<br />
** Chat 2, Dealing With the Past: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat2/<br />
** Chat 3, Collecting in the Now: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat3/<br />
** Chat 4, Access to Offensive Materials: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat4/<br />
** Chat 5, Community Archives Project: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat5/<br />
** Chat 6, Final Q&A: https://www.clir.org/hiddencollections/sahc/sahc_webinar5_files/sahc_webinar5_chat6/<br />
* Evaluation: https://www.surveymonkey.com/r/LC5M3B5<br />
<br />
<br />
Jump to:<br />
[[#Creating Policies for Collection Building|Creating Policies for Collection Building]] | [[#Rights, Copyright, and Legal Dilemmas|Rights, Copyright, and Legal Dilemmas]] | [[#Ethics and Social Justice|Ethics and Social Justice]] | [[#Hazardous Materials|Hazardous Materials]] | [[#Culturally Sensitive and Tough Topic Collections|Culturally Sensitive and Tough Topic Collections]] | [[#Sample Projects and Collections|Sample Projects and Collections]]<br />
<br />
<br />
=== Creating Policies for Collection Building ===<br />
SEE ALSO [[#Developing and Evaluating Institutional Documentation|Developing and Evaluating Institutional Documentation]]<br />
* [http://www2.archivists.org/publications/brochures/deeds-of-gift SAA A Guide to Deeds of Gift]<br />
* [http://resource.aaslh.org/view/sample-deed-of-gift/ AASLH StEPS Resource: Sample Deed of Gift]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types hosted by the Florida Association of Museums ([http://www.flamuseums.org/ FAM]) <br />
* [http://www.aam-us.org/docs/default-source/continuum/developing-a-cmp-final.pdf?sfvrsn=4 AAM Reference Guide: Developing a Collections Management Policy]<br />
* [http://www.aam-us.org/resources/ethics-standards-and-best-practices/collections-stewardship American Alliance of Museums (AAM) Standards Regarding Collections Stewardship]<br />
* [https://www.wisconsinhistory.org/pdfs/la/LIB-WHRAB-Records-Policy-Libraries-WAPL.pdf Creating a Collection Development Policy for Local Historical Records in Public Libraries] - A pdf resource from the [http://www.wisconsinhistory.org/Content.aspx?dsNav=N:4294963828-4294963805&dsRecordDetails=R:CS3558 Wisconsin Historical Records Advisory Board] and the [http://wla.wisconsinlibraries.org/wapl Wisconsin Association of Public Librarians] (April 1998).<br />
* [http://sustainableheritagenetwork.org/collection/support-documents-community-decision-making Support Documents for Community Decision Making] - A collection of documents provided by the [http://sustainableheritagenetwork.org/home Sustainable Heritage Network] that help organizations makes decisions regarding access, circulation, and ownership of cultural materials.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Rights, Copyright, and Legal Dilemmas ===<br />
Resources included are for reference only and do not represent legal advice. Most apply only to U.S. law; other countries may have different rules and guidelines.<br />
<br />
* [http://rightsstatements.org/en/ Digital Public Library (DPL) Rights Statements] <br />
* [http://ohda.matrix.msu.edu/2012/06/a-creative-commons-solution/ Oral History Interviews: “Who Owns Oral History? A Creative Commons Solution,"]<br />
* [http://ohda.matrix.msu.edu/2012/06/major-legal-challenges/ Major Legal Challenges Facing Oral History In The Digital Age] - A detailed 2014 article by John Neuenschwander on the IMLS Oral History in the Digital Age blog. Includes references.<br />
* [http://www.connectingtocollections.org/the_deaccessioning_dilemma_laws_ethics_and_actions/ The Deaccessioning Dilemma: Laws, Ethics, and Actions] - A 2015 Connecting to Collections Care webinar presented by John E. Simmons.<br />
* [http://learn.aaslh.org/event/webinar-steps-lab-1-deaccessioning-the-devils-in-the-details/ Deaccessioning: The Devil’s in the Details] - A webinar in the AASLH StEPs program (fee)<br />
* [http://www2.archivists.org/groups/technical-subcommittee-on-guidelines-for-reappraisal-and-deaccessioning-ts-grd/guidelines-for-reappraisal-and-deaccession SAA Guidelines for Reappraisal and Deaccessioning] - A pdf document from the Society of American Archivists (SAA)<br />
* [http://archive.cmsimpact.org/fair-use/best-practices/code-best-practices-fair-use-academic-and-research-libraries The Code of Best Practices in Fair Use for Academic and Research Libraries] - Can be used as a model to develop institutional policies regarding fair use and online access.<br />
* [http://copyright.cornell.edu/resources/publicdomain.cfm Cornell’s Copyright Term and the Public Domain in the US] - An easy to use chart to reference when particular types of items move into the public domain. Originally published by [http://vivo.cornell.edu/display/individual23436 Peter B. Hirtle] who has published a number of copyright resources. Updated annually.<br />
* [http://fairuse.stanford.edu/charts-and-tools/ Copyright & Fair Use Resources from Stanford University Libraries] - A number of charts and tools discussing copyright, fair use, and best practices.<br />
* [http://fairuse.stanford.edu/overview/website-permissions/websites/ Websites: Five Ways to Stay Out of Trouble] - A resource from the Stanford University Libraries Copyright & Fair Use website dealing specifically with website usage and rights.<br />
* [http://www.connectingtocollections.org/resources/ Connecting to Collections Care Resources] - Select "Legal Issues" from the list for an extensive list of related resources.<br />
* [http://www2.archivists.org/publications/brochures/copyright-and-unpublished-material SAA’s Copyright and Unpublished Material: An introduction for Users of Archives and Manuscript Collections] - A downloadable and printable resource that answers basic questions.<br />
* [http://www2.archivists.org/groups/intellectual-property-working-group/well-intentioned-practice-for-putting-digitized-collections-of-unpublished-materials- Well-intentioned Practice for Putting Digitized Collections of Unpublished Materials Online (W-iP)] - A 2011 document developed by [http://www.oclc.org/research.html OCLC Research] and supported by the [http://www2.archivists.org/groups/intellectual-property-working-group SAA's Intellectual Property Working Group] to help move institutions forward with digitization of unpublished archival materials whose rights holders are often difficult to identify and contact.<br />
* [http://www.nemanet.org/nemn/summer-2016/abandonned-property/# Found! Abandoned Property in the Museum] - A New England Museums Now 2016 reprint of a 2013 article from NEMA News on Legal Issues. Authored by Gilbert Whittemore and covers ten clear steps for dealing with undocumented items in collections.<br />
* [http://www2.archivists.org/groups/acquisitions-appraisal-section/abandoned-property-project SAA Abandoned Property Project] - A state-by-state listing of relevant abandoned property legislation compiled by the Society of American Archivists ([http://www2.archivists.org/ SAA]) and updated as required.<br />
* [http://www.ala.org/acrl/standards/security_theft ACRL/RBMS Guidelines Regarding Security and Theft in Special Collections] - Guidelines developed by the Association of College & Research Libraries ([http://www.ala.org/acrl/ ACRL]) and its Rare Books and Manuscript Section ([http://www.ala.org/acrl/aboutacrl/directoryofleadership/sections/rbms/acr-rbmec RBMS]).<br />
* [http://publications.arl.org/rli279/ Research Library Issues (RLI) Special Issue on Special Collections and Archives in the Digital Age] - This June 2012 issue of RLI, published by the Association of Research Libraries ([http://www.arl.org/ ARL]), includes articles on legal matters associated with digitization, Deeds of Gifts, and copyright.<br />
* [http://www.localcontexts.org/ Local Contexts] - An initiative to support Native, First Nations, Aboriginal, and Indigenous communities in the management of their intellectual property within the digital environment by providing strategic resources and practical solutions.<br />
** [http://www.sfu.ca/ipinch/project-components/community-based-initiatives/special-initiative-traditional-knowledge-licensing-an/ Traditional Knowledge Licensing and Labeling Website 1.0] - A description of the creation of Traditional Knowledge (TK) that led to the development of the TK Labels shared in the Local Contexts website. <br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Ethics and Social Justice===<br />
SEE ALSO [[#Institutional Ethics|Institutional Ethics]]<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/code-of-ethics/ Code of Ethics and Other Institutional Documents] - A 2013 educational module, including a webinar, from the Florida Connecting to Collections Series presented from the museum (Myriam Springuel) and library (Burt Altman) perspectives.<br />
* [http://archivaria.ca/index.php/archivaria/article/view/13557 From Human Rights to Feminist Ethics: Radical Empathy in the Archives] - A 2016 article by Michelle Caswell and Marika Cifor. Published in Archivaria, a journal of the Association of Canadian Archivists ([http://archivists.ca/ ACA]). Link is to abstract only.<br />
* [https://www.lib.ncsu.edu/social-media-archives-toolkit/legal Social Media Archives Toolkit: Legal and Ethical Implications] - A resource of the North Carolina State University Libraries providing insight into the legal and ethical issues of harvesting social media.<br />
* [https://points.datasociety.net/okcupid-data-release-fiasco-ba0388348cd#.2aoqi7ydb OKCupid data release fiasco: It's time to rethink ethics education] - A 2016 post by Annette Markham that addresses data releases from an ethics educator's perspective.<br />
* [http://cmsimpact.org/resource/beyond-hashtags-ferguson-blacklivesmatter-online-struggle-offline-justice/ Beyond the hashtags: #Ferguson, #Blacklivesmatter, and the online struggle for offline justice] - A 2016 downloadable report written by Deen Feelon, Charlton D. McIlwain, and Meredith D. Clark that analyzes the Black Lives Matter movement online and the implications for using online tools to encourage social and political change.<br />
* [https://news.docnow.io/surveillance-and-social-media-archiving-7ea21b77b807#.iahlvrb8h Surveillance and Social Media Archiving] - A transcript of remarks made by Bergis Jules during the 2016 Library of Congress symposium, Collections as Data: Stewardship and Use Models to Enhance Access. Includes link to slides and the symposium's full agenda.<br />
* [https://papers.ssrn.com/sol3/papers2.cfm?abstract_id=2779647 Where are Human Subjects in Big Data Research? The Emerging Ethics Divide] - A 2016 article by Jacob Metcalf and Kate Crawford published in Big Data and Society (Spring 2016).<br />
* [http://bdes.datasociety.net/wp-content/uploads/2016/10/Ursic-politiwoops.pdf The Right to be Forgotten of the Duty to be Remembered? Twitter data reuse and implications for user privacy] - A 2016 PDF case study by Helena Ursic (Leiden University) written for The Council for Big Data, Ethics, and Society.<br />
* [http://link.springer.com/article/10.1007/s10502-014-9220-6 Toward a survivor-centered approach to records documenting human rights abuse: lessons from community archives] - Link to abstract (full article available for purchase). A 2014 article by Michelle Caswell published in Archival Science.<br />
* [https://aprilhathcock.wordpress.com/2016/11/18/opening-up-the-margins/ Opening up the Margins] - A November 18, 2016 blog post by April Hathcock that combines her remarks at a number of venues about opening up "good scholarship" to marginalized communities.<br />
* [http://zinelibraries.info/code-of-ethics/ Zine Librarians Code of Ethics] - A downloadable (PDF or Word) version of an ethical code as it applies to librarians and archivists that handle zines.<br />
* [https://medium.com/on-archivy/archivesforblacklives-building-a-community-archives-of-police-violence-in-cleveland-93615d777289#.t6wnjelwu #ArchivesForBlackLives: Building a Community Archives of Police Violence in Cleveland] - The text of a 2016 talk by Jarrett M. Drake presented at the Digital Blackness conference on the panel Uploading Black History: Archiving Blacks' Lived Experiences.<br />
* [http://tararobertson.ca/2016/oob/ digitization: just because you can, doesn't mean you should] - A 2016 blog post by Tara Robertson that reflects on the ethics of digitization through the example of a pre-internet lesbian porn magazine that was recently digitized and placed on line.<br />
* [http://link.springer.com/article/10.1007/s10502-012-9180-7 Evidence, memory, identify, and community: four shifting archival paradigms] - Link to abstract (full article available for purchase). A 2013 article by Terry Cook published in Archival Science.<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Hazardous Materials ===<br />
* [http://cool.conservation-us.org/coolaic/sg/bpg/annual/v24/bp24-13.pdf Archives Conservators Discussion Group 2005: Hazardous Holdings] - A pdf article by Linda Blaser and Susan Peckham summarizing the panel. Printed in The Book and Paper Group Annual 24 (2005), p. 73-83. <br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-7_1439925170012_eng.pdf?WT.contentAuthority=4.4.10 Mercury in Museum Collections] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/7, 2002. Also available online [http://canada.pch.gc.ca/eng/1439925170006 here].<br />
* [http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-Museology-PreservConserv/STAGING/texte-text/1-8_1439925170028_eng.pdf?WT.contentAuthority=4.4.10 Lead in Museusm Collections and Heritage Buildings] - PDF version of the Canadian Conservation Institute (CCI) [http://canada.pch.gc.ca/eng/1439925167385/1439385922889 Notes] 1/8, 2010. Also available online [http://canada.pch.gc.ca/eng/1439925170022 here].<br />
* [http://www.connectingtocollections.org/arsenic-and-old-lace-controlling-hazardous-collection-materials/ Arsenic and Old Lace: Controlling Hazardous Collection Materials] - A 2016 Connecting to Collections Care Webinar. Page includes links to slides and handouts.<br />
* [http://sharemuseumseast.org.uk/wp-content/uploads/2013/08/How-To-Guide-Hazards.pdf Hazards in museum collections: A Collections Care How To Guide] - A pdf guide from SHARE Museums East, Norfolk Museums & Archeology Service, and CollectionsTrust.<br />
* [https://alaskawhitestuffid.wordpress.com/ What’s That White Stuff blog] - A blog sponsored by the Alaska State Museum offering advice about common issues in museums.<br />
* [http://www.loc.gov/preservation/care/film.html Library of Congress Care, Handling, and Storage of Motion Picture Film] - Resources and links from the Library of Congress.<br />
* [http://www.mavic.asn.au/insite/september-october-2012 Museums Australia Vicotoria INSITE, September - October 2012, Dangerous Collections Special Issue] - Includes articles on a variety of tough issues<br />
* [http://opensi.si.edu/index.php/smithsonian/catalog/book/64 Pesticide Mitigation in Museum Collections: Science in Conservation: Proceedings from the MCI Workshop Series] - 2010 publication from the [http://opensi.si.edu/index.php/smithsonian/catalog/series/SCMC Smithsonian Contributions to Museum Conservation series] that addresses the issue of pesticide removal from museum objects.<br />
* [http://anthropology.si.edu/cm/NMNH_Potential_Hazards_Disclosure_Statement_2010.pdf Statement on Potential Hazards (Inherent and Acquired) Associated with Collection Objects] - A 2010 policy statement from the Smithsonian National Museum of Natural History [http://anthropology.si.edu/index.html Department of Anthropology] that can be used as a model for other institutions.<br />
* [https://www.nps.gov/museum/publications/conserveogram/02-10.pdf Hazardous Materials in Your Collection] - National Park Service (NPS) [https://www.nps.gov/museum/publications/conserveogram/cons_toc.html Conserve O Gram] series, August 1998, Number 2/10.<br />
* [http://museumpests.net/ MuseumPests.net] - A product of the Integrated Pest Management Working Group and includes a number of resources for prevention, monitoring, identification, and solutions for pests in collection spaces.<br />
<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Culturally Sensitive and Tough Topic Collections ===<br />
* [http://www2.nau.edu/libnap-p/protocols.html Protocols for Native American Archival Materials] - The Protocols were developed to provide best practices for culturally responsive care and use of Native American archival and documentary material held by non-tribal organizations. The document reflects a Native American perspective.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - This is a good, brief, article regarding culturally sensitive Native American images in a non-native institution. It very clearly lays out a respectful, real world application of balancing maximum access and respectful consultation.<br />
* [http://ailanet.org/resources/ American Indian Library Association Resources] - A listing of resources compiled by the American Indian Library Association <br />
* [http://canada.pch.gc.ca/eng/1448995219999 Canadian Conservation Institute Caring for Sacred and Culturally Sensitive Objects] - Guidelines developed in 2015 to present key considerations related to sacred and culturally sensitive objects in heritage collections.<br />
* [http://digitalcommons.usu.edu/westernarchives/vol6/iss1/3 Tribal Archives, Traditional Knowledge, and Local Contexts: Why the "s" Matters] - A 2015 article by Kimberly Christen in the Journal of Western Archives ([http://digitalcommons.usu.edu/westernarchives/ JWA] Vol. 6, Iss. 1, Article 3).<br />
* [http://americanarchivist.org/doi/pdf/10.17723/aarc.74.1.4233nv6nv6428521?code=same-site Opening Archives: Respectful Repatriation] - An article by Kimberly Christen published in The American Archivist (Vol. 74, Spring/Summer 2011) examining one collaborative archival project aimed at digitally repatriating and reciprocally curating cultural heritage materials of the Plateau tribes in the Pacific Northwest.<br />
* [https://medium.com/on-archivy/confronting-our-failure-of-care-around-the-legacies-of-marginalized-people-in-the-archives-dc4180397280#.gbb4nqug0 Confronting Our Failure of Care Around the Legacies of Marginalized People in the Archives] - Transcript and select slides from a 2016 talk by Bergis Jules presented at the [http://ndsa.org/ National Digital Stewardship Alliance] annual meeting.<br />
* [http://www.archivists.org/governance/taskforces/0208-NativeAmProtocols-IIIA.pdf Report: Task force to review ''Protocols for Native American Archival Materials''] - A PDF version of the 2008 Society of American Archivists (SAA) report.<br />
* [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution] - A 2014 Case Study in Archival Ethics by Ellen Ryan and completed for the Society of American Archivists (SAA).<br />
* [https://artmuseumteaching.com/2016/08/31/have-conversations-here/ Have Conversations Here: Supporting Productive Dialogue in Museums] - A 2016 post by Mike Murawski on [https://artmuseumteaching.com/ Art Museum Teaching] discussing the facilitation of conversations in museums about difficult events and topics.<br />
* [http://www.liverpoolmuseums.org.uk/ism/resources/museum_interpretation.aspx Interpreting Transatlantic Slavery: the role of museums] - A 1999 article from the International Slavery Museum by Anthony Tibbles.<br />
* [http://interpretingdifficulthistory.com/ Interpreting Difficult History at Museums and Historic Sites] - Book by Julia Rose <br />
* [http://findingcommunityengagingaudiences.blogspot.com/2013/12/difficult-issues-in-history-museums.html Difficult Issues in History Museums] - A 2013 post on the Finding Community blog.<br />
* [http://www2.archivists.org/sites/all/files/PreservationWorkshopsWithRestrictedResources-CaseStudy1_0.pdf SAA Case Studies on Diversifying the Archival Record] - Case #1: Preservation Workshops with Restricted Resources: Preserving Cham Manuscripts in Vietnam <br />
* [http://aamg-us.org/wp/wp-content/uploads/2015/01/Managing-Museum-Controversy.pdf Museum Best Practices for Managing Controversy] - A pdf document from the Association of Academic Museums and Galleries ([https://www.aamg-us.org/wp/ AAMG])<br />
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<br />
=== Sample Projects and Collections ===<br />
* [http://www.docnow.io/ Documenting the Now] - A collaborative project that aims to respect both the content creator and the potential researcher and seeks to find a user-friendly means of collecting and preserving the digital content of social media.<br />
* [https://www.saada.org/ South Asian American Digital Archive (SAADA)] - An independant, national, non-profit organization working to document, preserve, and share stories representing the voices of South Asian Americans.<br />
* [https://www.lib.utexas.edu/hrdi Human Rights Documentation Initiative (HRDI)] - A long-term preservation effort by the University of Texas Libraries to capture fragile and vulnerable records of human rights struggles worldwide, promote them, and make them accessible for research.<br />
* [https://xfrcollective.wordpress.com/ XFR Collective] - A non-profit organization partnering with many to preserve at-risk audiovisual media by providing low-cost digitization services.<br />
* [http://www.mipops.org/ Moving Image Preservation of Puget Sound (MiPoPs)] - A non-profit organization helping to preserve our cultureal heritage by assisting archives, libraries, and other organizations with the conversion of analog video recordings to digital formats according to archival best practices.<br />
* [http://www.dclibrary.org/labs/memorylab The Memory Lab at DC Public Library] - A service provided to the DC public that allows for personal preservation of AV materials. A model that other organizations can follow.<br />
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<br />
== Closing the loop: Project assessment and leveraging goals for future planning ==<br />
The resources included in this section provide additional information for all other topics and help provide support for sustaining and moving projects into the future.<br />
<br />
Additional information on the February 15, 2017 webinar can be found [https://www.clir.org/hiddencollections/sahc/webinar6 here].<br />
<br />
Webinar resources:<br />
* Rough cut of the session recording: http://clir.adobeconnect.com/p6t0282kmur/ (*Viewers have reported issues with connecting through some versions of the Google Chrome browser. In the event of technical difficulties, try an updated or alternative browser.)<br />
* PowerPoint file for the speaker's presentation: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_slides/<br />
* Collaborative Project Template Spreadsheet (.xlsx): https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_template/<br />
* Transcript of the presentation, including links to chat histories: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_transcript/<br />
** Chat 1, Signs of Trouble: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat1/<br />
** Chat 2, Project ROI: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat2/<br />
** Chat 3, Roadblocks: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat3/<br />
** Chat 4, Celebration: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat4/<br />
** Chat 5, Final Comments: https://www.clir.org/hiddencollections/sahc/sahc_webinar6_files/sahc_webinar6_chat5/<br />
* Evaluation: https://www.surveymonkey.com/r/JXMZ36G<br />
<br />
<br />
<br />
=== During the Project ===<br />
* [https://hbr.org/2011/04/strategies-for-learning-from-failure Strategies for Learning from Failure] - An article by Amy C. Edmondson, a version also available in print, Harvard Business Review April 2011.<br />
* [http://www.artscapediy.org/Creative-Placemaking-Toolbox/What-Are-the-Most-Important-Factors-in-a-Successfu.aspx What are the Most Important Factors in a Successful Project?] - A brief Vimeo video from Artscape President and CEO Tim Jones on the crucial elements of project success.<br />
* [https://www.projectsmart.co.uk/avoid-the-same-old-mistakes-by-focussing-on-lessons-learned.php Avoid the Same Old Mistakes by Focusing on Lessons Learned] - A 2014 article by Duncan Haughey that covers 6 essential steps to document lessons learned.<br />
* [http://www2.archivists.org/sites/all/files/AnOnlineExhibit-SAA-CaseStudy_0.pdf An Online Exhibit: A Tale of Triumph and Tribulation] - A 2014 Case Study by Nancy Freeman and Robert B. Riter for the Society of American Archivists (SAA). <br />
* [http://americanarchivist.org/doi/abs/10.17723/aarc.68.2.c741823776k65863?code=same-site More Product, Less Process: Revamping Traditional Archival Processing] - A 2005 article by Mark Greene and Dennis Miller published in The American Archivist, a publication of the Society of American Archivists. Link to abstract, PDF version available for download.<br />
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<br />
=== Project Evaluation and Assessment ===<br />
* [http://www.horizon-research.com/taking-stock-a-practical-guide-to-evaluating-your-own-programs/ Taking Stock: A Practical Guide to Evaluating Your Own Programs] - A 1997 guide written by Sally L. Bond, Sally E. Boyd, and Kathleen A. Rapp written to help community-based organisations improve programs. <br />
* [http://www.wkkf.org/resource-directory/resource/2010/w-k-kellogg-foundation-evaluation-handbook W.K. Kellogg Foundation Evaluation Handbook] - A 2010 tool to help consider evaluation as a relevant and useful program tool. The handbook was written especially for W.K. Kellogg Foundation-funded programs but has broader application possibilities.<br />
* [http://oerl.sri.com/ OERL: Online Evaluation Resource Library] - A resource library designed to collect and make available evaluation plans, instruments, and reports for National Science Foundation (NSF) related projects but has broader application possibilities.<br />
* [https://www2.cdc.gov/cdcup/library/practices_guides/CDC_UP_Project_Close-Out_Practices_Guide.pdf CDC Unified Process Practices Guide: Project Close-out - A 2006 guide that can help organizations practice successful project-close out. <br />
* [http://www.ala.org/rusa/sections/rss/rsssection/rsscomm/rssresstat/prjctassmnteval Project Assessment and Evaluation] - A list of resources compiled by the Referencce and User Services Association ([http://www.ala.org/rusa/ RUSA]), a division of the American Library Association (ALA). <br />
* [https://manoa.hawaii.edu/assessment/workshops/pdf/templates_2009-12.pdf Creating an Assessment Plan & Using Assessment Templates] - A 2009 guide created by the University of Hawaii at Manoa Assessment Office.<br />
* Tutorials for creating Gantt, PERT, and CPM charts<br />
** [https://www.officetimeline.com/gantt-chart-excel How to make Gantt charts in Excel] - A video tutorial with Excel templates for making Gantt charts.<br />
** [https://www.youtube.com/watch?v=oe_Uvf6p4_A Creating a Pert CPM chart using Excel] - A 2012 YouTube video tutorial by Eric Magidson.<br />
** [https://www.youtube.com/watch?v=8NHJTRUiX6A Creating a PERT/CPM Chart using Excel 2016 and the Personal Trainer Case] - A 2016 YouTube video tutorial by Eric Magidson.<br />
* [http://www.pmsolutions.com/audio/PM_Performance_and_Value_List_of_Measures.pdf Measures of Project Management Performance and Value: A Benchmark of Current Business Practices] - A 2005 resource from the Center for Business Practices as part of the Comprehensive List of Measures series. <br />
* [http://www.mclam.com/pdf/Metrics.pdf Environmental Protection: Using Metrics to Track Progress of Community Outreach Programs] - A 2004 guide published by the American Institute of Chemical Engineers to help develop metrics for understanding how well organizations are implementing programs as well as how to improve them.<br />
* [http://www.cioarchives.ca.gov/itpolicy/pdf/PM5.2_Project_Execution_Tracking_and_Monitoring.pdf Project Execution - PM Elements: Tracking and Monitoring Project Performance] - A January 1997 PDF document from the California Chief Information Offices that offers practical solutions for project tracking that can be adapted to other organizations' needs. A part of the Statewide Information Management Manual ([http://www.cioarchives.ca.gov/ITpolicy/SIMM.html SIMM])<br />
* [http://www.businessofgovernment.org/blog/strategies-font-color-redcut-costsfont-and-improve-performance/shared-services-tracking-perform Shared Services: Tracking Performance/Performance Metrics - What Doesn’t Get Measured Doesn’t Get Done] - A 2011 blog post by Jennifer Lotkowski and Adam Jelic on the IBM Center for The Business of Government.<br />
<br />
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<br />
=== Future Project Planning ===<br />
* [http://resource.aaslh.org/view/engaging-the-grown-ups-a-roundtable-exploring-new-strategies/ Engaging the Grown-Ups: A Roundtable Exploring New Strategies] - An AASLH Audio Recording <br />
* [http://resource.aaslh.org/view/whos-next-succession-planning-and-institutional-health/ Who’s Next? Succession Planning and Institutional Health] - An AASLH Audio Recording<br />
<br />
[[#toc|Table of Contents]]<br />
<br />
=== Developing and Evaluating Institutional Documentation ===<br />
SEE ALSO [[#Creating Policies for Collection Building|Creating Policies for Collection Building]]<br />
<br />
* [http://www.okmuseums.org/sites/oma2/uploads/documents/Technical_Bulletins/Technical_Bulletin_48_-_Plan_for_the_Future_You_Want_for_Your_Museum.pdf Plan for the future you want for you museum] - A Technical Bulletin of the Oklahoma Museums Association, July 2009 by Cecil Carter<br />
* [http://www.flamuseums.org/professional-development/florida-connecting-to-collections-program/2016-collections-policies-collections-care-enhancement/collectionspolicies/ Florida Connecting to Collections 2013 Collections Management & Development Policies] - A self-paced program for all GLAM institution types.<br />
* [http://flamuseums.org/professional-development/florida-connecting-to-collections-program/emergency-plans/ Florida Connecting to Collections Emergency Plans] - A self-paced program for all GLAM Institution types<br />
* [http://www.aam-us.org/resources/assessment-programs/core-documents/documents AAM Description of Core Documents] - A listing of important documents suggested by the American Alliance of Museums (AAM) as fundamental for basic professional museum operations.<br />
* [https://www.nsf.gov/publications/pub_summ.jsp?ods_key=nsf02057 The 2002 User-friendly Handbook for Project Evaluation] - A 2002 resource guide in HTML or PDF from the National Science Foundation ([https://www.nsf.gov/ NSF])<br />
* [http://obolinx.com/resources/2013/10/five-project-management-performance-metrics-key-to-successful-project-execution-operational-excellence/ Five Project Management Metrics key to Successful Project Execution - Operational Excellence] - A 2013 post by Kavita Verma shared on [http://obolinx.com/resources/ OBOlinx Tech]. Includes equations and practical examples.<br />
<br />
[[#toc|Table of Contents]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Digitizing_Special_Formats&diff=14640Digitizing Special Formats2019-03-05T15:32:40Z<p>Joymbanks: /* Information from Digitization Service Providers */</p>
<hr />
<div>This list of resources is curated by the Digital Library Federation for the benefit of cultural heritage professionals planning projects involving the digitization of rare and unique materials. Applicants to the [http://www.clir.org/hiddencollections/ Digitizing Hidden Special Collections and Archives] and [https://www.clir.org/recordings-at-risk Recordings at Risk] programs of the [http://www.clir.org/ Council on Library and Information Resources] may find these helpful in planning project proposals.<br />
<br />
Rather than providing comprehensive coverage, this list includes introductory and reference materials that are good places to begin an exploration of issues of broad import to digitizing cultural heritage materials.<br />
<br />
Content for this wiki page is currently being curated by program staff at the [https://www.clir.org/ Council on Library and Information Resources]. This page was originally developed and edited by the following team: Nicholas Graham, Project Coordinator, [https://www.digitalnc.org North Carolina Digital Heritage Center], Lisa Gregory, Digital Projects Librarian, North Carolina Digital Heritage Center, and Tamsyn Rose-Steel, CLIR/DLF Postdoctoral Fellow for Data Curation in Medieval Studies at Johns Hopkins University.<br />
<br />
If you would like to suggest a resource for inclusion on this page, send your suggestion to [mailto:info@diglib.org info@diglib.org]. The DLF is currently seeking professionals from DLF member institutions who would like to participate in a curatorial group to develop and maintain the content of this page. Prospective volunteers for this group should also send expressions of interest to [mailto:info@diglib.org info@diglib.org].<br />
<br />
== Getting Started with Designing a Digital Preservation Plan ==<br />
This section includes resources that will give an overview of the concepts that a cultural heritage institution will consider as it designs a digital preservation plan for digitally reformatted materials. Many of these resources give special attention to concepts and strategies that will be of particular use to institutions working to construct a plan from scratch or with limited financial and technical means. Resources that focus on particular types of collections are included in separate categories.<br />
<br />
'''General'''<br />
<br />
* Thanks to the [http://en.wikipedia.org/wiki/Wikipedia:WikiProject_Digital_Preservation WikiProject Digital Preservation], the information about [http://en.wikipedia.org/wiki/Digital_preservation digital preservation on Wikipedia] is substantial and current.<br />
<br />
* The [http://www.digitalpreservation.gov/ndsa/index.html National Digital Stewardship Alliance] (NDSA) has published the [http://ndsa.org/activities/levels-of-digital-preservation/ NDSA Levels of Digital Preservation], “a tiered set of recommendations for how organizations should begin to build or enhance their digital preservation activities.” Additionally, the [http://www.digitalpreservation.gov/ndsa/documents/2015NationalAgenda.pdf 2015 NDSA National Agenda for Digital Stewardship] provides a broad overview of current "challenges, opportunities, gaps, and trends" related to building and maintaining digital collections in the United States.<br />
<br />
* The [http://www.dpconline.org/ Digital Preservation Coalition’s] [http://handbook.dpconline.org/ Digital Preservation Handbook] (now in its second edition) is “an internationally authoritative and practical guide to the subject of managing digital resources over time and the issues in sustaining access to them.” The Handbook includes a useful [http://handbook.dpconline.org/content-specific-preservation/moving-pictures-and-sound overview of audio and audiovisual content], including links to many other resources.<br />
<br />
* [http://www.dpworkshop.org/ Digital Preservation Management: Short-Term Strategies for Long-Term Problems] is a comprehensive tutorial created by Cornell University Libraries with funding from the National Endowment for the Humanities. It is now hosted by the MIT Libraries.<br />
<br />
* [http://commons.lib.niu.edu/handle/10843/13610 From Theory to Action: “Good Enough” Digital Preservation Solutions for Under-Resourced Cultural Heritage Institutions] (2014) is a white paper compiling the results of a three-year study of affordable, scalable digital preservation solutions suitable for under-resourced organizations.<br />
<br />
* The [https://www.nedcc.org Northeast Document Conservation Center] (NEDCC) has compiled a [https://www.nedcc.org/assets/media/documents/DigiPres_Biblio_Digital_Directions_2014_update.pdf Digital Preservation Reading List] that provides a thorough introduction to the challenges of digital preservation as they relate to cultural heritage collections. Additional links to resources related to digital preservation are provided on [https://www.nedcc.org/free-resources/digital-preservation NEDCC's website].<br />
<br />
'''Data Integrity'''<br />
* [http://digitalomnium.com/simple-act-of-digital-preservation-the-checksum/ The "Checksum" and the Digital Preservation of Oral History], from [http://digitalomnium.com/ Digitalomnium], provides an excellent broad overview and discusses freely available tools that are easily incorporated into workflows.<br />
<br />
'''Newspaper Collections'''<br />
* The [http://educopia.org/sites/educopia.org/files/publications/Guidelines_for_Digital_Newspaper_Preservation_Readiness_0.pdf Guidelines for Digital Newspaper Preservation Readiness] address a specific set of preservation challenges faced by libraries, archives, historical societies, and other organizations that curate substantial collections of digital newspaper content. ''Guidelines'' was written by Katherine Skinner and Mat Schultz and was published by the [http://educopia.org Educopia Institute] in 2014.<br />
<br />
== Enhancing Access and Discoverability ==<br />
<br />
'''Metadata Aggregation'''<br />
* The [http://dp.la/ Digital Public Library of America] (DPLA) aggregates the metadata of digital collections held in educational and cultural heritage institutions across the United States. Institutions with large digital collections may contribute data as [https://dp.la/info/hubs/#our-content-hubs Content Hubs], while smaller organizations may contribute through local or regional [https://dp.la/info/hubs/ Service Hubs]. Contributors must abide by the [http://dp.la/info/about/policies/ DPLA's data policies] in order to participate. <br />
* See also: [http://dp.la/info/wp-content/uploads/2014/03/Intro-to-DPLA-metadata-model-2014.pdf An Introduction to the DPLA Metadata Model] (pdf);<br />
* The [http://dp.la/info/developers/map/ DPLA Metadata Application Profile];<br />
* [http://vimeo.com/117617171 DPLA Metadata Aggregation Webinar Recording], 1/22/15;<br />
* North Carolina Digital Heritage Center’s [https://github.com/ncdhc DPLA Aggregation Tools on Github];<br />
* [http://mwdl.org/index.php Setting Up a Repository for Harvest], Mountain West Digital Library;<br />
* [http://texashistory.unt.edu/ Portal Partners Page], The Portal to Texas History<br />
<br />
'''Registries'''<br />
* [http://papr.crl.edu/ The Print Archives Preservation Registry] (PAPR) collects information about serial titles, print holdings, and archiving terms and conditions. It is a valuable resource for assessing the uniqueness of serial collections and determining the degree of need for digitization of those collections.<br />
<br />
'''Search Engine Optimization'''<br />
* [http://www.clir.org/pubs/reports/pub165 Getting Found: the SEO Cookbook] provides a step-by-step video guide to help libraries measure and monitor the search engine optimization (SEO) performance of their digital repositories. The Cookbook includes everything necessary to implement a preconfigured Google Analytics dashboard that continuously monitors SEO performance metrics relevant to digital repositories.<br />
* [https://en.wikipedia.org/wiki/Wikipedia:The_Wikipedia_Library/About The Wikipedia Library] offers resources to help cultural heritage institutions expose their collections through Wikipedia. As a common starting point for research, Wikipedia can be used to direct researchers to libraries where the resources can be accessed directly.<br />
<br />
'''Accessibility'''<br />
* The Association of Research Libraries (ARL) [http://accessibility.arl.org/ Web Accessibility Toolkit] explains the principles of accessibility, universal design, and digital inclusion, and offers tips about best practices and checklists for digital repository creators that can help them ensure digitized content is as broadly accessible as possible.<br />
<br />
'''Enhancing Access and Discoverability to Media Collections'''<br />
* [http://sites.dartmouth.edu/mediaecology/ The Media Ecology Project] (Dartmouth College) "provides online access to primary moving image research materials, and engages dynamic new forms of scholarly production and online publishing."<br />
<br />
== Digital Repositories ==<br />
<br />
'''General'''<br />
* [https://public.ccsds.org/pubs/650x0m2.pdf Reference Model for an Open Archival Information System (OAIS)]<br />
* [http://www.crl.edu/archiving-preservation/digital-archives/metrics-assessing-and-certifying/trac The Trustworthy Repositories Audit & Certification: Criteria and Checklist (TRAC)] describes the characteristics of secure and sustainable digital repository management.<br />
* [http://www.opendoar.org/index.html The Directory of Open Access Repositories (OpenDOAR)] is an international directory of academic open access repositories, useful for those seeking options for depositing digital collections or models for developing new digital repositories.<br />
<br />
'''Storage'''<br />
* [https://lockss.org/locksswp/wp-content/uploads/2013/01/IDCC2013.pdf Distributed Digital Preservation in the Cloud]<br />
<br />
* [https://www.avpreserve.com/ AVPreserve's] [https://www.avpreserve.com/papers-and-presentations/cloud-storage-vendor-profiles/ Cloud Storage Vendor Profiles] breaks down the offerings of third party cloud storage providers from a preservation point of view. Assessment points include Data Management, Reporting/Metadata, Redundancy, Accessibility, Security, End of Service, and adherence to the [http://www.digitalpreservation.gov:8081/ndsa/activities/levels.html NDSA’s Levels of Preservation].<br />
<br />
== Digital Reformatting ==<br />
<br />
'''General'''<br />
* The [http://www.digitalpreservation.gov/formats/intro/intro.shtml Sustainability of Digital Formats page] provides detailed descriptions and notes on sustainability issues for [http://www.digitalpreservation.gov/formats/fdd/browse_list.shtml hundreds of digital file formats].<br />
* The [http://dashboard.diglib.org/ Digitization Cost Calculator] was created by the Digital Library Federation's [https://wiki.diglib.org/Assessment:Costs Cost Assessment working group] as a tool to "assist organizations in digitization project planning and benchmarking." The calculator currently supports projects involving image capture, but the Cost Assessment working group has plans to incorporate audio and audiovisual digitization in the future.<br />
<br />
'''Audio and Audiovisual'''<br />
* The [https://www.clir.org/ Council on Library and Information Resources] produced [https://www.diglib.org/strategies-audiovisual-digitization-projects/ Strategies for Audiovisual Digitization Projects] (2017), a free two-part webinar series that discusses multiple approaches that cultural memory institutions can take to digitally reformat audiovisual materials and collections. [http://clir.adobeconnect.com/pzarj5g51ujk/Effective Outsourcing with Audiovisual Digitization Service Providers] ([https://www.diglib.org/wp-content/uploads/sites/3/2017/11/Effective-Outsourcing-with-Audiovisual-Digitization-Service-Providers-Transcript.pdf Transcript], [https://www.diglib.org/wp-content/uploads/sites/3/2017/11/Effective-Outsourcing-Webinar-compressed.pptx Slides]), features a panel of representatives from a/v digitization vendors who discuss types of services and common hurdles faced by institutions. [http://clir.adobeconnect.com/pkxnnaqe40i9/ Low-Cost, DIY, and Community-Based Approaches to Audiovisual Digitization] ([https://www.diglib.org/wp-content/uploads/sites/3/2017/11/Low-Cost-DIY-and-Community-Based-Approaches-to-Audiovisual-Digitization-Transcript.pdf Transcript], [https://www.diglib.org/wp-content/uploads/sites/3/2017/11/DIY-AV-Dig-Webinar.pdf Slides]), features a panel of speakers who discuss a variety of tools, strategies, and organizations that are focused on creating broader access to resources needed for audiovisual digitization projects, and will provide guidance on how best to implement in-house audiovisual digitization programs.<br />
* The [http://www.arsc-audio.org/index.php Association for Recorded Sound Collections] (ARSC) released the [https://www.clir.org/pubs/reports/pub164/ ARSC Guide to Audio Preservation] in 2015 as a practical introduction to caring for and preserving audio collections. It is aimed at individuals and institutions that have recorded sound collections but lack the expertise in one or more areas to preserve them.<br />
* In 2016, the [http://www.digitizationguidelines.gov/audio-visual/ Audio-Visual Working Group] of the [http://www.digitizationguidelines.gov/ Federal Agencies Digitization Guidelines Initiative's] released [http://www.digitizationguidelines.gov/guidelines/Motion_pic_film_scan.html Guidelines: Motion Picture Film Scanning Projects]. This report includes "an introductory essay, a set of tables that describe a range of film 'inputs' and digital 'outputs,' and concludes with a model statement of work for outsourced conversion of film to video." Film digitization standards are still in the early stages of development, but this report provides a solid understanding of current best practices.<br />
* [http://www.dlib.indiana.edu/projects/sounddirections/facet/facet_formats.pdf Format Characteristics and Preservation Problems] (2007) "succinctly covers the format characteristics and preservation problems identified by [http://www.dlib.indiana.edu/projects/sounddirections/facet/ FACET (Field Audio Collection Evaluation Tool)] as contributing to instability, degradation, and/or increased risk, providing specific information to aid in ranking field collections using the FACET software application." FACET is an open-source application that "helps collection managers construct a prioritized list of audio collections by condition and risk, enabling informed selection for preservation." Even for institutions not using FACET, the publication is a good source of information (with several helpful visual aids) that can aid in the assessment of audio collections.<br />
* [http://archive.library.nyu.edu/preservation/movingimage/vipirshome.html Visual & Playback Inspection Ratings System] (ViPIRS) is a "Microsoft Access database tool designed to assist in the survey and preservation planning of audiovisual collections as part of Developing Principles and Methodologies for Moving Image and Audio Preservation in Research Libraries. ViPIRS is designed with a wide range of users in mind: from audiovisual novices to experts; from small institutions to large." ViPIRS has been developed for magnetic media, which includes modules for videotape, audiocassettes, and 1/4" reel-to-reel.<br />
<br />
'''Still Image'''<br />
* The [http://www.digitizationguidelines.gov/ Federal Agencies Digitization Guidelines Initiative’s] (FADGI) [http://www.digitizationguidelines.gov/guidelines/digitize-technical.html Technical Guidelines for Digitizing Cultural Heritage Materials] focuses on defining practical methods and requirements for imaging projects.The FADGI Star System provides institutions with guidance in how to tailor a digitization effort based on a desired level of quality for the end product, from low-quality surrogates that provide only informational value to high quality image capturing.<br />
<br />
== Outsourcing Audiovisual Digitization ==<br />
* [https://www.avpreserve.com/ AVPreserve] has published two Request for Proposal (RFP) guides: [https://www.avpreserve.com/wp-content/uploads/2015/05/AVPS_Audio_Digitization_RFP_Guide.pdf Guide to Developing a Request for Proposal for the Digitization of Audio] and [http://www.avpreserve.com/wp-content/uploads/2013/10/AVPS_Digitization_RFP_Guide.pdf Guide to Developing a Request for Proposal for the Digitization of Video (and More)].<br />
<br />
* [http://guides.nyu.edu/ld.php?content_id=24817650 Digitizing Video for Long-Term Preservation: An RFP Guide and Template] "is intended to take an institution step-by-step through the process of drafting a Request for Proposals (RFP) for the transfer of analog video formats to digital carriers for preservation. This template can be used by libraries, archives, and other cultural heritage institutions and submitted to qualified transfer vendors."<br />
<br />
== Copyright and Intellectual Property ==<br />
<br />
'''General'''<br />
<br />
* [http://papers.ssrn.com/sol3/papers.cfm?abstract_id=1495365 Copyright and Cultural Institutions: Guidelines for Digitization for U.S. Libraries, Archives, and Museums] by Peter Hirtle, Emily Hudson, and Andrew Kenyon (2009) provides comprehensive coverage of all major copyright issues relevant to digitization in cultural heritage institutions. This work is [http://saa.archivists.org/store/copyright-and-cultural-institutions-guidelines-for-digitization/1598/ also available in print from the Society of American Archivists].<br />
<br />
* The [http://www.arl.org/ Association of Research Libraries], in particular its initiatives on [http://www.arl.org/focus-areas/research-collections/special-collections/2482-statements-principles-and-reports-of-arl-special-collections-working-groups#.VL82d0sn8RY Transforming Special Collections in the Digital Age] and on [http://www.arl.org/focus-areas/copyright-ip#.VL81v0sn8RY Copyright and Intellectual Property], has published a variety of documents relevant to the digitization of special collections and archives, including a 2012 special issue of [http://publications.arl.org/rli279/1 Research Library Issues] that covers legal concerns related to digitizing rare and unique materials.<br />
<br />
* [http://localcontexts.org/tk-labels/ Traditional Knowledge (TK) Labels] are a tool for Indigenous communities to add existing local protocols for access and use to recorded cultural heritage that is digitally circulating outside community contexts. They can be used to identify and clarify which material has community-specific restrictions regarding access and use.<br />
<br />
<br />
'''Determining Copyright Status'''<br />
<br />
* The [http://librarycopyright.net/resources/digitalslider/ ALA Copyright Slider] is a simple, user-friendly guide to determining copyright status of works.<br />
<br />
* [https://copyright.cornell.edu/resources/publicdomain.cfm Copyright Term and the Public Domain in the United States] contains a helpful and very thorough chart for determining the copyright status of works created and/or published in the United States.<br />
<br />
* [http://www.clir.org/pubs/abstract/reports/pub144 Copyright and Related Issues Relevant to Digital Preservation and Dissemination of Unpublished Pre-1972 Sound Recordings by Libraries and Archives] describes what libraries and archives can legally do to preserve and make accessible holdings of unpublished sound recordings.<br />
<br />
* [http://rightsstatements.org/files/151002recommendations_for_standardized_international_rights_statements.pdf Recommendations for Standardized International Rights Statements] is a white paper summarizing the conclusions of a working group convened by the [http://dp.la/ Digital Public Library of America] and [http://www.europeana.eu/portal/ Europeana].<br />
<br />
<br />
<br />
'''Audiovisual'''<br />
* [http://guides.nyu.edu/ld.php?content_id=24818036 Video at Risk: Strategies for Preserving Commercial Video Collections in Libraries] "seek[s] to clarify exemptions for copying audiovisual works under Section 108(c) of the United States Copyright Act and thereby enhance the ability of librarians to preserve their video collections."<br />
<br />
'''Orphan Works'''<br />
<br />
* The [http://www.cmsimpact.org/fair-use/best-practices/statement-best-practices-fair-use-orphan-works-libraries-archives Statement of Best Practices in Fair Use of Collections Containing Orphan Works for Libraries, Archives, and Other Memory Institutions] developed by the Center for Media & Social Impact at American University and the UC Berkeley School of Law, includes clear guiding principles for us in determining when to apply fair use in the digitization and online publication of orphan works. The statement was produced after talking with librarians and archivists around the country.<br />
<br />
* In 2009, the [http://www2.archivists.org/ Society of American Archivists] issued [http://www2.archivists.org/sites/all/files/OrphanWorks-June2009.pdf Orphan Works: Statement of Best Practices] to guide decision-making in conducting research into the copyright status of unpublished collections. The document includes a variety of useful links and appendices.<br />
<br />
== Provenance, Privacy, and Ethics ==<br />
<br />
* The [http://www.atalm.org/ Association of Tribal Archives, Libraries, and Museums] maintains a [http://www.atalm.org/node/52 list of resources relevant to the care of cultural materials of indigenous peoples].<br />
<br />
* The [http://www2.archivists.org/ Society of American Archivists] (SAA) has convened a [http://www2.archivists.org/groups/native-american-archives-roundtable/protocols-for-native-american-archival-materials-information-and-resources-page task force] to revise and strengthen the Protocols for Native American Archival Materials (PNAAM), based upon [http://www2.nau.edu/libnap-p/protocols.html a document produced in 2007]. The draft document contains [http://www2.nau.edu/libnap-p/resources.html a useful bibliography of general resources on archives and ethics].<br />
<br />
* The SAA case study, [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution], provides one example of how an institution interpreted the [http://www2.nau.edu/libnap-p/protocols.html Protocols] and the [http://www2.archivists.org/statements/saa-core-values-statement-and-code-of-ethics SAA Code of Ethics].<br />
<br />
* [https://archives2016.sched.org/event/7f8V/111-archives-and-digital-inequality Archives and Digital Inequality, annotated collaborative bibliography] is a collections of resources and readings by the ''Archives and Digital Inequality'' pop-up session at SAA 2016.<br />
<br />
* The [http://www.mnh.si.edu Smithsonian National Museum of Natural History] has maintained a bibliography of online resources titled the [http://anthropology.si.edu/naa/home/culturally_sensitive.html Ethics of Exhibiting Culturally Sensitive Materials Online]. This bibliography was last updated in 2010.<br />
<br />
* [http://www.ala.org/advocacy/privacyconfidentiality/toolkitsprivacy/privacy The ALA Privacy Toolkit]<br />
<br />
== Funding Opportunities ==<br />
This section includes a listing of organizations that provide support for projects involving digitization of archival materials for preservation and access. This list is not exhaustive and submissions are encouraged (send submissions to DigiWiki@clir.org).<br />
<br />
* The [http://www.neh.gov/ National Endowment for the Humanities] (NEH) supports digitization and related activities through the [http://www.neh.gov/grants/preservation/humanities-collections-and-reference-resourcesHumanities Collections and Reference Resources] program, the [http://www.neh.gov/grants/preservation/national-digital-newspaper-program National Digital Newspaper Program], and the [http://www.neh.gov/grants/preservation/preservation-and-access-research-and-development Preservation and Access Research and Development] grants.<br />
<br />
* The [http://www.archives.gov/nhprc/ National Historical Publications & Records Commission] (NHPRC) offers funding for digitization and related activities through the [http://www.archives.gov/nhprc/announcement/access.htmlAccess to Historical Records] program and the [http://www.archives.gov/nhprc/announcement/digital.html Digital Dissemination of Archival Collections] program.<br />
<br />
* The [https://bavc.org/preserve-media/preservation-access-program Bay Area Video Coalition] (BAVC) will be offering a sliding scale discount of up to 70% for tape-to-file video preservation transfer services to individual artists and small to medium sized arts and cultural heritage organizations. U.S. based individual artists and visual, performing and cultural arts organizations, historical societies and regional archives with arts-related collections are invited to apply for discounted services through an application process.<br />
<br />
* The [http://www.grammymuseum.org/programs/grants-program GRAMMY Museum Grant Program] awards grants to organizations and individuals to support efforts that advance the archiving and preservation of the music and recorded sound heritage of the Americas. The Archiving and Preservation area has two funding categories: Preservation Implementation ($20,000 max award) and Assistance, Assessment and/or Consultation ($5,000 max award).<br />
<br />
* The [https://www.filmpreservation.org/nfpf-grants/overview National Film Preservation Foundation] offers several types of preservation grants supporting the creation of preservation and access copies of American orphan films of historic and cultural interest. [https://www.filmpreservation.org/nfpf-grants/basic-preservation-grants Basic Preservation Grants] are the best choice for most institutions. Offered twice yearly, these grants award cash and in some cases services donated by laboratories and post-production houses. The larger [https://www.filmpreservation.org/nfpf-grants/matching-grants Matching Grants] enable experienced preservationists to undertake more extensive projects. The [https://www.filmpreservation.org/nfpf-grants/avant-garde-masters-grants Avant-Garde Masters Grants], funded through the generous support of The Film Foundation, target the preservation of motion pictures significant to the development of the avant-garde in America.<br />
<br />
== Education and Training Opportunities ==<br />
* [https://www.diglib.org/strategies-audiovisual-digitization-projects/ Strategies for Audiovisual Digitization Projects] is a free two-part webinar series that discusses multiple approaches that cultural memory institutions can take to digitally reformat audiovisual materials and collections. '''Effective Outsourcing with Audiovisual Digitization Service Providers''' includes representatives from a variety of audiovisual digitization service providers who discuss types of available services and common hurdles faced by institutions. '''Low-Cost, DIY, and Community-Based Approaches to Audiovisual Digitization''' has speakers discuss a variety of tools, strategies, and organizations that are focused on creating broader access to resources needed for audiovisual digitization projects. Speakers also provide guidance on how best to implement your own audiovisual digitization program.<br />
<br />
* [http://dp.la/ The Digital Public Library of America] (DPLA), working in partnership with trainers at the [https://www.digitalcommonwealth.org/ Digital Commonwealth], the [http://dlg.galileo.usg.edu/?Welcome Digital Library of Georgia], the [http://mndigital.org/ Minnesota Digital Library], the [http://montanamemory.org/ Montana Memory Project], and the [http://mwdl.org/ Mountain West Digital Library], have developed a workshop curriculum based on documented best practices for library digitization. A self-guided version of the curriculum intended for digitization beginners is available on the DPLA website through the [http://dp.la/info/about/projects/public-library-partnerships/ Public Library Partnerships Project].<br />
<br />
* [http://www.lyrasis.org/Pages/Main.aspx Lyrasis] offers a variety of classes relevant to digitization and digital content management, such as ''Introduction to Audio Visual Digitization'', ''Introduction to Digital Project Management Planning'', and ''Digitization for Small Institutions''. The [https://www.lyrasis.org/Pages/Events.aspx classes and events schedule] contains up-to-date information about offerings.<br />
<br />
* The [https://www.nedcc.org/preservation-training/training-currentlist Northeast Document Conservation Center] (NEDCC) offers a variety of programs, including several related to digital collections and digital preservation.<br />
<br />
* The [http://sustainableheritagenetwork.org/ Sustainable Heritage Network] offers a variety of [http://sustainableheritagenetwork.org/browse?keys=&tid%5B%5D=65&promote=All in-person and online tutorials] related to archival best practices, ethics, appraisal, processing, and digitization.<br />
<br />
== Information from Digitization Service Providers ==<br />
<br />
'''NOTE''': ''This section is provided for convenience and information only. The Digital Library Federation and the Council on Library and Information Resources do not recommend or endorse any specific digitization service provider, and the use or non-use of any particular provider has no bearing upon any applicant's consideration in the [https://www.clir.org/hiddencollections Digitizing Hidden Special Collections and Archives] or [https://www.clir.org/recordings-at-risk Recordings at Risk] competitions.''<br />
<br />
[http://home.arcasearch.com/ ArcaSearch] is the leader in document preservation and search for historical, educational, corporate, and government archives. ArcaSearch's expertise is digitally preserving original materials, and then creating an easy to use searchable archive. ArcaSearch was awarded a patent in 2010 for its image capture process that produces high quality and fast search results. For a live demonstration, contact Chuck Miotke, ArcaSearch General Manager, at [mailto:chuck.miotke@arcasearch.com chuck.miotke@arcasearch.com] or at 989 430 3877.<br />
----<br />
[http://www.audiomechanics.com/ Audio Mechanics] provides detailed evaluation and high quality preservation transfers of archival audio formats including analog audiotapes, digital media, discs and cylinders as well as optical and magnetic film soundtracks. Clients trust our aesthetic sensibilities and proprietary techniques. For over 24 years Audio Mechanics has serviced the preservation needs of domestic and international public and private institutions and the major film studios. Audio Mechanics offers an exclusive, highly successful process for cleaning and transferring deteriorating magnetic film (shrunken/vinegar syndrome).<br />
* Highly experienced staff of audio engineers specializing in transfer/preservation/restoration <br />
* Extensive noise removal software tools (NoNoise, Cedar, Waves, IzotopeRX, Adobe Audition)<br />
* Library inventory metadata prioritization analysis for preservation/migration/archival transfer <br />
* Incubation dehydration preparation and or baking for sticky shed syndrome transfer<br />
* Mold abatement and remediation of audio media<br />
* High Resolution preservation transfers up to 24bit-192K available<br />
* Physical and aural evaluation, JPEG documentation and detailed QC reports during and after capture<br />
* Checksum and digital data integrity confirmation on all deliverable files<br />
<br />
Custom analog audio source machines<br />
<br />
Audio Mechanics analog transfer equipment utilizes custom or modified audio electronics matching or exceeding original manufacturers specs and audiophile analog-to-digital converters for best possible sound quality capture. Our tape machine transports have been modified to facilitate shrunken material to minimize potential mechanical issues and to improve sound quality and the safety of transferring deteriorating masters.<br />
<br />
Location and contact information: 1200 West Magnolia Blvd., Burbank, California 91506 | (818)846-5525 | John Polito<br />
----<br />
[https://bavc.org/preserve-media Bay Area Video Coalition] is one of the nation’s longest-standing non-profit video and audio preservation organizations. BAVC remains a leader in the field, developing the highest quality preservation standards and practices while working with individuals and cultural, academic, and media organizations to meet a range of needs for preserving historically and artistically important video and audio materials. BAVC provides [https://bavc.org/preserve-media/services/assessment-and-planning Assessment & Planning] and [https://bavc.org/preserve-media/services/transfer-services Transfer services]. BAVC's [https://bavc.org/preserve-media/preservation-access-program Preservation Access Program] offers reduced rates on video and audio preservation services to artists and small- to mid-sized arts and cultural heritage organizations. Services include analog-to-digital preservation transfers at a discounted rate based on organizational budget size. NEA funding also supports BAVC’s efforts to advance audiovisual preservation practice and theory based on new and innovative developments in the field. <br />
<br />
The deadline for the next round of PAP is forthcoming, and will likely be in the late summer of 2017! Questions can be answered by calling 415-558-2131 or by emailing preservation-at-bavc.org).<br />
----<br />
[https://bmiimaging.com BMI Imaging Systems, Inc.] enables libraries to transform microfilm records into a digital format that provides easy access and image enhancement capabilities never seen before. In addition to the archival TIFF used for inclusion to the State/National repositories, BMI provides a solution that allows patrons to scroll digital microfilm rolls from a computer and use full text search to find records, articles, and photos for interim access. Adjustable grayscale allows users to turn black and white images into real photos. For more information please contact Jake Walker at (800) 488-3456 ext 406 or jwalker@bmiimaging.com.<br />
----<br />
[https://cuttingcorporation.com The Cutting Corporation] is an Audio Preservation Lab that specializes in preserving obsolete analog audio recordings to high quality digital format. Using both contemporary and vintage audio equipment mixed with years of knowledge and experience, we are able to offer exceptionally high quality analog to digital conversions for practically any type of audio media. Whether you are a university archive with oral histories or an individual with family recordings, we can provide a customized digitization solution for your audio collection.<br />
<br />
For additional information, please contact Aaron Coe at 301.654.2887.<br />
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[http://www.databankimx.com DataBank] is a National Document & Information Management Company with over 23 years of experience in document conversion and automation. Their areas of expertise include the conversion of photos, archival documents and legacy microfilm or microfiche collections. They offer seamless integration with repositories for storage and retrieval of scanned media. For additional information contact Kathy Berger, Senior Solutions Consultant, at kberger@databankimx.com or at (603) 463-0154.<br />
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[http://digitalmediaservices.com/services/high-volume-digitization/ Digital Media Services] has an Archival Digitization program for the preservation and conversion of physical tape and film formats into the latest digital file formats. It has digital archive service centers on both U.S. coasts to minimize shipping costs and times for clients. For a free quote or questions concerning an upcoming project, please contact Keith Eland, Senior Account Executive, by phone at 646-975-6122, or by email at keland@digitalmediaservices.com.<br />
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[http://www.digitalrevolution.tv Digital Revolution] is a full service Multi Media facility located in the heart of San Francisco. Founded by Paul Grippaldi in 2004, Digital Revolution is dedicated to helping clients create high quality digital media. From Legacy Media Digitizing : Preservation : Archiving : Video Creation : Post Production : Disc & USB Copying Services, Digital Revolution is the choice of Corporations, Educational Institutions, Non-Profits, Film Companies, Government Agencies and Individuals for their multi-media needs. For additional information call Digital Revolution at 415-398-1200.<br />
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[http://www.immurerecords.com/ Immure Records] is a Minnesota-based company that provides video and audio media transfer and restoration services for a variety of formats. Address: 1740 130th Ave. NE Blaine, MN 55449 | Phone: (763) 862-5992 | Email: info@immurerecords.com<br />
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The [http://www.archive.org Internet Archive] (IA) is one of the world’s largest public digital libraries, with an extensive collection of human culture. The goal is to provide free access to all knowledge in an accessible, digital format for researchers, historians, people with disabilities, and the general public. The Internet Archive also offers online access and discovery of digital content, including [http://archive.org/texts public domain eBooks] and a more selective collection of public domain and non-public domain texts available for lending at [https://openlibrary.org OpenLibrary.org].<br />
<br />
IA offers non-destructive digitization with a range of analog and born-digital formats, including: printed materials that are bound and unbound (books, magazines, yearbooks, etc.), archival materials, photographs, microfilm, microfiche, film and video (8mm and 16mm). Services include photographic imaging, digital processing, preservation, and access to digital data. Items to be digitized can be sent to one of 33 regional digitization centers around the world, or portable equipment can be placed on-site within libraries and archives. Questions: DigitalLibraries@archive.org<br />
<br />
For an overview of the Internet Archive workflow, please click [http://archive.org/details/ProcessDocument this link]; To reach one of the Internet Archive centers, view contact info at [http://archive.org/scanning this link]; and to purchase digitization equipment, follow [http://archive.org/scanning/tabletopscribe this link].<br />
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[http://www.lunaimaging.com/#welcome Luna Imaging, Inc.] offers digitization and software & hosting services for building and maintaining digital collections. Digitization services include: Preservation scanning; Access capture; Book capture services; and OCR, PDF, BookReader processing.<br />
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[http://www.lyrasis.org LYRASIS] can support special collections and archival digitization projects by providing:<br />
<br />
* Digitization and Project Management Services – working through its [http://www.lyrasis.org/digitize/ Digitization Collaborative] LYRASIS can digitize a wide range of source materials including print/manuscript/microfilm/photographic materials/audio/video and film and manage the process for you.<br />
* Staff Expertise – information on processes and standards for project planning<br />
* Professional Development Opportunities – LYRASIS offers a wide range of classes and can provide specific digitization classes to suit local needs.<br />
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[http://www.massproductions.net/ Mass Productions] is an expert Audio, Video, and Film Preservation service with over 25 years of experience. Mass Productions specializes in digitizing large archives of obsolete media, and has an excellent reputation with Universities and Libraries. They have preserved thousands of audio and video recordings of great historical value.<br />
<br />
Archive Services include:<br />
<br />
* NARA and Library of Congress archive standards compliance<br />
* Free onsite consultation<br />
* Free pickup and delivery of your media ( in Boston area )<br />
* Highest Resolution Media Transfers and Reformatting<br />
* Mold removal, Tape baking, and repairs<br />
* Film color correction<br />
* Information Technology Consultation<br />
* Metadata collection and embedding<br />
* Free access copy files for web sharing<br />
* Raid data storage and backup during production<br />
* Delivery on Hard Drive, FTP, or Cloud<br />
<br />
Please contact Mass Productions at [mailto:info@massproductions.net info@massproductions.net] or call 617-501-1738.<br />
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[http://www.memnon.com Memnon Archiving Services] offers a range of services to digitize, restore, preserve and provide access to audio-visual and cultural archives. Our unique parallel workflow system is designed to ensure quality while allowing larger volumes of materials to be preserved. Memnon’s services are suitable for a wide range of archive owners – from cultural institutions, libraries, universities and record labels. Memnon has accrued over 15 years of experience working with audio-visual technology throughout in Europe, North America, Africa and the Middle East. Our workforce has evolved into a multi-disciplinary team of engineers, computer specialists, documentation and meta-data management experts and project managers. A Sony Company since 2015, Memnon has the flexibility to provide services in a way that best fits our clients’ needs. Our North American headquarters are located in Bloomington, Indiana.<br />
<br />
* ''Outsourced Service'' - In four delivery centers around the world, we propose an easy and paramount solution for all your archiving needs, ensuring high efficiency and fast project completion.<br />
* ''On-site Managed Service'' - Memnon in-a-box is our onsite managed service to provide digitization service in your facilities- planning, setup, ramp up, delivery, completion, removal. Memnon manages and operates the project in your facilities, with optional deployment of your staff and your equipment if requested. Leverage Memnon’s workflows, tools, operational procedures, equipment, staff and expertise, with no further investment for you.<br />
* ''Hybrid Services'' - Depending on your specific requirements, Memnon can implement a mixed approach where part of the digitization process is done in-house while other parts are outsourced.<br />
<br />
Specific Services:<br />
<br />
* ''Audio Digitization'' - Memnon has a complete range of equipment for reading a wide range of sound formats. We make it our business to constantly acquire equipment of all kinds and have extensive experience of working with delicate and complex formats and innovative new techniques.<br />
<br />
* ''Video Digitization'' - Memnon is committed to providing high quality cleaning and processing to enhance media quality while ensuring authenticity of the original content, fast transfer through latest automated preservation processes and excellent cost efficiency.<br />
<br />
* ''Film Digitization'' - Film digitization is a sensitive and delicate task requiring a great deal of knowledge and know how. Our highly qualified team handles your material with care and puts all its skills to restore, clean, repack, synchronize sound, catalog and digitize your collections.<br />
<br />
* ''Restoration and Treatment'' - Memnon ensures authenticity of the original content through latest, cost efficient and excellent preservation processes by high quality cleaning and treatment, a large panel of media quality enhancements and restoration of the recordings.<br />
<br />
* ''QC & Delivery'' - Thanks to its 25-year history in the sector, the company delivers the highest quality in industrial processes and quality control methodologies trough industry and Memnon proprietary tools.<br />
<br />
* ''Metadata Management, Content Indexation and Enrichment'' - We help to create, manage and consolidate from different source of metadata in the digitization and we can enrich your context based information with various automated processes.<br />
<br />
* ''Project Management'' - To meet expectations precisely, we draw up detailed specifications with the clients representatives prior to the initiation of the project. Safeguarding of the collections fidelity and integrity is a must in any of our logistic and production processes. Specific procedures are in place to ensure a controlled and secured environment and all our employees are well aware of the cultural and historical value of materials and of the sensitivity to content’s nature.<br />
<br />
* ''Workflow and Tools'' - Based on the unique expertise in handling large scale digitization and physical carrier handling, Memnon’s in-house R&D unit has develop proprietary workflow management platform and unique toolsets to advance, monitor and manage the entire workflow and carrier handling through the entire process.<br />
<br />
* ''Cataloguing and Collections Planning'' - Memnon offers clients support and services for Cataloguing and Collections Planning process. This is often the very first setup to assess what exists in the archives, and to prepare and sort the collections for an accurate quote and shipment planning.<br />
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The [https://www.nedcc.org Northeast Document Conservation Center] (NEDCC) is an independent conservation laboratory specializing in the conservation and preservation of paper-based collections. NEDCC provides professional conservation treatment for books, maps, photographs, documents, parchment, papyrus, manuscripts, architectural plans, and works of art on paper. NEDCC’s Imaging Services department provides digital imaging services and specializes in rare, historic, and oversize materials, as well as X-Ray Film scanning and reformatting for black and white and color negative films and color transparencies.<br />
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[http://www.normicro.com Northern Micrographics] has over 60 years experience partnering with clients in library, academic, commercial and industrial markets to provide superior preservation imaging products and services. They scan a variety of object types including bound and disbound volumes, photos, maps, microfilm and microfiche. Northern Micrographics can also help place digital collections online with custom software products, ProSeek® and PhotoAtlasTM. They also offer a variety of other services including microfilming, microfilm duplication, metadata development, data conversions, hosting and book binding. Contact Northern Micrographics at 800-236-0850 or at sales@nmt.com to learn more.<br />
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[http://www.nestorsalomon.com/ SALOMON MASTERING & RESTORATION] is an audio studio / laboratory, located in San Juan, Puerto Rico. Dedicated to mastering, conservation and restoration of collections of sound documents, recorded in different media and old formats, for organizations and archival institutions. The audio engineer Néstor Salomón also provides consulting services for archival organizations and record labels. Website: [http://www.nestorsalomon.com/ www.nestorsalomon.com] - Tel / Whatsapp: +1 787 949-9065 - Email: nestorsalomon_ar@hotmail.com<br />
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[http://digitization.stanford.edu/ Stanford University Libraries (SUL) Digitization Services] is a fully-integrated service provider tailored to meet libraries, archives and museums’ heterogeneous collection needs. SUL digitization services support three families of content format: paper-based materials, audiovisual media and born-digital files.<br />
<br />
SUL Digitization Services offers:<br />
* Digitization of original materials;<br />
* Large format scanning and image stitching;<br />
* Reformatting of audio and moving image content;<br />
* Reformatting and recovery of files from digital media;<br />
* Preservation-quality master file creation;<br />
* Derivative file creation for discovery and access;<br />
* Secure storage and handling of original materials;<br />
* OCR text processing in plain text, ALTO or PDF;<br />
* Project consultation and planning;<br />
* RFP consultation and vendor management;<br />
* Onsite digitization for fragile content;<br />
* Long-term preservation; and<br />
* Content hosting and discovery solutions.<br />
<br />
Stanford University Library's digitization services are provided by Digital Library Systems and Services. For inquiries regarding digitization services, contact digitization-contact@lists.stanford.edu. SUL Digitization Services' [http://www.clir.org/hiddencollections/applicants/service-provider-information/SUL-digitization-services-brochure/at_download/file brochure] provides full details for potential partners.<br />
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[http://www.twocatdigital.com Two Cat Digital] has been providing world-class digital imaging and consulting services since 2003 with a particular emphasis on cultural heritage institutions and materials. Their passion is in designing and managing efficient digitization workflows, and for helping clients bring their valuable collections to light. Two Cat clients include hundreds of institutions including museums, libraries, universities, government agencies, architects, photographers and non-profit organizations. For additional information contact Two Cat at info@twocatdigital.com.<br />
<br />
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If you would like to suggest a resource for inclusion on this page, send your suggestion to [mailto:info@diglib.org info@diglib.org]. The DLF is currently seeking professionals from DLF member institutions who would like to participate in a working group to develop and maintain the content of this page. Prospective volunteers for this group should also send expressions of interest to DigiWiki@clir.org.</div>Joymbankshttps://wiki.diglib.org/index.php?title=Digitizing_Special_Formats&diff=14576Digitizing Special Formats2019-01-11T15:34:57Z<p>Joymbanks: </p>
<hr />
<div>This list of resources is curated by the Digital Library Federation for the benefit of cultural heritage professionals planning projects involving the digitization of rare and unique materials. Applicants to the [http://www.clir.org/hiddencollections/ Digitizing Hidden Special Collections and Archives] and [https://www.clir.org/recordings-at-risk Recordings at Risk] programs of the [http://www.clir.org/ Council on Library and Information Resources] may find these helpful in planning project proposals.<br />
<br />
Rather than providing comprehensive coverage, this list includes introductory and reference materials that are good places to begin an exploration of issues of broad import to digitizing cultural heritage materials.<br />
<br />
Content for this wiki page is currently being curated by program staff at the [https://www.clir.org/ Council on Library and Information Resources]. This page was originally developed and edited by the following team: Nicholas Graham, Project Coordinator, [https://www.digitalnc.org North Carolina Digital Heritage Center], Lisa Gregory, Digital Projects Librarian, North Carolina Digital Heritage Center, and Tamsyn Rose-Steel, CLIR/DLF Postdoctoral Fellow for Data Curation in Medieval Studies at Johns Hopkins University.<br />
<br />
If you would like to suggest a resource for inclusion on this page, send your suggestion to [mailto:info@diglib.org info@diglib.org]. The DLF is currently seeking professionals from DLF member institutions who would like to participate in a curatorial group to develop and maintain the content of this page. Prospective volunteers for this group should also send expressions of interest to [mailto:info@diglib.org info@diglib.org].<br />
<br />
== Getting Started with Designing a Digital Preservation Plan ==<br />
This section includes resources that will give an overview of the concepts that a cultural heritage institution will consider as it designs a digital preservation plan for digitally reformatted materials. Many of these resources give special attention to concepts and strategies that will be of particular use to institutions working to construct a plan from scratch or with limited financial and technical means. Resources that focus on particular types of collections are included in separate categories.<br />
<br />
'''General'''<br />
<br />
* Thanks to the [http://en.wikipedia.org/wiki/Wikipedia:WikiProject_Digital_Preservation WikiProject Digital Preservation], the information about [http://en.wikipedia.org/wiki/Digital_preservation digital preservation on Wikipedia] is substantial and current.<br />
<br />
* The [http://www.digitalpreservation.gov/ndsa/index.html National Digital Stewardship Alliance] (NDSA) has published the [http://ndsa.org/activities/levels-of-digital-preservation/ NDSA Levels of Digital Preservation], “a tiered set of recommendations for how organizations should begin to build or enhance their digital preservation activities.” Additionally, the [http://www.digitalpreservation.gov/ndsa/documents/2015NationalAgenda.pdf 2015 NDSA National Agenda for Digital Stewardship] provides a broad overview of current "challenges, opportunities, gaps, and trends" related to building and maintaining digital collections in the United States.<br />
<br />
* The [http://www.dpconline.org/ Digital Preservation Coalition’s] [http://handbook.dpconline.org/ Digital Preservation Handbook] (now in its second edition) is “an internationally authoritative and practical guide to the subject of managing digital resources over time and the issues in sustaining access to them.” The Handbook includes a useful [http://handbook.dpconline.org/content-specific-preservation/moving-pictures-and-sound overview of audio and audiovisual content], including links to many other resources.<br />
<br />
* [http://www.dpworkshop.org/ Digital Preservation Management: Short-Term Strategies for Long-Term Problems] is a comprehensive tutorial created by Cornell University Libraries with funding from the National Endowment for the Humanities. It is now hosted by the MIT Libraries.<br />
<br />
* [http://commons.lib.niu.edu/handle/10843/13610 From Theory to Action: “Good Enough” Digital Preservation Solutions for Under-Resourced Cultural Heritage Institutions] (2014) is a white paper compiling the results of a three-year study of affordable, scalable digital preservation solutions suitable for under-resourced organizations.<br />
<br />
* The [https://www.nedcc.org Northeast Document Conservation Center] (NEDCC) has compiled a [https://www.nedcc.org/assets/media/documents/DigiPres_Biblio_Digital_Directions_2014_update.pdf Digital Preservation Reading List] that provides a thorough introduction to the challenges of digital preservation as they relate to cultural heritage collections. Additional links to resources related to digital preservation are provided on [https://www.nedcc.org/free-resources/digital-preservation NEDCC's website].<br />
<br />
'''Data Integrity'''<br />
* [http://digitalomnium.com/simple-act-of-digital-preservation-the-checksum/ The "Checksum" and the Digital Preservation of Oral History], from [http://digitalomnium.com/ Digitalomnium], provides an excellent broad overview and discusses freely available tools that are easily incorporated into workflows.<br />
<br />
'''Newspaper Collections'''<br />
* The [http://educopia.org/sites/educopia.org/files/publications/Guidelines_for_Digital_Newspaper_Preservation_Readiness_0.pdf Guidelines for Digital Newspaper Preservation Readiness] address a specific set of preservation challenges faced by libraries, archives, historical societies, and other organizations that curate substantial collections of digital newspaper content. ''Guidelines'' was written by Katherine Skinner and Mat Schultz and was published by the [http://educopia.org Educopia Institute] in 2014.<br />
<br />
== Enhancing Access and Discoverability ==<br />
<br />
'''Metadata Aggregation'''<br />
* The [http://dp.la/ Digital Public Library of America] (DPLA) aggregates the metadata of digital collections held in educational and cultural heritage institutions across the United States. Institutions with large digital collections may contribute data as [https://dp.la/info/hubs/#our-content-hubs Content Hubs], while smaller organizations may contribute through local or regional [https://dp.la/info/hubs/ Service Hubs]. Contributors must abide by the [http://dp.la/info/about/policies/ DPLA's data policies] in order to participate. <br />
* See also: [http://dp.la/info/wp-content/uploads/2014/03/Intro-to-DPLA-metadata-model-2014.pdf An Introduction to the DPLA Metadata Model] (pdf);<br />
* The [http://dp.la/info/developers/map/ DPLA Metadata Application Profile];<br />
* [http://vimeo.com/117617171 DPLA Metadata Aggregation Webinar Recording], 1/22/15;<br />
* North Carolina Digital Heritage Center’s [https://github.com/ncdhc DPLA Aggregation Tools on Github];<br />
* [http://mwdl.org/index.php Setting Up a Repository for Harvest], Mountain West Digital Library;<br />
* [http://texashistory.unt.edu/ Portal Partners Page], The Portal to Texas History<br />
<br />
'''Registries'''<br />
* [http://papr.crl.edu/ The Print Archives Preservation Registry] (PAPR) collects information about serial titles, print holdings, and archiving terms and conditions. It is a valuable resource for assessing the uniqueness of serial collections and determining the degree of need for digitization of those collections.<br />
<br />
'''Search Engine Optimization'''<br />
* [http://www.clir.org/pubs/reports/pub165 Getting Found: the SEO Cookbook] provides a step-by-step video guide to help libraries measure and monitor the search engine optimization (SEO) performance of their digital repositories. The Cookbook includes everything necessary to implement a preconfigured Google Analytics dashboard that continuously monitors SEO performance metrics relevant to digital repositories.<br />
* [https://en.wikipedia.org/wiki/Wikipedia:The_Wikipedia_Library/About The Wikipedia Library] offers resources to help cultural heritage institutions expose their collections through Wikipedia. As a common starting point for research, Wikipedia can be used to direct researchers to libraries where the resources can be accessed directly.<br />
<br />
'''Accessibility'''<br />
* The Association of Research Libraries (ARL) [http://accessibility.arl.org/ Web Accessibility Toolkit] explains the principles of accessibility, universal design, and digital inclusion, and offers tips about best practices and checklists for digital repository creators that can help them ensure digitized content is as broadly accessible as possible.<br />
<br />
'''Enhancing Access and Discoverability to Media Collections'''<br />
* [http://sites.dartmouth.edu/mediaecology/ The Media Ecology Project] (Dartmouth College) "provides online access to primary moving image research materials, and engages dynamic new forms of scholarly production and online publishing."<br />
<br />
== Digital Repositories ==<br />
<br />
'''General'''<br />
* [https://public.ccsds.org/pubs/650x0m2.pdf Reference Model for an Open Archival Information System (OAIS)]<br />
* [http://www.crl.edu/archiving-preservation/digital-archives/metrics-assessing-and-certifying/trac The Trustworthy Repositories Audit & Certification: Criteria and Checklist (TRAC)] describes the characteristics of secure and sustainable digital repository management.<br />
* [http://www.opendoar.org/index.html The Directory of Open Access Repositories (OpenDOAR)] is an international directory of academic open access repositories, useful for those seeking options for depositing digital collections or models for developing new digital repositories.<br />
<br />
'''Storage'''<br />
* [https://lockss.org/locksswp/wp-content/uploads/2013/01/IDCC2013.pdf Distributed Digital Preservation in the Cloud]<br />
<br />
* [https://www.avpreserve.com/ AVPreserve's] [https://www.avpreserve.com/papers-and-presentations/cloud-storage-vendor-profiles/ Cloud Storage Vendor Profiles] breaks down the offerings of third party cloud storage providers from a preservation point of view. Assessment points include Data Management, Reporting/Metadata, Redundancy, Accessibility, Security, End of Service, and adherence to the [http://www.digitalpreservation.gov:8081/ndsa/activities/levels.html NDSA’s Levels of Preservation].<br />
<br />
== Digital Reformatting ==<br />
<br />
'''General'''<br />
* The [http://www.digitalpreservation.gov/formats/intro/intro.shtml Sustainability of Digital Formats page] provides detailed descriptions and notes on sustainability issues for [http://www.digitalpreservation.gov/formats/fdd/browse_list.shtml hundreds of digital file formats].<br />
* The [http://dashboard.diglib.org/ Digitization Cost Calculator] was created by the Digital Library Federation's [https://wiki.diglib.org/Assessment:Costs Cost Assessment working group] as a tool to "assist organizations in digitization project planning and benchmarking." The calculator currently supports projects involving image capture, but the Cost Assessment working group has plans to incorporate audio and audiovisual digitization in the future.<br />
<br />
'''Audio and Audiovisual'''<br />
* The [https://www.clir.org/ Council on Library and Information Resources] produced [https://www.diglib.org/strategies-audiovisual-digitization-projects/ Strategies for Audiovisual Digitization Projects] (2017), a free two-part webinar series that discusses multiple approaches that cultural memory institutions can take to digitally reformat audiovisual materials and collections. [http://clir.adobeconnect.com/pzarj5g51ujk/Effective Outsourcing with Audiovisual Digitization Service Providers] ([https://www.diglib.org/wp-content/uploads/sites/3/2017/11/Effective-Outsourcing-with-Audiovisual-Digitization-Service-Providers-Transcript.pdf Transcript], [https://www.diglib.org/wp-content/uploads/sites/3/2017/11/Effective-Outsourcing-Webinar-compressed.pptx Slides]), features a panel of representatives from a/v digitization vendors who discuss types of services and common hurdles faced by institutions. [http://clir.adobeconnect.com/pkxnnaqe40i9/ Low-Cost, DIY, and Community-Based Approaches to Audiovisual Digitization] ([https://www.diglib.org/wp-content/uploads/sites/3/2017/11/Low-Cost-DIY-and-Community-Based-Approaches-to-Audiovisual-Digitization-Transcript.pdf Transcript], [https://www.diglib.org/wp-content/uploads/sites/3/2017/11/DIY-AV-Dig-Webinar.pdf Slides]), features a panel of speakers who discuss a variety of tools, strategies, and organizations that are focused on creating broader access to resources needed for audiovisual digitization projects, and will provide guidance on how best to implement in-house audiovisual digitization programs.<br />
* The [http://www.arsc-audio.org/index.php Association for Recorded Sound Collections] (ARSC) released the [https://www.clir.org/pubs/reports/pub164/ ARSC Guide to Audio Preservation] in 2015 as a practical introduction to caring for and preserving audio collections. It is aimed at individuals and institutions that have recorded sound collections but lack the expertise in one or more areas to preserve them.<br />
* In 2016, the [http://www.digitizationguidelines.gov/audio-visual/ Audio-Visual Working Group] of the [http://www.digitizationguidelines.gov/ Federal Agencies Digitization Guidelines Initiative's] released [http://www.digitizationguidelines.gov/guidelines/Motion_pic_film_scan.html Guidelines: Motion Picture Film Scanning Projects]. This report includes "an introductory essay, a set of tables that describe a range of film 'inputs' and digital 'outputs,' and concludes with a model statement of work for outsourced conversion of film to video." Film digitization standards are still in the early stages of development, but this report provides a solid understanding of current best practices.<br />
* [http://www.dlib.indiana.edu/projects/sounddirections/facet/facet_formats.pdf Format Characteristics and Preservation Problems] (2007) "succinctly covers the format characteristics and preservation problems identified by [http://www.dlib.indiana.edu/projects/sounddirections/facet/ FACET (Field Audio Collection Evaluation Tool)] as contributing to instability, degradation, and/or increased risk, providing specific information to aid in ranking field collections using the FACET software application." FACET is an open-source application that "helps collection managers construct a prioritized list of audio collections by condition and risk, enabling informed selection for preservation." Even for institutions not using FACET, the publication is a good source of information (with several helpful visual aids) that can aid in the assessment of audio collections.<br />
* [http://archive.library.nyu.edu/preservation/movingimage/vipirshome.html Visual & Playback Inspection Ratings System] (ViPIRS) is a "Microsoft Access database tool designed to assist in the survey and preservation planning of audiovisual collections as part of Developing Principles and Methodologies for Moving Image and Audio Preservation in Research Libraries. ViPIRS is designed with a wide range of users in mind: from audiovisual novices to experts; from small institutions to large." ViPIRS has been developed for magnetic media, which includes modules for videotape, audiocassettes, and 1/4" reel-to-reel.<br />
<br />
'''Still Image'''<br />
* The [http://www.digitizationguidelines.gov/ Federal Agencies Digitization Guidelines Initiative’s] (FADGI) [http://www.digitizationguidelines.gov/guidelines/digitize-technical.html Technical Guidelines for Digitizing Cultural Heritage Materials] focuses on defining practical methods and requirements for imaging projects.The FADGI Star System provides institutions with guidance in how to tailor a digitization effort based on a desired level of quality for the end product, from low-quality surrogates that provide only informational value to high quality image capturing.<br />
<br />
== Outsourcing Audiovisual Digitization ==<br />
* [https://www.avpreserve.com/ AVPreserve] has published two Request for Proposal (RFP) guides: [https://www.avpreserve.com/wp-content/uploads/2015/05/AVPS_Audio_Digitization_RFP_Guide.pdf Guide to Developing a Request for Proposal for the Digitization of Audio] and [http://www.avpreserve.com/wp-content/uploads/2013/10/AVPS_Digitization_RFP_Guide.pdf Guide to Developing a Request for Proposal for the Digitization of Video (and More)].<br />
<br />
* [http://guides.nyu.edu/ld.php?content_id=24817650 Digitizing Video for Long-Term Preservation: An RFP Guide and Template] "is intended to take an institution step-by-step through the process of drafting a Request for Proposals (RFP) for the transfer of analog video formats to digital carriers for preservation. This template can be used by libraries, archives, and other cultural heritage institutions and submitted to qualified transfer vendors."<br />
<br />
== Copyright and Intellectual Property ==<br />
<br />
'''General'''<br />
<br />
* [http://papers.ssrn.com/sol3/papers.cfm?abstract_id=1495365 Copyright and Cultural Institutions: Guidelines for Digitization for U.S. Libraries, Archives, and Museums] by Peter Hirtle, Emily Hudson, and Andrew Kenyon (2009) provides comprehensive coverage of all major copyright issues relevant to digitization in cultural heritage institutions. This work is [http://saa.archivists.org/store/copyright-and-cultural-institutions-guidelines-for-digitization/1598/ also available in print from the Society of American Archivists].<br />
<br />
* The [http://www.arl.org/ Association of Research Libraries], in particular its initiatives on [http://www.arl.org/focus-areas/research-collections/special-collections/2482-statements-principles-and-reports-of-arl-special-collections-working-groups#.VL82d0sn8RY Transforming Special Collections in the Digital Age] and on [http://www.arl.org/focus-areas/copyright-ip#.VL81v0sn8RY Copyright and Intellectual Property], has published a variety of documents relevant to the digitization of special collections and archives, including a 2012 special issue of [http://publications.arl.org/rli279/1 Research Library Issues] that covers legal concerns related to digitizing rare and unique materials.<br />
<br />
* [http://localcontexts.org/tk-labels/ Traditional Knowledge (TK) Labels] are a tool for Indigenous communities to add existing local protocols for access and use to recorded cultural heritage that is digitally circulating outside community contexts. They can be used to identify and clarify which material has community-specific restrictions regarding access and use.<br />
<br />
<br />
'''Determining Copyright Status'''<br />
<br />
* The [http://librarycopyright.net/resources/digitalslider/ ALA Copyright Slider] is a simple, user-friendly guide to determining copyright status of works.<br />
<br />
* [https://copyright.cornell.edu/resources/publicdomain.cfm Copyright Term and the Public Domain in the United States] contains a helpful and very thorough chart for determining the copyright status of works created and/or published in the United States.<br />
<br />
* [http://www.clir.org/pubs/abstract/reports/pub144 Copyright and Related Issues Relevant to Digital Preservation and Dissemination of Unpublished Pre-1972 Sound Recordings by Libraries and Archives] describes what libraries and archives can legally do to preserve and make accessible holdings of unpublished sound recordings.<br />
<br />
* [http://rightsstatements.org/files/151002recommendations_for_standardized_international_rights_statements.pdf Recommendations for Standardized International Rights Statements] is a white paper summarizing the conclusions of a working group convened by the [http://dp.la/ Digital Public Library of America] and [http://www.europeana.eu/portal/ Europeana].<br />
<br />
<br />
<br />
'''Audiovisual'''<br />
* [http://guides.nyu.edu/ld.php?content_id=24818036 Video at Risk: Strategies for Preserving Commercial Video Collections in Libraries] "seek[s] to clarify exemptions for copying audiovisual works under Section 108(c) of the United States Copyright Act and thereby enhance the ability of librarians to preserve their video collections."<br />
<br />
'''Orphan Works'''<br />
<br />
* The [http://www.cmsimpact.org/fair-use/best-practices/statement-best-practices-fair-use-orphan-works-libraries-archives Statement of Best Practices in Fair Use of Collections Containing Orphan Works for Libraries, Archives, and Other Memory Institutions] developed by the Center for Media & Social Impact at American University and the UC Berkeley School of Law, includes clear guiding principles for us in determining when to apply fair use in the digitization and online publication of orphan works. The statement was produced after talking with librarians and archivists around the country.<br />
<br />
* In 2009, the [http://www2.archivists.org/ Society of American Archivists] issued [http://www2.archivists.org/sites/all/files/OrphanWorks-June2009.pdf Orphan Works: Statement of Best Practices] to guide decision-making in conducting research into the copyright status of unpublished collections. The document includes a variety of useful links and appendices.<br />
<br />
== Provenance, Privacy, and Ethics ==<br />
<br />
* The [http://www.atalm.org/ Association of Tribal Archives, Libraries, and Museums] maintains a [http://www.atalm.org/node/52 list of resources relevant to the care of cultural materials of indigenous peoples].<br />
<br />
* The [http://www2.archivists.org/ Society of American Archivists] (SAA) has convened a [http://www2.archivists.org/groups/native-american-archives-roundtable/protocols-for-native-american-archival-materials-information-and-resources-page task force] to revise and strengthen the Protocols for Native American Archival Materials (PNAAM), based upon [http://www2.nau.edu/libnap-p/protocols.html a document produced in 2007]. The draft document contains [http://www2.nau.edu/libnap-p/resources.html a useful bibliography of general resources on archives and ethics].<br />
<br />
* The SAA case study, [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution], provides one example of how an institution interpreted the [http://www2.nau.edu/libnap-p/protocols.html Protocols] and the [http://www2.archivists.org/statements/saa-core-values-statement-and-code-of-ethics SAA Code of Ethics].<br />
<br />
* [https://archives2016.sched.org/event/7f8V/111-archives-and-digital-inequality Archives and Digital Inequality, annotated collaborative bibliography] is a collections of resources and readings by the ''Archives and Digital Inequality'' pop-up session at SAA 2016.<br />
<br />
* The [http://www.mnh.si.edu Smithsonian National Museum of Natural History] has maintained a bibliography of online resources titled the [http://anthropology.si.edu/naa/home/culturally_sensitive.html Ethics of Exhibiting Culturally Sensitive Materials Online]. This bibliography was last updated in 2010.<br />
<br />
* [http://www.ala.org/advocacy/privacyconfidentiality/toolkitsprivacy/privacy The ALA Privacy Toolkit]<br />
<br />
== Funding Opportunities ==<br />
This section includes a listing of organizations that provide support for projects involving digitization of archival materials for preservation and access. This list is not exhaustive and submissions are encouraged (send submissions to DigiWiki@clir.org).<br />
<br />
* The [http://www.neh.gov/ National Endowment for the Humanities] (NEH) supports digitization and related activities through the [http://www.neh.gov/grants/preservation/humanities-collections-and-reference-resourcesHumanities Collections and Reference Resources] program, the [http://www.neh.gov/grants/preservation/national-digital-newspaper-program National Digital Newspaper Program], and the [http://www.neh.gov/grants/preservation/preservation-and-access-research-and-development Preservation and Access Research and Development] grants.<br />
<br />
* The [http://www.archives.gov/nhprc/ National Historical Publications & Records Commission] (NHPRC) offers funding for digitization and related activities through the [http://www.archives.gov/nhprc/announcement/access.htmlAccess to Historical Records] program and the [http://www.archives.gov/nhprc/announcement/digital.html Digital Dissemination of Archival Collections] program.<br />
<br />
* The [https://bavc.org/preserve-media/preservation-access-program Bay Area Video Coalition] (BAVC) will be offering a sliding scale discount of up to 70% for tape-to-file video preservation transfer services to individual artists and small to medium sized arts and cultural heritage organizations. U.S. based individual artists and visual, performing and cultural arts organizations, historical societies and regional archives with arts-related collections are invited to apply for discounted services through an application process.<br />
<br />
* The [http://www.grammymuseum.org/programs/grants-program GRAMMY Museum Grant Program] awards grants to organizations and individuals to support efforts that advance the archiving and preservation of the music and recorded sound heritage of the Americas. The Archiving and Preservation area has two funding categories: Preservation Implementation ($20,000 max award) and Assistance, Assessment and/or Consultation ($5,000 max award).<br />
<br />
* The [https://www.filmpreservation.org/nfpf-grants/overview National Film Preservation Foundation] offers several types of preservation grants supporting the creation of preservation and access copies of American orphan films of historic and cultural interest. [https://www.filmpreservation.org/nfpf-grants/basic-preservation-grants Basic Preservation Grants] are the best choice for most institutions. Offered twice yearly, these grants award cash and in some cases services donated by laboratories and post-production houses. The larger [https://www.filmpreservation.org/nfpf-grants/matching-grants Matching Grants] enable experienced preservationists to undertake more extensive projects. The [https://www.filmpreservation.org/nfpf-grants/avant-garde-masters-grants Avant-Garde Masters Grants], funded through the generous support of The Film Foundation, target the preservation of motion pictures significant to the development of the avant-garde in America.<br />
<br />
== Education and Training Opportunities ==<br />
* [https://www.diglib.org/strategies-audiovisual-digitization-projects/ Strategies for Audiovisual Digitization Projects] is a free two-part webinar series that discusses multiple approaches that cultural memory institutions can take to digitally reformat audiovisual materials and collections. '''Effective Outsourcing with Audiovisual Digitization Service Providers''' includes representatives from a variety of audiovisual digitization service providers who discuss types of available services and common hurdles faced by institutions. '''Low-Cost, DIY, and Community-Based Approaches to Audiovisual Digitization''' has speakers discuss a variety of tools, strategies, and organizations that are focused on creating broader access to resources needed for audiovisual digitization projects. Speakers also provide guidance on how best to implement your own audiovisual digitization program.<br />
<br />
* [http://dp.la/ The Digital Public Library of America] (DPLA), working in partnership with trainers at the [https://www.digitalcommonwealth.org/ Digital Commonwealth], the [http://dlg.galileo.usg.edu/?Welcome Digital Library of Georgia], the [http://mndigital.org/ Minnesota Digital Library], the [http://montanamemory.org/ Montana Memory Project], and the [http://mwdl.org/ Mountain West Digital Library], have developed a workshop curriculum based on documented best practices for library digitization. A self-guided version of the curriculum intended for digitization beginners is available on the DPLA website through the [http://dp.la/info/about/projects/public-library-partnerships/ Public Library Partnerships Project].<br />
<br />
* [http://www.lyrasis.org/Pages/Main.aspx Lyrasis] offers a variety of classes relevant to digitization and digital content management, such as ''Introduction to Audio Visual Digitization'', ''Introduction to Digital Project Management Planning'', and ''Digitization for Small Institutions''. The [https://www.lyrasis.org/Pages/Events.aspx classes and events schedule] contains up-to-date information about offerings.<br />
<br />
* The [https://www.nedcc.org/preservation-training/training-currentlist Northeast Document Conservation Center] (NEDCC) offers a variety of programs, including several related to digital collections and digital preservation.<br />
<br />
* The [http://sustainableheritagenetwork.org/ Sustainable Heritage Network] offers a variety of [http://sustainableheritagenetwork.org/browse?keys=&tid%5B%5D=65&promote=All in-person and online tutorials] related to archival best practices, ethics, appraisal, processing, and digitization.<br />
<br />
== Information from Digitization Service Providers ==<br />
<br />
'''NOTE''': ''This section is provided for convenience and information only. The Digital Library Federation and the Council on Library and Information Resources do not recommend or endorse any specific digitization service provider, and the use or non-use of any particular provider has no bearing upon any applicant's consideration in the [https://www.clir.org/hiddencollections Digitizing Hidden Special Collections and Archives] or [https://www.clir.org/recordings-at-risk Recordings at Risk] competitions.''<br />
<br />
[http://home.arcasearch.com/ ArcaSearch] is the leader in document preservation and search for historical, educational, corporate, and government archives. ArcaSearch's expertise is digitally preserving original materials, and then creating an easy to use searchable archive. ArcaSearch was awarded a patent in 2010 for its image capture process that produces high quality and fast search results. For a live demonstration, contact Chuck Miotke, ArcaSearch General Manager, at [mailto:chuck.miotke@arcasearch.com chuck.miotke@arcasearch.com] or at 989 430 3877.<br />
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[https://bavc.org/preserve-media Bay Area Video Coalition] is one of the nation’s longest-standing non-profit video and audio preservation organizations. BAVC remains a leader in the field, developing the highest quality preservation standards and practices while working with individuals and cultural, academic, and media organizations to meet a range of needs for preserving historically and artistically important video and audio materials. BAVC provides [https://bavc.org/preserve-media/services/assessment-and-planning Assessment & Planning] and [https://bavc.org/preserve-media/services/transfer-services Transfer services]. BAVC's [https://bavc.org/preserve-media/preservation-access-program Preservation Access Program] offers reduced rates on video and audio preservation services to artists and small- to mid-sized arts and cultural heritage organizations. Services include analog-to-digital preservation transfers at a discounted rate based on organizational budget size. NEA funding also supports BAVC’s efforts to advance audiovisual preservation practice and theory based on new and innovative developments in the field. <br />
<br />
The deadline for the next round of PAP is forthcoming, and will likely be in the late summer of 2017! Questions can be answered by calling 415-558-2131 or by emailing preservation-at-bavc.org).<br />
----<br />
[https://bmiimaging.com BMI Imaging Systems, Inc.] enables libraries to transform microfilm records into a digital format that provides easy access and image enhancement capabilities never seen before. In addition to the archival TIFF used for inclusion to the State/National repositories, BMI provides a solution that allows patrons to scroll digital microfilm rolls from a computer and use full text search to find records, articles, and photos for interim access. Adjustable grayscale allows users to turn black and white images into real photos. For more information please contact Jake Walker at (800) 488-3456 ext 406 or jwalker@bmiimaging.com.<br />
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[https://cuttingcorporation.com The Cutting Corporation] is an Audio Preservation Lab that specializes in preserving obsolete analog audio recordings to high quality digital format. Using both contemporary and vintage audio equipment mixed with years of knowledge and experience, we are able to offer exceptionally high quality analog to digital conversions for practically any type of audio media. Whether you are a university archive with oral histories or an individual with family recordings, we can provide a customized digitization solution for your audio collection.<br />
<br />
For additional information, please contact Aaron Coe at 301.654.2887.<br />
----<br />
[http://www.databankimx.com DataBank] is a National Document & Information Management Company with over 23 years of experience in document conversion and automation. Their areas of expertise include the conversion of photos, archival documents and legacy microfilm or microfiche collections. They offer seamless integration with repositories for storage and retrieval of scanned media. For additional information contact Kathy Berger, Senior Solutions Consultant, at kberger@databankimx.com or at (603) 463-0154.<br />
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[http://digitalmediaservices.com/services/high-volume-digitization/ Digital Media Services] has an Archival Digitization program for the preservation and conversion of physical tape and film formats into the latest digital file formats. It has digital archive service centers on both U.S. coasts to minimize shipping costs and times for clients. For a free quote or questions concerning an upcoming project, please contact Keith Eland, Senior Account Executive, by phone at 646-975-6122, or by email at keland@digitalmediaservices.com.<br />
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[http://www.digitalrevolution.tv Digital Revolution] is a full service Multi Media facility located in the heart of San Francisco. Founded by Paul Grippaldi in 2004, Digital Revolution is dedicated to helping clients create high quality digital media. From Legacy Media Digitizing : Preservation : Archiving : Video Creation : Post Production : Disc & USB Copying Services, Digital Revolution is the choice of Corporations, Educational Institutions, Non-Profits, Film Companies, Government Agencies and Individuals for their multi-media needs. For additional information call Digital Revolution at 415-398-1200.<br />
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[http://www.immurerecords.com/ Immure Records] is a Minnesota-based company that provides video and audio media transfer and restoration services for a variety of formats. Address: 1740 130th Ave. NE Blaine, MN 55449 | Phone: (763) 862-5992 | Email: info@immurerecords.com<br />
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The [http://www.archive.org Internet Archive] (IA) is one of the world’s largest public digital libraries, with an extensive collection of human culture. The goal is to provide free access to all knowledge in an accessible, digital format for researchers, historians, people with disabilities, and the general public. The Internet Archive also offers online access and discovery of digital content, including [http://archive.org/texts public domain eBooks] and a more selective collection of public domain and non-public domain texts available for lending at [https://openlibrary.org OpenLibrary.org].<br />
<br />
IA offers non-destructive digitization with a range of analog and born-digital formats, including: printed materials that are bound and unbound (books, magazines, yearbooks, etc.), archival materials, photographs, microfilm, microfiche, film and video (8mm and 16mm). Services include photographic imaging, digital processing, preservation, and access to digital data. Items to be digitized can be sent to one of 33 regional digitization centers around the world, or portable equipment can be placed on-site within libraries and archives. Questions: DigitalLibraries@archive.org<br />
<br />
For an overview of the Internet Archive workflow, please click [http://archive.org/details/ProcessDocument this link]; To reach one of the Internet Archive centers, view contact info at [http://archive.org/scanning this link]; and to purchase digitization equipment, follow [http://archive.org/scanning/tabletopscribe this link].<br />
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[http://www.lunaimaging.com/#welcome Luna Imaging, Inc.] offers digitization and software & hosting services for building and maintaining digital collections. Digitization services include: Preservation scanning; Access capture; Book capture services; and OCR, PDF, BookReader processing.<br />
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[http://www.lyrasis.org LYRASIS] can support special collections and archival digitization projects by providing:<br />
<br />
* Digitization and Project Management Services – working through its [http://www.lyrasis.org/digitize/ Digitization Collaborative] LYRASIS can digitize a wide range of source materials including print/manuscript/microfilm/photographic materials/audio/video and film and manage the process for you.<br />
* Staff Expertise – information on processes and standards for project planning<br />
* Professional Development Opportunities – LYRASIS offers a wide range of classes and can provide specific digitization classes to suit local needs.<br />
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[http://www.massproductions.net/ Mass Productions] is an expert Audio, Video, and Film Preservation service with over 25 years of experience. Mass Productions specializes in digitizing large archives of obsolete media, and has an excellent reputation with Universities and Libraries. They have preserved thousands of audio and video recordings of great historical value.<br />
<br />
Archive Services include:<br />
<br />
* NARA and Library of Congress archive standards compliance<br />
* Free onsite consultation<br />
* Free pickup and delivery of your media ( in Boston area )<br />
* Highest Resolution Media Transfers and Reformatting<br />
* Mold removal, Tape baking, and repairs<br />
* Film color correction<br />
* Information Technology Consultation<br />
* Metadata collection and embedding<br />
* Free access copy files for web sharing<br />
* Raid data storage and backup during production<br />
* Delivery on Hard Drive, FTP, or Cloud<br />
<br />
Please contact Mass Productions at [mailto:info@massproductions.net info@massproductions.net] or call 617-501-1738.<br />
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[http://www.memnon.com Memnon Archiving Services] offers a range of services to digitize, restore, preserve and provide access to audio-visual and cultural archives. Our unique parallel workflow system is designed to ensure quality while allowing larger volumes of materials to be preserved. Memnon’s services are suitable for a wide range of archive owners – from cultural institutions, libraries, universities and record labels. Memnon has accrued over 15 years of experience working with audio-visual technology throughout in Europe, North America, Africa and the Middle East. Our workforce has evolved into a multi-disciplinary team of engineers, computer specialists, documentation and meta-data management experts and project managers. A Sony Company since 2015, Memnon has the flexibility to provide services in a way that best fits our clients’ needs. Our North American headquarters are located in Bloomington, Indiana.<br />
<br />
* ''Outsourced Service'' - In four delivery centers around the world, we propose an easy and paramount solution for all your archiving needs, ensuring high efficiency and fast project completion.<br />
* ''On-site Managed Service'' - Memnon in-a-box is our onsite managed service to provide digitization service in your facilities- planning, setup, ramp up, delivery, completion, removal. Memnon manages and operates the project in your facilities, with optional deployment of your staff and your equipment if requested. Leverage Memnon’s workflows, tools, operational procedures, equipment, staff and expertise, with no further investment for you.<br />
* ''Hybrid Services'' - Depending on your specific requirements, Memnon can implement a mixed approach where part of the digitization process is done in-house while other parts are outsourced.<br />
<br />
Specific Services:<br />
<br />
* ''Audio Digitization'' - Memnon has a complete range of equipment for reading a wide range of sound formats. We make it our business to constantly acquire equipment of all kinds and have extensive experience of working with delicate and complex formats and innovative new techniques.<br />
<br />
* ''Video Digitization'' - Memnon is committed to providing high quality cleaning and processing to enhance media quality while ensuring authenticity of the original content, fast transfer through latest automated preservation processes and excellent cost efficiency.<br />
<br />
* ''Film Digitization'' - Film digitization is a sensitive and delicate task requiring a great deal of knowledge and know how. Our highly qualified team handles your material with care and puts all its skills to restore, clean, repack, synchronize sound, catalog and digitize your collections.<br />
<br />
* ''Restoration and Treatment'' - Memnon ensures authenticity of the original content through latest, cost efficient and excellent preservation processes by high quality cleaning and treatment, a large panel of media quality enhancements and restoration of the recordings.<br />
<br />
* ''QC & Delivery'' - Thanks to its 25-year history in the sector, the company delivers the highest quality in industrial processes and quality control methodologies trough industry and Memnon proprietary tools.<br />
<br />
* ''Metadata Management, Content Indexation and Enrichment'' - We help to create, manage and consolidate from different source of metadata in the digitization and we can enrich your context based information with various automated processes.<br />
<br />
* ''Project Management'' - To meet expectations precisely, we draw up detailed specifications with the clients representatives prior to the initiation of the project. Safeguarding of the collections fidelity and integrity is a must in any of our logistic and production processes. Specific procedures are in place to ensure a controlled and secured environment and all our employees are well aware of the cultural and historical value of materials and of the sensitivity to content’s nature.<br />
<br />
* ''Workflow and Tools'' - Based on the unique expertise in handling large scale digitization and physical carrier handling, Memnon’s in-house R&D unit has develop proprietary workflow management platform and unique toolsets to advance, monitor and manage the entire workflow and carrier handling through the entire process.<br />
<br />
* ''Cataloguing and Collections Planning'' - Memnon offers clients support and services for Cataloguing and Collections Planning process. This is often the very first setup to assess what exists in the archives, and to prepare and sort the collections for an accurate quote and shipment planning.<br />
<br />
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The [https://www.nedcc.org Northeast Document Conservation Center] (NEDCC) is an independent conservation laboratory specializing in the conservation and preservation of paper-based collections. NEDCC provides professional conservation treatment for books, maps, photographs, documents, parchment, papyrus, manuscripts, architectural plans, and works of art on paper. NEDCC’s Imaging Services department provides digital imaging services and specializes in rare, historic, and oversize materials, as well as X-Ray Film scanning and reformatting for black and white and color negative films and color transparencies.<br />
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[http://www.normicro.com Northern Micrographics] has over 60 years experience partnering with clients in library, academic, commercial and industrial markets to provide superior preservation imaging products and services. They scan a variety of object types including bound and disbound volumes, photos, maps, microfilm and microfiche. Northern Micrographics can also help place digital collections online with custom software products, ProSeek® and PhotoAtlasTM. They also offer a variety of other services including microfilming, microfilm duplication, metadata development, data conversions, hosting and book binding. Contact Northern Micrographics at 800-236-0850 or at sales@nmt.com to learn more.<br />
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[http://www.nestorsalomon.com/ SALOMON MASTERING & RESTORATION] is an audio studio / laboratory, located in San Juan, Puerto Rico. Dedicated to mastering, conservation and restoration of collections of sound documents, recorded in different media and old formats, for organizations and archival institutions. The audio engineer Néstor Salomón also provides consulting services for archival organizations and record labels. Website: [http://www.nestorsalomon.com/ www.nestorsalomon.com] - Tel / Whatsapp: +1 787 949-9065 - Email: nestorsalomon_ar@hotmail.com<br />
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[http://digitization.stanford.edu/ Stanford University Libraries (SUL) Digitization Services] is a fully-integrated service provider tailored to meet libraries, archives and museums’ heterogeneous collection needs. SUL digitization services support three families of content format: paper-based materials, audiovisual media and born-digital files.<br />
<br />
SUL Digitization Services offers:<br />
* Digitization of original materials;<br />
* Large format scanning and image stitching;<br />
* Reformatting of audio and moving image content;<br />
* Reformatting and recovery of files from digital media;<br />
* Preservation-quality master file creation;<br />
* Derivative file creation for discovery and access;<br />
* Secure storage and handling of original materials;<br />
* OCR text processing in plain text, ALTO or PDF;<br />
* Project consultation and planning;<br />
* RFP consultation and vendor management;<br />
* Onsite digitization for fragile content;<br />
* Long-term preservation; and<br />
* Content hosting and discovery solutions.<br />
<br />
Stanford University Library's digitization services are provided by Digital Library Systems and Services. For inquiries regarding digitization services, contact digitization-contact@lists.stanford.edu. SUL Digitization Services' [http://www.clir.org/hiddencollections/applicants/service-provider-information/SUL-digitization-services-brochure/at_download/file brochure] provides full details for potential partners.<br />
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[http://www.twocatdigital.com Two Cat Digital] has been providing world-class digital imaging and consulting services since 2003 with a particular emphasis on cultural heritage institutions and materials. Their passion is in designing and managing efficient digitization workflows, and for helping clients bring their valuable collections to light. Two Cat clients include hundreds of institutions including museums, libraries, universities, government agencies, architects, photographers and non-profit organizations. For additional information contact Two Cat at info@twocatdigital.com.<br />
<br />
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If you would like to suggest a resource for inclusion on this page, send your suggestion to [mailto:info@diglib.org info@diglib.org]. The DLF is currently seeking professionals from DLF member institutions who would like to participate in a working group to develop and maintain the content of this page. Prospective volunteers for this group should also send expressions of interest to DigiWiki@clir.org.</div>Joymbankshttps://wiki.diglib.org/index.php?title=Digitizing_Special_Formats&diff=14281Digitizing Special Formats2018-10-02T12:45:54Z<p>Joymbanks: </p>
<hr />
<div>This list of resources is curated by the Digital Library Federation for the benefit of cultural heritage professionals planning projects involving the digitization of rare and unique materials. Applicants to the [http://www.clir.org/hiddencollections/ Digitizing Hidden Special Collections and Archives] and [https://www.clir.org/recordings-at-risk Recordings at Risk] programs of the [http://www.clir.org/ Council on Library and Information Resources] may find these helpful in planning project proposals.<br />
<br />
Rather than providing comprehensive coverage, this list includes introductory and reference materials that are good places to begin an exploration of issues of broad import to digitizing cultural heritage materials.<br />
<br />
Content for this wiki page is currently being curated by program staff at the [https://www.clir.org/ Council on Library and Information Resources]. This page was originally developed and edited by the following team: Nicholas Graham, Project Coordinator, [https://www.digitalnc.org North Carolina Digital Heritage Center], Lisa Gregory, Digital Projects Librarian, North Carolina Digital Heritage Center, and Tamsyn Rose-Steel, CLIR/DLF Postdoctoral Fellow for Data Curation in Medieval Studies at Johns Hopkins University.<br />
<br />
If you would like to suggest a resource for inclusion on this page, send your suggestion to [mailto:info@diglib.org info@diglib.org]. The DLF is currently seeking professionals from DLF member institutions who would like to participate in a curatorial group to develop and maintain the content of this page. Prospective volunteers for this group should also send expressions of interest to [mailto:info@diglib.org info@diglib.org].<br />
<br />
== Getting Started with Designing a Digital Preservation Plan ==<br />
This section includes resources that will give an overview of the concepts that a cultural heritage institution will consider as it designs a digital preservation plan for digitally reformatted materials. Many of these resources give special attention to concepts and strategies that will be of particular use to institutions working to construct a plan from scratch or with limited financial and technical means. Resources that focus on particular types of collections are included in separate categories.<br />
<br />
'''General'''<br />
<br />
* Thanks to the [http://en.wikipedia.org/wiki/Wikipedia:WikiProject_Digital_Preservation WikiProject Digital Preservation], the information about [http://en.wikipedia.org/wiki/Digital_preservation digital preservation on Wikipedia] is substantial and current.<br />
<br />
* The [http://www.digitalpreservation.gov/ndsa/index.html National Digital Stewardship Alliance] (NDSA) has published the [http://ndsa.org/activities/levels-of-digital-preservation/ NDSA Levels of Digital Preservation], “a tiered set of recommendations for how organizations should begin to build or enhance their digital preservation activities.” Additionally, the [http://www.digitalpreservation.gov/ndsa/documents/2015NationalAgenda.pdf 2015 NDSA National Agenda for Digital Stewardship] provides a broad overview of current "challenges, opportunities, gaps, and trends" related to building and maintaining digital collections in the United States.<br />
<br />
* The [http://www.dpconline.org/ Digital Preservation Coalition’s] [http://handbook.dpconline.org/ Digital Preservation Handbook] (now in its second edition) is “an internationally authoritative and practical guide to the subject of managing digital resources over time and the issues in sustaining access to them.” The Handbook includes a useful [http://handbook.dpconline.org/content-specific-preservation/moving-pictures-and-sound overview of audio and audiovisual content], including links to many other resources.<br />
<br />
* [http://www.dpworkshop.org/ Digital Preservation Management: Short-Term Strategies for Long-Term Problems] is a comprehensive tutorial created by Cornell University Libraries with funding from the National Endowment for the Humanities. It is now hosted by the MIT Libraries.<br />
<br />
* [http://commons.lib.niu.edu/handle/10843/13610 From Theory to Action: “Good Enough” Digital Preservation Solutions for Under-Resourced Cultural Heritage Institutions] (2014) is a white paper compiling the results of a three-year study of affordable, scalable digital preservation solutions suitable for under-resourced organizations.<br />
<br />
* The [https://www.nedcc.org Northeast Document Conservation Center] (NEDCC) has compiled a [https://www.nedcc.org/assets/media/documents/DigiPres_Biblio_Digital_Directions_2014_update.pdf Digital Preservation Reading List] that provides a thorough introduction to the challenges of digital preservation as they relate to cultural heritage collections. Additional links to resources related to digital preservation are provided on [https://www.nedcc.org/free-resources/digital-preservation NEDCC's website].<br />
<br />
'''Data Integrity'''<br />
* [http://digitalomnium.com/simple-act-of-digital-preservation-the-checksum/ The "Checksum" and the Digital Preservation of Oral History], from [http://digitalomnium.com/ Digitalomnium], provides an excellent broad overview and discusses freely available tools that are easily incorporated into workflows.<br />
<br />
'''Newspaper Collections'''<br />
* The [http://educopia.org/sites/educopia.org/files/publications/Guidelines_for_Digital_Newspaper_Preservation_Readiness_0.pdf Guidelines for Digital Newspaper Preservation Readiness] address a specific set of preservation challenges faced by libraries, archives, historical societies, and other organizations that curate substantial collections of digital newspaper content. ''Guidelines'' was written by Katherine Skinner and Mat Schultz and was published by the [http://educopia.org Educopia Institute] in 2014.<br />
<br />
== Enhancing Access and Discoverability ==<br />
<br />
'''Metadata Aggregation'''<br />
* The [http://dp.la/ Digital Public Library of America] (DPLA) aggregates the metadata of digital collections held in educational and cultural heritage institutions across the United States. Institutions with large digital collections may contribute data as [https://dp.la/info/hubs/#our-content-hubs Content Hubs], while smaller organizations may contribute through local or regional [https://dp.la/info/hubs/ Service Hubs]. Contributors must abide by the [http://dp.la/info/about/policies/ DPLA's data policies] in order to participate. <br />
* See also: [http://dp.la/info/wp-content/uploads/2014/03/Intro-to-DPLA-metadata-model-2014.pdf An Introduction to the DPLA Metadata Model] (pdf);<br />
* The [http://dp.la/info/developers/map/ DPLA Metadata Application Profile];<br />
* [http://vimeo.com/117617171 DPLA Metadata Aggregation Webinar Recording], 1/22/15;<br />
* North Carolina Digital Heritage Center’s [https://github.com/ncdhc DPLA Aggregation Tools on Github];<br />
* [http://mwdl.org/index.php Setting Up a Repository for Harvest], Mountain West Digital Library;<br />
* [http://texashistory.unt.edu/ Portal Partners Page], The Portal to Texas History<br />
<br />
'''Registries'''<br />
* [http://papr.crl.edu/ The Print Archives Preservation Registry] (PAPR) collects information about serial titles, print holdings, and archiving terms and conditions. It is a valuable resource for assessing the uniqueness of serial collections and determining the degree of need for digitization of those collections.<br />
<br />
'''Search Engine Optimization'''<br />
* [http://www.clir.org/pubs/reports/pub165 Getting Found: the SEO Cookbook] provides a step-by-step video guide to help libraries measure and monitor the search engine optimization (SEO) performance of their digital repositories. The Cookbook includes everything necessary to implement a preconfigured Google Analytics dashboard that continuously monitors SEO performance metrics relevant to digital repositories.<br />
* [https://en.wikipedia.org/wiki/Wikipedia:The_Wikipedia_Library/About The Wikipedia Library] offers resources to help cultural heritage institutions expose their collections through Wikipedia. As a common starting point for research, Wikipedia can be used to direct researchers to libraries where the resources can be accessed directly.<br />
<br />
'''Accessibility'''<br />
* The Association of Research Libraries (ARL) [http://accessibility.arl.org/ Web Accessibility Toolkit] explains the principles of accessibility, universal design, and digital inclusion, and offers tips about best practices and checklists for digital repository creators that can help them ensure digitized content is as broadly accessible as possible.<br />
<br />
'''Enhancing Access and Discoverability to Media Collections'''<br />
* [http://sites.dartmouth.edu/mediaecology/ The Media Ecology Project] (Dartmouth College) "provides online access to primary moving image research materials, and engages dynamic new forms of scholarly production and online publishing."<br />
<br />
== Digital Repositories ==<br />
<br />
'''General'''<br />
* [https://public.ccsds.org/pubs/650x0m2.pdf Reference Model for an Open Archival Information System (OAIS)]<br />
* [http://www.crl.edu/archiving-preservation/digital-archives/metrics-assessing-and-certifying/trac The Trustworthy Repositories Audit & Certification: Criteria and Checklist (TRAC)] describes the characteristics of secure and sustainable digital repository management.<br />
* [http://www.opendoar.org/index.html The Directory of Open Access Repositories (OpenDOAR)] is an international directory of academic open access repositories, useful for those seeking options for depositing digital collections or models for developing new digital repositories.<br />
<br />
'''Storage'''<br />
* [https://lockss.org/locksswp/wp-content/uploads/2013/01/IDCC2013.pdf Distributed Digital Preservation in the Cloud]<br />
<br />
* [https://www.avpreserve.com/ AVPreserve's] [https://www.avpreserve.com/papers-and-presentations/cloud-storage-vendor-profiles/ Cloud Storage Vendor Profiles] breaks down the offerings of third party cloud storage providers from a preservation point of view. Assessment points include Data Management, Reporting/Metadata, Redundancy, Accessibility, Security, End of Service, and adherence to the [http://www.digitalpreservation.gov:8081/ndsa/activities/levels.html NDSA’s Levels of Preservation].<br />
<br />
== Digital Reformatting ==<br />
<br />
'''General'''<br />
* The [http://www.digitalpreservation.gov/formats/intro/intro.shtml Sustainability of Digital Formats page] provides detailed descriptions and notes on sustainability issues for [http://www.digitalpreservation.gov/formats/fdd/browse_list.shtml hundreds of digital file formats].<br />
* The [http://dashboard.diglib.org/ Digitization Cost Calculator] was created by the Digital Library Federation's [https://wiki.diglib.org/Assessment:Costs Cost Assessment working group] as a tool to "assist organizations in digitization project planning and benchmarking." The calculator currently supports projects involving image capture, but the Cost Assessment working group has plans to incorporate audio and audiovisual digitization in the future.<br />
<br />
'''Audio and Audiovisual'''<br />
* The [https://www.clir.org/ Council on Library and Information Resources] produced [https://www.diglib.org/strategies-audiovisual-digitization-projects/ Strategies for Audiovisual Digitization Projects] (2017), a free two-part webinar series that discusses multiple approaches that cultural memory institutions can take to digitally reformat audiovisual materials and collections. [http://clir.adobeconnect.com/pzarj5g51ujk/Effective Outsourcing with Audiovisual Digitization Service Providers] ([https://www.diglib.org/wp-content/uploads/sites/3/2017/11/Effective-Outsourcing-with-Audiovisual-Digitization-Service-Providers-Transcript.pdf Transcript], [https://www.diglib.org/wp-content/uploads/sites/3/2017/11/Effective-Outsourcing-Webinar-compressed.pptx Slides]), features a panel of representatives from a/v digitization vendors who discuss types of services and common hurdles faced by institutions. [http://clir.adobeconnect.com/pkxnnaqe40i9/ Low-Cost, DIY, and Community-Based Approaches to Audiovisual Digitization] ([https://www.diglib.org/wp-content/uploads/sites/3/2017/11/Low-Cost-DIY-and-Community-Based-Approaches-to-Audiovisual-Digitization-Transcript.pdf Transcript], [https://www.diglib.org/wp-content/uploads/sites/3/2017/11/DIY-AV-Dig-Webinar.pdf Slides]), features a panel of speakers who discuss a variety of tools, strategies, and organizations that are focused on creating broader access to resources needed for audiovisual digitization projects, and will provide guidance on how best to implement in-house audiovisual digitization programs.<br />
* The [http://www.arsc-audio.org/index.php Association for Recorded Sound Collections] (ARSC) released the [https://www.clir.org/pubs/reports/pub164/ ARSC Guide to Audio Preservation] in 2015 as a practical introduction to caring for and preserving audio collections. It is aimed at individuals and institutions that have recorded sound collections but lack the expertise in one or more areas to preserve them.<br />
* In 2016, the [http://www.digitizationguidelines.gov/audio-visual/ Audio-Visual Working Group] of the [http://www.digitizationguidelines.gov/ Federal Agencies Digitization Guidelines Initiative's] released [http://www.digitizationguidelines.gov/guidelines/Motion_pic_film_scan.html Guidelines: Motion Picture Film Scanning Projects]. This report includes "an introductory essay, a set of tables that describe a range of film 'inputs' and digital 'outputs,' and concludes with a model statement of work for outsourced conversion of film to video." Film digitization standards are still in the early stages of development, but this report provides a solid understanding of current best practices.<br />
* [http://www.dlib.indiana.edu/projects/sounddirections/facet/facet_formats.pdf Format Characteristics and Preservation Problems] (2007) "succinctly covers the format characteristics and preservation problems identified by [http://www.dlib.indiana.edu/projects/sounddirections/facet/ FACET (Field Audio Collection Evaluation Tool)] as contributing to instability, degradation, and/or increased risk, providing specific information to aid in ranking field collections using the FACET software application." FACET is an open-source application that "helps collection managers construct a prioritized list of audio collections by condition and risk, enabling informed selection for preservation." Even for institutions not using FACET, the publication is a good source of information (with several helpful visual aids) that can aid in the assessment of audio collections.<br />
* [http://archive.library.nyu.edu/preservation/movingimage/vipirshome.html Visual & Playback Inspection Ratings System] (ViPIRS) is a "Microsoft Access database tool designed to assist in the survey and preservation planning of audiovisual collections as part of Developing Principles and Methodologies for Moving Image and Audio Preservation in Research Libraries. ViPIRS is designed with a wide range of users in mind: from audiovisual novices to experts; from small institutions to large." ViPIRS has been developed for magnetic media, which includes modules for videotape, audiocassettes, and 1/4" reel-to-reel.<br />
<br />
'''Still Image'''<br />
* The [http://www.digitizationguidelines.gov/ Federal Agencies Digitization Guidelines Initiative’s] (FADGI) [http://www.digitizationguidelines.gov/guidelines/digitize-technical.html Technical Guidelines for Digitizing Cultural Heritage Materials] focuses on defining practical methods and requirements for imaging projects.The FADGI Star System provides institutions with guidance in how to tailor a digitization effort based on a desired level of quality for the end product, from low-quality surrogates that provide only informational value to high quality image capturing.<br />
<br />
== Outsourcing Audiovisual Digitization ==<br />
* [https://www.avpreserve.com/ AVPreserve] has published two Request for Proposal (RFP) guides: [https://www.avpreserve.com/wp-content/uploads/2015/05/AVPS_Audio_Digitization_RFP_Guide.pdf Guide to Developing a Request for Proposal for the Digitization of Audio] and [http://www.avpreserve.com/wp-content/uploads/2013/10/AVPS_Digitization_RFP_Guide.pdf Guide to Developing a Request for Proposal for the Digitization of Video (and More)].<br />
<br />
* [http://guides.nyu.edu/ld.php?content_id=24817650 Digitizing Video for Long-Term Preservation: An RFP Guide and Template] "is intended to take an institution step-by-step through the process of drafting a Request for Proposals (RFP) for the transfer of analog video formats to digital carriers for preservation. This template can be used by libraries, archives, and other cultural heritage institutions and submitted to qualified transfer vendors."<br />
<br />
== Copyright and Intellectual Property ==<br />
<br />
'''General'''<br />
<br />
* [http://papers.ssrn.com/sol3/papers.cfm?abstract_id=1495365 Copyright and Cultural Institutions: Guidelines for Digitization for U.S. Libraries, Archives, and Museums] by Peter Hirtle, Emily Hudson, and Andrew Kenyon (2009) provides comprehensive coverage of all major copyright issues relevant to digitization in cultural heritage institutions. This work is [http://saa.archivists.org/store/copyright-and-cultural-institutions-guidelines-for-digitization/1598/ also available in print from the Society of American Archivists].<br />
<br />
* The [http://www.arl.org/ Association of Research Libraries], in particular its initiatives on [http://www.arl.org/focus-areas/research-collections/special-collections/2482-statements-principles-and-reports-of-arl-special-collections-working-groups#.VL82d0sn8RY Transforming Special Collections in the Digital Age] and on [http://www.arl.org/focus-areas/copyright-ip#.VL81v0sn8RY Copyright and Intellectual Property], has published a variety of documents relevant to the digitization of special collections and archives, including a 2012 special issue of [http://publications.arl.org/rli279/1 Research Library Issues] that covers legal concerns related to digitizing rare and unique materials.<br />
<br />
* [http://localcontexts.org/tk-labels/ Traditional Knowledge (TK) Labels] are a tool for Indigenous communities to add existing local protocols for access and use to recorded cultural heritage that is digitally circulating outside community contexts. They can be used to identify and clarify which material has community-specific restrictions regarding access and use.<br />
<br />
<br />
'''Determining Copyright Status'''<br />
<br />
* The [http://librarycopyright.net/resources/digitalslider/ ALA Copyright Slider] is a simple, user-friendly guide to determining copyright status of works.<br />
<br />
* [https://copyright.cornell.edu/resources/publicdomain.cfm Copyright Term and the Public Domain in the United States] contains a helpful and very thorough chart for determining the copyright status of works created and/or published in the United States.<br />
<br />
* [http://www.clir.org/pubs/abstract/reports/pub144 Copyright and Related Issues Relevant to Digital Preservation and Dissemination of Unpublished Pre-1972 Sound Recordings by Libraries and Archives] describes what libraries and archives can legally do to preserve and make accessible holdings of unpublished sound recordings.<br />
<br />
* [http://rightsstatements.org/files/151002recommendations_for_standardized_international_rights_statements.pdf Recommendations for Standardized International Rights Statements] is a white paper summarizing the conclusions of a working group convened by the [http://dp.la/ Digital Public Library of America] and [http://www.europeana.eu/portal/ Europeana].<br />
<br />
<br />
<br />
'''Audiovisual'''<br />
* [http://guides.nyu.edu/ld.php?content_id=24818036 Video at Risk: Strategies for Preserving Commercial Video Collections in Libraries] "seek[s] to clarify exemptions for copying audiovisual works under Section 108(c) of the United States Copyright Act and thereby enhance the ability of librarians to preserve their video collections."<br />
<br />
'''Orphan Works'''<br />
<br />
* The [http://www.cmsimpact.org/fair-use/best-practices/statement-best-practices-fair-use-orphan-works-libraries-archives Statement of Best Practices in Fair Use of Collections Containing Orphan Works for Libraries, Archives, and Other Memory Institutions] developed by the Center for Media & Social Impact at American University and the UC Berkeley School of Law, includes clear guiding principles for us in determining when to apply fair use in the digitization and online publication of orphan works. The statement was produced after talking with librarians and archivists around the country.<br />
<br />
* In 2009, the [http://www2.archivists.org/ Society of American Archivists] issued [http://www2.archivists.org/sites/all/files/OrphanWorks-June2009.pdf Orphan Works: Statement of Best Practices] to guide decision-making in conducting research into the copyright status of unpublished collections. The document includes a variety of useful links and appendices.<br />
<br />
== Provenance, Privacy, and Ethics ==<br />
<br />
* The [http://www.atalm.org/ Association of Tribal Archives, Libraries, and Museums] maintains a [http://www.atalm.org/node/52 list of resources relevant to the care of cultural materials of indigenous peoples].<br />
<br />
* The [http://www2.archivists.org/ Society of American Archivists] (SAA) has convened a [http://www2.archivists.org/groups/native-american-archives-roundtable/protocols-for-native-american-archival-materials-information-and-resources-page task force] to revise and strengthen the Protocols for Native American Archival Materials (PNAAM), based upon [http://www2.nau.edu/libnap-p/protocols.html a document produced in 2007]. The draft document contains [http://www2.nau.edu/libnap-p/resources.html a useful bibliography of general resources on archives and ethics].<br />
<br />
* The SAA case study, [http://www2.archivists.org/sites/all/files/AmericanIndianMaterial_CEPC-CaseStudy3.pdf Identifying Culturally Sensitive American Indian Material in a Non-tribal Institution], provides one example of how an institution interpreted the [http://www2.nau.edu/libnap-p/protocols.html Protocols] and the [http://www2.archivists.org/statements/saa-core-values-statement-and-code-of-ethics SAA Code of Ethics].<br />
<br />
* [https://archives2016.sched.org/event/7f8V/111-archives-and-digital-inequality Archives and Digital Inequality, annotated collaborative bibliography] is a collections of resources and readings by the ''Archives and Digital Inequality'' pop-up session at SAA 2016.<br />
<br />
* The [http://www.mnh.si.edu Smithsonian National Museum of Natural History] has maintained a bibliography of online resources titled the [http://anthropology.si.edu/naa/home/culturally_sensitive.html Ethics of Exhibiting Culturally Sensitive Materials Online]. This bibliography was last updated in 2010.<br />
<br />
* [http://www.ala.org/advocacy/privacyconfidentiality/toolkitsprivacy/privacy The ALA Privacy Toolkit]<br />
<br />
== Funding Opportunities ==<br />
This section includes a listing of organizations that provide support for projects involving digitization of archival materials for preservation and access. This list is not exhaustive and submissions are encouraged (send submissions to DigiWiki@clir.org).<br />
<br />
* The [http://www.neh.gov/ National Endowment for the Humanities] (NEH) supports digitization and related activities through the [http://www.neh.gov/grants/preservation/humanities-collections-and-reference-resourcesHumanities Collections and Reference Resources] program, the [http://www.neh.gov/grants/preservation/national-digital-newspaper-program National Digital Newspaper Program], and the [http://www.neh.gov/grants/preservation/preservation-and-access-research-and-development Preservation and Access Research and Development] grants.<br />
<br />
* The [http://www.archives.gov/nhprc/ National Historical Publications & Records Commission] (NHPRC) offers funding for digitization and related activities through the [http://www.archives.gov/nhprc/announcement/access.htmlAccess to Historical Records] program and the [http://www.archives.gov/nhprc/announcement/digital.html Digital Dissemination of Archival Collections] program.<br />
<br />
* The [https://bavc.org/preserve-media/preservation-access-program Bay Area Video Coalition] (BAVC) will be offering a sliding scale discount of up to 70% for tape-to-file video preservation transfer services to individual artists and small to medium sized arts and cultural heritage organizations. U.S. based individual artists and visual, performing and cultural arts organizations, historical societies and regional archives with arts-related collections are invited to apply for discounted services through an application process.<br />
<br />
* The [http://www.grammymuseum.org/programs/grants-program GRAMMY Museum Grant Program] awards grants to organizations and individuals to support efforts that advance the archiving and preservation of the music and recorded sound heritage of the Americas. The Archiving and Preservation area has two funding categories: Preservation Implementation ($20,000 max award) and Assistance, Assessment and/or Consultation ($5,000 max award).<br />
<br />
* The [https://www.filmpreservation.org/nfpf-grants/overview National Film Preservation Foundation] offers several types of preservation grants supporting the creation of preservation and access copies of American orphan films of historic and cultural interest. [https://www.filmpreservation.org/nfpf-grants/basic-preservation-grants Basic Preservation Grants] are the best choice for most institutions. Offered twice yearly, these grants award cash and in some cases services donated by laboratories and post-production houses. The larger [https://www.filmpreservation.org/nfpf-grants/matching-grants Matching Grants] enable experienced preservationists to undertake more extensive projects. The [https://www.filmpreservation.org/nfpf-grants/avant-garde-masters-grants Avant-Garde Masters Grants], funded through the generous support of The Film Foundation, target the preservation of motion pictures significant to the development of the avant-garde in America.<br />
<br />
== Education and Training Opportunities ==<br />
* [https://www.diglib.org/strategies-audiovisual-digitization-projects/ Strategies for Audiovisual Digitization Projects] is a free two-part webinar series that discusses multiple approaches that cultural memory institutions can take to digitally reformat audiovisual materials and collections. '''Effective Outsourcing with Audiovisual Digitization Service Providers''' includes representatives from a variety of audiovisual digitization service providers who discuss types of available services and common hurdles faced by institutions. '''Low-Cost, DIY, and Community-Based Approaches to Audiovisual Digitization''' has speakers discuss a variety of tools, strategies, and organizations that are focused on creating broader access to resources needed for audiovisual digitization projects. Speakers also provide guidance on how best to implement your own audiovisual digitization program.<br />
<br />
* [http://dp.la/ The Digital Public Library of America] (DPLA), working in partnership with trainers at the [https://www.digitalcommonwealth.org/ Digital Commonwealth], the [http://dlg.galileo.usg.edu/?Welcome Digital Library of Georgia], the [http://mndigital.org/ Minnesota Digital Library], the [http://montanamemory.org/ Montana Memory Project], and the [http://mwdl.org/ Mountain West Digital Library], have developed a workshop curriculum based on documented best practices for library digitization. A self-guided version of the curriculum intended for digitization beginners is available on the DPLA website through the [http://dp.la/info/about/projects/public-library-partnerships/ Public Library Partnerships Project].<br />
<br />
* [http://www.lyrasis.org/Pages/Main.aspx Lyrasis] offers a variety of classes relevant to digitization and digital content management, such as ''Introduction to Audio Visual Digitization'', ''Introduction to Digital Project Management Planning'', and ''Digitization for Small Institutions''. The [https://www.lyrasis.org/Pages/Events.aspx classes and events schedule] contains up-to-date information about offerings.<br />
<br />
* The [https://www.nedcc.org/preservation-training/training-currentlist Northeast Document Conservation Center] (NEDCC) offers a variety of programs, including several related to digital collections and digital preservation.<br />
<br />
* The [http://sustainableheritagenetwork.org/ Sustainable Heritage Network] offers a variety of [http://sustainableheritagenetwork.org/browse?keys=&tid%5B%5D=65&promote=All in-person and online tutorials] related to archival best practices, ethics, appraisal, processing, and digitization.<br />
<br />
== Information from Digitization Service Providers ==<br />
<br />
'''NOTE''': ''This section is provided for convenience and information only. The Digital Library Federation and the Council on Library and Information Resources do not recommend or endorse any specific digitization service provider, and the use or non-use of any particular provider has no bearing upon any applicant's consideration in the [https://www.clir.org/hiddencollections Digitizing Hidden Special Collections and Archives] or [https://www.clir.org/recordings-at-risk Recordings at Risk] competitions.''<br />
<br />
[http://home.arcasearch.com/ ArcaSearch] is the leader in document preservation and search for historical, educational, corporate, and government archives. ArcaSearch's expertise is digitally preserving original materials, and then creating an easy to use searchable archive. ArcaSearch was awarded a patent in 2010 for its image capture process that produces high quality and fast search results. For a live demonstration, contact Chuck Miotke, ArcaSearch General Manager, at [mailto:chuck.miotke@arcasearch.com chuck.miotke@arcasearch.com] or at 989 430 3877.<br />
----<br />
[https://bavc.org/preserve-media Bay Area Video Coalition] is one of the nation’s longest-standing non-profit video and audio preservation organizations. BAVC remains a leader in the field, developing the highest quality preservation standards and practices while working with individuals and cultural, academic, and media organizations to meet a range of needs for preserving historically and artistically important video and audio materials. BAVC provides [https://bavc.org/preserve-media/services/assessment-and-planning Assessment & Planning] and [https://bavc.org/preserve-media/services/transfer-services Transfer services]. BAVC's [https://bavc.org/preserve-media/preservation-access-program Preservation Access Program] offers reduced rates on video and audio preservation services to artists and small- to mid-sized arts and cultural heritage organizations. Services include analog-to-digital preservation transfers at a discounted rate based on organizational budget size. NEA funding also supports BAVC’s efforts to advance audiovisual preservation practice and theory based on new and innovative developments in the field. <br />
<br />
The deadline for the next round of PAP is forthcoming, and will likely be in the late summer of 2017! Questions can be answered by calling 415-558-2131 or by emailing preservation-at-bavc.org).<br />
----<br />
[https://bmiimaging.com BMI Imaging Systems, Inc.] enables libraries to transform microfilm records into a digital format that provides easy access and image enhancement capabilities never seen before. In addition to the archival TIFF used for inclusion to the State/National repositories, BMI provides a solution that allows patrons to scroll digital microfilm rolls from a computer and use full text search to find records, articles, and photos for interim access. Adjustable grayscale allows users to turn black and white images into real photos. For more information please contact Jake Walker at (800) 488-3456 ext 406 or jwalker@bmiimaging.com.<br />
----<br />
[https://cuttingcorporation.com The Cutting Corporation] is an Audio Preservation Lab that specializes in preserving obsolete analog audio recordings to high quality digital format. Using both contemporary and vintage audio equipment mixed with years of knowledge and experience, we are able to offer exceptionally high quality analog to digital conversions for practically any type of audio media. Whether you are a university archive with oral histories or an individual with family recordings, we can provide a customized digitization solution for your audio collection.<br />
<br />
For additional information, please contact Aaron Coe at 301.654.2887.<br />
----<br />
[http://www.databankimx.com DataBank] is a National Document & Information Management Company with over 23 years of experience in document conversion and automation. Their areas of expertise include the conversion of photos, archival documents and legacy microfilm or microfiche collections. They offer seamless integration with repositories for storage and retrieval of scanned media. For additional information contact Kathy Berger, Senior Solutions Consultant, at kberger@databankimx.com or at (603) 463-0154.<br />
----<br />
[http://digitalmediaservices.com/services/high-volume-digitization/ Digital Media Services] has an Archival Digitization program for the preservation and conversion of physical tape and film formats into the latest digital file formats. It has digital archive service centers on both U.S. coasts to minimize shipping costs and times for clients. For a free quote or questions concerning an upcoming project, please contact Keith Eland, Senior Account Executive, by phone at 646-975-6122, or by email at keland@digitalmediaservices.com.<br />
----<br />
[http://www.digitalrevolution.tv Digital Revolution] is a full service Multi Media facility located in the heart of San Francisco. Founded by Paul Grippaldi in 2004, Digital Revolution is dedicated to helping clients create high quality digital media. From Legacy Media Digitizing : Preservation : Archiving : Video Creation : Post Production : Disc & USB Copying Services, Digital Revolution is the choice of Corporations, Educational Institutions, Non-Profits, Film Companies, Government Agencies and Individuals for their multi-media needs. For additional information call Digital Revolution at 415-398-1200.<br />
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The [http://www.archive.org Internet Archive] (IA) is one of the world’s largest public digital libraries, with an extensive collection of human culture. The goal is to provide free access to all knowledge in an accessible, digital format for researchers, historians, people with disabilities, and the general public. The Internet Archive also offers online access and discovery of digital content, including [http://archive.org/texts public domain eBooks] and a more selective collection of public domain and non-public domain texts available for lending at [https://openlibrary.org OpenLibrary.org].<br />
<br />
IA offers non-destructive digitization with a range of analog and born-digital formats, including: printed materials that are bound and unbound (books, magazines, yearbooks, etc.), archival materials, photographs, microfilm, microfiche, film and video (8mm and 16mm). Services include photographic imaging, digital processing, preservation, and access to digital data. Items to be digitized can be sent to one of 33 regional digitization centers around the world, or portable equipment can be placed on-site within libraries and archives. Questions: DigitalLibraries@archive.org<br />
<br />
For an overview of the Internet Archive workflow, please click [http://archive.org/details/ProcessDocument this link]; To reach one of the Internet Archive centers, view contact info at [http://archive.org/scanning this link]; and to purchase digitization equipment, follow [http://archive.org/scanning/tabletopscribe this link].<br />
----<br />
[http://www.lunaimaging.com/#welcome Luna Imaging, Inc.] offers digitization and software & hosting services for building and maintaining digital collections. Digitization services include: Preservation scanning; Access capture; Book capture services; and OCR, PDF, BookReader processing.<br />
----<br />
[http://www.lyrasis.org LYRASIS] can support special collections and archival digitization projects by providing:<br />
<br />
* Digitization and Project Management Services – working through its [http://www.lyrasis.org/digitize/ Digitization Collaborative] LYRASIS can digitize a wide range of source materials including print/manuscript/microfilm/photographic materials/audio/video and film and manage the process for you.<br />
* Staff Expertise – information on processes and standards for project planning<br />
* Professional Development Opportunities – LYRASIS offers a wide range of classes and can provide specific digitization classes to suit local needs.<br />
----<br />
[http://www.massproductions.net/ Mass Productions] is an expert Audio, Video, and Film Preservation service with over 25 years of experience. Mass Productions specializes in digitizing large archives of obsolete media, and has an excellent reputation with Universities and Libraries. They have preserved thousands of audio and video recordings of great historical value.<br />
<br />
Archive Services include:<br />
<br />
* NARA and Library of Congress archive standards compliance<br />
* Free onsite consultation<br />
* Free pickup and delivery of your media ( in Boston area )<br />
* Highest Resolution Media Transfers and Reformatting<br />
* Mold removal, Tape baking, and repairs<br />
* Film color correction<br />
* Information Technology Consultation<br />
* Metadata collection and embedding<br />
* Free access copy files for web sharing<br />
* Raid data storage and backup during production<br />
* Delivery on Hard Drive, FTP, or Cloud<br />
<br />
Please contact Mass Productions at [mailto:info@massproductions.net info@massproductions.net] or call 617-501-1738.<br />
----<br />
[http://www.memnon.com Memnon Archiving Services] offers a range of services to digitize, restore, preserve and provide access to audio-visual and cultural archives. Our unique parallel workflow system is designed to ensure quality while allowing larger volumes of materials to be preserved. Memnon’s services are suitable for a wide range of archive owners – from cultural institutions, libraries, universities and record labels. Memnon has accrued over 15 years of experience working with audio-visual technology throughout in Europe, North America, Africa and the Middle East. Our workforce has evolved into a multi-disciplinary team of engineers, computer specialists, documentation and meta-data management experts and project managers. A Sony Company since 2015, Memnon has the flexibility to provide services in a way that best fits our clients’ needs. Our North American headquarters are located in Bloomington, Indiana.<br />
<br />
* ''Outsourced Service'' - In four delivery centers around the world, we propose an easy and paramount solution for all your archiving needs, ensuring high efficiency and fast project completion.<br />
* ''On-site Managed Service'' - Memnon in-a-box is our onsite managed service to provide digitization service in your facilities- planning, setup, ramp up, delivery, completion, removal. Memnon manages and operates the project in your facilities, with optional deployment of your staff and your equipment if requested. Leverage Memnon’s workflows, tools, operational procedures, equipment, staff and expertise, with no further investment for you.<br />
* ''Hybrid Services'' - Depending on your specific requirements, Memnon can implement a mixed approach where part of the digitization process is done in-house while other parts are outsourced.<br />
<br />
Specific Services:<br />
<br />
* ''Audio Digitization'' - Memnon has a complete range of equipment for reading a wide range of sound formats. We make it our business to constantly acquire equipment of all kinds and have extensive experience of working with delicate and complex formats and innovative new techniques.<br />
<br />
* ''Video Digitization'' - Memnon is committed to providing high quality cleaning and processing to enhance media quality while ensuring authenticity of the original content, fast transfer through latest automated preservation processes and excellent cost efficiency.<br />
<br />
* ''Film Digitization'' - Film digitization is a sensitive and delicate task requiring a great deal of knowledge and know how. Our highly qualified team handles your material with care and puts all its skills to restore, clean, repack, synchronize sound, catalog and digitize your collections.<br />
<br />
* ''Restoration and Treatment'' - Memnon ensures authenticity of the original content through latest, cost efficient and excellent preservation processes by high quality cleaning and treatment, a large panel of media quality enhancements and restoration of the recordings.<br />
<br />
* ''QC & Delivery'' - Thanks to its 25-year history in the sector, the company delivers the highest quality in industrial processes and quality control methodologies trough industry and Memnon proprietary tools.<br />
<br />
* ''Metadata Management, Content Indexation and Enrichment'' - We help to create, manage and consolidate from different source of metadata in the digitization and we can enrich your context based information with various automated processes.<br />
<br />
* ''Project Management'' - To meet expectations precisely, we draw up detailed specifications with the clients representatives prior to the initiation of the project. Safeguarding of the collections fidelity and integrity is a must in any of our logistic and production processes. Specific procedures are in place to ensure a controlled and secured environment and all our employees are well aware of the cultural and historical value of materials and of the sensitivity to content’s nature.<br />
<br />
* ''Workflow and Tools'' - Based on the unique expertise in handling large scale digitization and physical carrier handling, Memnon’s in-house R&D unit has develop proprietary workflow management platform and unique toolsets to advance, monitor and manage the entire workflow and carrier handling through the entire process.<br />
<br />
* ''Cataloguing and Collections Planning'' - Memnon offers clients support and services for Cataloguing and Collections Planning process. This is often the very first setup to assess what exists in the archives, and to prepare and sort the collections for an accurate quote and shipment planning.<br />
<br />
----<br />
The [https://www.nedcc.org Northeast Document Conservation Center] (NEDCC) is an independent conservation laboratory specializing in the conservation and preservation of paper-based collections. NEDCC provides professional conservation treatment for books, maps, photographs, documents, parchment, papyrus, manuscripts, architectural plans, and works of art on paper. NEDCC’s Imaging Services department provides digital imaging services and specializes in rare, historic, and oversize materials, as well as X-Ray Film scanning and reformatting for black and white and color negative films and color transparencies.<br />
----<br />
[http://www.normicro.com Northern Micrographics] has over 60 years experience partnering with clients in library, academic, commercial and industrial markets to provide superior preservation imaging products and services. They scan a variety of object types including bound and disbound volumes, photos, maps, microfilm and microfiche. Northern Micrographics can also help place digital collections online with custom software products, ProSeek® and PhotoAtlasTM. They also offer a variety of other services including microfilming, microfilm duplication, metadata development, data conversions, hosting and book binding. Contact Northern Micrographics at 800-236-0850 or at sales@nmt.com to learn more.<br />
----<br />
[http://www.nestorsalomon.com/ SALOMON MASTERING & RESTORATION] is an audio studio / laboratory, located in San Juan, Puerto Rico. Dedicated to mastering, conservation and restoration of collections of sound documents, recorded in different media and old formats, for organizations and archival institutions. The audio engineer Néstor Salomón also provides consulting services for archival organizations and record labels. Website: [http://www.nestorsalomon.com/ www.nestorsalomon.com] - Tel / Whatsapp: +1 787 949-9065 - Email: nestorsalomon_ar@hotmail.com<br />
----<br />
[http://digitization.stanford.edu/ Stanford University Libraries (SUL) Digitization Services] is a fully-integrated service provider tailored to meet libraries, archives and museums’ heterogeneous collection needs. SUL digitization services support three families of content format: paper-based materials, audiovisual media and born-digital files.<br />
<br />
SUL Digitization Services offers:<br />
* Digitization of original materials;<br />
* Large format scanning and image stitching;<br />
* Reformatting of audio and moving image content;<br />
* Reformatting and recovery of files from digital media;<br />
* Preservation-quality master file creation;<br />
* Derivative file creation for discovery and access;<br />
* Secure storage and handling of original materials;<br />
* OCR text processing in plain text, ALTO or PDF;<br />
* Project consultation and planning;<br />
* RFP consultation and vendor management;<br />
* Onsite digitization for fragile content;<br />
* Long-term preservation; and<br />
* Content hosting and discovery solutions.<br />
<br />
Stanford University Library's digitization services are provided by Digital Library Systems and Services. For inquiries regarding digitization services, contact digitization-contact@lists.stanford.edu. SUL Digitization Services' [http://www.clir.org/hiddencollections/applicants/service-provider-information/SUL-digitization-services-brochure/at_download/file brochure] provides full details for potential partners.<br />
----<br />
[http://www.twocatdigital.com Two Cat Digital] has been providing world-class digital imaging and consulting services since 2003 with a particular emphasis on cultural heritage institutions and materials. Their passion is in designing and managing efficient digitization workflows, and for helping clients bring their valuable collections to light. Two Cat clients include hundreds of institutions including museums, libraries, universities, government agencies, architects, photographers and non-profit organizations. For additional information contact Two Cat at info@twocatdigital.com.<br />
<br />
----<br />
If you would like to suggest a resource for inclusion on this page, send your suggestion to [mailto:info@diglib.org info@diglib.org]. The DLF is currently seeking professionals from DLF member institutions who would like to participate in a working group to develop and maintain the content of this page. Prospective volunteers for this group should also send expressions of interest to DigiWiki@clir.org.</div>Joymbankshttps://wiki.diglib.org/index.php?title=Planning_Virtual_Meetings_and_Webinars&diff=13135Planning Virtual Meetings and Webinars2017-07-11T13:12:02Z<p>Joymbanks: /* Accessibility */</p>
<hr />
<div>This section of the [[About DLF and the Organizers' Toolkit|DLF Organizers' Toolkit]] provides general guidelines for presenting and/or hosting an online meeting or educational experience. It was originally created in 2017 by '''Library & Archives Consultant [http://www.joymbanksconsulting.com Joy M. Banks, MSLS],''' as part of the [https://www.clir.org/hiddencollections/sahc CLIR Strategies for Advancing Hidden Collections project (SAHC)]. More resources related to that project, which was funded by The Andrew W. Mellon Foundation, can be found in the [https://wiki.diglib.org/Strategies_for_Advancing_Hidden_Collections SAHC Resource Library].<br />
<br />
<br />
== Formats ==<br />
In today’s online environment, the possibilities for virtual learning are nearly limitless. From Facebook Live to Adobe Connect, choosing the right platform may be challenging. Careful consideration of content and goals will help guide you to the right platform.<br />
<br />
=== Casual v. Formal ===<br />
There is a significant difference between the platform needs for a gathering of colleagues casually chatting about something and a professional presentation of ideas to a large group. The former requires minimal technology, and the latter likely requires a much more robust system.<br />
<br />
For the '''causal''' experience, consider basic VOIP conference lines, Skype group, Google Hangouts, and the like.<br />
<br />
* Do you actually need to see a screen or is voice access enough?<br />
* Will everyone be able to participate via audio connections or will some need a chat feature?<br />
* Will everyone be able to use their computer for audio or will a phone line be necessary?<br />
* Consider the time of day for the meetup. If during work hours, some may not have access to platforms that require any sort of download. If after work hours, some may not have access to robust internet connections.<br />
* Talk to your group, and find out what works best for you.<br />
<br />
For the '''formal''' experience, consider more robust platforms that allow for greater flexibility such as UberConference (DLF maintains a [[Setting Up Year-Round Meetings#DLF Web.2FPhone Conferencing Support|Pro account]]), Adobe Connect, GoToMeeting, and the like.<br />
* Will you need the ability to screen share, chat, and file share?<br />
* Will your participants need to access audio via VOIP, computer, and/or phone audio connections?<br />
* Will your presenters need training on the platform in advance?<br />
* Even in the most robust systems, there is value in keeping things simple so that participants can focus on the content rather than the platform.<br />
<br />
=== Collaborative v. Lecture ===<br />
While most educators agree that engaged learning is the best educational model, there is still value in lecture for presenting certain types of information. Recreating lecture in a virtual environment is relatively easy. Virtual collaboration can be a bit more challenging.<br />
<br />
If you need a '''collaborative''' online environment:<br />
* Limit the size of your group. The larger the group, the more difficult collaboration can be. Some web conferencing platforms allow breaking into groups, but be sure to test the feature before the meeting so you understand how it works for everyone.<br />
* Consider creating large chat spaces to allow contribution even if someone is unable to participate via audio connection.<br />
* Combine technologies. Using a conference line and a collaborative work space such as GoogleDocs can allow live feedback and tracking when working together on a project.<br />
<br />
When presenting information in a '''lecture''' environment:<br />
* It’s still important to create an interactive environment. Allow a way for participants to ask questions and engage with the presenter and other attendees.<br />
* Intersperse lecture with engagement. Create chat opportunities that allow an exchange of ideas. Give participants a way to stretch their brain with simple activities like polls or sharing reactions.<br />
<br />
=== Meeting v. Learning ===<br />
You may think that planning an online meeting is as simple as sending out a link for people to join, but the best online meeting planners follow many of the same best practices as virtual learning.<br />
<br />
If you are planning a '''meeting''', consider the following:<br />
* Have a detailed agenda including time estimates for each part of the discussion. This will not only keep everyone on track during the meeting but also allow participants to plan ahead to enter and leave the meeting if needed.<br />
* Keep in mind if everyone in the meeting will have access to an audio line and/or any thing you put on the screen. Those who may only be able to hear the meeting will need to have verbal descriptions of anything on the screen and have any chat discussions summarized for them. Those who will be unable to participate with a microphone will need to have access to chat.<br />
* Since time is crucial when meeting online, distribute any documents to be discussed in advance so participants can review them. This will allow more meaningful discussions when everyone is together.<br />
<br />
If you are interested in creating a '''learning''' environment:<br />
* Planning should begin far in advance of the date of presentation.<br />
* A more robust virtual platform is often necessary to create an engaging learning experience for everyone.<br />
* For more details on planning a virtual learning experience, see the [[Planning Virtual Meetings and Webinars#Hosts|Hosts]] section of this handbook and check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] listed below.<br />
<br />
=== Recorded v. Live ===<br />
The experience of a live virtual event will be much different than a recorded one. Perhaps you decide to focus on one or the other or create a learning experience that uses both.<br />
<br />
If you are recording a '''live''' presentation for use later:<br />
* Be sure that you designate someone to start and end the recording.<br />
* Have a plan for storage of the recording. Where will it live? Who will have access? Will editing be necessary? How long will you provide access?<br />
* If possible, mark on the live script sections that will be cut from the recording to make editing easier.<br />
* Recognize that not all activities of a live event can be recreated for someone listening to a recording.<br />
<br />
It’s OK if you only offer something live. Everyone may not be able to attend, but that is the nature of life. Provide ample notice of the event (or purposely plan a pop-up event), and those who are more interested will attend.<br />
<br />
If you plan to only provide a '''recorded''' presentation:<br />
* Follow best practices for presentation and consider how you will engage your audience if the content is educational.<br />
* Plan for a way that viewers can ask questions or provide feedback whether through your email, a specific Twitter hashtag you can track, a GoogleForm, or some other means.<br />
* Be sure you have all of the necessary software and hardware to make a quality recording and determine in advance where the recording will live.<br />
* Consider including your script as captions in the recording to offer an additional way users can access the materials.<br />
<br />
=== Audio v. Video ===<br />
For some virtual experiences, audio may be sufficient but sometimes, in order to build trust or a team spirit, video can help.<br />
<br />
When thinking about '''audio''' only:<br />
* Audio only options often require less robust systems and can often be accessed through a phone line without the need for a computer.<br />
* This can be great for a simple conference call with a small group of individuals already familiar with each other.<br />
* For those who are visual learners, be sure to supply any documents to be discussed in advance so everyone can follow the conversation.<br />
<br />
When thinking about '''video''' options:<br />
* Remember everyone may not have access to a webcam. Will participants still be able to participate another way?<br />
* Video includes screen sharing, not just webcam sharing. Sometimes it is valuable to be able to visually share documents or other information.<br />
* If you expect everyone to participate through video, give advance notice so no one is surprised.<br />
<br />
<br />
== Speakers ==<br />
=== Virtual v. Face to Face ===<br />
While webinars have many similarities with standard F2F presentations, those presenting webinars must be aware of several distinct differences:<br />
<br />
'''Your audience is not in the same room''' - Unless you are participating in an online video chat that includes participant video, you will not be able to gauge your audience’s non-verbal response to your presentation. For anyone who has relied on eye contact, body language, and other visual signs to make adjustments to a presentation, the format of a webinar can be a bit uncomfortable.<br />
<br />
'''Solution''': <br />
* ''Create engaging chats'' - Think of these as opportunities for participants to stretch their brain. Encourage participants to get to know each other before the session starts. Set aside a 60 second chat blitz as a way to quickly participate in the webinar. Ask participants for suggestions and ideas that have worked in real life.<br />
* ''Ask questions to boost active participation'' - When using a question to start a chat, be sure it is open enough to engage participants. Questions with one word answers are best left to polls and blitz activities. It’s ok to consider phrasing that will lead participants where you want them to go in their thinking. In a webinar geared towards higher level engagement, allow participants to share their experiences, good or bad, as a way to enrich the content of your presentation. Setting time limits will encourage people to contribute without waiting and also allow a distinct end point to move the webinar forward if needed.<br />
* ''Embed polls and other simple activities'' - Polls are a quick and easy way to gauge your audience before and during a webinar. Questions can be about the participants or the content of the webinar. Choose simple questions with distinct responses. Depending on the webinar platform, you may also have the ability to allow participants to draw on the screen, add quick responses to a chat box, raise their hand virtually, share reaction emojis, etc. All of these activities break up the content of your talk and refocus the group.<br />
<br />
'''Timing is essential''' - Webinars will have set start and end times that often cannot be adjusted. You may be asked to login to the webinar system early and perhaps end early (i.e., before you’re ready to stop talking) if the end time approaches. Because of this, reading from a script is often recommended to avoid unexpected timing issues.<br />
<br />
'''Solution''': <br />
* ''Practice, practice, practice'' - Read your script and make sure the text flows as well verbally as it does in writing. Plan your timing with a slower voice and enunciated speech. During the live event, you will likely speak faster than when you practiced.<br />
* ''Add buffers to account for discussions that may run long'' - While you will be asked to plan how long discussions will last, you may find participants are highly engaged during a certain time. Plan ahead to allow buffers in your presentation content to allow for engaged participation (keeping in mind, though, that all good things must eventually come to an end). Mark sections of your script that can be easily cut if needed. <br />
<br />
'''Interaction must be carefully crafted''' - Most webinar platforms allow for some interaction between the speaker and audience as well as between attendees. The most successful virtual engagement activities are not something you can do effectively on the fly. Careful planning (and testing) of interactive activities will help create a dynamic learning environment that will help all participants engage with the educational content.<br />
<br />
'''Solution''':<br />
* ''Plan ahead and test everything'' - Work closely with your webinar host to assure that everything is in place and functional prior to the live date. Set up any polls. Practice chat sessions. Test your ideas with several people on various devices. Leave nothing to chance but always remain flexible.<br />
<br />
'''Not everyone will be participating in the same way''' - Even in the smallest virtual settings, not everyone will have access to the full webinar experience. Some may only be able to participate through the audio. Others may not have access to a microphone. Be considerate of any accessibility limitations.<br />
<br />
'''Solution''':<br />
* Repeat any questions or thoughtful comments that are typed in the chat box so everyone has access to the content.<br />
* Describe verbally any important visual aids.<br />
* Enunciation not only helps participants hear you better, but it also helps any transcription of your speech for captioning. Speaking too fast will jumble your words both through audio and captioning technology.<br />
* Try to avoid experiences which will require a very high internet speed connection.<br />
* Will the session be recorded? Consider how what you do live will translate to a recorded viewing experience.<br />
<br />
=== Delivering an Engaging Virtual Presentation ===<br />
* Start with a brief bio, usually presented by the host/moderator. Include details other than the mundane that will engage your audience and connect them more personally to you. Your bio will also serve to show why you are qualified to present the content of the webinar and establish you as an expert. <br />
* Include an image of yourself. This can be on your slide template or, if possible, as a video feed (even if only briefly).<br />
* Depending on the form of your webinar, plan to have an activity every 15-20 minutes or so to re-engage your audience and avoid long periods of lecture. These can be directed chats, polls, blitz chats, or Q&A sessions. Some webinars may require a large amount of lecture due to the depth of the topic. In those cases, consider breaking up sessions into a series to allow greater interaction.<br />
* Remember to smile when you speak (which feels strange if you are alone in a room somewhere). When you are smiling, your words tend to be clearer and your tone is more welcoming. This will also help you avoid extreme changes in your volume (e.g., starting a sentence with power and fading off as your sentence ends).<br />
* Before your webinar, practice your script and record it. Listen to your recording and try to adjust any bad habits. Try to avoid “um”, “so”, and other speech fillers. Listen for habits like starting loud and fading off at the end of a sentence. Practice your breathing so it sounds natural. Presenting is different than natural speech, so the extra practice and self-evaluation will help you deliver a clear presentation to your audience.<br />
* Consider framing your presentation using the rule of three. Begin by telling your audience what they will hear (perhaps having three points or sections), tell them those points, and end by summarizing what they heard. The number of main ideas you will effectively be able to share depends on the length of time you have. Avoid trying to cram too much into too short a time slot. Better to share less content of a higher quality. While many sources suggest listeners have a 5-10 minute attention span, framing your content to the highest denominator of [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 18-20 minutes] will likely produce higher quality content.<br />
* Even in an online environment, you might encourage your audience to set aside distractions during the session: turn off cell phones, don’t check email, hang a sign on your door, and truly focus on the content. These simple steps will help everyone have a better webinar experience.<br />
* Insert humor throughout your presentation. Tell an appropriate, personal funny story, but keep it succinct and relevant. If you are speaking on a particular topic but you lack a personally relevant experience, consider gathering stories before the event, either from registered participants or colleagues (and always seek permission to share!).<br />
* Relax, be sure to have a cup of water, and enjoy the experience.<br />
<br />
== Hosts ==<br />
=== General Tips ===<br />
For Virtual '''Business Meetings''':<br />
* Try to limit the meeting to one hour.<br />
* If a recurring meeting, set the time and day well in advance so everyone can mark their calendars and set aside time for the meeting. Everyone will appreciate not having to do a poll every month to schedule a meeting time.<br />
* Allow a few minutes at the beginning and/or end for watercooler talk. Encourage those who want to catch up to arrive early or plan to stay a few minutes later (depending on whether or not you can stay in the virtual space).<br />
* Don’t assume that everyone knows each other. Do introductions if necessary, and, if taking minutes, be sure the secretary feels comfortable enough to speak up if it’s unclear who is speaking. While some platforms identify the speaker, that often relies on the participant to enter their name and/or an individual passcode.<br />
* Check in each meeting to see how everyone is participating. Some may only have chat (if available), some may only have audio (if you’ve also set up screen sharing). Repeat questions and describe what’s going on so everyone stays engaged.<br />
* Will the meeting need to be recorded? If so,<br />
** Where will the recording live and how will members access it?<br />
** Will there be usage restrictions based on the content of the meeting?<br />
<br />
<br />
For Virtual '''Educational Webinars''':<br />
* Most online learning experiences should last no more than ninety minutes.<br />
* Plan ahead if you would like to charge attendees. You’ll need a way to accept payment in addition to tracking registration.<br />
* Most webinar platforms will require some level of training so that presenters and hosts are familiar with the features.<br />
* Wired internet is always preferred for speakers and hosts to avoid delivery glitches. Make this clear from the beginning of planning.<br />
* Will the webinar be recorded? If the answer is yes, consider:<br />
** Where will the recordings live and how long they will need to last?<br />
** Will you need to edit the recordings or be able to post as is?<br />
** Will the recording need to capture the entire webinar environment or just the presentation slides?<br />
** How will the experience differ for those who view the recording?<br />
** Will captioning need to be added to the recording?<br />
<br />
=== Planning ===<br />
Planning a virtual webinar or meeting begins in much the same way as a face to face event: Choose a topic, find a speaker, and set a date (not necessarily always in that order). Additionally, hosts also need to consider how communication will occur, especially since everyone is likely dispersed, and how registration will be handled.<br />
<br />
Jump to: [[Planning Virtual Meetings and Webinars#Choosing a Topic|Choosing a Topic]] | [[Planning Virtual Meetings and Webinars#Finding a Speaker|Finding a Speaker]] | [[Planning Virtual Meetings and Webinars#Setting a Date|Setting a Date]] | [[Planning Virtual Meetings and Webinars#Communication|Communication]] | [[Planning Virtual Meetings and Webinars#Registration|Registration]]<br />
<br />
==== Choosing a Topic ====<br />
If you are hosting a '''business meeting''', your topic will be the items on your agenda. Be sure to supply the agenda and any documents for review at least one week prior to the meeting.<br />
<br />
<br />
Selecting a topic for a '''webinar''' can be a bit more involved. Perhaps your team has recently completed a project, and you would like to share the results with a larger audience. Or you recently attended an in-person meeting, heard a great speaker, and think the session should be captured for further distribution. Regardless of the idea, here are some tips:<br />
* Make sure the topic hasn’t been covered sufficiently elsewhere.<br />
* Some topics may be stand alone (a conference summary, an introductory session, etc.) while other ideas may lend themselves to serial delivery. Series may occur weekly, monthly, or at some other set interval. A few more thoughts on series:<br />
** Webinars in a series should have a common theme, but don’t necessarily need to build directly from each other. For example, you could plan a series focusing on how individual institutions are tackling a particular problem, highlighting a new institution each month. This can be marketed as a series, but doesn’t require participants to attend all sessions. Alternatively, a series may also be developed to tackle a complex topic with sessions building on each other. Attendees would be expected to attend all sessions (to the best of their ability).<br />
** There is no set amount of sessions a series must contain: some may be as little as two and some may last for years (though, [[Planning Virtual Meetings and Webinars#Assessing|assessment]] of long-term series is important to determine continued viability and relevance).<br />
** A highly effective way to create a cohesive feel between the sessions is to create a uniform presentation template and/or classroom setup.<br />
** When multiple speakers are involved in a series, be sure to facilitate engagement and conversation to encourage unity in the topics and refer to the other parts in the series. Slack and other collaborative software can be useful tools in this process.<br />
* All webinars should have a clear scope, including objectives and outcomes, so that those interested will know what to expect during the event. Developing these will also help hosts determine if the topic is too broad for an individual session so that the scope can either be condensed to fit the time or expanded into a series.<br />
<br />
==== Finding a Speaker ====<br />
As host for a '''business meeting''', you will likely do most of the speaking. If others will need to speak or give reports, provide them with advance notice of that expectation so they are prepared. You may need to manage the audio using the mute feature for those in the virtual meeting space to avoid background noise and other distractions.<br />
<br />
When considering a speaker for a '''webinar''', first explore your own professional network and associations. You may have someone in your own network who is a perfect candidate to cover the topic. If not, gradually expand your search and reach out to others for recommendations.<br />
Be sure you have answers to the following:<br />
* Will the speaker be reimbursed?<br />
* How much time do you anticipate the speaker will invest in the planning, practicing, and presenting of the webinar?<br />
* Has the potential speaker delivered a webinar before? If not, how much additional time are you willing to invest to coach the speaker though the process?<br />
* Speakers will likely expect at least a general idea of the date and time for the webinar as well as the webinar length broken down so they are clear on how long they will be expected to speak.<br />
* When communicating with your speaker, be sure to explain your expectations for accessibility (e.g., adding [https://support.office.com/en-us/article/Add-alternative-text-to-a-shape-picture-chart-table-SmartArt-graphic-or-other-object-44989b2a-903c-4d9a-b742-6a75b451c669 Alt Text for images] in a PowerPoint) at the beginning of the planning process to allow ample time for testing, if needed.<br />
<br />
==== Setting a Date ====<br />
The DLF Wiki has some excellent suggestions on setting a date and time in the [[Setting Up Year-Round Meetings]] section of their Organizers’ Toolkit. As mentioned above, recurring meetings or webinars are best planned in advance (e.g., the second Tuesday of every month at 2pm ET). A simple poll can make this process straightforward. Remember time zone differences, especially for meetings, and communicate any changes or cancellations well in advance.<br />
<br />
If you are using a shared conferencing or online learning platform, be sure to document and mark your scheduled events in the appropriate way so that others do not plan an event at the same time. There’s nothing quite as awkward as walking in on another meeting when you expected the line to yourself.<br />
<br />
==== Communication ====<br />
With so many ways to communicate, this may be the most overwhelming element of the planning process. It is critical to have accurate contact information for all involved, whether for a business meeting or webinar.<br />
* Using a platform like Slack can allow collaboration in planning, though be sure that everyone is familiar with the features.<br />
* Email works well for critical information, but only if everyone checks the email address provided. <br />
* When all else fails, phone calls may be in order to be sure that those parties involved are understanding your expectations and their responsibilities. <br />
Be willing to communicate a number of different ways to encourage the highest level of participation. Also, be sure that those with whom you are working can communicate their own issues with you so that you can solve problems before they become significant issues.<br />
<br />
Another aspect of communication for the host or planner involves continued conversation between meetings, series offerings, or after a webinar ends.<br />
* '''Between Meetings''' - If the group attending the meeting stays mostly the same, consider establishing a Slack Channel or other collaborative platform on which participants can contribute information relevant to the group between official meetings. This is also a great way to set up a watercooler space to share personal updates.<br />
* '''Between Series''' - Consider encouraging assigned reading selections or video viewings with a designated check in time and place where participants can provide feedback and additional thoughts on an issue. Participation in the continued conversation can be part of a certification process that participants receive after completion of the program.<br />
* '''After the Webinar''' - When presenting a webinar, collecting registrant information is important to engage new audience members with your group. Consider sending a tailored welcome message to anyone not already subscribed to your services. Sign them up for your newsletter. Invite them to your group chat page. Send a quick follow-up survey several months later to see how they are applying what they learn. Remember, though, to always allow them to opt out of future communications.<br />
<br />
==== Registration ====<br />
When planning a '''business meeting''', registration is probably unnecessary. You will, however, need to supply the login information to those who need to attend the meeting. This could be a URL or a phone number and may include a passcode for your specific meeting. Encourage anyone unable to attend to communicate that information in a timely manner in case there are matters that need a quorum.<br />
<br />
<br />
As host, you can choose a variety of ways to approach registration for '''webinars'''.<br />
* Advanced registration through the webinar platform - most allow you to collect basic information (name, email, institution) and set caps on registration if necessary. Usually, the system will then send out the information to login to the webinar and, if you set it up, scheduled reminders.<br />
* Advanced registration through alternative means - If you need to collect additional demographic information or payment for participants, using something like SurveyMonkey or a GoogleForm can allow you to customize and analyze registrants. This will require additional work on your part, though, since you will be responsible for distributing login information and reminders.<br />
* No registration - On occasion, you may wish to simply share the link for a scheduled webinar and hope for the best. This can work well for those events where you are unconcerned with reaching any limits that your virtual classroom may have or trust that those who are interested will show up before the limit is reached. Be sure to market your webinar widely enough to generate interest and be flexible with the audience that does attend.<br />
<br />
Several tips for registration:<br />
* If you are allowing advanced registration, start promoting and open registration no more than one month prior to the event; two weeks notice is often the most ideal. Any longer notice will often cause a greater no-show rate, especially for free events.<br />
* Allow for about a 20% attrition rate between registrants and attendees. This means if you have a classroom for 100, you may wish to allow 120 to register to allow the greatest attendance.<br />
* If you are not requiring registration, consider in advance how you will communicate any classroom size limits. Typically, rooms open 15 minutes prior to the start of an event, and you will need to be sure the room is closed before that to discourage people from entering early and to allow everyone equal opportunity to enter.<br />
<br />
=== Moderating ===<br />
When hosting an online '''meeting''', you will likely control all aspects of the time: controlling the screen, monitoring the agenda, and keeping track of the time. If necessary, appoint a parliamentarian who can help especially with time and keeping the meeting on track.<br />
<br />
While educational '''webinars''' can function with just two people (the host/moderator and the speaker), best practices recommend having a third, often silent partner to handle any technical aspects of the session. This can include issues participants have, any tricky transitions during the presentation, and unexpected technical emergencies. Having dedicated technical support means that the host can focus on content and timing issues, and the speaker can simply focus on speaking.<br />
<br />
Useful tips for moderating a webinar:<br />
* Create a master script document that includes not only what everyone will say but also blocking for various tasks (e.g., Amy starts recording, Joy stops music, Louise pulls up survey, etc.).<br />
* Have clear time estimates for each stage of the presentation. Be prepared to encourage the speaker to speed up, slow down, or move on when necessary.<br />
* Always have questions on hand to promote conversation if a Q&A time is included at the end.<br />
* After asking a question or prompting participation, slowly count to 10 to allow people to respond.<br />
* Don’t panic if something goes wrong. Technology is difficult to predict, and often you can simply work around the issue.<br />
* Be mindful of the webinar’s level of interactivity for both live participants as well as those who may view a recording later, if applicable.<br />
<br />
=== Assessing ===<br />
While most '''business meetings''' won’t need constant assessment, it is important to check in with participants to evaluate how things are working. <br />
* Is everyone able to use the selected platform or should another be tried?<br />
* Are the times still convenient for most involved?<br />
* Does everyone feel like the frequency is sufficient or should that be reevaluated?<br />
* Are the meetings productive or could that use some work?<br />
By encouraging your participants to provide feedback, you’ll soon find the best virtual meeting environment for your group.<br />
<br />
Assessment of '''webinars''' is often important for a group to determine not only if that webinar was successful but also what types of webinars should be pursued (if any) in the future. While creating a simple survey is easy enough, getting participants to complete the survey can often be difficult.<br />
<br />
When planning assessment, consider the following:<br />
* Encourage participants to complete the survey immediately after the webinar by setting the platform to redirect to the survey when the webinar is ended. You can also provide a link to the survey during the final minutes of the webinar to catch those who may wish to leave early.<br />
* Email participants immediately after the event and perhaps one week later. Use the email point of contact to advertise additional webinars or how participants can get involved with your group.<br />
* Connecting completion of the assessment with distribution of a certificate of completion can often encourage greater participation. (Check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] section below to learn how to automate the certificate process using Google’s Autocrat add-on).<br />
* When designing the survey, leave ample room for open comments.<br />
* Phrase your survey questions to be neutral. For example, if asking about the quality of the speaker, using a phrase like "The Presenter was knowledgeable" is less leading than "The Presenter was excellent." Allow the survey taker to express their level of agreement.<br />
* Consider carefully which questions are mandatory and which optional.<br />
* Ask for ideas for future programming and whether or not a participant would like to present a future webinar. This helps build programming ideas and a network of professionals.<br />
* Try to make a survey that would take no longer than 5-10 minutes to complete. <br />
<br />
[https://www.clir.org/hiddencollections/sahc/sahc_webinar_evaluation_survey Click here] for a pdf of the assessment survey from CLIR [https://www.clir.org/hiddencollections/sahc/webinar1 SAHC's first webinars].<br />
<br />
=== Sample Planning Timeline ===<br />
This sample planning timeline gives a sense of the necessary steps to plan a stand alone, virtual, educational webinar. For more planning help, check out the [[Planning Virtual Meetings and Webinars#Planning 2|Planning Resources]] below.<br />
<br />
'''2-3 months prior'''<br />
* You have a fantastic idea for a webinar (or perhaps a colleague approaches you with a fascinating idea). The first step is to investigate whether this idea has been adequately covered somewhere else in the vast universe of GLAM educational material.<br />
* You’ve determined that your idea is new and wonderfully useful to the GLAM world. Set a budget: Will you offer compensation to your speaker? Do you need to cover any technology costs? Is this an entirely volunteer based project?<br />
* Reach out to your professional connections and find a dynamic speaker who is an expert on the subject. Or, if you intend to be the speaker, find someone who is able to be your moderator for the event. <br />
* Discuss dates and create a signed agreement so everyone understands the project. When possible, include all dates (e.g., draft due dates, practice session(s), live event, etc.) in the contract. (For example, [https://www.clir.org/hiddencollections/sahc/curriculum-committee-agreement-template click here] for a Microsoft Word Template of CLIR's Curriculum Committee agreement from the SAHC project).<br />
* Discuss basic technology requirements with the speaker now including the need for reliable (preferably wired) internet and a quality headset.<br />
<br />
'''1 month prior'''<br />
* Start sharing scripts and slides. Work on timing and discuss any special technology needs. Try to find the right balance between text and images on slides.<br />
* Check on accessibility issues, including, but not limited to, font sizes and Alt text for images. Avoid slide transitions and fly-ins.<br />
* Determine now if the webinar is going to be recorded and what added concerns you need to keep in mind connected to that.<br />
* Determine if there are any supplemental documents that would be useful for participants to have.<br />
* Collect a bio for the speaker.<br />
* Begin setting up the classroom space, if possible, for the webinar environment. Some platforms, like Adobe Connect, allow hosts to set up several templates for meeting rooms (e.g., lobby, presentation, chat, etc.). By having these in place prior to the technical practice for a session, you will save time and give the speaker an idea of the available room configurations. If conducting a series of webinars, you are able to copy the format and settings of an established meeting.<br />
<br />
'''1 week prior'''<br />
* Conduct a practice session in the environment that will be used the day of the event. Make sure that internet speeds are excellent (wifi should be avoided), that telephones are available if needed, and that microphones are clear and balanced between the host and speaker.<br />
* Run through all slides, transitions, and activities to make sure that everything displays as expected. Make notes on anything that needs to be adjusted and schedule additional checks if necessary.<br />
* Have a few people participate in this session, if possible, so that font sizes, images, and display can be checked on a variety of devices (PC/Mac, tablet, desktop, laptop, etc.) and the presentation can be evaluated from several perspectives (host, speaker, attendee).<br />
* Assign individuals to tasks. Tasks may include starting and stopping the recording, ending the session, serving as timekeeper for any discussions, and moderating any questions.<br />
* Open registration for the event and share with target audiences.<br />
<br />
'''Day of event'''<br />
* Meet at least 30 minutes prior to the time set for opening the classroom (which is usually 15 minutes before the start of the webinar). Allow more time if there are multiple speakers or unresolved technical issues from the practice session.<br />
* Test and balance the microphone levels for anyone who will be speaking during the event.<br />
* Make sure everyone understands their assigned tasks.<br />
* Relax, get some water, and wait for the event.<br />
* Know that you’ve planned a new and wonderfully useful session, open the classroom, and start.<br />
<br />
== Resources ==<br />
=== Planning ===<br />
* [http://www.infotoday.com/OnlineSearcher/Articles/Features/Secrets-of-Successful-Webinars-106050.shtml Secrets of Successful Webinars] (Online Searcher, Vol. 39, no. 5, Sept./Oct. 2015) - Includes checklists and tips from Mary Ellen Bates and Cathy Chiba on planning, creating, and hosting successful webinars.<br />
* [https://mebs.files.wordpress.com/2015/06/webinar-planning-checklist.pdf MEB’s Amazing Webinar Checklist and Templates] (pdf) - A tool created by Mary Ellen Bates to help webinar hosts stay organized through the webinar planning and presentation process.<br />
<br />
=== Presenting ===<br />
* [https://helpx.adobe.com/adobe-connect/kb/best-practices-hosts-presenters-using.html Adobe Connect Best Practices for Hosts and Presenters] - While specifically designed for Adobe Connect users, this guide offers useful tips for any virtual meeting planner or presenter.<br />
* [https://www.learningsolutionsmag.com/articles/1388/best-practices-deliver-a-great-virtual-training-event Best Practices: Deliver a Great Virtual Training Event] - by Jaqueline Beck, Learning Solutions Magazine, 2014<br />
* [https://www.elearningguild.com/showfile.cfm?id=3159 Best Practices for Delivering Virtual Classroom Training] (pdf) - Randah McKinnie, Sr., eLearning Solutions, 2008 - Focuses on Adobe’s presentation software, but offers suggestions for any virtual classroom environment.<br />
* [https://www.americanexpress.com/us/small-business/openforum/articles/12-strategies-creating-webinar-wows-crowds/ 12 Strategies for Creating a Webinar that Wows Crowds] - by Bruna Martinuzzi of Clarion Enterprises, American Express Open Forum, December 2016<br />
* [https://bridgepoint.equella.ecollege.com/curriculum/file/fd92fafa-163c-4199-87ae-1097b2e51720/1/SLA%202017.zip/story_html5.html Adaptive and Engaging: Video Tutorials Done Right] - an adaptation of a presentation given by Jamie Lin at the SLA 2017 Annual Meeting in Phoenix, AZ. The narrated presentation allows exploration of a number of facets of creating recorded video tutorials. For the best viewing experience, use a browser other than Chrome.<br />
* [https://hbr.org/2015/03/how-to-run-a-great-virtual-meeting How to Run a Great Virtual Meeting] - by Keith Ferrazzi, Harvard Business Review Online, March 27, 2015<br />
* [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 The 20-Minute Rule for Great Public Speaking--On Attention Spans and Keeping Focus] - by Alf Rehn, Professor and Speaker, The Art of Keynoting, April 11, 2016 - An excellent read on the art of crafting quality presentations<br />
* [http://sixminutes.dlugan.com/speaking-rate/ What is the Average Speaking Rate?] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, Nov. 2012 - An overview to help you calculate your rate of speech (i.e., how quickly you speak) to help you gauge how much content you need for a given time period<br />
* [http://sixminutes.dlugan.com/rule-of-three-speeches-public-speaking/ How to use the Rule of Three in Your Speeches] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, May 2009 - An overview of how to apply the aesthetic Rule of Three to speech<br />
<br />
=== Accessibility ===<br />
* [http://dor.ca.gov/DisabilityAccessInfo/How-do-I-Plan-Accessible-Presentations-and-Webinars.html How do I plan accessible presentations and webinars?] - A brief resource with links from the California Department of Rehabilitation<br />
* [https://www.fda.gov/AboutFDA/AboutThisWebsite/Accessibility/ucm214503.htm Accessible Web Conferences and Webinar Best Practices] - A guide from the U.S. Food and Drug Administration<br />
* [https://help.blackboard.com/Learn/Instructor/Accessibility/Caption_Video_Content_Best_Practices Best Practice: Captioning Video Content] - a summary resource from Blackboard Help that provides an overview of captioning including basic help for using YouTube to add captions to videos.<br />
* [http://ccacaptioning.org/resources/ Resources: How To's & Best Practices for Closed Captioning] - An extensive list of resources from the [http://ccacaptioning.org/ CCAC] (Collaborative for Communication Access vis Captioning), an advocacy and education group to encourage greater accessibility to content through quality captioning.<br />
* [http://www.3playmedia.com/resources/overview/ 3PlayMedia Resources] - An extensive listing of resources related to captioning and other digital accessibility requirements including related US laws and policies, research reports, white papers, and webinars (recorded and live). [http://www.3playmedia.com/ 3PlayMedia] is a professional captioning service based in Boston, MA.<br />
* [http://bbc.github.io/subtitle-guidelines/ BBC Subtitle Guidelines] - The extensive policy and guidelines from BBC for creating and attaching captions and subtitles to videos. This could provide help with determining fonts, line breaks, and other style assistance as well as other practical information.<br />
* [https://accessibility.blog.gov.uk/2016/09/02/dos-and-donts-on-designing-for-accessibility/ The Dos and Don'ts on Designing for Accessibility] - From the Gov.UK blog, these 2016 visual posters designed by Karwai Pun offer clear suggestions and guidelines for designing content for a variety of disabilities and impairments.<br />
<br />
=== Resources and Media ===<br />
When using images, videos, and music for virtual learning, carefully consider any restrictions on the media. If you have any doubt over proper use and/or attribution requirements or limitations, contact the owner or licencor of the media. CLIR and DLF are not responsible for any misuse of media obtained from the following sources.<br />
<br />
* [http://www.docurated.com/101-free-free-try-online-collaborative-learning-tools-teachers-educators 102 Free (or Free-to-Try) Online Collaborative Learning Tools for Teachers and Educators] - While geared specifically to elementary and secondary education, quite a few of the tools listed could be used and adapted to professional development training experiences.<br />
* [http://edtechteacher.org/tools/research/finding-images/ Finding Public Domain Images for Multimedia Projects] - An extensive list of public domain image sources including a number of government image sources.<br />
* [https://elearningindustry.com/free-stock-photos-sites-for-elearning Free Stock Photos Sites for eLearning] - A listing of sites. Some may require registration and some do have limits to the free use for images.<br />
* [http://freemusicarchive.org/curator/Video/ Free Music Archive (FMA): Music for Video] - A special portal within FMA which pre-screens music contributions for use in video. The search capabilities are robust including basic searches like artist and genre to more specific searches like clip length and license type.<br />
* [https://www.youtube.com/watch?v=L8Z89-q1OnU Create Professional Development Certificates from Google Forms using Autocrat] - YouTube tutorial from Jeffrey Bradbury, Teachercast Podcast (August 11, 2015) showing how to build a certificate using several Google products.<br />
* [https://www.youtube.com/watch?v=vC1Zp-x9bGQ&spfreload=1 Using Autocrat to send personalized PDF certificates via Form Submit] - YouTube tutorial by edtech2020, Tim Chase, May 16, 2013<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Planning_Virtual_Meetings_and_Webinars&diff=13134Planning Virtual Meetings and Webinars2017-07-11T12:40:55Z<p>Joymbanks: /* Accessibility */</p>
<hr />
<div>This section of the [[About DLF and the Organizers' Toolkit|DLF Organizers' Toolkit]] provides general guidelines for presenting and/or hosting an online meeting or educational experience. It was originally created in 2017 by '''Library & Archives Consultant [http://www.joymbanksconsulting.com Joy M. Banks, MSLS],''' as part of the [https://www.clir.org/hiddencollections/sahc CLIR Strategies for Advancing Hidden Collections project (SAHC)]. More resources related to that project, which was funded by The Andrew W. Mellon Foundation, can be found in the [https://wiki.diglib.org/Strategies_for_Advancing_Hidden_Collections SAHC Resource Library].<br />
<br />
<br />
== Formats ==<br />
In today’s online environment, the possibilities for virtual learning are nearly limitless. From Facebook Live to Adobe Connect, choosing the right platform may be challenging. Careful consideration of content and goals will help guide you to the right platform.<br />
<br />
=== Casual v. Formal ===<br />
There is a significant difference between the platform needs for a gathering of colleagues casually chatting about something and a professional presentation of ideas to a large group. The former requires minimal technology, and the latter likely requires a much more robust system.<br />
<br />
For the '''causal''' experience, consider basic VOIP conference lines, Skype group, Google Hangouts, and the like.<br />
<br />
* Do you actually need to see a screen or is voice access enough?<br />
* Will everyone be able to participate via audio connections or will some need a chat feature?<br />
* Will everyone be able to use their computer for audio or will a phone line be necessary?<br />
* Consider the time of day for the meetup. If during work hours, some may not have access to platforms that require any sort of download. If after work hours, some may not have access to robust internet connections.<br />
* Talk to your group, and find out what works best for you.<br />
<br />
For the '''formal''' experience, consider more robust platforms that allow for greater flexibility such as UberConference (DLF maintains a [[Setting Up Year-Round Meetings#DLF Web.2FPhone Conferencing Support|Pro account]]), Adobe Connect, GoToMeeting, and the like.<br />
* Will you need the ability to screen share, chat, and file share?<br />
* Will your participants need to access audio via VOIP, computer, and/or phone audio connections?<br />
* Will your presenters need training on the platform in advance?<br />
* Even in the most robust systems, there is value in keeping things simple so that participants can focus on the content rather than the platform.<br />
<br />
=== Collaborative v. Lecture ===<br />
While most educators agree that engaged learning is the best educational model, there is still value in lecture for presenting certain types of information. Recreating lecture in a virtual environment is relatively easy. Virtual collaboration can be a bit more challenging.<br />
<br />
If you need a '''collaborative''' online environment:<br />
* Limit the size of your group. The larger the group, the more difficult collaboration can be. Some web conferencing platforms allow breaking into groups, but be sure to test the feature before the meeting so you understand how it works for everyone.<br />
* Consider creating large chat spaces to allow contribution even if someone is unable to participate via audio connection.<br />
* Combine technologies. Using a conference line and a collaborative work space such as GoogleDocs can allow live feedback and tracking when working together on a project.<br />
<br />
When presenting information in a '''lecture''' environment:<br />
* It’s still important to create an interactive environment. Allow a way for participants to ask questions and engage with the presenter and other attendees.<br />
* Intersperse lecture with engagement. Create chat opportunities that allow an exchange of ideas. Give participants a way to stretch their brain with simple activities like polls or sharing reactions.<br />
<br />
=== Meeting v. Learning ===<br />
You may think that planning an online meeting is as simple as sending out a link for people to join, but the best online meeting planners follow many of the same best practices as virtual learning.<br />
<br />
If you are planning a '''meeting''', consider the following:<br />
* Have a detailed agenda including time estimates for each part of the discussion. This will not only keep everyone on track during the meeting but also allow participants to plan ahead to enter and leave the meeting if needed.<br />
* Keep in mind if everyone in the meeting will have access to an audio line and/or any thing you put on the screen. Those who may only be able to hear the meeting will need to have verbal descriptions of anything on the screen and have any chat discussions summarized for them. Those who will be unable to participate with a microphone will need to have access to chat.<br />
* Since time is crucial when meeting online, distribute any documents to be discussed in advance so participants can review them. This will allow more meaningful discussions when everyone is together.<br />
<br />
If you are interested in creating a '''learning''' environment:<br />
* Planning should begin far in advance of the date of presentation.<br />
* A more robust virtual platform is often necessary to create an engaging learning experience for everyone.<br />
* For more details on planning a virtual learning experience, see the [[Planning Virtual Meetings and Webinars#Hosts|Hosts]] section of this handbook and check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] listed below.<br />
<br />
=== Recorded v. Live ===<br />
The experience of a live virtual event will be much different than a recorded one. Perhaps you decide to focus on one or the other or create a learning experience that uses both.<br />
<br />
If you are recording a '''live''' presentation for use later:<br />
* Be sure that you designate someone to start and end the recording.<br />
* Have a plan for storage of the recording. Where will it live? Who will have access? Will editing be necessary? How long will you provide access?<br />
* If possible, mark on the live script sections that will be cut from the recording to make editing easier.<br />
* Recognize that not all activities of a live event can be recreated for someone listening to a recording.<br />
<br />
It’s OK if you only offer something live. Everyone may not be able to attend, but that is the nature of life. Provide ample notice of the event (or purposely plan a pop-up event), and those who are more interested will attend.<br />
<br />
If you plan to only provide a '''recorded''' presentation:<br />
* Follow best practices for presentation and consider how you will engage your audience if the content is educational.<br />
* Plan for a way that viewers can ask questions or provide feedback whether through your email, a specific Twitter hashtag you can track, a GoogleForm, or some other means.<br />
* Be sure you have all of the necessary software and hardware to make a quality recording and determine in advance where the recording will live.<br />
* Consider including your script as captions in the recording to offer an additional way users can access the materials.<br />
<br />
=== Audio v. Video ===<br />
For some virtual experiences, audio may be sufficient but sometimes, in order to build trust or a team spirit, video can help.<br />
<br />
When thinking about '''audio''' only:<br />
* Audio only options often require less robust systems and can often be accessed through a phone line without the need for a computer.<br />
* This can be great for a simple conference call with a small group of individuals already familiar with each other.<br />
* For those who are visual learners, be sure to supply any documents to be discussed in advance so everyone can follow the conversation.<br />
<br />
When thinking about '''video''' options:<br />
* Remember everyone may not have access to a webcam. Will participants still be able to participate another way?<br />
* Video includes screen sharing, not just webcam sharing. Sometimes it is valuable to be able to visually share documents or other information.<br />
* If you expect everyone to participate through video, give advance notice so no one is surprised.<br />
<br />
<br />
== Speakers ==<br />
=== Virtual v. Face to Face ===<br />
While webinars have many similarities with standard F2F presentations, those presenting webinars must be aware of several distinct differences:<br />
<br />
'''Your audience is not in the same room''' - Unless you are participating in an online video chat that includes participant video, you will not be able to gauge your audience’s non-verbal response to your presentation. For anyone who has relied on eye contact, body language, and other visual signs to make adjustments to a presentation, the format of a webinar can be a bit uncomfortable.<br />
<br />
'''Solution''': <br />
* ''Create engaging chats'' - Think of these as opportunities for participants to stretch their brain. Encourage participants to get to know each other before the session starts. Set aside a 60 second chat blitz as a way to quickly participate in the webinar. Ask participants for suggestions and ideas that have worked in real life.<br />
* ''Ask questions to boost active participation'' - When using a question to start a chat, be sure it is open enough to engage participants. Questions with one word answers are best left to polls and blitz activities. It’s ok to consider phrasing that will lead participants where you want them to go in their thinking. In a webinar geared towards higher level engagement, allow participants to share their experiences, good or bad, as a way to enrich the content of your presentation. Setting time limits will encourage people to contribute without waiting and also allow a distinct end point to move the webinar forward if needed.<br />
* ''Embed polls and other simple activities'' - Polls are a quick and easy way to gauge your audience before and during a webinar. Questions can be about the participants or the content of the webinar. Choose simple questions with distinct responses. Depending on the webinar platform, you may also have the ability to allow participants to draw on the screen, add quick responses to a chat box, raise their hand virtually, share reaction emojis, etc. All of these activities break up the content of your talk and refocus the group.<br />
<br />
'''Timing is essential''' - Webinars will have set start and end times that often cannot be adjusted. You may be asked to login to the webinar system early and perhaps end early (i.e., before you’re ready to stop talking) if the end time approaches. Because of this, reading from a script is often recommended to avoid unexpected timing issues.<br />
<br />
'''Solution''': <br />
* ''Practice, practice, practice'' - Read your script and make sure the text flows as well verbally as it does in writing. Plan your timing with a slower voice and enunciated speech. During the live event, you will likely speak faster than when you practiced.<br />
* ''Add buffers to account for discussions that may run long'' - While you will be asked to plan how long discussions will last, you may find participants are highly engaged during a certain time. Plan ahead to allow buffers in your presentation content to allow for engaged participation (keeping in mind, though, that all good things must eventually come to an end). Mark sections of your script that can be easily cut if needed. <br />
<br />
'''Interaction must be carefully crafted''' - Most webinar platforms allow for some interaction between the speaker and audience as well as between attendees. The most successful virtual engagement activities are not something you can do effectively on the fly. Careful planning (and testing) of interactive activities will help create a dynamic learning environment that will help all participants engage with the educational content.<br />
<br />
'''Solution''':<br />
* ''Plan ahead and test everything'' - Work closely with your webinar host to assure that everything is in place and functional prior to the live date. Set up any polls. Practice chat sessions. Test your ideas with several people on various devices. Leave nothing to chance but always remain flexible.<br />
<br />
'''Not everyone will be participating in the same way''' - Even in the smallest virtual settings, not everyone will have access to the full webinar experience. Some may only be able to participate through the audio. Others may not have access to a microphone. Be considerate of any accessibility limitations.<br />
<br />
'''Solution''':<br />
* Repeat any questions or thoughtful comments that are typed in the chat box so everyone has access to the content.<br />
* Describe verbally any important visual aids.<br />
* Enunciation not only helps participants hear you better, but it also helps any transcription of your speech for captioning. Speaking too fast will jumble your words both through audio and captioning technology.<br />
* Try to avoid experiences which will require a very high internet speed connection.<br />
* Will the session be recorded? Consider how what you do live will translate to a recorded viewing experience.<br />
<br />
=== Delivering an Engaging Virtual Presentation ===<br />
* Start with a brief bio, usually presented by the host/moderator. Include details other than the mundane that will engage your audience and connect them more personally to you. Your bio will also serve to show why you are qualified to present the content of the webinar and establish you as an expert. <br />
* Include an image of yourself. This can be on your slide template or, if possible, as a video feed (even if only briefly).<br />
* Depending on the form of your webinar, plan to have an activity every 15-20 minutes or so to re-engage your audience and avoid long periods of lecture. These can be directed chats, polls, blitz chats, or Q&A sessions. Some webinars may require a large amount of lecture due to the depth of the topic. In those cases, consider breaking up sessions into a series to allow greater interaction.<br />
* Remember to smile when you speak (which feels strange if you are alone in a room somewhere). When you are smiling, your words tend to be clearer and your tone is more welcoming. This will also help you avoid extreme changes in your volume (e.g., starting a sentence with power and fading off as your sentence ends).<br />
* Before your webinar, practice your script and record it. Listen to your recording and try to adjust any bad habits. Try to avoid “um”, “so”, and other speech fillers. Listen for habits like starting loud and fading off at the end of a sentence. Practice your breathing so it sounds natural. Presenting is different than natural speech, so the extra practice and self-evaluation will help you deliver a clear presentation to your audience.<br />
* Consider framing your presentation using the rule of three. Begin by telling your audience what they will hear (perhaps having three points or sections), tell them those points, and end by summarizing what they heard. The number of main ideas you will effectively be able to share depends on the length of time you have. Avoid trying to cram too much into too short a time slot. Better to share less content of a higher quality. While many sources suggest listeners have a 5-10 minute attention span, framing your content to the highest denominator of [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 18-20 minutes] will likely produce higher quality content.<br />
* Even in an online environment, you might encourage your audience to set aside distractions during the session: turn off cell phones, don’t check email, hang a sign on your door, and truly focus on the content. These simple steps will help everyone have a better webinar experience.<br />
* Insert humor throughout your presentation. Tell an appropriate, personal funny story, but keep it succinct and relevant. If you are speaking on a particular topic but you lack a personally relevant experience, consider gathering stories before the event, either from registered participants or colleagues (and always seek permission to share!).<br />
* Relax, be sure to have a cup of water, and enjoy the experience.<br />
<br />
== Hosts ==<br />
=== General Tips ===<br />
For Virtual '''Business Meetings''':<br />
* Try to limit the meeting to one hour.<br />
* If a recurring meeting, set the time and day well in advance so everyone can mark their calendars and set aside time for the meeting. Everyone will appreciate not having to do a poll every month to schedule a meeting time.<br />
* Allow a few minutes at the beginning and/or end for watercooler talk. Encourage those who want to catch up to arrive early or plan to stay a few minutes later (depending on whether or not you can stay in the virtual space).<br />
* Don’t assume that everyone knows each other. Do introductions if necessary, and, if taking minutes, be sure the secretary feels comfortable enough to speak up if it’s unclear who is speaking. While some platforms identify the speaker, that often relies on the participant to enter their name and/or an individual passcode.<br />
* Check in each meeting to see how everyone is participating. Some may only have chat (if available), some may only have audio (if you’ve also set up screen sharing). Repeat questions and describe what’s going on so everyone stays engaged.<br />
* Will the meeting need to be recorded? If so,<br />
** Where will the recording live and how will members access it?<br />
** Will there be usage restrictions based on the content of the meeting?<br />
<br />
<br />
For Virtual '''Educational Webinars''':<br />
* Most online learning experiences should last no more than ninety minutes.<br />
* Plan ahead if you would like to charge attendees. You’ll need a way to accept payment in addition to tracking registration.<br />
* Most webinar platforms will require some level of training so that presenters and hosts are familiar with the features.<br />
* Wired internet is always preferred for speakers and hosts to avoid delivery glitches. Make this clear from the beginning of planning.<br />
* Will the webinar be recorded? If the answer is yes, consider:<br />
** Where will the recordings live and how long they will need to last?<br />
** Will you need to edit the recordings or be able to post as is?<br />
** Will the recording need to capture the entire webinar environment or just the presentation slides?<br />
** How will the experience differ for those who view the recording?<br />
** Will captioning need to be added to the recording?<br />
<br />
=== Planning ===<br />
Planning a virtual webinar or meeting begins in much the same way as a face to face event: Choose a topic, find a speaker, and set a date (not necessarily always in that order). Additionally, hosts also need to consider how communication will occur, especially since everyone is likely dispersed, and how registration will be handled.<br />
<br />
Jump to: [[Planning Virtual Meetings and Webinars#Choosing a Topic|Choosing a Topic]] | [[Planning Virtual Meetings and Webinars#Finding a Speaker|Finding a Speaker]] | [[Planning Virtual Meetings and Webinars#Setting a Date|Setting a Date]] | [[Planning Virtual Meetings and Webinars#Communication|Communication]] | [[Planning Virtual Meetings and Webinars#Registration|Registration]]<br />
<br />
==== Choosing a Topic ====<br />
If you are hosting a '''business meeting''', your topic will be the items on your agenda. Be sure to supply the agenda and any documents for review at least one week prior to the meeting.<br />
<br />
<br />
Selecting a topic for a '''webinar''' can be a bit more involved. Perhaps your team has recently completed a project, and you would like to share the results with a larger audience. Or you recently attended an in-person meeting, heard a great speaker, and think the session should be captured for further distribution. Regardless of the idea, here are some tips:<br />
* Make sure the topic hasn’t been covered sufficiently elsewhere.<br />
* Some topics may be stand alone (a conference summary, an introductory session, etc.) while other ideas may lend themselves to serial delivery. Series may occur weekly, monthly, or at some other set interval. A few more thoughts on series:<br />
** Webinars in a series should have a common theme, but don’t necessarily need to build directly from each other. For example, you could plan a series focusing on how individual institutions are tackling a particular problem, highlighting a new institution each month. This can be marketed as a series, but doesn’t require participants to attend all sessions. Alternatively, a series may also be developed to tackle a complex topic with sessions building on each other. Attendees would be expected to attend all sessions (to the best of their ability).<br />
** There is no set amount of sessions a series must contain: some may be as little as two and some may last for years (though, [[Planning Virtual Meetings and Webinars#Assessing|assessment]] of long-term series is important to determine continued viability and relevance).<br />
** A highly effective way to create a cohesive feel between the sessions is to create a uniform presentation template and/or classroom setup.<br />
** When multiple speakers are involved in a series, be sure to facilitate engagement and conversation to encourage unity in the topics and refer to the other parts in the series. Slack and other collaborative software can be useful tools in this process.<br />
* All webinars should have a clear scope, including objectives and outcomes, so that those interested will know what to expect during the event. Developing these will also help hosts determine if the topic is too broad for an individual session so that the scope can either be condensed to fit the time or expanded into a series.<br />
<br />
==== Finding a Speaker ====<br />
As host for a '''business meeting''', you will likely do most of the speaking. If others will need to speak or give reports, provide them with advance notice of that expectation so they are prepared. You may need to manage the audio using the mute feature for those in the virtual meeting space to avoid background noise and other distractions.<br />
<br />
When considering a speaker for a '''webinar''', first explore your own professional network and associations. You may have someone in your own network who is a perfect candidate to cover the topic. If not, gradually expand your search and reach out to others for recommendations.<br />
Be sure you have answers to the following:<br />
* Will the speaker be reimbursed?<br />
* How much time do you anticipate the speaker will invest in the planning, practicing, and presenting of the webinar?<br />
* Has the potential speaker delivered a webinar before? If not, how much additional time are you willing to invest to coach the speaker though the process?<br />
* Speakers will likely expect at least a general idea of the date and time for the webinar as well as the webinar length broken down so they are clear on how long they will be expected to speak.<br />
* When communicating with your speaker, be sure to explain your expectations for accessibility (e.g., adding [https://support.office.com/en-us/article/Add-alternative-text-to-a-shape-picture-chart-table-SmartArt-graphic-or-other-object-44989b2a-903c-4d9a-b742-6a75b451c669 Alt Text for images] in a PowerPoint) at the beginning of the planning process to allow ample time for testing, if needed.<br />
<br />
==== Setting a Date ====<br />
The DLF Wiki has some excellent suggestions on setting a date and time in the [[Setting Up Year-Round Meetings]] section of their Organizers’ Toolkit. As mentioned above, recurring meetings or webinars are best planned in advance (e.g., the second Tuesday of every month at 2pm ET). A simple poll can make this process straightforward. Remember time zone differences, especially for meetings, and communicate any changes or cancellations well in advance.<br />
<br />
If you are using a shared conferencing or online learning platform, be sure to document and mark your scheduled events in the appropriate way so that others do not plan an event at the same time. There’s nothing quite as awkward as walking in on another meeting when you expected the line to yourself.<br />
<br />
==== Communication ====<br />
With so many ways to communicate, this may be the most overwhelming element of the planning process. It is critical to have accurate contact information for all involved, whether for a business meeting or webinar.<br />
* Using a platform like Slack can allow collaboration in planning, though be sure that everyone is familiar with the features.<br />
* Email works well for critical information, but only if everyone checks the email address provided. <br />
* When all else fails, phone calls may be in order to be sure that those parties involved are understanding your expectations and their responsibilities. <br />
Be willing to communicate a number of different ways to encourage the highest level of participation. Also, be sure that those with whom you are working can communicate their own issues with you so that you can solve problems before they become significant issues.<br />
<br />
Another aspect of communication for the host or planner involves continued conversation between meetings, series offerings, or after a webinar ends.<br />
* '''Between Meetings''' - If the group attending the meeting stays mostly the same, consider establishing a Slack Channel or other collaborative platform on which participants can contribute information relevant to the group between official meetings. This is also a great way to set up a watercooler space to share personal updates.<br />
* '''Between Series''' - Consider encouraging assigned reading selections or video viewings with a designated check in time and place where participants can provide feedback and additional thoughts on an issue. Participation in the continued conversation can be part of a certification process that participants receive after completion of the program.<br />
* '''After the Webinar''' - When presenting a webinar, collecting registrant information is important to engage new audience members with your group. Consider sending a tailored welcome message to anyone not already subscribed to your services. Sign them up for your newsletter. Invite them to your group chat page. Send a quick follow-up survey several months later to see how they are applying what they learn. Remember, though, to always allow them to opt out of future communications.<br />
<br />
==== Registration ====<br />
When planning a '''business meeting''', registration is probably unnecessary. You will, however, need to supply the login information to those who need to attend the meeting. This could be a URL or a phone number and may include a passcode for your specific meeting. Encourage anyone unable to attend to communicate that information in a timely manner in case there are matters that need a quorum.<br />
<br />
<br />
As host, you can choose a variety of ways to approach registration for '''webinars'''.<br />
* Advanced registration through the webinar platform - most allow you to collect basic information (name, email, institution) and set caps on registration if necessary. Usually, the system will then send out the information to login to the webinar and, if you set it up, scheduled reminders.<br />
* Advanced registration through alternative means - If you need to collect additional demographic information or payment for participants, using something like SurveyMonkey or a GoogleForm can allow you to customize and analyze registrants. This will require additional work on your part, though, since you will be responsible for distributing login information and reminders.<br />
* No registration - On occasion, you may wish to simply share the link for a scheduled webinar and hope for the best. This can work well for those events where you are unconcerned with reaching any limits that your virtual classroom may have or trust that those who are interested will show up before the limit is reached. Be sure to market your webinar widely enough to generate interest and be flexible with the audience that does attend.<br />
<br />
Several tips for registration:<br />
* If you are allowing advanced registration, start promoting and open registration no more than one month prior to the event; two weeks notice is often the most ideal. Any longer notice will often cause a greater no-show rate, especially for free events.<br />
* Allow for about a 20% attrition rate between registrants and attendees. This means if you have a classroom for 100, you may wish to allow 120 to register to allow the greatest attendance.<br />
* If you are not requiring registration, consider in advance how you will communicate any classroom size limits. Typically, rooms open 15 minutes prior to the start of an event, and you will need to be sure the room is closed before that to discourage people from entering early and to allow everyone equal opportunity to enter.<br />
<br />
=== Moderating ===<br />
When hosting an online '''meeting''', you will likely control all aspects of the time: controlling the screen, monitoring the agenda, and keeping track of the time. If necessary, appoint a parliamentarian who can help especially with time and keeping the meeting on track.<br />
<br />
While educational '''webinars''' can function with just two people (the host/moderator and the speaker), best practices recommend having a third, often silent partner to handle any technical aspects of the session. This can include issues participants have, any tricky transitions during the presentation, and unexpected technical emergencies. Having dedicated technical support means that the host can focus on content and timing issues, and the speaker can simply focus on speaking.<br />
<br />
Useful tips for moderating a webinar:<br />
* Create a master script document that includes not only what everyone will say but also blocking for various tasks (e.g., Amy starts recording, Joy stops music, Louise pulls up survey, etc.).<br />
* Have clear time estimates for each stage of the presentation. Be prepared to encourage the speaker to speed up, slow down, or move on when necessary.<br />
* Always have questions on hand to promote conversation if a Q&A time is included at the end.<br />
* After asking a question or prompting participation, slowly count to 10 to allow people to respond.<br />
* Don’t panic if something goes wrong. Technology is difficult to predict, and often you can simply work around the issue.<br />
* Be mindful of the webinar’s level of interactivity for both live participants as well as those who may view a recording later, if applicable.<br />
<br />
=== Assessing ===<br />
While most '''business meetings''' won’t need constant assessment, it is important to check in with participants to evaluate how things are working. <br />
* Is everyone able to use the selected platform or should another be tried?<br />
* Are the times still convenient for most involved?<br />
* Does everyone feel like the frequency is sufficient or should that be reevaluated?<br />
* Are the meetings productive or could that use some work?<br />
By encouraging your participants to provide feedback, you’ll soon find the best virtual meeting environment for your group.<br />
<br />
Assessment of '''webinars''' is often important for a group to determine not only if that webinar was successful but also what types of webinars should be pursued (if any) in the future. While creating a simple survey is easy enough, getting participants to complete the survey can often be difficult.<br />
<br />
When planning assessment, consider the following:<br />
* Encourage participants to complete the survey immediately after the webinar by setting the platform to redirect to the survey when the webinar is ended. You can also provide a link to the survey during the final minutes of the webinar to catch those who may wish to leave early.<br />
* Email participants immediately after the event and perhaps one week later. Use the email point of contact to advertise additional webinars or how participants can get involved with your group.<br />
* Connecting completion of the assessment with distribution of a certificate of completion can often encourage greater participation. (Check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] section below to learn how to automate the certificate process using Google’s Autocrat add-on).<br />
* When designing the survey, leave ample room for open comments.<br />
* Phrase your survey questions to be neutral. For example, if asking about the quality of the speaker, using a phrase like "The Presenter was knowledgeable" is less leading than "The Presenter was excellent." Allow the survey taker to express their level of agreement.<br />
* Consider carefully which questions are mandatory and which optional.<br />
* Ask for ideas for future programming and whether or not a participant would like to present a future webinar. This helps build programming ideas and a network of professionals.<br />
* Try to make a survey that would take no longer than 5-10 minutes to complete. <br />
<br />
[https://www.clir.org/hiddencollections/sahc/sahc_webinar_evaluation_survey Click here] for a pdf of the assessment survey from CLIR [https://www.clir.org/hiddencollections/sahc/webinar1 SAHC's first webinars].<br />
<br />
=== Sample Planning Timeline ===<br />
This sample planning timeline gives a sense of the necessary steps to plan a stand alone, virtual, educational webinar. For more planning help, check out the [[Planning Virtual Meetings and Webinars#Planning 2|Planning Resources]] below.<br />
<br />
'''2-3 months prior'''<br />
* You have a fantastic idea for a webinar (or perhaps a colleague approaches you with a fascinating idea). The first step is to investigate whether this idea has been adequately covered somewhere else in the vast universe of GLAM educational material.<br />
* You’ve determined that your idea is new and wonderfully useful to the GLAM world. Set a budget: Will you offer compensation to your speaker? Do you need to cover any technology costs? Is this an entirely volunteer based project?<br />
* Reach out to your professional connections and find a dynamic speaker who is an expert on the subject. Or, if you intend to be the speaker, find someone who is able to be your moderator for the event. <br />
* Discuss dates and create a signed agreement so everyone understands the project. When possible, include all dates (e.g., draft due dates, practice session(s), live event, etc.) in the contract. (For example, [https://www.clir.org/hiddencollections/sahc/curriculum-committee-agreement-template click here] for a Microsoft Word Template of CLIR's Curriculum Committee agreement from the SAHC project).<br />
* Discuss basic technology requirements with the speaker now including the need for reliable (preferably wired) internet and a quality headset.<br />
<br />
'''1 month prior'''<br />
* Start sharing scripts and slides. Work on timing and discuss any special technology needs. Try to find the right balance between text and images on slides.<br />
* Check on accessibility issues, including, but not limited to, font sizes and Alt text for images. Avoid slide transitions and fly-ins.<br />
* Determine now if the webinar is going to be recorded and what added concerns you need to keep in mind connected to that.<br />
* Determine if there are any supplemental documents that would be useful for participants to have.<br />
* Collect a bio for the speaker.<br />
* Begin setting up the classroom space, if possible, for the webinar environment. Some platforms, like Adobe Connect, allow hosts to set up several templates for meeting rooms (e.g., lobby, presentation, chat, etc.). By having these in place prior to the technical practice for a session, you will save time and give the speaker an idea of the available room configurations. If conducting a series of webinars, you are able to copy the format and settings of an established meeting.<br />
<br />
'''1 week prior'''<br />
* Conduct a practice session in the environment that will be used the day of the event. Make sure that internet speeds are excellent (wifi should be avoided), that telephones are available if needed, and that microphones are clear and balanced between the host and speaker.<br />
* Run through all slides, transitions, and activities to make sure that everything displays as expected. Make notes on anything that needs to be adjusted and schedule additional checks if necessary.<br />
* Have a few people participate in this session, if possible, so that font sizes, images, and display can be checked on a variety of devices (PC/Mac, tablet, desktop, laptop, etc.) and the presentation can be evaluated from several perspectives (host, speaker, attendee).<br />
* Assign individuals to tasks. Tasks may include starting and stopping the recording, ending the session, serving as timekeeper for any discussions, and moderating any questions.<br />
* Open registration for the event and share with target audiences.<br />
<br />
'''Day of event'''<br />
* Meet at least 30 minutes prior to the time set for opening the classroom (which is usually 15 minutes before the start of the webinar). Allow more time if there are multiple speakers or unresolved technical issues from the practice session.<br />
* Test and balance the microphone levels for anyone who will be speaking during the event.<br />
* Make sure everyone understands their assigned tasks.<br />
* Relax, get some water, and wait for the event.<br />
* Know that you’ve planned a new and wonderfully useful session, open the classroom, and start.<br />
<br />
== Resources ==<br />
=== Planning ===<br />
* [http://www.infotoday.com/OnlineSearcher/Articles/Features/Secrets-of-Successful-Webinars-106050.shtml Secrets of Successful Webinars] (Online Searcher, Vol. 39, no. 5, Sept./Oct. 2015) - Includes checklists and tips from Mary Ellen Bates and Cathy Chiba on planning, creating, and hosting successful webinars.<br />
* [https://mebs.files.wordpress.com/2015/06/webinar-planning-checklist.pdf MEB’s Amazing Webinar Checklist and Templates] (pdf) - A tool created by Mary Ellen Bates to help webinar hosts stay organized through the webinar planning and presentation process.<br />
<br />
=== Presenting ===<br />
* [https://helpx.adobe.com/adobe-connect/kb/best-practices-hosts-presenters-using.html Adobe Connect Best Practices for Hosts and Presenters] - While specifically designed for Adobe Connect users, this guide offers useful tips for any virtual meeting planner or presenter.<br />
* [https://www.learningsolutionsmag.com/articles/1388/best-practices-deliver-a-great-virtual-training-event Best Practices: Deliver a Great Virtual Training Event] - by Jaqueline Beck, Learning Solutions Magazine, 2014<br />
* [https://www.elearningguild.com/showfile.cfm?id=3159 Best Practices for Delivering Virtual Classroom Training] (pdf) - Randah McKinnie, Sr., eLearning Solutions, 2008 - Focuses on Adobe’s presentation software, but offers suggestions for any virtual classroom environment.<br />
* [https://www.americanexpress.com/us/small-business/openforum/articles/12-strategies-creating-webinar-wows-crowds/ 12 Strategies for Creating a Webinar that Wows Crowds] - by Bruna Martinuzzi of Clarion Enterprises, American Express Open Forum, December 2016<br />
* [https://bridgepoint.equella.ecollege.com/curriculum/file/fd92fafa-163c-4199-87ae-1097b2e51720/1/SLA%202017.zip/story_html5.html Adaptive and Engaging: Video Tutorials Done Right] - an adaptation of a presentation given by Jamie Lin at the SLA 2017 Annual Meeting in Phoenix, AZ. The narrated presentation allows exploration of a number of facets of creating recorded video tutorials. For the best viewing experience, use a browser other than Chrome.<br />
* [https://hbr.org/2015/03/how-to-run-a-great-virtual-meeting How to Run a Great Virtual Meeting] - by Keith Ferrazzi, Harvard Business Review Online, March 27, 2015<br />
* [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 The 20-Minute Rule for Great Public Speaking--On Attention Spans and Keeping Focus] - by Alf Rehn, Professor and Speaker, The Art of Keynoting, April 11, 2016 - An excellent read on the art of crafting quality presentations<br />
* [http://sixminutes.dlugan.com/speaking-rate/ What is the Average Speaking Rate?] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, Nov. 2012 - An overview to help you calculate your rate of speech (i.e., how quickly you speak) to help you gauge how much content you need for a given time period<br />
* [http://sixminutes.dlugan.com/rule-of-three-speeches-public-speaking/ How to use the Rule of Three in Your Speeches] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, May 2009 - An overview of how to apply the aesthetic Rule of Three to speech<br />
<br />
=== Accessibility ===<br />
* [http://dor.ca.gov/DisabilityAccessInfo/How-do-I-Plan-Accessible-Presentations-and-Webinars.html How do I plan accessible presentations and webinars?] - A brief resource with links from the California Department of Rehabilitation<br />
* [https://www.fda.gov/AboutFDA/AboutThisWebsite/Accessibility/ucm214503.htm Accessible Web Conferences and Webinar Best Practices] - A guide from the U.S. Food and Drug Administration<br />
* [https://help.blackboard.com/Learn/Instructor/Accessibility/Caption_Video_Content_Best_Practices Best Practice: Captioning Video Content] - a summary resource from Blackboard Help that provides an overview of captioning including basic help for using YouTube to add captions to videos.<br />
* [http://ccacaptioning.org/resources/ Resources: How To's & Best Practices for Closed Captioning] - An extensive list of resources from the [http://ccacaptioning.org/ CCAC] (Collaborative for Communication Access vis Captioning), an advocacy and education group to encourage greater accessibility to content through quality captioning.<br />
* [http://bbc.github.io/subtitle-guidelines/ BBC Subtitle Guidelines] - The extensive policy and guidelines from BBC for creating and attaching captions and subtitles to videos. This could provide help with determining fonts, line breaks, and other style assistance as well as other practical information.<br />
* [https://accessibility.blog.gov.uk/2016/09/02/dos-and-donts-on-designing-for-accessibility/ The Dos and Don'ts on Designing for Accessibility] - From the Gov.UK blog, these 2016 visual posters designed by Karwai Pun offer clear suggestions and guidelines for designing content for a variety of disabilities and impairments.<br />
<br />
=== Resources and Media ===<br />
When using images, videos, and music for virtual learning, carefully consider any restrictions on the media. If you have any doubt over proper use and/or attribution requirements or limitations, contact the owner or licencor of the media. CLIR and DLF are not responsible for any misuse of media obtained from the following sources.<br />
<br />
* [http://www.docurated.com/101-free-free-try-online-collaborative-learning-tools-teachers-educators 102 Free (or Free-to-Try) Online Collaborative Learning Tools for Teachers and Educators] - While geared specifically to elementary and secondary education, quite a few of the tools listed could be used and adapted to professional development training experiences.<br />
* [http://edtechteacher.org/tools/research/finding-images/ Finding Public Domain Images for Multimedia Projects] - An extensive list of public domain image sources including a number of government image sources.<br />
* [https://elearningindustry.com/free-stock-photos-sites-for-elearning Free Stock Photos Sites for eLearning] - A listing of sites. Some may require registration and some do have limits to the free use for images.<br />
* [http://freemusicarchive.org/curator/Video/ Free Music Archive (FMA): Music for Video] - A special portal within FMA which pre-screens music contributions for use in video. The search capabilities are robust including basic searches like artist and genre to more specific searches like clip length and license type.<br />
* [https://www.youtube.com/watch?v=L8Z89-q1OnU Create Professional Development Certificates from Google Forms using Autocrat] - YouTube tutorial from Jeffrey Bradbury, Teachercast Podcast (August 11, 2015) showing how to build a certificate using several Google products.<br />
* [https://www.youtube.com/watch?v=vC1Zp-x9bGQ&spfreload=1 Using Autocrat to send personalized PDF certificates via Form Submit] - YouTube tutorial by edtech2020, Tim Chase, May 16, 2013<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Planning_Virtual_Meetings_and_Webinars&diff=13133Planning Virtual Meetings and Webinars2017-07-11T12:34:29Z<p>Joymbanks: /* Presenting */</p>
<hr />
<div>This section of the [[About DLF and the Organizers' Toolkit|DLF Organizers' Toolkit]] provides general guidelines for presenting and/or hosting an online meeting or educational experience. It was originally created in 2017 by '''Library & Archives Consultant [http://www.joymbanksconsulting.com Joy M. Banks, MSLS],''' as part of the [https://www.clir.org/hiddencollections/sahc CLIR Strategies for Advancing Hidden Collections project (SAHC)]. More resources related to that project, which was funded by The Andrew W. Mellon Foundation, can be found in the [https://wiki.diglib.org/Strategies_for_Advancing_Hidden_Collections SAHC Resource Library].<br />
<br />
<br />
== Formats ==<br />
In today’s online environment, the possibilities for virtual learning are nearly limitless. From Facebook Live to Adobe Connect, choosing the right platform may be challenging. Careful consideration of content and goals will help guide you to the right platform.<br />
<br />
=== Casual v. Formal ===<br />
There is a significant difference between the platform needs for a gathering of colleagues casually chatting about something and a professional presentation of ideas to a large group. The former requires minimal technology, and the latter likely requires a much more robust system.<br />
<br />
For the '''causal''' experience, consider basic VOIP conference lines, Skype group, Google Hangouts, and the like.<br />
<br />
* Do you actually need to see a screen or is voice access enough?<br />
* Will everyone be able to participate via audio connections or will some need a chat feature?<br />
* Will everyone be able to use their computer for audio or will a phone line be necessary?<br />
* Consider the time of day for the meetup. If during work hours, some may not have access to platforms that require any sort of download. If after work hours, some may not have access to robust internet connections.<br />
* Talk to your group, and find out what works best for you.<br />
<br />
For the '''formal''' experience, consider more robust platforms that allow for greater flexibility such as UberConference (DLF maintains a [[Setting Up Year-Round Meetings#DLF Web.2FPhone Conferencing Support|Pro account]]), Adobe Connect, GoToMeeting, and the like.<br />
* Will you need the ability to screen share, chat, and file share?<br />
* Will your participants need to access audio via VOIP, computer, and/or phone audio connections?<br />
* Will your presenters need training on the platform in advance?<br />
* Even in the most robust systems, there is value in keeping things simple so that participants can focus on the content rather than the platform.<br />
<br />
=== Collaborative v. Lecture ===<br />
While most educators agree that engaged learning is the best educational model, there is still value in lecture for presenting certain types of information. Recreating lecture in a virtual environment is relatively easy. Virtual collaboration can be a bit more challenging.<br />
<br />
If you need a '''collaborative''' online environment:<br />
* Limit the size of your group. The larger the group, the more difficult collaboration can be. Some web conferencing platforms allow breaking into groups, but be sure to test the feature before the meeting so you understand how it works for everyone.<br />
* Consider creating large chat spaces to allow contribution even if someone is unable to participate via audio connection.<br />
* Combine technologies. Using a conference line and a collaborative work space such as GoogleDocs can allow live feedback and tracking when working together on a project.<br />
<br />
When presenting information in a '''lecture''' environment:<br />
* It’s still important to create an interactive environment. Allow a way for participants to ask questions and engage with the presenter and other attendees.<br />
* Intersperse lecture with engagement. Create chat opportunities that allow an exchange of ideas. Give participants a way to stretch their brain with simple activities like polls or sharing reactions.<br />
<br />
=== Meeting v. Learning ===<br />
You may think that planning an online meeting is as simple as sending out a link for people to join, but the best online meeting planners follow many of the same best practices as virtual learning.<br />
<br />
If you are planning a '''meeting''', consider the following:<br />
* Have a detailed agenda including time estimates for each part of the discussion. This will not only keep everyone on track during the meeting but also allow participants to plan ahead to enter and leave the meeting if needed.<br />
* Keep in mind if everyone in the meeting will have access to an audio line and/or any thing you put on the screen. Those who may only be able to hear the meeting will need to have verbal descriptions of anything on the screen and have any chat discussions summarized for them. Those who will be unable to participate with a microphone will need to have access to chat.<br />
* Since time is crucial when meeting online, distribute any documents to be discussed in advance so participants can review them. This will allow more meaningful discussions when everyone is together.<br />
<br />
If you are interested in creating a '''learning''' environment:<br />
* Planning should begin far in advance of the date of presentation.<br />
* A more robust virtual platform is often necessary to create an engaging learning experience for everyone.<br />
* For more details on planning a virtual learning experience, see the [[Planning Virtual Meetings and Webinars#Hosts|Hosts]] section of this handbook and check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] listed below.<br />
<br />
=== Recorded v. Live ===<br />
The experience of a live virtual event will be much different than a recorded one. Perhaps you decide to focus on one or the other or create a learning experience that uses both.<br />
<br />
If you are recording a '''live''' presentation for use later:<br />
* Be sure that you designate someone to start and end the recording.<br />
* Have a plan for storage of the recording. Where will it live? Who will have access? Will editing be necessary? How long will you provide access?<br />
* If possible, mark on the live script sections that will be cut from the recording to make editing easier.<br />
* Recognize that not all activities of a live event can be recreated for someone listening to a recording.<br />
<br />
It’s OK if you only offer something live. Everyone may not be able to attend, but that is the nature of life. Provide ample notice of the event (or purposely plan a pop-up event), and those who are more interested will attend.<br />
<br />
If you plan to only provide a '''recorded''' presentation:<br />
* Follow best practices for presentation and consider how you will engage your audience if the content is educational.<br />
* Plan for a way that viewers can ask questions or provide feedback whether through your email, a specific Twitter hashtag you can track, a GoogleForm, or some other means.<br />
* Be sure you have all of the necessary software and hardware to make a quality recording and determine in advance where the recording will live.<br />
* Consider including your script as captions in the recording to offer an additional way users can access the materials.<br />
<br />
=== Audio v. Video ===<br />
For some virtual experiences, audio may be sufficient but sometimes, in order to build trust or a team spirit, video can help.<br />
<br />
When thinking about '''audio''' only:<br />
* Audio only options often require less robust systems and can often be accessed through a phone line without the need for a computer.<br />
* This can be great for a simple conference call with a small group of individuals already familiar with each other.<br />
* For those who are visual learners, be sure to supply any documents to be discussed in advance so everyone can follow the conversation.<br />
<br />
When thinking about '''video''' options:<br />
* Remember everyone may not have access to a webcam. Will participants still be able to participate another way?<br />
* Video includes screen sharing, not just webcam sharing. Sometimes it is valuable to be able to visually share documents or other information.<br />
* If you expect everyone to participate through video, give advance notice so no one is surprised.<br />
<br />
<br />
== Speakers ==<br />
=== Virtual v. Face to Face ===<br />
While webinars have many similarities with standard F2F presentations, those presenting webinars must be aware of several distinct differences:<br />
<br />
'''Your audience is not in the same room''' - Unless you are participating in an online video chat that includes participant video, you will not be able to gauge your audience’s non-verbal response to your presentation. For anyone who has relied on eye contact, body language, and other visual signs to make adjustments to a presentation, the format of a webinar can be a bit uncomfortable.<br />
<br />
'''Solution''': <br />
* ''Create engaging chats'' - Think of these as opportunities for participants to stretch their brain. Encourage participants to get to know each other before the session starts. Set aside a 60 second chat blitz as a way to quickly participate in the webinar. Ask participants for suggestions and ideas that have worked in real life.<br />
* ''Ask questions to boost active participation'' - When using a question to start a chat, be sure it is open enough to engage participants. Questions with one word answers are best left to polls and blitz activities. It’s ok to consider phrasing that will lead participants where you want them to go in their thinking. In a webinar geared towards higher level engagement, allow participants to share their experiences, good or bad, as a way to enrich the content of your presentation. Setting time limits will encourage people to contribute without waiting and also allow a distinct end point to move the webinar forward if needed.<br />
* ''Embed polls and other simple activities'' - Polls are a quick and easy way to gauge your audience before and during a webinar. Questions can be about the participants or the content of the webinar. Choose simple questions with distinct responses. Depending on the webinar platform, you may also have the ability to allow participants to draw on the screen, add quick responses to a chat box, raise their hand virtually, share reaction emojis, etc. All of these activities break up the content of your talk and refocus the group.<br />
<br />
'''Timing is essential''' - Webinars will have set start and end times that often cannot be adjusted. You may be asked to login to the webinar system early and perhaps end early (i.e., before you’re ready to stop talking) if the end time approaches. Because of this, reading from a script is often recommended to avoid unexpected timing issues.<br />
<br />
'''Solution''': <br />
* ''Practice, practice, practice'' - Read your script and make sure the text flows as well verbally as it does in writing. Plan your timing with a slower voice and enunciated speech. During the live event, you will likely speak faster than when you practiced.<br />
* ''Add buffers to account for discussions that may run long'' - While you will be asked to plan how long discussions will last, you may find participants are highly engaged during a certain time. Plan ahead to allow buffers in your presentation content to allow for engaged participation (keeping in mind, though, that all good things must eventually come to an end). Mark sections of your script that can be easily cut if needed. <br />
<br />
'''Interaction must be carefully crafted''' - Most webinar platforms allow for some interaction between the speaker and audience as well as between attendees. The most successful virtual engagement activities are not something you can do effectively on the fly. Careful planning (and testing) of interactive activities will help create a dynamic learning environment that will help all participants engage with the educational content.<br />
<br />
'''Solution''':<br />
* ''Plan ahead and test everything'' - Work closely with your webinar host to assure that everything is in place and functional prior to the live date. Set up any polls. Practice chat sessions. Test your ideas with several people on various devices. Leave nothing to chance but always remain flexible.<br />
<br />
'''Not everyone will be participating in the same way''' - Even in the smallest virtual settings, not everyone will have access to the full webinar experience. Some may only be able to participate through the audio. Others may not have access to a microphone. Be considerate of any accessibility limitations.<br />
<br />
'''Solution''':<br />
* Repeat any questions or thoughtful comments that are typed in the chat box so everyone has access to the content.<br />
* Describe verbally any important visual aids.<br />
* Enunciation not only helps participants hear you better, but it also helps any transcription of your speech for captioning. Speaking too fast will jumble your words both through audio and captioning technology.<br />
* Try to avoid experiences which will require a very high internet speed connection.<br />
* Will the session be recorded? Consider how what you do live will translate to a recorded viewing experience.<br />
<br />
=== Delivering an Engaging Virtual Presentation ===<br />
* Start with a brief bio, usually presented by the host/moderator. Include details other than the mundane that will engage your audience and connect them more personally to you. Your bio will also serve to show why you are qualified to present the content of the webinar and establish you as an expert. <br />
* Include an image of yourself. This can be on your slide template or, if possible, as a video feed (even if only briefly).<br />
* Depending on the form of your webinar, plan to have an activity every 15-20 minutes or so to re-engage your audience and avoid long periods of lecture. These can be directed chats, polls, blitz chats, or Q&A sessions. Some webinars may require a large amount of lecture due to the depth of the topic. In those cases, consider breaking up sessions into a series to allow greater interaction.<br />
* Remember to smile when you speak (which feels strange if you are alone in a room somewhere). When you are smiling, your words tend to be clearer and your tone is more welcoming. This will also help you avoid extreme changes in your volume (e.g., starting a sentence with power and fading off as your sentence ends).<br />
* Before your webinar, practice your script and record it. Listen to your recording and try to adjust any bad habits. Try to avoid “um”, “so”, and other speech fillers. Listen for habits like starting loud and fading off at the end of a sentence. Practice your breathing so it sounds natural. Presenting is different than natural speech, so the extra practice and self-evaluation will help you deliver a clear presentation to your audience.<br />
* Consider framing your presentation using the rule of three. Begin by telling your audience what they will hear (perhaps having three points or sections), tell them those points, and end by summarizing what they heard. The number of main ideas you will effectively be able to share depends on the length of time you have. Avoid trying to cram too much into too short a time slot. Better to share less content of a higher quality. While many sources suggest listeners have a 5-10 minute attention span, framing your content to the highest denominator of [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 18-20 minutes] will likely produce higher quality content.<br />
* Even in an online environment, you might encourage your audience to set aside distractions during the session: turn off cell phones, don’t check email, hang a sign on your door, and truly focus on the content. These simple steps will help everyone have a better webinar experience.<br />
* Insert humor throughout your presentation. Tell an appropriate, personal funny story, but keep it succinct and relevant. If you are speaking on a particular topic but you lack a personally relevant experience, consider gathering stories before the event, either from registered participants or colleagues (and always seek permission to share!).<br />
* Relax, be sure to have a cup of water, and enjoy the experience.<br />
<br />
== Hosts ==<br />
=== General Tips ===<br />
For Virtual '''Business Meetings''':<br />
* Try to limit the meeting to one hour.<br />
* If a recurring meeting, set the time and day well in advance so everyone can mark their calendars and set aside time for the meeting. Everyone will appreciate not having to do a poll every month to schedule a meeting time.<br />
* Allow a few minutes at the beginning and/or end for watercooler talk. Encourage those who want to catch up to arrive early or plan to stay a few minutes later (depending on whether or not you can stay in the virtual space).<br />
* Don’t assume that everyone knows each other. Do introductions if necessary, and, if taking minutes, be sure the secretary feels comfortable enough to speak up if it’s unclear who is speaking. While some platforms identify the speaker, that often relies on the participant to enter their name and/or an individual passcode.<br />
* Check in each meeting to see how everyone is participating. Some may only have chat (if available), some may only have audio (if you’ve also set up screen sharing). Repeat questions and describe what’s going on so everyone stays engaged.<br />
* Will the meeting need to be recorded? If so,<br />
** Where will the recording live and how will members access it?<br />
** Will there be usage restrictions based on the content of the meeting?<br />
<br />
<br />
For Virtual '''Educational Webinars''':<br />
* Most online learning experiences should last no more than ninety minutes.<br />
* Plan ahead if you would like to charge attendees. You’ll need a way to accept payment in addition to tracking registration.<br />
* Most webinar platforms will require some level of training so that presenters and hosts are familiar with the features.<br />
* Wired internet is always preferred for speakers and hosts to avoid delivery glitches. Make this clear from the beginning of planning.<br />
* Will the webinar be recorded? If the answer is yes, consider:<br />
** Where will the recordings live and how long they will need to last?<br />
** Will you need to edit the recordings or be able to post as is?<br />
** Will the recording need to capture the entire webinar environment or just the presentation slides?<br />
** How will the experience differ for those who view the recording?<br />
** Will captioning need to be added to the recording?<br />
<br />
=== Planning ===<br />
Planning a virtual webinar or meeting begins in much the same way as a face to face event: Choose a topic, find a speaker, and set a date (not necessarily always in that order). Additionally, hosts also need to consider how communication will occur, especially since everyone is likely dispersed, and how registration will be handled.<br />
<br />
Jump to: [[Planning Virtual Meetings and Webinars#Choosing a Topic|Choosing a Topic]] | [[Planning Virtual Meetings and Webinars#Finding a Speaker|Finding a Speaker]] | [[Planning Virtual Meetings and Webinars#Setting a Date|Setting a Date]] | [[Planning Virtual Meetings and Webinars#Communication|Communication]] | [[Planning Virtual Meetings and Webinars#Registration|Registration]]<br />
<br />
==== Choosing a Topic ====<br />
If you are hosting a '''business meeting''', your topic will be the items on your agenda. Be sure to supply the agenda and any documents for review at least one week prior to the meeting.<br />
<br />
<br />
Selecting a topic for a '''webinar''' can be a bit more involved. Perhaps your team has recently completed a project, and you would like to share the results with a larger audience. Or you recently attended an in-person meeting, heard a great speaker, and think the session should be captured for further distribution. Regardless of the idea, here are some tips:<br />
* Make sure the topic hasn’t been covered sufficiently elsewhere.<br />
* Some topics may be stand alone (a conference summary, an introductory session, etc.) while other ideas may lend themselves to serial delivery. Series may occur weekly, monthly, or at some other set interval. A few more thoughts on series:<br />
** Webinars in a series should have a common theme, but don’t necessarily need to build directly from each other. For example, you could plan a series focusing on how individual institutions are tackling a particular problem, highlighting a new institution each month. This can be marketed as a series, but doesn’t require participants to attend all sessions. Alternatively, a series may also be developed to tackle a complex topic with sessions building on each other. Attendees would be expected to attend all sessions (to the best of their ability).<br />
** There is no set amount of sessions a series must contain: some may be as little as two and some may last for years (though, [[Planning Virtual Meetings and Webinars#Assessing|assessment]] of long-term series is important to determine continued viability and relevance).<br />
** A highly effective way to create a cohesive feel between the sessions is to create a uniform presentation template and/or classroom setup.<br />
** When multiple speakers are involved in a series, be sure to facilitate engagement and conversation to encourage unity in the topics and refer to the other parts in the series. Slack and other collaborative software can be useful tools in this process.<br />
* All webinars should have a clear scope, including objectives and outcomes, so that those interested will know what to expect during the event. Developing these will also help hosts determine if the topic is too broad for an individual session so that the scope can either be condensed to fit the time or expanded into a series.<br />
<br />
==== Finding a Speaker ====<br />
As host for a '''business meeting''', you will likely do most of the speaking. If others will need to speak or give reports, provide them with advance notice of that expectation so they are prepared. You may need to manage the audio using the mute feature for those in the virtual meeting space to avoid background noise and other distractions.<br />
<br />
When considering a speaker for a '''webinar''', first explore your own professional network and associations. You may have someone in your own network who is a perfect candidate to cover the topic. If not, gradually expand your search and reach out to others for recommendations.<br />
Be sure you have answers to the following:<br />
* Will the speaker be reimbursed?<br />
* How much time do you anticipate the speaker will invest in the planning, practicing, and presenting of the webinar?<br />
* Has the potential speaker delivered a webinar before? If not, how much additional time are you willing to invest to coach the speaker though the process?<br />
* Speakers will likely expect at least a general idea of the date and time for the webinar as well as the webinar length broken down so they are clear on how long they will be expected to speak.<br />
* When communicating with your speaker, be sure to explain your expectations for accessibility (e.g., adding [https://support.office.com/en-us/article/Add-alternative-text-to-a-shape-picture-chart-table-SmartArt-graphic-or-other-object-44989b2a-903c-4d9a-b742-6a75b451c669 Alt Text for images] in a PowerPoint) at the beginning of the planning process to allow ample time for testing, if needed.<br />
<br />
==== Setting a Date ====<br />
The DLF Wiki has some excellent suggestions on setting a date and time in the [[Setting Up Year-Round Meetings]] section of their Organizers’ Toolkit. As mentioned above, recurring meetings or webinars are best planned in advance (e.g., the second Tuesday of every month at 2pm ET). A simple poll can make this process straightforward. Remember time zone differences, especially for meetings, and communicate any changes or cancellations well in advance.<br />
<br />
If you are using a shared conferencing or online learning platform, be sure to document and mark your scheduled events in the appropriate way so that others do not plan an event at the same time. There’s nothing quite as awkward as walking in on another meeting when you expected the line to yourself.<br />
<br />
==== Communication ====<br />
With so many ways to communicate, this may be the most overwhelming element of the planning process. It is critical to have accurate contact information for all involved, whether for a business meeting or webinar.<br />
* Using a platform like Slack can allow collaboration in planning, though be sure that everyone is familiar with the features.<br />
* Email works well for critical information, but only if everyone checks the email address provided. <br />
* When all else fails, phone calls may be in order to be sure that those parties involved are understanding your expectations and their responsibilities. <br />
Be willing to communicate a number of different ways to encourage the highest level of participation. Also, be sure that those with whom you are working can communicate their own issues with you so that you can solve problems before they become significant issues.<br />
<br />
Another aspect of communication for the host or planner involves continued conversation between meetings, series offerings, or after a webinar ends.<br />
* '''Between Meetings''' - If the group attending the meeting stays mostly the same, consider establishing a Slack Channel or other collaborative platform on which participants can contribute information relevant to the group between official meetings. This is also a great way to set up a watercooler space to share personal updates.<br />
* '''Between Series''' - Consider encouraging assigned reading selections or video viewings with a designated check in time and place where participants can provide feedback and additional thoughts on an issue. Participation in the continued conversation can be part of a certification process that participants receive after completion of the program.<br />
* '''After the Webinar''' - When presenting a webinar, collecting registrant information is important to engage new audience members with your group. Consider sending a tailored welcome message to anyone not already subscribed to your services. Sign them up for your newsletter. Invite them to your group chat page. Send a quick follow-up survey several months later to see how they are applying what they learn. Remember, though, to always allow them to opt out of future communications.<br />
<br />
==== Registration ====<br />
When planning a '''business meeting''', registration is probably unnecessary. You will, however, need to supply the login information to those who need to attend the meeting. This could be a URL or a phone number and may include a passcode for your specific meeting. Encourage anyone unable to attend to communicate that information in a timely manner in case there are matters that need a quorum.<br />
<br />
<br />
As host, you can choose a variety of ways to approach registration for '''webinars'''.<br />
* Advanced registration through the webinar platform - most allow you to collect basic information (name, email, institution) and set caps on registration if necessary. Usually, the system will then send out the information to login to the webinar and, if you set it up, scheduled reminders.<br />
* Advanced registration through alternative means - If you need to collect additional demographic information or payment for participants, using something like SurveyMonkey or a GoogleForm can allow you to customize and analyze registrants. This will require additional work on your part, though, since you will be responsible for distributing login information and reminders.<br />
* No registration - On occasion, you may wish to simply share the link for a scheduled webinar and hope for the best. This can work well for those events where you are unconcerned with reaching any limits that your virtual classroom may have or trust that those who are interested will show up before the limit is reached. Be sure to market your webinar widely enough to generate interest and be flexible with the audience that does attend.<br />
<br />
Several tips for registration:<br />
* If you are allowing advanced registration, start promoting and open registration no more than one month prior to the event; two weeks notice is often the most ideal. Any longer notice will often cause a greater no-show rate, especially for free events.<br />
* Allow for about a 20% attrition rate between registrants and attendees. This means if you have a classroom for 100, you may wish to allow 120 to register to allow the greatest attendance.<br />
* If you are not requiring registration, consider in advance how you will communicate any classroom size limits. Typically, rooms open 15 minutes prior to the start of an event, and you will need to be sure the room is closed before that to discourage people from entering early and to allow everyone equal opportunity to enter.<br />
<br />
=== Moderating ===<br />
When hosting an online '''meeting''', you will likely control all aspects of the time: controlling the screen, monitoring the agenda, and keeping track of the time. If necessary, appoint a parliamentarian who can help especially with time and keeping the meeting on track.<br />
<br />
While educational '''webinars''' can function with just two people (the host/moderator and the speaker), best practices recommend having a third, often silent partner to handle any technical aspects of the session. This can include issues participants have, any tricky transitions during the presentation, and unexpected technical emergencies. Having dedicated technical support means that the host can focus on content and timing issues, and the speaker can simply focus on speaking.<br />
<br />
Useful tips for moderating a webinar:<br />
* Create a master script document that includes not only what everyone will say but also blocking for various tasks (e.g., Amy starts recording, Joy stops music, Louise pulls up survey, etc.).<br />
* Have clear time estimates for each stage of the presentation. Be prepared to encourage the speaker to speed up, slow down, or move on when necessary.<br />
* Always have questions on hand to promote conversation if a Q&A time is included at the end.<br />
* After asking a question or prompting participation, slowly count to 10 to allow people to respond.<br />
* Don’t panic if something goes wrong. Technology is difficult to predict, and often you can simply work around the issue.<br />
* Be mindful of the webinar’s level of interactivity for both live participants as well as those who may view a recording later, if applicable.<br />
<br />
=== Assessing ===<br />
While most '''business meetings''' won’t need constant assessment, it is important to check in with participants to evaluate how things are working. <br />
* Is everyone able to use the selected platform or should another be tried?<br />
* Are the times still convenient for most involved?<br />
* Does everyone feel like the frequency is sufficient or should that be reevaluated?<br />
* Are the meetings productive or could that use some work?<br />
By encouraging your participants to provide feedback, you’ll soon find the best virtual meeting environment for your group.<br />
<br />
Assessment of '''webinars''' is often important for a group to determine not only if that webinar was successful but also what types of webinars should be pursued (if any) in the future. While creating a simple survey is easy enough, getting participants to complete the survey can often be difficult.<br />
<br />
When planning assessment, consider the following:<br />
* Encourage participants to complete the survey immediately after the webinar by setting the platform to redirect to the survey when the webinar is ended. You can also provide a link to the survey during the final minutes of the webinar to catch those who may wish to leave early.<br />
* Email participants immediately after the event and perhaps one week later. Use the email point of contact to advertise additional webinars or how participants can get involved with your group.<br />
* Connecting completion of the assessment with distribution of a certificate of completion can often encourage greater participation. (Check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] section below to learn how to automate the certificate process using Google’s Autocrat add-on).<br />
* When designing the survey, leave ample room for open comments.<br />
* Phrase your survey questions to be neutral. For example, if asking about the quality of the speaker, using a phrase like "The Presenter was knowledgeable" is less leading than "The Presenter was excellent." Allow the survey taker to express their level of agreement.<br />
* Consider carefully which questions are mandatory and which optional.<br />
* Ask for ideas for future programming and whether or not a participant would like to present a future webinar. This helps build programming ideas and a network of professionals.<br />
* Try to make a survey that would take no longer than 5-10 minutes to complete. <br />
<br />
[https://www.clir.org/hiddencollections/sahc/sahc_webinar_evaluation_survey Click here] for a pdf of the assessment survey from CLIR [https://www.clir.org/hiddencollections/sahc/webinar1 SAHC's first webinars].<br />
<br />
=== Sample Planning Timeline ===<br />
This sample planning timeline gives a sense of the necessary steps to plan a stand alone, virtual, educational webinar. For more planning help, check out the [[Planning Virtual Meetings and Webinars#Planning 2|Planning Resources]] below.<br />
<br />
'''2-3 months prior'''<br />
* You have a fantastic idea for a webinar (or perhaps a colleague approaches you with a fascinating idea). The first step is to investigate whether this idea has been adequately covered somewhere else in the vast universe of GLAM educational material.<br />
* You’ve determined that your idea is new and wonderfully useful to the GLAM world. Set a budget: Will you offer compensation to your speaker? Do you need to cover any technology costs? Is this an entirely volunteer based project?<br />
* Reach out to your professional connections and find a dynamic speaker who is an expert on the subject. Or, if you intend to be the speaker, find someone who is able to be your moderator for the event. <br />
* Discuss dates and create a signed agreement so everyone understands the project. When possible, include all dates (e.g., draft due dates, practice session(s), live event, etc.) in the contract. (For example, [https://www.clir.org/hiddencollections/sahc/curriculum-committee-agreement-template click here] for a Microsoft Word Template of CLIR's Curriculum Committee agreement from the SAHC project).<br />
* Discuss basic technology requirements with the speaker now including the need for reliable (preferably wired) internet and a quality headset.<br />
<br />
'''1 month prior'''<br />
* Start sharing scripts and slides. Work on timing and discuss any special technology needs. Try to find the right balance between text and images on slides.<br />
* Check on accessibility issues, including, but not limited to, font sizes and Alt text for images. Avoid slide transitions and fly-ins.<br />
* Determine now if the webinar is going to be recorded and what added concerns you need to keep in mind connected to that.<br />
* Determine if there are any supplemental documents that would be useful for participants to have.<br />
* Collect a bio for the speaker.<br />
* Begin setting up the classroom space, if possible, for the webinar environment. Some platforms, like Adobe Connect, allow hosts to set up several templates for meeting rooms (e.g., lobby, presentation, chat, etc.). By having these in place prior to the technical practice for a session, you will save time and give the speaker an idea of the available room configurations. If conducting a series of webinars, you are able to copy the format and settings of an established meeting.<br />
<br />
'''1 week prior'''<br />
* Conduct a practice session in the environment that will be used the day of the event. Make sure that internet speeds are excellent (wifi should be avoided), that telephones are available if needed, and that microphones are clear and balanced between the host and speaker.<br />
* Run through all slides, transitions, and activities to make sure that everything displays as expected. Make notes on anything that needs to be adjusted and schedule additional checks if necessary.<br />
* Have a few people participate in this session, if possible, so that font sizes, images, and display can be checked on a variety of devices (PC/Mac, tablet, desktop, laptop, etc.) and the presentation can be evaluated from several perspectives (host, speaker, attendee).<br />
* Assign individuals to tasks. Tasks may include starting and stopping the recording, ending the session, serving as timekeeper for any discussions, and moderating any questions.<br />
* Open registration for the event and share with target audiences.<br />
<br />
'''Day of event'''<br />
* Meet at least 30 minutes prior to the time set for opening the classroom (which is usually 15 minutes before the start of the webinar). Allow more time if there are multiple speakers or unresolved technical issues from the practice session.<br />
* Test and balance the microphone levels for anyone who will be speaking during the event.<br />
* Make sure everyone understands their assigned tasks.<br />
* Relax, get some water, and wait for the event.<br />
* Know that you’ve planned a new and wonderfully useful session, open the classroom, and start.<br />
<br />
== Resources ==<br />
=== Planning ===<br />
* [http://www.infotoday.com/OnlineSearcher/Articles/Features/Secrets-of-Successful-Webinars-106050.shtml Secrets of Successful Webinars] (Online Searcher, Vol. 39, no. 5, Sept./Oct. 2015) - Includes checklists and tips from Mary Ellen Bates and Cathy Chiba on planning, creating, and hosting successful webinars.<br />
* [https://mebs.files.wordpress.com/2015/06/webinar-planning-checklist.pdf MEB’s Amazing Webinar Checklist and Templates] (pdf) - A tool created by Mary Ellen Bates to help webinar hosts stay organized through the webinar planning and presentation process.<br />
<br />
=== Presenting ===<br />
* [https://helpx.adobe.com/adobe-connect/kb/best-practices-hosts-presenters-using.html Adobe Connect Best Practices for Hosts and Presenters] - While specifically designed for Adobe Connect users, this guide offers useful tips for any virtual meeting planner or presenter.<br />
* [https://www.learningsolutionsmag.com/articles/1388/best-practices-deliver-a-great-virtual-training-event Best Practices: Deliver a Great Virtual Training Event] - by Jaqueline Beck, Learning Solutions Magazine, 2014<br />
* [https://www.elearningguild.com/showfile.cfm?id=3159 Best Practices for Delivering Virtual Classroom Training] (pdf) - Randah McKinnie, Sr., eLearning Solutions, 2008 - Focuses on Adobe’s presentation software, but offers suggestions for any virtual classroom environment.<br />
* [https://www.americanexpress.com/us/small-business/openforum/articles/12-strategies-creating-webinar-wows-crowds/ 12 Strategies for Creating a Webinar that Wows Crowds] - by Bruna Martinuzzi of Clarion Enterprises, American Express Open Forum, December 2016<br />
* [https://bridgepoint.equella.ecollege.com/curriculum/file/fd92fafa-163c-4199-87ae-1097b2e51720/1/SLA%202017.zip/story_html5.html Adaptive and Engaging: Video Tutorials Done Right] - an adaptation of a presentation given by Jamie Lin at the SLA 2017 Annual Meeting in Phoenix, AZ. The narrated presentation allows exploration of a number of facets of creating recorded video tutorials. For the best viewing experience, use a browser other than Chrome.<br />
* [https://hbr.org/2015/03/how-to-run-a-great-virtual-meeting How to Run a Great Virtual Meeting] - by Keith Ferrazzi, Harvard Business Review Online, March 27, 2015<br />
* [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 The 20-Minute Rule for Great Public Speaking--On Attention Spans and Keeping Focus] - by Alf Rehn, Professor and Speaker, The Art of Keynoting, April 11, 2016 - An excellent read on the art of crafting quality presentations<br />
* [http://sixminutes.dlugan.com/speaking-rate/ What is the Average Speaking Rate?] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, Nov. 2012 - An overview to help you calculate your rate of speech (i.e., how quickly you speak) to help you gauge how much content you need for a given time period<br />
* [http://sixminutes.dlugan.com/rule-of-three-speeches-public-speaking/ How to use the Rule of Three in Your Speeches] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, May 2009 - An overview of how to apply the aesthetic Rule of Three to speech<br />
<br />
=== Accessibility ===<br />
* [http://dor.ca.gov/DisabilityAccessInfo/How-do-I-Plan-Accessible-Presentations-and-Webinars.html How do I plan accessible presentations and webinars?] - A brief resource with links from the California Department of Rehabilitation<br />
* [https://www.fda.gov/AboutFDA/AboutThisWebsite/Accessibility/ucm214503.htm Accessible Web Conferences and Webinar Best Practices] - A guide from the U.S. Food and Drug Administration<br />
* [https://help.blackboard.com/Learn/Instructor/Accessibility/Caption_Video_Content_Best_Practices Best Practice: Captioning Video Content] - a summary resource from Blackboard Help that provides an overview of captioning including basic help for using YouTube to add captions to videos.<br />
* [http://ccacaptioning.org/resources/ Resources: How To's & Best Practices for Closed Captioning] - An extensive list of resources from the [http://ccacaptioning.org/ CCAC] (Collaborative for Communication Access vis Captioning), an advocacy and education group to encourage greater accessibility to content through quality captioning.<br />
* [http://bbc.github.io/subtitle-guidelines/ BBC Subtitle Guidelines] - The extensive policy and guidelines from BBC for creating and attaching captions and subtitles to videos. This could provide help with determining fonts, line breaks, and other style assistance as well as other practical information.<br />
<br />
=== Resources and Media ===<br />
When using images, videos, and music for virtual learning, carefully consider any restrictions on the media. If you have any doubt over proper use and/or attribution requirements or limitations, contact the owner or licencor of the media. CLIR and DLF are not responsible for any misuse of media obtained from the following sources.<br />
<br />
* [http://www.docurated.com/101-free-free-try-online-collaborative-learning-tools-teachers-educators 102 Free (or Free-to-Try) Online Collaborative Learning Tools for Teachers and Educators] - While geared specifically to elementary and secondary education, quite a few of the tools listed could be used and adapted to professional development training experiences.<br />
* [http://edtechteacher.org/tools/research/finding-images/ Finding Public Domain Images for Multimedia Projects] - An extensive list of public domain image sources including a number of government image sources.<br />
* [https://elearningindustry.com/free-stock-photos-sites-for-elearning Free Stock Photos Sites for eLearning] - A listing of sites. Some may require registration and some do have limits to the free use for images.<br />
* [http://freemusicarchive.org/curator/Video/ Free Music Archive (FMA): Music for Video] - A special portal within FMA which pre-screens music contributions for use in video. The search capabilities are robust including basic searches like artist and genre to more specific searches like clip length and license type.<br />
* [https://www.youtube.com/watch?v=L8Z89-q1OnU Create Professional Development Certificates from Google Forms using Autocrat] - YouTube tutorial from Jeffrey Bradbury, Teachercast Podcast (August 11, 2015) showing how to build a certificate using several Google products.<br />
* [https://www.youtube.com/watch?v=vC1Zp-x9bGQ&spfreload=1 Using Autocrat to send personalized PDF certificates via Form Submit] - YouTube tutorial by edtech2020, Tim Chase, May 16, 2013<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Planning_Virtual_Meetings_and_Webinars&diff=13132Planning Virtual Meetings and Webinars2017-07-07T15:15:18Z<p>Joymbanks: /* Accessibility */</p>
<hr />
<div>This section of the [[About DLF and the Organizers' Toolkit|DLF Organizers' Toolkit]] provides general guidelines for presenting and/or hosting an online meeting or educational experience. It was originally created in 2017 by '''Library & Archives Consultant [http://www.joymbanksconsulting.com Joy M. Banks, MSLS],''' as part of the [https://www.clir.org/hiddencollections/sahc CLIR Strategies for Advancing Hidden Collections project (SAHC)]. More resources related to that project, which was funded by The Andrew W. Mellon Foundation, can be found in the [https://wiki.diglib.org/Strategies_for_Advancing_Hidden_Collections SAHC Resource Library].<br />
<br />
<br />
== Formats ==<br />
In today’s online environment, the possibilities for virtual learning are nearly limitless. From Facebook Live to Adobe Connect, choosing the right platform may be challenging. Careful consideration of content and goals will help guide you to the right platform.<br />
<br />
=== Casual v. Formal ===<br />
There is a significant difference between the platform needs for a gathering of colleagues casually chatting about something and a professional presentation of ideas to a large group. The former requires minimal technology, and the latter likely requires a much more robust system.<br />
<br />
For the '''causal''' experience, consider basic VOIP conference lines, Skype group, Google Hangouts, and the like.<br />
<br />
* Do you actually need to see a screen or is voice access enough?<br />
* Will everyone be able to participate via audio connections or will some need a chat feature?<br />
* Will everyone be able to use their computer for audio or will a phone line be necessary?<br />
* Consider the time of day for the meetup. If during work hours, some may not have access to platforms that require any sort of download. If after work hours, some may not have access to robust internet connections.<br />
* Talk to your group, and find out what works best for you.<br />
<br />
For the '''formal''' experience, consider more robust platforms that allow for greater flexibility such as UberConference (DLF maintains a [[Setting Up Year-Round Meetings#DLF Web.2FPhone Conferencing Support|Pro account]]), Adobe Connect, GoToMeeting, and the like.<br />
* Will you need the ability to screen share, chat, and file share?<br />
* Will your participants need to access audio via VOIP, computer, and/or phone audio connections?<br />
* Will your presenters need training on the platform in advance?<br />
* Even in the most robust systems, there is value in keeping things simple so that participants can focus on the content rather than the platform.<br />
<br />
=== Collaborative v. Lecture ===<br />
While most educators agree that engaged learning is the best educational model, there is still value in lecture for presenting certain types of information. Recreating lecture in a virtual environment is relatively easy. Virtual collaboration can be a bit more challenging.<br />
<br />
If you need a '''collaborative''' online environment:<br />
* Limit the size of your group. The larger the group, the more difficult collaboration can be. Some web conferencing platforms allow breaking into groups, but be sure to test the feature before the meeting so you understand how it works for everyone.<br />
* Consider creating large chat spaces to allow contribution even if someone is unable to participate via audio connection.<br />
* Combine technologies. Using a conference line and a collaborative work space such as GoogleDocs can allow live feedback and tracking when working together on a project.<br />
<br />
When presenting information in a '''lecture''' environment:<br />
* It’s still important to create an interactive environment. Allow a way for participants to ask questions and engage with the presenter and other attendees.<br />
* Intersperse lecture with engagement. Create chat opportunities that allow an exchange of ideas. Give participants a way to stretch their brain with simple activities like polls or sharing reactions.<br />
<br />
=== Meeting v. Learning ===<br />
You may think that planning an online meeting is as simple as sending out a link for people to join, but the best online meeting planners follow many of the same best practices as virtual learning.<br />
<br />
If you are planning a '''meeting''', consider the following:<br />
* Have a detailed agenda including time estimates for each part of the discussion. This will not only keep everyone on track during the meeting but also allow participants to plan ahead to enter and leave the meeting if needed.<br />
* Keep in mind if everyone in the meeting will have access to an audio line and/or any thing you put on the screen. Those who may only be able to hear the meeting will need to have verbal descriptions of anything on the screen and have any chat discussions summarized for them. Those who will be unable to participate with a microphone will need to have access to chat.<br />
* Since time is crucial when meeting online, distribute any documents to be discussed in advance so participants can review them. This will allow more meaningful discussions when everyone is together.<br />
<br />
If you are interested in creating a '''learning''' environment:<br />
* Planning should begin far in advance of the date of presentation.<br />
* A more robust virtual platform is often necessary to create an engaging learning experience for everyone.<br />
* For more details on planning a virtual learning experience, see the [[Planning Virtual Meetings and Webinars#Hosts|Hosts]] section of this handbook and check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] listed below.<br />
<br />
=== Recorded v. Live ===<br />
The experience of a live virtual event will be much different than a recorded one. Perhaps you decide to focus on one or the other or create a learning experience that uses both.<br />
<br />
If you are recording a '''live''' presentation for use later:<br />
* Be sure that you designate someone to start and end the recording.<br />
* Have a plan for storage of the recording. Where will it live? Who will have access? Will editing be necessary? How long will you provide access?<br />
* If possible, mark on the live script sections that will be cut from the recording to make editing easier.<br />
* Recognize that not all activities of a live event can be recreated for someone listening to a recording.<br />
<br />
It’s OK if you only offer something live. Everyone may not be able to attend, but that is the nature of life. Provide ample notice of the event (or purposely plan a pop-up event), and those who are more interested will attend.<br />
<br />
If you plan to only provide a '''recorded''' presentation:<br />
* Follow best practices for presentation and consider how you will engage your audience if the content is educational.<br />
* Plan for a way that viewers can ask questions or provide feedback whether through your email, a specific Twitter hashtag you can track, a GoogleForm, or some other means.<br />
* Be sure you have all of the necessary software and hardware to make a quality recording and determine in advance where the recording will live.<br />
* Consider including your script as captions in the recording to offer an additional way users can access the materials.<br />
<br />
=== Audio v. Video ===<br />
For some virtual experiences, audio may be sufficient but sometimes, in order to build trust or a team spirit, video can help.<br />
<br />
When thinking about '''audio''' only:<br />
* Audio only options often require less robust systems and can often be accessed through a phone line without the need for a computer.<br />
* This can be great for a simple conference call with a small group of individuals already familiar with each other.<br />
* For those who are visual learners, be sure to supply any documents to be discussed in advance so everyone can follow the conversation.<br />
<br />
When thinking about '''video''' options:<br />
* Remember everyone may not have access to a webcam. Will participants still be able to participate another way?<br />
* Video includes screen sharing, not just webcam sharing. Sometimes it is valuable to be able to visually share documents or other information.<br />
* If you expect everyone to participate through video, give advance notice so no one is surprised.<br />
<br />
<br />
== Speakers ==<br />
=== Virtual v. Face to Face ===<br />
While webinars have many similarities with standard F2F presentations, those presenting webinars must be aware of several distinct differences:<br />
<br />
'''Your audience is not in the same room''' - Unless you are participating in an online video chat that includes participant video, you will not be able to gauge your audience’s non-verbal response to your presentation. For anyone who has relied on eye contact, body language, and other visual signs to make adjustments to a presentation, the format of a webinar can be a bit uncomfortable.<br />
<br />
'''Solution''': <br />
* ''Create engaging chats'' - Think of these as opportunities for participants to stretch their brain. Encourage participants to get to know each other before the session starts. Set aside a 60 second chat blitz as a way to quickly participate in the webinar. Ask participants for suggestions and ideas that have worked in real life.<br />
* ''Ask questions to boost active participation'' - When using a question to start a chat, be sure it is open enough to engage participants. Questions with one word answers are best left to polls and blitz activities. It’s ok to consider phrasing that will lead participants where you want them to go in their thinking. In a webinar geared towards higher level engagement, allow participants to share their experiences, good or bad, as a way to enrich the content of your presentation. Setting time limits will encourage people to contribute without waiting and also allow a distinct end point to move the webinar forward if needed.<br />
* ''Embed polls and other simple activities'' - Polls are a quick and easy way to gauge your audience before and during a webinar. Questions can be about the participants or the content of the webinar. Choose simple questions with distinct responses. Depending on the webinar platform, you may also have the ability to allow participants to draw on the screen, add quick responses to a chat box, raise their hand virtually, share reaction emojis, etc. All of these activities break up the content of your talk and refocus the group.<br />
<br />
'''Timing is essential''' - Webinars will have set start and end times that often cannot be adjusted. You may be asked to login to the webinar system early and perhaps end early (i.e., before you’re ready to stop talking) if the end time approaches. Because of this, reading from a script is often recommended to avoid unexpected timing issues.<br />
<br />
'''Solution''': <br />
* ''Practice, practice, practice'' - Read your script and make sure the text flows as well verbally as it does in writing. Plan your timing with a slower voice and enunciated speech. During the live event, you will likely speak faster than when you practiced.<br />
* ''Add buffers to account for discussions that may run long'' - While you will be asked to plan how long discussions will last, you may find participants are highly engaged during a certain time. Plan ahead to allow buffers in your presentation content to allow for engaged participation (keeping in mind, though, that all good things must eventually come to an end). Mark sections of your script that can be easily cut if needed. <br />
<br />
'''Interaction must be carefully crafted''' - Most webinar platforms allow for some interaction between the speaker and audience as well as between attendees. The most successful virtual engagement activities are not something you can do effectively on the fly. Careful planning (and testing) of interactive activities will help create a dynamic learning environment that will help all participants engage with the educational content.<br />
<br />
'''Solution''':<br />
* ''Plan ahead and test everything'' - Work closely with your webinar host to assure that everything is in place and functional prior to the live date. Set up any polls. Practice chat sessions. Test your ideas with several people on various devices. Leave nothing to chance but always remain flexible.<br />
<br />
'''Not everyone will be participating in the same way''' - Even in the smallest virtual settings, not everyone will have access to the full webinar experience. Some may only be able to participate through the audio. Others may not have access to a microphone. Be considerate of any accessibility limitations.<br />
<br />
'''Solution''':<br />
* Repeat any questions or thoughtful comments that are typed in the chat box so everyone has access to the content.<br />
* Describe verbally any important visual aids.<br />
* Enunciation not only helps participants hear you better, but it also helps any transcription of your speech for captioning. Speaking too fast will jumble your words both through audio and captioning technology.<br />
* Try to avoid experiences which will require a very high internet speed connection.<br />
* Will the session be recorded? Consider how what you do live will translate to a recorded viewing experience.<br />
<br />
=== Delivering an Engaging Virtual Presentation ===<br />
* Start with a brief bio, usually presented by the host/moderator. Include details other than the mundane that will engage your audience and connect them more personally to you. Your bio will also serve to show why you are qualified to present the content of the webinar and establish you as an expert. <br />
* Include an image of yourself. This can be on your slide template or, if possible, as a video feed (even if only briefly).<br />
* Depending on the form of your webinar, plan to have an activity every 15-20 minutes or so to re-engage your audience and avoid long periods of lecture. These can be directed chats, polls, blitz chats, or Q&A sessions. Some webinars may require a large amount of lecture due to the depth of the topic. In those cases, consider breaking up sessions into a series to allow greater interaction.<br />
* Remember to smile when you speak (which feels strange if you are alone in a room somewhere). When you are smiling, your words tend to be clearer and your tone is more welcoming. This will also help you avoid extreme changes in your volume (e.g., starting a sentence with power and fading off as your sentence ends).<br />
* Before your webinar, practice your script and record it. Listen to your recording and try to adjust any bad habits. Try to avoid “um”, “so”, and other speech fillers. Listen for habits like starting loud and fading off at the end of a sentence. Practice your breathing so it sounds natural. Presenting is different than natural speech, so the extra practice and self-evaluation will help you deliver a clear presentation to your audience.<br />
* Consider framing your presentation using the rule of three. Begin by telling your audience what they will hear (perhaps having three points or sections), tell them those points, and end by summarizing what they heard. The number of main ideas you will effectively be able to share depends on the length of time you have. Avoid trying to cram too much into too short a time slot. Better to share less content of a higher quality. While many sources suggest listeners have a 5-10 minute attention span, framing your content to the highest denominator of [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 18-20 minutes] will likely produce higher quality content.<br />
* Even in an online environment, you might encourage your audience to set aside distractions during the session: turn off cell phones, don’t check email, hang a sign on your door, and truly focus on the content. These simple steps will help everyone have a better webinar experience.<br />
* Insert humor throughout your presentation. Tell an appropriate, personal funny story, but keep it succinct and relevant. If you are speaking on a particular topic but you lack a personally relevant experience, consider gathering stories before the event, either from registered participants or colleagues (and always seek permission to share!).<br />
* Relax, be sure to have a cup of water, and enjoy the experience.<br />
<br />
== Hosts ==<br />
=== General Tips ===<br />
For Virtual '''Business Meetings''':<br />
* Try to limit the meeting to one hour.<br />
* If a recurring meeting, set the time and day well in advance so everyone can mark their calendars and set aside time for the meeting. Everyone will appreciate not having to do a poll every month to schedule a meeting time.<br />
* Allow a few minutes at the beginning and/or end for watercooler talk. Encourage those who want to catch up to arrive early or plan to stay a few minutes later (depending on whether or not you can stay in the virtual space).<br />
* Don’t assume that everyone knows each other. Do introductions if necessary, and, if taking minutes, be sure the secretary feels comfortable enough to speak up if it’s unclear who is speaking. While some platforms identify the speaker, that often relies on the participant to enter their name and/or an individual passcode.<br />
* Check in each meeting to see how everyone is participating. Some may only have chat (if available), some may only have audio (if you’ve also set up screen sharing). Repeat questions and describe what’s going on so everyone stays engaged.<br />
* Will the meeting need to be recorded? If so,<br />
** Where will the recording live and how will members access it?<br />
** Will there be usage restrictions based on the content of the meeting?<br />
<br />
<br />
For Virtual '''Educational Webinars''':<br />
* Most online learning experiences should last no more than ninety minutes.<br />
* Plan ahead if you would like to charge attendees. You’ll need a way to accept payment in addition to tracking registration.<br />
* Most webinar platforms will require some level of training so that presenters and hosts are familiar with the features.<br />
* Wired internet is always preferred for speakers and hosts to avoid delivery glitches. Make this clear from the beginning of planning.<br />
* Will the webinar be recorded? If the answer is yes, consider:<br />
** Where will the recordings live and how long they will need to last?<br />
** Will you need to edit the recordings or be able to post as is?<br />
** Will the recording need to capture the entire webinar environment or just the presentation slides?<br />
** How will the experience differ for those who view the recording?<br />
** Will captioning need to be added to the recording?<br />
<br />
=== Planning ===<br />
Planning a virtual webinar or meeting begins in much the same way as a face to face event: Choose a topic, find a speaker, and set a date (not necessarily always in that order). Additionally, hosts also need to consider how communication will occur, especially since everyone is likely dispersed, and how registration will be handled.<br />
<br />
Jump to: [[Planning Virtual Meetings and Webinars#Choosing a Topic|Choosing a Topic]] | [[Planning Virtual Meetings and Webinars#Finding a Speaker|Finding a Speaker]] | [[Planning Virtual Meetings and Webinars#Setting a Date|Setting a Date]] | [[Planning Virtual Meetings and Webinars#Communication|Communication]] | [[Planning Virtual Meetings and Webinars#Registration|Registration]]<br />
<br />
==== Choosing a Topic ====<br />
If you are hosting a '''business meeting''', your topic will be the items on your agenda. Be sure to supply the agenda and any documents for review at least one week prior to the meeting.<br />
<br />
<br />
Selecting a topic for a '''webinar''' can be a bit more involved. Perhaps your team has recently completed a project, and you would like to share the results with a larger audience. Or you recently attended an in-person meeting, heard a great speaker, and think the session should be captured for further distribution. Regardless of the idea, here are some tips:<br />
* Make sure the topic hasn’t been covered sufficiently elsewhere.<br />
* Some topics may be stand alone (a conference summary, an introductory session, etc.) while other ideas may lend themselves to serial delivery. Series may occur weekly, monthly, or at some other set interval. A few more thoughts on series:<br />
** Webinars in a series should have a common theme, but don’t necessarily need to build directly from each other. For example, you could plan a series focusing on how individual institutions are tackling a particular problem, highlighting a new institution each month. This can be marketed as a series, but doesn’t require participants to attend all sessions. Alternatively, a series may also be developed to tackle a complex topic with sessions building on each other. Attendees would be expected to attend all sessions (to the best of their ability).<br />
** There is no set amount of sessions a series must contain: some may be as little as two and some may last for years (though, [[Planning Virtual Meetings and Webinars#Assessing|assessment]] of long-term series is important to determine continued viability and relevance).<br />
** A highly effective way to create a cohesive feel between the sessions is to create a uniform presentation template and/or classroom setup.<br />
** When multiple speakers are involved in a series, be sure to facilitate engagement and conversation to encourage unity in the topics and refer to the other parts in the series. Slack and other collaborative software can be useful tools in this process.<br />
* All webinars should have a clear scope, including objectives and outcomes, so that those interested will know what to expect during the event. Developing these will also help hosts determine if the topic is too broad for an individual session so that the scope can either be condensed to fit the time or expanded into a series.<br />
<br />
==== Finding a Speaker ====<br />
As host for a '''business meeting''', you will likely do most of the speaking. If others will need to speak or give reports, provide them with advance notice of that expectation so they are prepared. You may need to manage the audio using the mute feature for those in the virtual meeting space to avoid background noise and other distractions.<br />
<br />
When considering a speaker for a '''webinar''', first explore your own professional network and associations. You may have someone in your own network who is a perfect candidate to cover the topic. If not, gradually expand your search and reach out to others for recommendations.<br />
Be sure you have answers to the following:<br />
* Will the speaker be reimbursed?<br />
* How much time do you anticipate the speaker will invest in the planning, practicing, and presenting of the webinar?<br />
* Has the potential speaker delivered a webinar before? If not, how much additional time are you willing to invest to coach the speaker though the process?<br />
* Speakers will likely expect at least a general idea of the date and time for the webinar as well as the webinar length broken down so they are clear on how long they will be expected to speak.<br />
* When communicating with your speaker, be sure to explain your expectations for accessibility (e.g., adding [https://support.office.com/en-us/article/Add-alternative-text-to-a-shape-picture-chart-table-SmartArt-graphic-or-other-object-44989b2a-903c-4d9a-b742-6a75b451c669 Alt Text for images] in a PowerPoint) at the beginning of the planning process to allow ample time for testing, if needed.<br />
<br />
==== Setting a Date ====<br />
The DLF Wiki has some excellent suggestions on setting a date and time in the [[Setting Up Year-Round Meetings]] section of their Organizers’ Toolkit. As mentioned above, recurring meetings or webinars are best planned in advance (e.g., the second Tuesday of every month at 2pm ET). A simple poll can make this process straightforward. Remember time zone differences, especially for meetings, and communicate any changes or cancellations well in advance.<br />
<br />
If you are using a shared conferencing or online learning platform, be sure to document and mark your scheduled events in the appropriate way so that others do not plan an event at the same time. There’s nothing quite as awkward as walking in on another meeting when you expected the line to yourself.<br />
<br />
==== Communication ====<br />
With so many ways to communicate, this may be the most overwhelming element of the planning process. It is critical to have accurate contact information for all involved, whether for a business meeting or webinar.<br />
* Using a platform like Slack can allow collaboration in planning, though be sure that everyone is familiar with the features.<br />
* Email works well for critical information, but only if everyone checks the email address provided. <br />
* When all else fails, phone calls may be in order to be sure that those parties involved are understanding your expectations and their responsibilities. <br />
Be willing to communicate a number of different ways to encourage the highest level of participation. Also, be sure that those with whom you are working can communicate their own issues with you so that you can solve problems before they become significant issues.<br />
<br />
Another aspect of communication for the host or planner involves continued conversation between meetings, series offerings, or after a webinar ends.<br />
* '''Between Meetings''' - If the group attending the meeting stays mostly the same, consider establishing a Slack Channel or other collaborative platform on which participants can contribute information relevant to the group between official meetings. This is also a great way to set up a watercooler space to share personal updates.<br />
* '''Between Series''' - Consider encouraging assigned reading selections or video viewings with a designated check in time and place where participants can provide feedback and additional thoughts on an issue. Participation in the continued conversation can be part of a certification process that participants receive after completion of the program.<br />
* '''After the Webinar''' - When presenting a webinar, collecting registrant information is important to engage new audience members with your group. Consider sending a tailored welcome message to anyone not already subscribed to your services. Sign them up for your newsletter. Invite them to your group chat page. Send a quick follow-up survey several months later to see how they are applying what they learn. Remember, though, to always allow them to opt out of future communications.<br />
<br />
==== Registration ====<br />
When planning a '''business meeting''', registration is probably unnecessary. You will, however, need to supply the login information to those who need to attend the meeting. This could be a URL or a phone number and may include a passcode for your specific meeting. Encourage anyone unable to attend to communicate that information in a timely manner in case there are matters that need a quorum.<br />
<br />
<br />
As host, you can choose a variety of ways to approach registration for '''webinars'''.<br />
* Advanced registration through the webinar platform - most allow you to collect basic information (name, email, institution) and set caps on registration if necessary. Usually, the system will then send out the information to login to the webinar and, if you set it up, scheduled reminders.<br />
* Advanced registration through alternative means - If you need to collect additional demographic information or payment for participants, using something like SurveyMonkey or a GoogleForm can allow you to customize and analyze registrants. This will require additional work on your part, though, since you will be responsible for distributing login information and reminders.<br />
* No registration - On occasion, you may wish to simply share the link for a scheduled webinar and hope for the best. This can work well for those events where you are unconcerned with reaching any limits that your virtual classroom may have or trust that those who are interested will show up before the limit is reached. Be sure to market your webinar widely enough to generate interest and be flexible with the audience that does attend.<br />
<br />
Several tips for registration:<br />
* If you are allowing advanced registration, start promoting and open registration no more than one month prior to the event; two weeks notice is often the most ideal. Any longer notice will often cause a greater no-show rate, especially for free events.<br />
* Allow for about a 20% attrition rate between registrants and attendees. This means if you have a classroom for 100, you may wish to allow 120 to register to allow the greatest attendance.<br />
* If you are not requiring registration, consider in advance how you will communicate any classroom size limits. Typically, rooms open 15 minutes prior to the start of an event, and you will need to be sure the room is closed before that to discourage people from entering early and to allow everyone equal opportunity to enter.<br />
<br />
=== Moderating ===<br />
When hosting an online '''meeting''', you will likely control all aspects of the time: controlling the screen, monitoring the agenda, and keeping track of the time. If necessary, appoint a parliamentarian who can help especially with time and keeping the meeting on track.<br />
<br />
While educational '''webinars''' can function with just two people (the host/moderator and the speaker), best practices recommend having a third, often silent partner to handle any technical aspects of the session. This can include issues participants have, any tricky transitions during the presentation, and unexpected technical emergencies. Having dedicated technical support means that the host can focus on content and timing issues, and the speaker can simply focus on speaking.<br />
<br />
Useful tips for moderating a webinar:<br />
* Create a master script document that includes not only what everyone will say but also blocking for various tasks (e.g., Amy starts recording, Joy stops music, Louise pulls up survey, etc.).<br />
* Have clear time estimates for each stage of the presentation. Be prepared to encourage the speaker to speed up, slow down, or move on when necessary.<br />
* Always have questions on hand to promote conversation if a Q&A time is included at the end.<br />
* After asking a question or prompting participation, slowly count to 10 to allow people to respond.<br />
* Don’t panic if something goes wrong. Technology is difficult to predict, and often you can simply work around the issue.<br />
* Be mindful of the webinar’s level of interactivity for both live participants as well as those who may view a recording later, if applicable.<br />
<br />
=== Assessing ===<br />
While most '''business meetings''' won’t need constant assessment, it is important to check in with participants to evaluate how things are working. <br />
* Is everyone able to use the selected platform or should another be tried?<br />
* Are the times still convenient for most involved?<br />
* Does everyone feel like the frequency is sufficient or should that be reevaluated?<br />
* Are the meetings productive or could that use some work?<br />
By encouraging your participants to provide feedback, you’ll soon find the best virtual meeting environment for your group.<br />
<br />
Assessment of '''webinars''' is often important for a group to determine not only if that webinar was successful but also what types of webinars should be pursued (if any) in the future. While creating a simple survey is easy enough, getting participants to complete the survey can often be difficult.<br />
<br />
When planning assessment, consider the following:<br />
* Encourage participants to complete the survey immediately after the webinar by setting the platform to redirect to the survey when the webinar is ended. You can also provide a link to the survey during the final minutes of the webinar to catch those who may wish to leave early.<br />
* Email participants immediately after the event and perhaps one week later. Use the email point of contact to advertise additional webinars or how participants can get involved with your group.<br />
* Connecting completion of the assessment with distribution of a certificate of completion can often encourage greater participation. (Check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] section below to learn how to automate the certificate process using Google’s Autocrat add-on).<br />
* When designing the survey, leave ample room for open comments.<br />
* Phrase your survey questions to be neutral. For example, if asking about the quality of the speaker, using a phrase like "The Presenter was knowledgeable" is less leading than "The Presenter was excellent." Allow the survey taker to express their level of agreement.<br />
* Consider carefully which questions are mandatory and which optional.<br />
* Ask for ideas for future programming and whether or not a participant would like to present a future webinar. This helps build programming ideas and a network of professionals.<br />
* Try to make a survey that would take no longer than 5-10 minutes to complete. <br />
<br />
[https://www.clir.org/hiddencollections/sahc/sahc_webinar_evaluation_survey Click here] for a pdf of the assessment survey from CLIR [https://www.clir.org/hiddencollections/sahc/webinar1 SAHC's first webinars].<br />
<br />
=== Sample Planning Timeline ===<br />
This sample planning timeline gives a sense of the necessary steps to plan a stand alone, virtual, educational webinar. For more planning help, check out the [[Planning Virtual Meetings and Webinars#Planning 2|Planning Resources]] below.<br />
<br />
'''2-3 months prior'''<br />
* You have a fantastic idea for a webinar (or perhaps a colleague approaches you with a fascinating idea). The first step is to investigate whether this idea has been adequately covered somewhere else in the vast universe of GLAM educational material.<br />
* You’ve determined that your idea is new and wonderfully useful to the GLAM world. Set a budget: Will you offer compensation to your speaker? Do you need to cover any technology costs? Is this an entirely volunteer based project?<br />
* Reach out to your professional connections and find a dynamic speaker who is an expert on the subject. Or, if you intend to be the speaker, find someone who is able to be your moderator for the event. <br />
* Discuss dates and create a signed agreement so everyone understands the project. When possible, include all dates (e.g., draft due dates, practice session(s), live event, etc.) in the contract. (For example, [https://www.clir.org/hiddencollections/sahc/curriculum-committee-agreement-template click here] for a Microsoft Word Template of CLIR's Curriculum Committee agreement from the SAHC project).<br />
* Discuss basic technology requirements with the speaker now including the need for reliable (preferably wired) internet and a quality headset.<br />
<br />
'''1 month prior'''<br />
* Start sharing scripts and slides. Work on timing and discuss any special technology needs. Try to find the right balance between text and images on slides.<br />
* Check on accessibility issues, including, but not limited to, font sizes and Alt text for images. Avoid slide transitions and fly-ins.<br />
* Determine now if the webinar is going to be recorded and what added concerns you need to keep in mind connected to that.<br />
* Determine if there are any supplemental documents that would be useful for participants to have.<br />
* Collect a bio for the speaker.<br />
* Begin setting up the classroom space, if possible, for the webinar environment. Some platforms, like Adobe Connect, allow hosts to set up several templates for meeting rooms (e.g., lobby, presentation, chat, etc.). By having these in place prior to the technical practice for a session, you will save time and give the speaker an idea of the available room configurations. If conducting a series of webinars, you are able to copy the format and settings of an established meeting.<br />
<br />
'''1 week prior'''<br />
* Conduct a practice session in the environment that will be used the day of the event. Make sure that internet speeds are excellent (wifi should be avoided), that telephones are available if needed, and that microphones are clear and balanced between the host and speaker.<br />
* Run through all slides, transitions, and activities to make sure that everything displays as expected. Make notes on anything that needs to be adjusted and schedule additional checks if necessary.<br />
* Have a few people participate in this session, if possible, so that font sizes, images, and display can be checked on a variety of devices (PC/Mac, tablet, desktop, laptop, etc.) and the presentation can be evaluated from several perspectives (host, speaker, attendee).<br />
* Assign individuals to tasks. Tasks may include starting and stopping the recording, ending the session, serving as timekeeper for any discussions, and moderating any questions.<br />
* Open registration for the event and share with target audiences.<br />
<br />
'''Day of event'''<br />
* Meet at least 30 minutes prior to the time set for opening the classroom (which is usually 15 minutes before the start of the webinar). Allow more time if there are multiple speakers or unresolved technical issues from the practice session.<br />
* Test and balance the microphone levels for anyone who will be speaking during the event.<br />
* Make sure everyone understands their assigned tasks.<br />
* Relax, get some water, and wait for the event.<br />
* Know that you’ve planned a new and wonderfully useful session, open the classroom, and start.<br />
<br />
== Resources ==<br />
=== Planning ===<br />
* [http://www.infotoday.com/OnlineSearcher/Articles/Features/Secrets-of-Successful-Webinars-106050.shtml Secrets of Successful Webinars] (Online Searcher, Vol. 39, no. 5, Sept./Oct. 2015) - Includes checklists and tips from Mary Ellen Bates and Cathy Chiba on planning, creating, and hosting successful webinars.<br />
* [https://mebs.files.wordpress.com/2015/06/webinar-planning-checklist.pdf MEB’s Amazing Webinar Checklist and Templates] (pdf) - A tool created by Mary Ellen Bates to help webinar hosts stay organized through the webinar planning and presentation process.<br />
<br />
=== Presenting ===<br />
* [https://helpx.adobe.com/adobe-connect/kb/best-practices-hosts-presenters-using.html Adobe Connect Best Practices for Hosts and Presenters] - While specifically designed for Adobe Connect users, this guide offers useful tips for any virtual meeting planner or presenter.<br />
* [https://www.learningsolutionsmag.com/articles/1388/best-practices-deliver-a-great-virtual-training-event Best Practices: Deliver a Great Virtual Training Event] - by Jaqueline Beck, Learning Solutions Magazine, 2014<br />
* [https://www.elearningguild.com/showfile.cfm?id=3159 Best Practices for Delivering Virtual Classroom Training] (pdf) - Randah McKinnie, Sr., eLearning Solutions, 2008 - Focuses on Adobe’s presentation software, but offers suggestions for any virtual classroom environment.<br />
* [https://www.americanexpress.com/us/small-business/openforum/articles/12-strategies-creating-webinar-wows-crowds/ 12 Strategies for Creating a Webinar that Wows Crowds] - by Bruna Martinuzzi of Clarion Enterprises, American Express Open Forum, December 2016<br />
* [https://hbr.org/2015/03/how-to-run-a-great-virtual-meeting How to Run a Great Virtual Meeting] - by Keith Ferrazzi, Harvard Business Review Online, March 27, 2015<br />
* [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 The 20-Minute Rule for Great Public Speaking--On Attention Spans and Keeping Focus] - by Alf Rehn, Professor and Speaker, The Art of Keynoting, April 11, 2016 - An excellent read on the art of crafting quality presentations<br />
* [http://sixminutes.dlugan.com/speaking-rate/ What is the Average Speaking Rate?] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, Nov. 2012 - An overview to help you calculate your rate of speech (i.e., how quickly you speak) to help you gauge how much content you need for a given time period<br />
* [http://sixminutes.dlugan.com/rule-of-three-speeches-public-speaking/ How to use the Rule of Three in Your Speeches] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, May 2009 - An overview of how to apply the aesthetic Rule of Three to speech<br />
<br />
=== Accessibility ===<br />
* [http://dor.ca.gov/DisabilityAccessInfo/How-do-I-Plan-Accessible-Presentations-and-Webinars.html How do I plan accessible presentations and webinars?] - A brief resource with links from the California Department of Rehabilitation<br />
* [https://www.fda.gov/AboutFDA/AboutThisWebsite/Accessibility/ucm214503.htm Accessible Web Conferences and Webinar Best Practices] - A guide from the U.S. Food and Drug Administration<br />
* [https://help.blackboard.com/Learn/Instructor/Accessibility/Caption_Video_Content_Best_Practices Best Practice: Captioning Video Content] - a summary resource from Blackboard Help that provides an overview of captioning including basic help for using YouTube to add captions to videos.<br />
* [http://ccacaptioning.org/resources/ Resources: How To's & Best Practices for Closed Captioning] - An extensive list of resources from the [http://ccacaptioning.org/ CCAC] (Collaborative for Communication Access vis Captioning), an advocacy and education group to encourage greater accessibility to content through quality captioning.<br />
* [http://bbc.github.io/subtitle-guidelines/ BBC Subtitle Guidelines] - The extensive policy and guidelines from BBC for creating and attaching captions and subtitles to videos. This could provide help with determining fonts, line breaks, and other style assistance as well as other practical information.<br />
<br />
=== Resources and Media ===<br />
When using images, videos, and music for virtual learning, carefully consider any restrictions on the media. If you have any doubt over proper use and/or attribution requirements or limitations, contact the owner or licencor of the media. CLIR and DLF are not responsible for any misuse of media obtained from the following sources.<br />
<br />
* [http://www.docurated.com/101-free-free-try-online-collaborative-learning-tools-teachers-educators 102 Free (or Free-to-Try) Online Collaborative Learning Tools for Teachers and Educators] - While geared specifically to elementary and secondary education, quite a few of the tools listed could be used and adapted to professional development training experiences.<br />
* [http://edtechteacher.org/tools/research/finding-images/ Finding Public Domain Images for Multimedia Projects] - An extensive list of public domain image sources including a number of government image sources.<br />
* [https://elearningindustry.com/free-stock-photos-sites-for-elearning Free Stock Photos Sites for eLearning] - A listing of sites. Some may require registration and some do have limits to the free use for images.<br />
* [http://freemusicarchive.org/curator/Video/ Free Music Archive (FMA): Music for Video] - A special portal within FMA which pre-screens music contributions for use in video. The search capabilities are robust including basic searches like artist and genre to more specific searches like clip length and license type.<br />
* [https://www.youtube.com/watch?v=L8Z89-q1OnU Create Professional Development Certificates from Google Forms using Autocrat] - YouTube tutorial from Jeffrey Bradbury, Teachercast Podcast (August 11, 2015) showing how to build a certificate using several Google products.<br />
* [https://www.youtube.com/watch?v=vC1Zp-x9bGQ&spfreload=1 Using Autocrat to send personalized PDF certificates via Form Submit] - YouTube tutorial by edtech2020, Tim Chase, May 16, 2013<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Planning_Virtual_Meetings_and_Webinars&diff=13131Planning Virtual Meetings and Webinars2017-07-03T14:42:47Z<p>Joymbanks: /* Accessibility */</p>
<hr />
<div>This section of the [[About DLF and the Organizers' Toolkit|DLF Organizers' Toolkit]] provides general guidelines for presenting and/or hosting an online meeting or educational experience. It was originally created in 2017 by '''Library & Archives Consultant [http://www.joymbanksconsulting.com Joy M. Banks, MSLS],''' as part of the [https://www.clir.org/hiddencollections/sahc CLIR Strategies for Advancing Hidden Collections project (SAHC)]. More resources related to that project, which was funded by The Andrew W. Mellon Foundation, can be found in the [https://wiki.diglib.org/Strategies_for_Advancing_Hidden_Collections SAHC Resource Library].<br />
<br />
<br />
== Formats ==<br />
In today’s online environment, the possibilities for virtual learning are nearly limitless. From Facebook Live to Adobe Connect, choosing the right platform may be challenging. Careful consideration of content and goals will help guide you to the right platform.<br />
<br />
=== Casual v. Formal ===<br />
There is a significant difference between the platform needs for a gathering of colleagues casually chatting about something and a professional presentation of ideas to a large group. The former requires minimal technology, and the latter likely requires a much more robust system.<br />
<br />
For the '''causal''' experience, consider basic VOIP conference lines, Skype group, Google Hangouts, and the like.<br />
<br />
* Do you actually need to see a screen or is voice access enough?<br />
* Will everyone be able to participate via audio connections or will some need a chat feature?<br />
* Will everyone be able to use their computer for audio or will a phone line be necessary?<br />
* Consider the time of day for the meetup. If during work hours, some may not have access to platforms that require any sort of download. If after work hours, some may not have access to robust internet connections.<br />
* Talk to your group, and find out what works best for you.<br />
<br />
For the '''formal''' experience, consider more robust platforms that allow for greater flexibility such as UberConference (DLF maintains a [[Setting Up Year-Round Meetings#DLF Web.2FPhone Conferencing Support|Pro account]]), Adobe Connect, GoToMeeting, and the like.<br />
* Will you need the ability to screen share, chat, and file share?<br />
* Will your participants need to access audio via VOIP, computer, and/or phone audio connections?<br />
* Will your presenters need training on the platform in advance?<br />
* Even in the most robust systems, there is value in keeping things simple so that participants can focus on the content rather than the platform.<br />
<br />
=== Collaborative v. Lecture ===<br />
While most educators agree that engaged learning is the best educational model, there is still value in lecture for presenting certain types of information. Recreating lecture in a virtual environment is relatively easy. Virtual collaboration can be a bit more challenging.<br />
<br />
If you need a '''collaborative''' online environment:<br />
* Limit the size of your group. The larger the group, the more difficult collaboration can be. Some web conferencing platforms allow breaking into groups, but be sure to test the feature before the meeting so you understand how it works for everyone.<br />
* Consider creating large chat spaces to allow contribution even if someone is unable to participate via audio connection.<br />
* Combine technologies. Using a conference line and a collaborative work space such as GoogleDocs can allow live feedback and tracking when working together on a project.<br />
<br />
When presenting information in a '''lecture''' environment:<br />
* It’s still important to create an interactive environment. Allow a way for participants to ask questions and engage with the presenter and other attendees.<br />
* Intersperse lecture with engagement. Create chat opportunities that allow an exchange of ideas. Give participants a way to stretch their brain with simple activities like polls or sharing reactions.<br />
<br />
=== Meeting v. Learning ===<br />
You may think that planning an online meeting is as simple as sending out a link for people to join, but the best online meeting planners follow many of the same best practices as virtual learning.<br />
<br />
If you are planning a '''meeting''', consider the following:<br />
* Have a detailed agenda including time estimates for each part of the discussion. This will not only keep everyone on track during the meeting but also allow participants to plan ahead to enter and leave the meeting if needed.<br />
* Keep in mind if everyone in the meeting will have access to an audio line and/or any thing you put on the screen. Those who may only be able to hear the meeting will need to have verbal descriptions of anything on the screen and have any chat discussions summarized for them. Those who will be unable to participate with a microphone will need to have access to chat.<br />
* Since time is crucial when meeting online, distribute any documents to be discussed in advance so participants can review them. This will allow more meaningful discussions when everyone is together.<br />
<br />
If you are interested in creating a '''learning''' environment:<br />
* Planning should begin far in advance of the date of presentation.<br />
* A more robust virtual platform is often necessary to create an engaging learning experience for everyone.<br />
* For more details on planning a virtual learning experience, see the [[Planning Virtual Meetings and Webinars#Hosts|Hosts]] section of this handbook and check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] listed below.<br />
<br />
=== Recorded v. Live ===<br />
The experience of a live virtual event will be much different than a recorded one. Perhaps you decide to focus on one or the other or create a learning experience that uses both.<br />
<br />
If you are recording a '''live''' presentation for use later:<br />
* Be sure that you designate someone to start and end the recording.<br />
* Have a plan for storage of the recording. Where will it live? Who will have access? Will editing be necessary? How long will you provide access?<br />
* If possible, mark on the live script sections that will be cut from the recording to make editing easier.<br />
* Recognize that not all activities of a live event can be recreated for someone listening to a recording.<br />
<br />
It’s OK if you only offer something live. Everyone may not be able to attend, but that is the nature of life. Provide ample notice of the event (or purposely plan a pop-up event), and those who are more interested will attend.<br />
<br />
If you plan to only provide a '''recorded''' presentation:<br />
* Follow best practices for presentation and consider how you will engage your audience if the content is educational.<br />
* Plan for a way that viewers can ask questions or provide feedback whether through your email, a specific Twitter hashtag you can track, a GoogleForm, or some other means.<br />
* Be sure you have all of the necessary software and hardware to make a quality recording and determine in advance where the recording will live.<br />
* Consider including your script as captions in the recording to offer an additional way users can access the materials.<br />
<br />
=== Audio v. Video ===<br />
For some virtual experiences, audio may be sufficient but sometimes, in order to build trust or a team spirit, video can help.<br />
<br />
When thinking about '''audio''' only:<br />
* Audio only options often require less robust systems and can often be accessed through a phone line without the need for a computer.<br />
* This can be great for a simple conference call with a small group of individuals already familiar with each other.<br />
* For those who are visual learners, be sure to supply any documents to be discussed in advance so everyone can follow the conversation.<br />
<br />
When thinking about '''video''' options:<br />
* Remember everyone may not have access to a webcam. Will participants still be able to participate another way?<br />
* Video includes screen sharing, not just webcam sharing. Sometimes it is valuable to be able to visually share documents or other information.<br />
* If you expect everyone to participate through video, give advance notice so no one is surprised.<br />
<br />
<br />
== Speakers ==<br />
=== Virtual v. Face to Face ===<br />
While webinars have many similarities with standard F2F presentations, those presenting webinars must be aware of several distinct differences:<br />
<br />
'''Your audience is not in the same room''' - Unless you are participating in an online video chat that includes participant video, you will not be able to gauge your audience’s non-verbal response to your presentation. For anyone who has relied on eye contact, body language, and other visual signs to make adjustments to a presentation, the format of a webinar can be a bit uncomfortable.<br />
<br />
'''Solution''': <br />
* ''Create engaging chats'' - Think of these as opportunities for participants to stretch their brain. Encourage participants to get to know each other before the session starts. Set aside a 60 second chat blitz as a way to quickly participate in the webinar. Ask participants for suggestions and ideas that have worked in real life.<br />
* ''Ask questions to boost active participation'' - When using a question to start a chat, be sure it is open enough to engage participants. Questions with one word answers are best left to polls and blitz activities. It’s ok to consider phrasing that will lead participants where you want them to go in their thinking. In a webinar geared towards higher level engagement, allow participants to share their experiences, good or bad, as a way to enrich the content of your presentation. Setting time limits will encourage people to contribute without waiting and also allow a distinct end point to move the webinar forward if needed.<br />
* ''Embed polls and other simple activities'' - Polls are a quick and easy way to gauge your audience before and during a webinar. Questions can be about the participants or the content of the webinar. Choose simple questions with distinct responses. Depending on the webinar platform, you may also have the ability to allow participants to draw on the screen, add quick responses to a chat box, raise their hand virtually, share reaction emojis, etc. All of these activities break up the content of your talk and refocus the group.<br />
<br />
'''Timing is essential''' - Webinars will have set start and end times that often cannot be adjusted. You may be asked to login to the webinar system early and perhaps end early (i.e., before you’re ready to stop talking) if the end time approaches. Because of this, reading from a script is often recommended to avoid unexpected timing issues.<br />
<br />
'''Solution''': <br />
* ''Practice, practice, practice'' - Read your script and make sure the text flows as well verbally as it does in writing. Plan your timing with a slower voice and enunciated speech. During the live event, you will likely speak faster than when you practiced.<br />
* ''Add buffers to account for discussions that may run long'' - While you will be asked to plan how long discussions will last, you may find participants are highly engaged during a certain time. Plan ahead to allow buffers in your presentation content to allow for engaged participation (keeping in mind, though, that all good things must eventually come to an end). Mark sections of your script that can be easily cut if needed. <br />
<br />
'''Interaction must be carefully crafted''' - Most webinar platforms allow for some interaction between the speaker and audience as well as between attendees. The most successful virtual engagement activities are not something you can do effectively on the fly. Careful planning (and testing) of interactive activities will help create a dynamic learning environment that will help all participants engage with the educational content.<br />
<br />
'''Solution''':<br />
* ''Plan ahead and test everything'' - Work closely with your webinar host to assure that everything is in place and functional prior to the live date. Set up any polls. Practice chat sessions. Test your ideas with several people on various devices. Leave nothing to chance but always remain flexible.<br />
<br />
'''Not everyone will be participating in the same way''' - Even in the smallest virtual settings, not everyone will have access to the full webinar experience. Some may only be able to participate through the audio. Others may not have access to a microphone. Be considerate of any accessibility limitations.<br />
<br />
'''Solution''':<br />
* Repeat any questions or thoughtful comments that are typed in the chat box so everyone has access to the content.<br />
* Describe verbally any important visual aids.<br />
* Enunciation not only helps participants hear you better, but it also helps any transcription of your speech for captioning. Speaking too fast will jumble your words both through audio and captioning technology.<br />
* Try to avoid experiences which will require a very high internet speed connection.<br />
* Will the session be recorded? Consider how what you do live will translate to a recorded viewing experience.<br />
<br />
=== Delivering an Engaging Virtual Presentation ===<br />
* Start with a brief bio, usually presented by the host/moderator. Include details other than the mundane that will engage your audience and connect them more personally to you. Your bio will also serve to show why you are qualified to present the content of the webinar and establish you as an expert. <br />
* Include an image of yourself. This can be on your slide template or, if possible, as a video feed (even if only briefly).<br />
* Depending on the form of your webinar, plan to have an activity every 15-20 minutes or so to re-engage your audience and avoid long periods of lecture. These can be directed chats, polls, blitz chats, or Q&A sessions. Some webinars may require a large amount of lecture due to the depth of the topic. In those cases, consider breaking up sessions into a series to allow greater interaction.<br />
* Remember to smile when you speak (which feels strange if you are alone in a room somewhere). When you are smiling, your words tend to be clearer and your tone is more welcoming. This will also help you avoid extreme changes in your volume (e.g., starting a sentence with power and fading off as your sentence ends).<br />
* Before your webinar, practice your script and record it. Listen to your recording and try to adjust any bad habits. Try to avoid “um”, “so”, and other speech fillers. Listen for habits like starting loud and fading off at the end of a sentence. Practice your breathing so it sounds natural. Presenting is different than natural speech, so the extra practice and self-evaluation will help you deliver a clear presentation to your audience.<br />
* Consider framing your presentation using the rule of three. Begin by telling your audience what they will hear (perhaps having three points or sections), tell them those points, and end by summarizing what they heard. The number of main ideas you will effectively be able to share depends on the length of time you have. Avoid trying to cram too much into too short a time slot. Better to share less content of a higher quality. While many sources suggest listeners have a 5-10 minute attention span, framing your content to the highest denominator of [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 18-20 minutes] will likely produce higher quality content.<br />
* Even in an online environment, you might encourage your audience to set aside distractions during the session: turn off cell phones, don’t check email, hang a sign on your door, and truly focus on the content. These simple steps will help everyone have a better webinar experience.<br />
* Insert humor throughout your presentation. Tell an appropriate, personal funny story, but keep it succinct and relevant. If you are speaking on a particular topic but you lack a personally relevant experience, consider gathering stories before the event, either from registered participants or colleagues (and always seek permission to share!).<br />
* Relax, be sure to have a cup of water, and enjoy the experience.<br />
<br />
== Hosts ==<br />
=== General Tips ===<br />
For Virtual '''Business Meetings''':<br />
* Try to limit the meeting to one hour.<br />
* If a recurring meeting, set the time and day well in advance so everyone can mark their calendars and set aside time for the meeting. Everyone will appreciate not having to do a poll every month to schedule a meeting time.<br />
* Allow a few minutes at the beginning and/or end for watercooler talk. Encourage those who want to catch up to arrive early or plan to stay a few minutes later (depending on whether or not you can stay in the virtual space).<br />
* Don’t assume that everyone knows each other. Do introductions if necessary, and, if taking minutes, be sure the secretary feels comfortable enough to speak up if it’s unclear who is speaking. While some platforms identify the speaker, that often relies on the participant to enter their name and/or an individual passcode.<br />
* Check in each meeting to see how everyone is participating. Some may only have chat (if available), some may only have audio (if you’ve also set up screen sharing). Repeat questions and describe what’s going on so everyone stays engaged.<br />
* Will the meeting need to be recorded? If so,<br />
** Where will the recording live and how will members access it?<br />
** Will there be usage restrictions based on the content of the meeting?<br />
<br />
<br />
For Virtual '''Educational Webinars''':<br />
* Most online learning experiences should last no more than ninety minutes.<br />
* Plan ahead if you would like to charge attendees. You’ll need a way to accept payment in addition to tracking registration.<br />
* Most webinar platforms will require some level of training so that presenters and hosts are familiar with the features.<br />
* Wired internet is always preferred for speakers and hosts to avoid delivery glitches. Make this clear from the beginning of planning.<br />
* Will the webinar be recorded? If the answer is yes, consider:<br />
** Where will the recordings live and how long they will need to last?<br />
** Will you need to edit the recordings or be able to post as is?<br />
** Will the recording need to capture the entire webinar environment or just the presentation slides?<br />
** How will the experience differ for those who view the recording?<br />
** Will captioning need to be added to the recording?<br />
<br />
=== Planning ===<br />
Planning a virtual webinar or meeting begins in much the same way as a face to face event: Choose a topic, find a speaker, and set a date (not necessarily always in that order). Additionally, hosts also need to consider how communication will occur, especially since everyone is likely dispersed, and how registration will be handled.<br />
<br />
Jump to: [[Planning Virtual Meetings and Webinars#Choosing a Topic|Choosing a Topic]] | [[Planning Virtual Meetings and Webinars#Finding a Speaker|Finding a Speaker]] | [[Planning Virtual Meetings and Webinars#Setting a Date|Setting a Date]] | [[Planning Virtual Meetings and Webinars#Communication|Communication]] | [[Planning Virtual Meetings and Webinars#Registration|Registration]]<br />
<br />
==== Choosing a Topic ====<br />
If you are hosting a '''business meeting''', your topic will be the items on your agenda. Be sure to supply the agenda and any documents for review at least one week prior to the meeting.<br />
<br />
<br />
Selecting a topic for a '''webinar''' can be a bit more involved. Perhaps your team has recently completed a project, and you would like to share the results with a larger audience. Or you recently attended an in-person meeting, heard a great speaker, and think the session should be captured for further distribution. Regardless of the idea, here are some tips:<br />
* Make sure the topic hasn’t been covered sufficiently elsewhere.<br />
* Some topics may be stand alone (a conference summary, an introductory session, etc.) while other ideas may lend themselves to serial delivery. Series may occur weekly, monthly, or at some other set interval. A few more thoughts on series:<br />
** Webinars in a series should have a common theme, but don’t necessarily need to build directly from each other. For example, you could plan a series focusing on how individual institutions are tackling a particular problem, highlighting a new institution each month. This can be marketed as a series, but doesn’t require participants to attend all sessions. Alternatively, a series may also be developed to tackle a complex topic with sessions building on each other. Attendees would be expected to attend all sessions (to the best of their ability).<br />
** There is no set amount of sessions a series must contain: some may be as little as two and some may last for years (though, [[Planning Virtual Meetings and Webinars#Assessing|assessment]] of long-term series is important to determine continued viability and relevance).<br />
** A highly effective way to create a cohesive feel between the sessions is to create a uniform presentation template and/or classroom setup.<br />
** When multiple speakers are involved in a series, be sure to facilitate engagement and conversation to encourage unity in the topics and refer to the other parts in the series. Slack and other collaborative software can be useful tools in this process.<br />
* All webinars should have a clear scope, including objectives and outcomes, so that those interested will know what to expect during the event. Developing these will also help hosts determine if the topic is too broad for an individual session so that the scope can either be condensed to fit the time or expanded into a series.<br />
<br />
==== Finding a Speaker ====<br />
As host for a '''business meeting''', you will likely do most of the speaking. If others will need to speak or give reports, provide them with advance notice of that expectation so they are prepared. You may need to manage the audio using the mute feature for those in the virtual meeting space to avoid background noise and other distractions.<br />
<br />
When considering a speaker for a '''webinar''', first explore your own professional network and associations. You may have someone in your own network who is a perfect candidate to cover the topic. If not, gradually expand your search and reach out to others for recommendations.<br />
Be sure you have answers to the following:<br />
* Will the speaker be reimbursed?<br />
* How much time do you anticipate the speaker will invest in the planning, practicing, and presenting of the webinar?<br />
* Has the potential speaker delivered a webinar before? If not, how much additional time are you willing to invest to coach the speaker though the process?<br />
* Speakers will likely expect at least a general idea of the date and time for the webinar as well as the webinar length broken down so they are clear on how long they will be expected to speak.<br />
* When communicating with your speaker, be sure to explain your expectations for accessibility (e.g., adding [https://support.office.com/en-us/article/Add-alternative-text-to-a-shape-picture-chart-table-SmartArt-graphic-or-other-object-44989b2a-903c-4d9a-b742-6a75b451c669 Alt Text for images] in a PowerPoint) at the beginning of the planning process to allow ample time for testing, if needed.<br />
<br />
==== Setting a Date ====<br />
The DLF Wiki has some excellent suggestions on setting a date and time in the [[Setting Up Year-Round Meetings]] section of their Organizers’ Toolkit. As mentioned above, recurring meetings or webinars are best planned in advance (e.g., the second Tuesday of every month at 2pm ET). A simple poll can make this process straightforward. Remember time zone differences, especially for meetings, and communicate any changes or cancellations well in advance.<br />
<br />
If you are using a shared conferencing or online learning platform, be sure to document and mark your scheduled events in the appropriate way so that others do not plan an event at the same time. There’s nothing quite as awkward as walking in on another meeting when you expected the line to yourself.<br />
<br />
==== Communication ====<br />
With so many ways to communicate, this may be the most overwhelming element of the planning process. It is critical to have accurate contact information for all involved, whether for a business meeting or webinar.<br />
* Using a platform like Slack can allow collaboration in planning, though be sure that everyone is familiar with the features.<br />
* Email works well for critical information, but only if everyone checks the email address provided. <br />
* When all else fails, phone calls may be in order to be sure that those parties involved are understanding your expectations and their responsibilities. <br />
Be willing to communicate a number of different ways to encourage the highest level of participation. Also, be sure that those with whom you are working can communicate their own issues with you so that you can solve problems before they become significant issues.<br />
<br />
Another aspect of communication for the host or planner involves continued conversation between meetings, series offerings, or after a webinar ends.<br />
* '''Between Meetings''' - If the group attending the meeting stays mostly the same, consider establishing a Slack Channel or other collaborative platform on which participants can contribute information relevant to the group between official meetings. This is also a great way to set up a watercooler space to share personal updates.<br />
* '''Between Series''' - Consider encouraging assigned reading selections or video viewings with a designated check in time and place where participants can provide feedback and additional thoughts on an issue. Participation in the continued conversation can be part of a certification process that participants receive after completion of the program.<br />
* '''After the Webinar''' - When presenting a webinar, collecting registrant information is important to engage new audience members with your group. Consider sending a tailored welcome message to anyone not already subscribed to your services. Sign them up for your newsletter. Invite them to your group chat page. Send a quick follow-up survey several months later to see how they are applying what they learn. Remember, though, to always allow them to opt out of future communications.<br />
<br />
==== Registration ====<br />
When planning a '''business meeting''', registration is probably unnecessary. You will, however, need to supply the login information to those who need to attend the meeting. This could be a URL or a phone number and may include a passcode for your specific meeting. Encourage anyone unable to attend to communicate that information in a timely manner in case there are matters that need a quorum.<br />
<br />
<br />
As host, you can choose a variety of ways to approach registration for '''webinars'''.<br />
* Advanced registration through the webinar platform - most allow you to collect basic information (name, email, institution) and set caps on registration if necessary. Usually, the system will then send out the information to login to the webinar and, if you set it up, scheduled reminders.<br />
* Advanced registration through alternative means - If you need to collect additional demographic information or payment for participants, using something like SurveyMonkey or a GoogleForm can allow you to customize and analyze registrants. This will require additional work on your part, though, since you will be responsible for distributing login information and reminders.<br />
* No registration - On occasion, you may wish to simply share the link for a scheduled webinar and hope for the best. This can work well for those events where you are unconcerned with reaching any limits that your virtual classroom may have or trust that those who are interested will show up before the limit is reached. Be sure to market your webinar widely enough to generate interest and be flexible with the audience that does attend.<br />
<br />
Several tips for registration:<br />
* If you are allowing advanced registration, start promoting and open registration no more than one month prior to the event; two weeks notice is often the most ideal. Any longer notice will often cause a greater no-show rate, especially for free events.<br />
* Allow for about a 20% attrition rate between registrants and attendees. This means if you have a classroom for 100, you may wish to allow 120 to register to allow the greatest attendance.<br />
* If you are not requiring registration, consider in advance how you will communicate any classroom size limits. Typically, rooms open 15 minutes prior to the start of an event, and you will need to be sure the room is closed before that to discourage people from entering early and to allow everyone equal opportunity to enter.<br />
<br />
=== Moderating ===<br />
When hosting an online '''meeting''', you will likely control all aspects of the time: controlling the screen, monitoring the agenda, and keeping track of the time. If necessary, appoint a parliamentarian who can help especially with time and keeping the meeting on track.<br />
<br />
While educational '''webinars''' can function with just two people (the host/moderator and the speaker), best practices recommend having a third, often silent partner to handle any technical aspects of the session. This can include issues participants have, any tricky transitions during the presentation, and unexpected technical emergencies. Having dedicated technical support means that the host can focus on content and timing issues, and the speaker can simply focus on speaking.<br />
<br />
Useful tips for moderating a webinar:<br />
* Create a master script document that includes not only what everyone will say but also blocking for various tasks (e.g., Amy starts recording, Joy stops music, Louise pulls up survey, etc.).<br />
* Have clear time estimates for each stage of the presentation. Be prepared to encourage the speaker to speed up, slow down, or move on when necessary.<br />
* Always have questions on hand to promote conversation if a Q&A time is included at the end.<br />
* After asking a question or prompting participation, slowly count to 10 to allow people to respond.<br />
* Don’t panic if something goes wrong. Technology is difficult to predict, and often you can simply work around the issue.<br />
* Be mindful of the webinar’s level of interactivity for both live participants as well as those who may view a recording later, if applicable.<br />
<br />
=== Assessing ===<br />
While most '''business meetings''' won’t need constant assessment, it is important to check in with participants to evaluate how things are working. <br />
* Is everyone able to use the selected platform or should another be tried?<br />
* Are the times still convenient for most involved?<br />
* Does everyone feel like the frequency is sufficient or should that be reevaluated?<br />
* Are the meetings productive or could that use some work?<br />
By encouraging your participants to provide feedback, you’ll soon find the best virtual meeting environment for your group.<br />
<br />
Assessment of '''webinars''' is often important for a group to determine not only if that webinar was successful but also what types of webinars should be pursued (if any) in the future. While creating a simple survey is easy enough, getting participants to complete the survey can often be difficult.<br />
<br />
When planning assessment, consider the following:<br />
* Encourage participants to complete the survey immediately after the webinar by setting the platform to redirect to the survey when the webinar is ended. You can also provide a link to the survey during the final minutes of the webinar to catch those who may wish to leave early.<br />
* Email participants immediately after the event and perhaps one week later. Use the email point of contact to advertise additional webinars or how participants can get involved with your group.<br />
* Connecting completion of the assessment with distribution of a certificate of completion can often encourage greater participation. (Check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] section below to learn how to automate the certificate process using Google’s Autocrat add-on).<br />
* When designing the survey, leave ample room for open comments.<br />
* Phrase your survey questions to be neutral. For example, if asking about the quality of the speaker, using a phrase like "The Presenter was knowledgeable" is less leading than "The Presenter was excellent." Allow the survey taker to express their level of agreement.<br />
* Consider carefully which questions are mandatory and which optional.<br />
* Ask for ideas for future programming and whether or not a participant would like to present a future webinar. This helps build programming ideas and a network of professionals.<br />
* Try to make a survey that would take no longer than 5-10 minutes to complete. <br />
<br />
[https://www.clir.org/hiddencollections/sahc/sahc_webinar_evaluation_survey Click here] for a pdf of the assessment survey from CLIR [https://www.clir.org/hiddencollections/sahc/webinar1 SAHC's first webinars].<br />
<br />
=== Sample Planning Timeline ===<br />
This sample planning timeline gives a sense of the necessary steps to plan a stand alone, virtual, educational webinar. For more planning help, check out the [[Planning Virtual Meetings and Webinars#Planning 2|Planning Resources]] below.<br />
<br />
'''2-3 months prior'''<br />
* You have a fantastic idea for a webinar (or perhaps a colleague approaches you with a fascinating idea). The first step is to investigate whether this idea has been adequately covered somewhere else in the vast universe of GLAM educational material.<br />
* You’ve determined that your idea is new and wonderfully useful to the GLAM world. Set a budget: Will you offer compensation to your speaker? Do you need to cover any technology costs? Is this an entirely volunteer based project?<br />
* Reach out to your professional connections and find a dynamic speaker who is an expert on the subject. Or, if you intend to be the speaker, find someone who is able to be your moderator for the event. <br />
* Discuss dates and create a signed agreement so everyone understands the project. When possible, include all dates (e.g., draft due dates, practice session(s), live event, etc.) in the contract. (For example, [https://www.clir.org/hiddencollections/sahc/curriculum-committee-agreement-template click here] for a Microsoft Word Template of CLIR's Curriculum Committee agreement from the SAHC project).<br />
* Discuss basic technology requirements with the speaker now including the need for reliable (preferably wired) internet and a quality headset.<br />
<br />
'''1 month prior'''<br />
* Start sharing scripts and slides. Work on timing and discuss any special technology needs. Try to find the right balance between text and images on slides.<br />
* Check on accessibility issues, including, but not limited to, font sizes and Alt text for images. Avoid slide transitions and fly-ins.<br />
* Determine now if the webinar is going to be recorded and what added concerns you need to keep in mind connected to that.<br />
* Determine if there are any supplemental documents that would be useful for participants to have.<br />
* Collect a bio for the speaker.<br />
* Begin setting up the classroom space, if possible, for the webinar environment. Some platforms, like Adobe Connect, allow hosts to set up several templates for meeting rooms (e.g., lobby, presentation, chat, etc.). By having these in place prior to the technical practice for a session, you will save time and give the speaker an idea of the available room configurations. If conducting a series of webinars, you are able to copy the format and settings of an established meeting.<br />
<br />
'''1 week prior'''<br />
* Conduct a practice session in the environment that will be used the day of the event. Make sure that internet speeds are excellent (wifi should be avoided), that telephones are available if needed, and that microphones are clear and balanced between the host and speaker.<br />
* Run through all slides, transitions, and activities to make sure that everything displays as expected. Make notes on anything that needs to be adjusted and schedule additional checks if necessary.<br />
* Have a few people participate in this session, if possible, so that font sizes, images, and display can be checked on a variety of devices (PC/Mac, tablet, desktop, laptop, etc.) and the presentation can be evaluated from several perspectives (host, speaker, attendee).<br />
* Assign individuals to tasks. Tasks may include starting and stopping the recording, ending the session, serving as timekeeper for any discussions, and moderating any questions.<br />
* Open registration for the event and share with target audiences.<br />
<br />
'''Day of event'''<br />
* Meet at least 30 minutes prior to the time set for opening the classroom (which is usually 15 minutes before the start of the webinar). Allow more time if there are multiple speakers or unresolved technical issues from the practice session.<br />
* Test and balance the microphone levels for anyone who will be speaking during the event.<br />
* Make sure everyone understands their assigned tasks.<br />
* Relax, get some water, and wait for the event.<br />
* Know that you’ve planned a new and wonderfully useful session, open the classroom, and start.<br />
<br />
== Resources ==<br />
=== Planning ===<br />
* [http://www.infotoday.com/OnlineSearcher/Articles/Features/Secrets-of-Successful-Webinars-106050.shtml Secrets of Successful Webinars] (Online Searcher, Vol. 39, no. 5, Sept./Oct. 2015) - Includes checklists and tips from Mary Ellen Bates and Cathy Chiba on planning, creating, and hosting successful webinars.<br />
* [https://mebs.files.wordpress.com/2015/06/webinar-planning-checklist.pdf MEB’s Amazing Webinar Checklist and Templates] (pdf) - A tool created by Mary Ellen Bates to help webinar hosts stay organized through the webinar planning and presentation process.<br />
<br />
=== Presenting ===<br />
* [https://helpx.adobe.com/adobe-connect/kb/best-practices-hosts-presenters-using.html Adobe Connect Best Practices for Hosts and Presenters] - While specifically designed for Adobe Connect users, this guide offers useful tips for any virtual meeting planner or presenter.<br />
* [https://www.learningsolutionsmag.com/articles/1388/best-practices-deliver-a-great-virtual-training-event Best Practices: Deliver a Great Virtual Training Event] - by Jaqueline Beck, Learning Solutions Magazine, 2014<br />
* [https://www.elearningguild.com/showfile.cfm?id=3159 Best Practices for Delivering Virtual Classroom Training] (pdf) - Randah McKinnie, Sr., eLearning Solutions, 2008 - Focuses on Adobe’s presentation software, but offers suggestions for any virtual classroom environment.<br />
* [https://www.americanexpress.com/us/small-business/openforum/articles/12-strategies-creating-webinar-wows-crowds/ 12 Strategies for Creating a Webinar that Wows Crowds] - by Bruna Martinuzzi of Clarion Enterprises, American Express Open Forum, December 2016<br />
* [https://hbr.org/2015/03/how-to-run-a-great-virtual-meeting How to Run a Great Virtual Meeting] - by Keith Ferrazzi, Harvard Business Review Online, March 27, 2015<br />
* [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 The 20-Minute Rule for Great Public Speaking--On Attention Spans and Keeping Focus] - by Alf Rehn, Professor and Speaker, The Art of Keynoting, April 11, 2016 - An excellent read on the art of crafting quality presentations<br />
* [http://sixminutes.dlugan.com/speaking-rate/ What is the Average Speaking Rate?] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, Nov. 2012 - An overview to help you calculate your rate of speech (i.e., how quickly you speak) to help you gauge how much content you need for a given time period<br />
* [http://sixminutes.dlugan.com/rule-of-three-speeches-public-speaking/ How to use the Rule of Three in Your Speeches] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, May 2009 - An overview of how to apply the aesthetic Rule of Three to speech<br />
<br />
=== Accessibility ===<br />
* [http://dor.ca.gov/DisabilityAccessInfo/How-do-I-Plan-Accessible-Presentations-and-Webinars.html How do I plan accessible presentations and webinars?] - A brief resource with links from the California Department of Rehabilitation<br />
* [https://www.fda.gov/AboutFDA/AboutThisWebsite/Accessibility/ucm214503.htm Accessible Web Conferences and Webinar Best Practices] - A guide from the U.S. Food and Drug Administration<br />
* [https://help.blackboard.com/Learn/Instructor/Accessibility/Caption_Video_Content_Best_Practices Best Practice: Captioning Video Content] - a summary resource from Blackboard Help that provides an overview of captioning including basic help for using YouTube to add captions to videos.<br />
* [http://ccacaptioning.org/resources/ Resources: How To's & Best Practices for Closed Captioning] - An extensive list of resources from the [http://ccacaptioning.org/ CCAC] (Collaborative for Communication Access vis Captioning), an advocacy and education group to encourage greater accessibility to content through quality captioning.<br />
<br />
=== Resources and Media ===<br />
When using images, videos, and music for virtual learning, carefully consider any restrictions on the media. If you have any doubt over proper use and/or attribution requirements or limitations, contact the owner or licencor of the media. CLIR and DLF are not responsible for any misuse of media obtained from the following sources.<br />
<br />
* [http://www.docurated.com/101-free-free-try-online-collaborative-learning-tools-teachers-educators 102 Free (or Free-to-Try) Online Collaborative Learning Tools for Teachers and Educators] - While geared specifically to elementary and secondary education, quite a few of the tools listed could be used and adapted to professional development training experiences.<br />
* [http://edtechteacher.org/tools/research/finding-images/ Finding Public Domain Images for Multimedia Projects] - An extensive list of public domain image sources including a number of government image sources.<br />
* [https://elearningindustry.com/free-stock-photos-sites-for-elearning Free Stock Photos Sites for eLearning] - A listing of sites. Some may require registration and some do have limits to the free use for images.<br />
* [http://freemusicarchive.org/curator/Video/ Free Music Archive (FMA): Music for Video] - A special portal within FMA which pre-screens music contributions for use in video. The search capabilities are robust including basic searches like artist and genre to more specific searches like clip length and license type.<br />
* [https://www.youtube.com/watch?v=L8Z89-q1OnU Create Professional Development Certificates from Google Forms using Autocrat] - YouTube tutorial from Jeffrey Bradbury, Teachercast Podcast (August 11, 2015) showing how to build a certificate using several Google products.<br />
* [https://www.youtube.com/watch?v=vC1Zp-x9bGQ&spfreload=1 Using Autocrat to send personalized PDF certificates via Form Submit] - YouTube tutorial by edtech2020, Tim Chase, May 16, 2013<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Planning_Virtual_Meetings_and_Webinars&diff=13130Planning Virtual Meetings and Webinars2017-07-03T14:04:28Z<p>Joymbanks: /* Choosing a Topic */</p>
<hr />
<div>This section of the [[About DLF and the Organizers' Toolkit|DLF Organizers' Toolkit]] provides general guidelines for presenting and/or hosting an online meeting or educational experience. It was originally created in 2017 by '''Library & Archives Consultant [http://www.joymbanksconsulting.com Joy M. Banks, MSLS],''' as part of the [https://www.clir.org/hiddencollections/sahc CLIR Strategies for Advancing Hidden Collections project (SAHC)]. More resources related to that project, which was funded by The Andrew W. Mellon Foundation, can be found in the [https://wiki.diglib.org/Strategies_for_Advancing_Hidden_Collections SAHC Resource Library].<br />
<br />
<br />
== Formats ==<br />
In today’s online environment, the possibilities for virtual learning are nearly limitless. From Facebook Live to Adobe Connect, choosing the right platform may be challenging. Careful consideration of content and goals will help guide you to the right platform.<br />
<br />
=== Casual v. Formal ===<br />
There is a significant difference between the platform needs for a gathering of colleagues casually chatting about something and a professional presentation of ideas to a large group. The former requires minimal technology, and the latter likely requires a much more robust system.<br />
<br />
For the '''causal''' experience, consider basic VOIP conference lines, Skype group, Google Hangouts, and the like.<br />
<br />
* Do you actually need to see a screen or is voice access enough?<br />
* Will everyone be able to participate via audio connections or will some need a chat feature?<br />
* Will everyone be able to use their computer for audio or will a phone line be necessary?<br />
* Consider the time of day for the meetup. If during work hours, some may not have access to platforms that require any sort of download. If after work hours, some may not have access to robust internet connections.<br />
* Talk to your group, and find out what works best for you.<br />
<br />
For the '''formal''' experience, consider more robust platforms that allow for greater flexibility such as UberConference (DLF maintains a [[Setting Up Year-Round Meetings#DLF Web.2FPhone Conferencing Support|Pro account]]), Adobe Connect, GoToMeeting, and the like.<br />
* Will you need the ability to screen share, chat, and file share?<br />
* Will your participants need to access audio via VOIP, computer, and/or phone audio connections?<br />
* Will your presenters need training on the platform in advance?<br />
* Even in the most robust systems, there is value in keeping things simple so that participants can focus on the content rather than the platform.<br />
<br />
=== Collaborative v. Lecture ===<br />
While most educators agree that engaged learning is the best educational model, there is still value in lecture for presenting certain types of information. Recreating lecture in a virtual environment is relatively easy. Virtual collaboration can be a bit more challenging.<br />
<br />
If you need a '''collaborative''' online environment:<br />
* Limit the size of your group. The larger the group, the more difficult collaboration can be. Some web conferencing platforms allow breaking into groups, but be sure to test the feature before the meeting so you understand how it works for everyone.<br />
* Consider creating large chat spaces to allow contribution even if someone is unable to participate via audio connection.<br />
* Combine technologies. Using a conference line and a collaborative work space such as GoogleDocs can allow live feedback and tracking when working together on a project.<br />
<br />
When presenting information in a '''lecture''' environment:<br />
* It’s still important to create an interactive environment. Allow a way for participants to ask questions and engage with the presenter and other attendees.<br />
* Intersperse lecture with engagement. Create chat opportunities that allow an exchange of ideas. Give participants a way to stretch their brain with simple activities like polls or sharing reactions.<br />
<br />
=== Meeting v. Learning ===<br />
You may think that planning an online meeting is as simple as sending out a link for people to join, but the best online meeting planners follow many of the same best practices as virtual learning.<br />
<br />
If you are planning a '''meeting''', consider the following:<br />
* Have a detailed agenda including time estimates for each part of the discussion. This will not only keep everyone on track during the meeting but also allow participants to plan ahead to enter and leave the meeting if needed.<br />
* Keep in mind if everyone in the meeting will have access to an audio line and/or any thing you put on the screen. Those who may only be able to hear the meeting will need to have verbal descriptions of anything on the screen and have any chat discussions summarized for them. Those who will be unable to participate with a microphone will need to have access to chat.<br />
* Since time is crucial when meeting online, distribute any documents to be discussed in advance so participants can review them. This will allow more meaningful discussions when everyone is together.<br />
<br />
If you are interested in creating a '''learning''' environment:<br />
* Planning should begin far in advance of the date of presentation.<br />
* A more robust virtual platform is often necessary to create an engaging learning experience for everyone.<br />
* For more details on planning a virtual learning experience, see the [[Planning Virtual Meetings and Webinars#Hosts|Hosts]] section of this handbook and check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] listed below.<br />
<br />
=== Recorded v. Live ===<br />
The experience of a live virtual event will be much different than a recorded one. Perhaps you decide to focus on one or the other or create a learning experience that uses both.<br />
<br />
If you are recording a '''live''' presentation for use later:<br />
* Be sure that you designate someone to start and end the recording.<br />
* Have a plan for storage of the recording. Where will it live? Who will have access? Will editing be necessary? How long will you provide access?<br />
* If possible, mark on the live script sections that will be cut from the recording to make editing easier.<br />
* Recognize that not all activities of a live event can be recreated for someone listening to a recording.<br />
<br />
It’s OK if you only offer something live. Everyone may not be able to attend, but that is the nature of life. Provide ample notice of the event (or purposely plan a pop-up event), and those who are more interested will attend.<br />
<br />
If you plan to only provide a '''recorded''' presentation:<br />
* Follow best practices for presentation and consider how you will engage your audience if the content is educational.<br />
* Plan for a way that viewers can ask questions or provide feedback whether through your email, a specific Twitter hashtag you can track, a GoogleForm, or some other means.<br />
* Be sure you have all of the necessary software and hardware to make a quality recording and determine in advance where the recording will live.<br />
* Consider including your script as captions in the recording to offer an additional way users can access the materials.<br />
<br />
=== Audio v. Video ===<br />
For some virtual experiences, audio may be sufficient but sometimes, in order to build trust or a team spirit, video can help.<br />
<br />
When thinking about '''audio''' only:<br />
* Audio only options often require less robust systems and can often be accessed through a phone line without the need for a computer.<br />
* This can be great for a simple conference call with a small group of individuals already familiar with each other.<br />
* For those who are visual learners, be sure to supply any documents to be discussed in advance so everyone can follow the conversation.<br />
<br />
When thinking about '''video''' options:<br />
* Remember everyone may not have access to a webcam. Will participants still be able to participate another way?<br />
* Video includes screen sharing, not just webcam sharing. Sometimes it is valuable to be able to visually share documents or other information.<br />
* If you expect everyone to participate through video, give advance notice so no one is surprised.<br />
<br />
<br />
== Speakers ==<br />
=== Virtual v. Face to Face ===<br />
While webinars have many similarities with standard F2F presentations, those presenting webinars must be aware of several distinct differences:<br />
<br />
'''Your audience is not in the same room''' - Unless you are participating in an online video chat that includes participant video, you will not be able to gauge your audience’s non-verbal response to your presentation. For anyone who has relied on eye contact, body language, and other visual signs to make adjustments to a presentation, the format of a webinar can be a bit uncomfortable.<br />
<br />
'''Solution''': <br />
* ''Create engaging chats'' - Think of these as opportunities for participants to stretch their brain. Encourage participants to get to know each other before the session starts. Set aside a 60 second chat blitz as a way to quickly participate in the webinar. Ask participants for suggestions and ideas that have worked in real life.<br />
* ''Ask questions to boost active participation'' - When using a question to start a chat, be sure it is open enough to engage participants. Questions with one word answers are best left to polls and blitz activities. It’s ok to consider phrasing that will lead participants where you want them to go in their thinking. In a webinar geared towards higher level engagement, allow participants to share their experiences, good or bad, as a way to enrich the content of your presentation. Setting time limits will encourage people to contribute without waiting and also allow a distinct end point to move the webinar forward if needed.<br />
* ''Embed polls and other simple activities'' - Polls are a quick and easy way to gauge your audience before and during a webinar. Questions can be about the participants or the content of the webinar. Choose simple questions with distinct responses. Depending on the webinar platform, you may also have the ability to allow participants to draw on the screen, add quick responses to a chat box, raise their hand virtually, share reaction emojis, etc. All of these activities break up the content of your talk and refocus the group.<br />
<br />
'''Timing is essential''' - Webinars will have set start and end times that often cannot be adjusted. You may be asked to login to the webinar system early and perhaps end early (i.e., before you’re ready to stop talking) if the end time approaches. Because of this, reading from a script is often recommended to avoid unexpected timing issues.<br />
<br />
'''Solution''': <br />
* ''Practice, practice, practice'' - Read your script and make sure the text flows as well verbally as it does in writing. Plan your timing with a slower voice and enunciated speech. During the live event, you will likely speak faster than when you practiced.<br />
* ''Add buffers to account for discussions that may run long'' - While you will be asked to plan how long discussions will last, you may find participants are highly engaged during a certain time. Plan ahead to allow buffers in your presentation content to allow for engaged participation (keeping in mind, though, that all good things must eventually come to an end). Mark sections of your script that can be easily cut if needed. <br />
<br />
'''Interaction must be carefully crafted''' - Most webinar platforms allow for some interaction between the speaker and audience as well as between attendees. The most successful virtual engagement activities are not something you can do effectively on the fly. Careful planning (and testing) of interactive activities will help create a dynamic learning environment that will help all participants engage with the educational content.<br />
<br />
'''Solution''':<br />
* ''Plan ahead and test everything'' - Work closely with your webinar host to assure that everything is in place and functional prior to the live date. Set up any polls. Practice chat sessions. Test your ideas with several people on various devices. Leave nothing to chance but always remain flexible.<br />
<br />
'''Not everyone will be participating in the same way''' - Even in the smallest virtual settings, not everyone will have access to the full webinar experience. Some may only be able to participate through the audio. Others may not have access to a microphone. Be considerate of any accessibility limitations.<br />
<br />
'''Solution''':<br />
* Repeat any questions or thoughtful comments that are typed in the chat box so everyone has access to the content.<br />
* Describe verbally any important visual aids.<br />
* Enunciation not only helps participants hear you better, but it also helps any transcription of your speech for captioning. Speaking too fast will jumble your words both through audio and captioning technology.<br />
* Try to avoid experiences which will require a very high internet speed connection.<br />
* Will the session be recorded? Consider how what you do live will translate to a recorded viewing experience.<br />
<br />
=== Delivering an Engaging Virtual Presentation ===<br />
* Start with a brief bio, usually presented by the host/moderator. Include details other than the mundane that will engage your audience and connect them more personally to you. Your bio will also serve to show why you are qualified to present the content of the webinar and establish you as an expert. <br />
* Include an image of yourself. This can be on your slide template or, if possible, as a video feed (even if only briefly).<br />
* Depending on the form of your webinar, plan to have an activity every 15-20 minutes or so to re-engage your audience and avoid long periods of lecture. These can be directed chats, polls, blitz chats, or Q&A sessions. Some webinars may require a large amount of lecture due to the depth of the topic. In those cases, consider breaking up sessions into a series to allow greater interaction.<br />
* Remember to smile when you speak (which feels strange if you are alone in a room somewhere). When you are smiling, your words tend to be clearer and your tone is more welcoming. This will also help you avoid extreme changes in your volume (e.g., starting a sentence with power and fading off as your sentence ends).<br />
* Before your webinar, practice your script and record it. Listen to your recording and try to adjust any bad habits. Try to avoid “um”, “so”, and other speech fillers. Listen for habits like starting loud and fading off at the end of a sentence. Practice your breathing so it sounds natural. Presenting is different than natural speech, so the extra practice and self-evaluation will help you deliver a clear presentation to your audience.<br />
* Consider framing your presentation using the rule of three. Begin by telling your audience what they will hear (perhaps having three points or sections), tell them those points, and end by summarizing what they heard. The number of main ideas you will effectively be able to share depends on the length of time you have. Avoid trying to cram too much into too short a time slot. Better to share less content of a higher quality. While many sources suggest listeners have a 5-10 minute attention span, framing your content to the highest denominator of [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 18-20 minutes] will likely produce higher quality content.<br />
* Even in an online environment, you might encourage your audience to set aside distractions during the session: turn off cell phones, don’t check email, hang a sign on your door, and truly focus on the content. These simple steps will help everyone have a better webinar experience.<br />
* Insert humor throughout your presentation. Tell an appropriate, personal funny story, but keep it succinct and relevant. If you are speaking on a particular topic but you lack a personally relevant experience, consider gathering stories before the event, either from registered participants or colleagues (and always seek permission to share!).<br />
* Relax, be sure to have a cup of water, and enjoy the experience.<br />
<br />
== Hosts ==<br />
=== General Tips ===<br />
For Virtual '''Business Meetings''':<br />
* Try to limit the meeting to one hour.<br />
* If a recurring meeting, set the time and day well in advance so everyone can mark their calendars and set aside time for the meeting. Everyone will appreciate not having to do a poll every month to schedule a meeting time.<br />
* Allow a few minutes at the beginning and/or end for watercooler talk. Encourage those who want to catch up to arrive early or plan to stay a few minutes later (depending on whether or not you can stay in the virtual space).<br />
* Don’t assume that everyone knows each other. Do introductions if necessary, and, if taking minutes, be sure the secretary feels comfortable enough to speak up if it’s unclear who is speaking. While some platforms identify the speaker, that often relies on the participant to enter their name and/or an individual passcode.<br />
* Check in each meeting to see how everyone is participating. Some may only have chat (if available), some may only have audio (if you’ve also set up screen sharing). Repeat questions and describe what’s going on so everyone stays engaged.<br />
* Will the meeting need to be recorded? If so,<br />
** Where will the recording live and how will members access it?<br />
** Will there be usage restrictions based on the content of the meeting?<br />
<br />
<br />
For Virtual '''Educational Webinars''':<br />
* Most online learning experiences should last no more than ninety minutes.<br />
* Plan ahead if you would like to charge attendees. You’ll need a way to accept payment in addition to tracking registration.<br />
* Most webinar platforms will require some level of training so that presenters and hosts are familiar with the features.<br />
* Wired internet is always preferred for speakers and hosts to avoid delivery glitches. Make this clear from the beginning of planning.<br />
* Will the webinar be recorded? If the answer is yes, consider:<br />
** Where will the recordings live and how long they will need to last?<br />
** Will you need to edit the recordings or be able to post as is?<br />
** Will the recording need to capture the entire webinar environment or just the presentation slides?<br />
** How will the experience differ for those who view the recording?<br />
** Will captioning need to be added to the recording?<br />
<br />
=== Planning ===<br />
Planning a virtual webinar or meeting begins in much the same way as a face to face event: Choose a topic, find a speaker, and set a date (not necessarily always in that order). Additionally, hosts also need to consider how communication will occur, especially since everyone is likely dispersed, and how registration will be handled.<br />
<br />
Jump to: [[Planning Virtual Meetings and Webinars#Choosing a Topic|Choosing a Topic]] | [[Planning Virtual Meetings and Webinars#Finding a Speaker|Finding a Speaker]] | [[Planning Virtual Meetings and Webinars#Setting a Date|Setting a Date]] | [[Planning Virtual Meetings and Webinars#Communication|Communication]] | [[Planning Virtual Meetings and Webinars#Registration|Registration]]<br />
<br />
==== Choosing a Topic ====<br />
If you are hosting a '''business meeting''', your topic will be the items on your agenda. Be sure to supply the agenda and any documents for review at least one week prior to the meeting.<br />
<br />
<br />
Selecting a topic for a '''webinar''' can be a bit more involved. Perhaps your team has recently completed a project, and you would like to share the results with a larger audience. Or you recently attended an in-person meeting, heard a great speaker, and think the session should be captured for further distribution. Regardless of the idea, here are some tips:<br />
* Make sure the topic hasn’t been covered sufficiently elsewhere.<br />
* Some topics may be stand alone (a conference summary, an introductory session, etc.) while other ideas may lend themselves to serial delivery. Series may occur weekly, monthly, or at some other set interval. A few more thoughts on series:<br />
** Webinars in a series should have a common theme, but don’t necessarily need to build directly from each other. For example, you could plan a series focusing on how individual institutions are tackling a particular problem, highlighting a new institution each month. This can be marketed as a series, but doesn’t require participants to attend all sessions. Alternatively, a series may also be developed to tackle a complex topic with sessions building on each other. Attendees would be expected to attend all sessions (to the best of their ability).<br />
** There is no set amount of sessions a series must contain: some may be as little as two and some may last for years (though, [[Planning Virtual Meetings and Webinars#Assessing|assessment]] of long-term series is important to determine continued viability and relevance).<br />
** A highly effective way to create a cohesive feel between the sessions is to create a uniform presentation template and/or classroom setup.<br />
** When multiple speakers are involved in a series, be sure to facilitate engagement and conversation to encourage unity in the topics and refer to the other parts in the series. Slack and other collaborative software can be useful tools in this process.<br />
* All webinars should have a clear scope, including objectives and outcomes, so that those interested will know what to expect during the event. Developing these will also help hosts determine if the topic is too broad for an individual session so that the scope can either be condensed to fit the time or expanded into a series.<br />
<br />
==== Finding a Speaker ====<br />
As host for a '''business meeting''', you will likely do most of the speaking. If others will need to speak or give reports, provide them with advance notice of that expectation so they are prepared. You may need to manage the audio using the mute feature for those in the virtual meeting space to avoid background noise and other distractions.<br />
<br />
When considering a speaker for a '''webinar''', first explore your own professional network and associations. You may have someone in your own network who is a perfect candidate to cover the topic. If not, gradually expand your search and reach out to others for recommendations.<br />
Be sure you have answers to the following:<br />
* Will the speaker be reimbursed?<br />
* How much time do you anticipate the speaker will invest in the planning, practicing, and presenting of the webinar?<br />
* Has the potential speaker delivered a webinar before? If not, how much additional time are you willing to invest to coach the speaker though the process?<br />
* Speakers will likely expect at least a general idea of the date and time for the webinar as well as the webinar length broken down so they are clear on how long they will be expected to speak.<br />
* When communicating with your speaker, be sure to explain your expectations for accessibility (e.g., adding [https://support.office.com/en-us/article/Add-alternative-text-to-a-shape-picture-chart-table-SmartArt-graphic-or-other-object-44989b2a-903c-4d9a-b742-6a75b451c669 Alt Text for images] in a PowerPoint) at the beginning of the planning process to allow ample time for testing, if needed.<br />
<br />
==== Setting a Date ====<br />
The DLF Wiki has some excellent suggestions on setting a date and time in the [[Setting Up Year-Round Meetings]] section of their Organizers’ Toolkit. As mentioned above, recurring meetings or webinars are best planned in advance (e.g., the second Tuesday of every month at 2pm ET). A simple poll can make this process straightforward. Remember time zone differences, especially for meetings, and communicate any changes or cancellations well in advance.<br />
<br />
If you are using a shared conferencing or online learning platform, be sure to document and mark your scheduled events in the appropriate way so that others do not plan an event at the same time. There’s nothing quite as awkward as walking in on another meeting when you expected the line to yourself.<br />
<br />
==== Communication ====<br />
With so many ways to communicate, this may be the most overwhelming element of the planning process. It is critical to have accurate contact information for all involved, whether for a business meeting or webinar.<br />
* Using a platform like Slack can allow collaboration in planning, though be sure that everyone is familiar with the features.<br />
* Email works well for critical information, but only if everyone checks the email address provided. <br />
* When all else fails, phone calls may be in order to be sure that those parties involved are understanding your expectations and their responsibilities. <br />
Be willing to communicate a number of different ways to encourage the highest level of participation. Also, be sure that those with whom you are working can communicate their own issues with you so that you can solve problems before they become significant issues.<br />
<br />
Another aspect of communication for the host or planner involves continued conversation between meetings, series offerings, or after a webinar ends.<br />
* '''Between Meetings''' - If the group attending the meeting stays mostly the same, consider establishing a Slack Channel or other collaborative platform on which participants can contribute information relevant to the group between official meetings. This is also a great way to set up a watercooler space to share personal updates.<br />
* '''Between Series''' - Consider encouraging assigned reading selections or video viewings with a designated check in time and place where participants can provide feedback and additional thoughts on an issue. Participation in the continued conversation can be part of a certification process that participants receive after completion of the program.<br />
* '''After the Webinar''' - When presenting a webinar, collecting registrant information is important to engage new audience members with your group. Consider sending a tailored welcome message to anyone not already subscribed to your services. Sign them up for your newsletter. Invite them to your group chat page. Send a quick follow-up survey several months later to see how they are applying what they learn. Remember, though, to always allow them to opt out of future communications.<br />
<br />
==== Registration ====<br />
When planning a '''business meeting''', registration is probably unnecessary. You will, however, need to supply the login information to those who need to attend the meeting. This could be a URL or a phone number and may include a passcode for your specific meeting. Encourage anyone unable to attend to communicate that information in a timely manner in case there are matters that need a quorum.<br />
<br />
<br />
As host, you can choose a variety of ways to approach registration for '''webinars'''.<br />
* Advanced registration through the webinar platform - most allow you to collect basic information (name, email, institution) and set caps on registration if necessary. Usually, the system will then send out the information to login to the webinar and, if you set it up, scheduled reminders.<br />
* Advanced registration through alternative means - If you need to collect additional demographic information or payment for participants, using something like SurveyMonkey or a GoogleForm can allow you to customize and analyze registrants. This will require additional work on your part, though, since you will be responsible for distributing login information and reminders.<br />
* No registration - On occasion, you may wish to simply share the link for a scheduled webinar and hope for the best. This can work well for those events where you are unconcerned with reaching any limits that your virtual classroom may have or trust that those who are interested will show up before the limit is reached. Be sure to market your webinar widely enough to generate interest and be flexible with the audience that does attend.<br />
<br />
Several tips for registration:<br />
* If you are allowing advanced registration, start promoting and open registration no more than one month prior to the event; two weeks notice is often the most ideal. Any longer notice will often cause a greater no-show rate, especially for free events.<br />
* Allow for about a 20% attrition rate between registrants and attendees. This means if you have a classroom for 100, you may wish to allow 120 to register to allow the greatest attendance.<br />
* If you are not requiring registration, consider in advance how you will communicate any classroom size limits. Typically, rooms open 15 minutes prior to the start of an event, and you will need to be sure the room is closed before that to discourage people from entering early and to allow everyone equal opportunity to enter.<br />
<br />
=== Moderating ===<br />
When hosting an online '''meeting''', you will likely control all aspects of the time: controlling the screen, monitoring the agenda, and keeping track of the time. If necessary, appoint a parliamentarian who can help especially with time and keeping the meeting on track.<br />
<br />
While educational '''webinars''' can function with just two people (the host/moderator and the speaker), best practices recommend having a third, often silent partner to handle any technical aspects of the session. This can include issues participants have, any tricky transitions during the presentation, and unexpected technical emergencies. Having dedicated technical support means that the host can focus on content and timing issues, and the speaker can simply focus on speaking.<br />
<br />
Useful tips for moderating a webinar:<br />
* Create a master script document that includes not only what everyone will say but also blocking for various tasks (e.g., Amy starts recording, Joy stops music, Louise pulls up survey, etc.).<br />
* Have clear time estimates for each stage of the presentation. Be prepared to encourage the speaker to speed up, slow down, or move on when necessary.<br />
* Always have questions on hand to promote conversation if a Q&A time is included at the end.<br />
* After asking a question or prompting participation, slowly count to 10 to allow people to respond.<br />
* Don’t panic if something goes wrong. Technology is difficult to predict, and often you can simply work around the issue.<br />
* Be mindful of the webinar’s level of interactivity for both live participants as well as those who may view a recording later, if applicable.<br />
<br />
=== Assessing ===<br />
While most '''business meetings''' won’t need constant assessment, it is important to check in with participants to evaluate how things are working. <br />
* Is everyone able to use the selected platform or should another be tried?<br />
* Are the times still convenient for most involved?<br />
* Does everyone feel like the frequency is sufficient or should that be reevaluated?<br />
* Are the meetings productive or could that use some work?<br />
By encouraging your participants to provide feedback, you’ll soon find the best virtual meeting environment for your group.<br />
<br />
Assessment of '''webinars''' is often important for a group to determine not only if that webinar was successful but also what types of webinars should be pursued (if any) in the future. While creating a simple survey is easy enough, getting participants to complete the survey can often be difficult.<br />
<br />
When planning assessment, consider the following:<br />
* Encourage participants to complete the survey immediately after the webinar by setting the platform to redirect to the survey when the webinar is ended. You can also provide a link to the survey during the final minutes of the webinar to catch those who may wish to leave early.<br />
* Email participants immediately after the event and perhaps one week later. Use the email point of contact to advertise additional webinars or how participants can get involved with your group.<br />
* Connecting completion of the assessment with distribution of a certificate of completion can often encourage greater participation. (Check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] section below to learn how to automate the certificate process using Google’s Autocrat add-on).<br />
* When designing the survey, leave ample room for open comments.<br />
* Phrase your survey questions to be neutral. For example, if asking about the quality of the speaker, using a phrase like "The Presenter was knowledgeable" is less leading than "The Presenter was excellent." Allow the survey taker to express their level of agreement.<br />
* Consider carefully which questions are mandatory and which optional.<br />
* Ask for ideas for future programming and whether or not a participant would like to present a future webinar. This helps build programming ideas and a network of professionals.<br />
* Try to make a survey that would take no longer than 5-10 minutes to complete. <br />
<br />
[https://www.clir.org/hiddencollections/sahc/sahc_webinar_evaluation_survey Click here] for a pdf of the assessment survey from CLIR [https://www.clir.org/hiddencollections/sahc/webinar1 SAHC's first webinars].<br />
<br />
=== Sample Planning Timeline ===<br />
This sample planning timeline gives a sense of the necessary steps to plan a stand alone, virtual, educational webinar. For more planning help, check out the [[Planning Virtual Meetings and Webinars#Planning 2|Planning Resources]] below.<br />
<br />
'''2-3 months prior'''<br />
* You have a fantastic idea for a webinar (or perhaps a colleague approaches you with a fascinating idea). The first step is to investigate whether this idea has been adequately covered somewhere else in the vast universe of GLAM educational material.<br />
* You’ve determined that your idea is new and wonderfully useful to the GLAM world. Set a budget: Will you offer compensation to your speaker? Do you need to cover any technology costs? Is this an entirely volunteer based project?<br />
* Reach out to your professional connections and find a dynamic speaker who is an expert on the subject. Or, if you intend to be the speaker, find someone who is able to be your moderator for the event. <br />
* Discuss dates and create a signed agreement so everyone understands the project. When possible, include all dates (e.g., draft due dates, practice session(s), live event, etc.) in the contract. (For example, [https://www.clir.org/hiddencollections/sahc/curriculum-committee-agreement-template click here] for a Microsoft Word Template of CLIR's Curriculum Committee agreement from the SAHC project).<br />
* Discuss basic technology requirements with the speaker now including the need for reliable (preferably wired) internet and a quality headset.<br />
<br />
'''1 month prior'''<br />
* Start sharing scripts and slides. Work on timing and discuss any special technology needs. Try to find the right balance between text and images on slides.<br />
* Check on accessibility issues, including, but not limited to, font sizes and Alt text for images. Avoid slide transitions and fly-ins.<br />
* Determine now if the webinar is going to be recorded and what added concerns you need to keep in mind connected to that.<br />
* Determine if there are any supplemental documents that would be useful for participants to have.<br />
* Collect a bio for the speaker.<br />
* Begin setting up the classroom space, if possible, for the webinar environment. Some platforms, like Adobe Connect, allow hosts to set up several templates for meeting rooms (e.g., lobby, presentation, chat, etc.). By having these in place prior to the technical practice for a session, you will save time and give the speaker an idea of the available room configurations. If conducting a series of webinars, you are able to copy the format and settings of an established meeting.<br />
<br />
'''1 week prior'''<br />
* Conduct a practice session in the environment that will be used the day of the event. Make sure that internet speeds are excellent (wifi should be avoided), that telephones are available if needed, and that microphones are clear and balanced between the host and speaker.<br />
* Run through all slides, transitions, and activities to make sure that everything displays as expected. Make notes on anything that needs to be adjusted and schedule additional checks if necessary.<br />
* Have a few people participate in this session, if possible, so that font sizes, images, and display can be checked on a variety of devices (PC/Mac, tablet, desktop, laptop, etc.) and the presentation can be evaluated from several perspectives (host, speaker, attendee).<br />
* Assign individuals to tasks. Tasks may include starting and stopping the recording, ending the session, serving as timekeeper for any discussions, and moderating any questions.<br />
* Open registration for the event and share with target audiences.<br />
<br />
'''Day of event'''<br />
* Meet at least 30 minutes prior to the time set for opening the classroom (which is usually 15 minutes before the start of the webinar). Allow more time if there are multiple speakers or unresolved technical issues from the practice session.<br />
* Test and balance the microphone levels for anyone who will be speaking during the event.<br />
* Make sure everyone understands their assigned tasks.<br />
* Relax, get some water, and wait for the event.<br />
* Know that you’ve planned a new and wonderfully useful session, open the classroom, and start.<br />
<br />
== Resources ==<br />
=== Planning ===<br />
* [http://www.infotoday.com/OnlineSearcher/Articles/Features/Secrets-of-Successful-Webinars-106050.shtml Secrets of Successful Webinars] (Online Searcher, Vol. 39, no. 5, Sept./Oct. 2015) - Includes checklists and tips from Mary Ellen Bates and Cathy Chiba on planning, creating, and hosting successful webinars.<br />
* [https://mebs.files.wordpress.com/2015/06/webinar-planning-checklist.pdf MEB’s Amazing Webinar Checklist and Templates] (pdf) - A tool created by Mary Ellen Bates to help webinar hosts stay organized through the webinar planning and presentation process.<br />
<br />
=== Presenting ===<br />
* [https://helpx.adobe.com/adobe-connect/kb/best-practices-hosts-presenters-using.html Adobe Connect Best Practices for Hosts and Presenters] - While specifically designed for Adobe Connect users, this guide offers useful tips for any virtual meeting planner or presenter.<br />
* [https://www.learningsolutionsmag.com/articles/1388/best-practices-deliver-a-great-virtual-training-event Best Practices: Deliver a Great Virtual Training Event] - by Jaqueline Beck, Learning Solutions Magazine, 2014<br />
* [https://www.elearningguild.com/showfile.cfm?id=3159 Best Practices for Delivering Virtual Classroom Training] (pdf) - Randah McKinnie, Sr., eLearning Solutions, 2008 - Focuses on Adobe’s presentation software, but offers suggestions for any virtual classroom environment.<br />
* [https://www.americanexpress.com/us/small-business/openforum/articles/12-strategies-creating-webinar-wows-crowds/ 12 Strategies for Creating a Webinar that Wows Crowds] - by Bruna Martinuzzi of Clarion Enterprises, American Express Open Forum, December 2016<br />
* [https://hbr.org/2015/03/how-to-run-a-great-virtual-meeting How to Run a Great Virtual Meeting] - by Keith Ferrazzi, Harvard Business Review Online, March 27, 2015<br />
* [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 The 20-Minute Rule for Great Public Speaking--On Attention Spans and Keeping Focus] - by Alf Rehn, Professor and Speaker, The Art of Keynoting, April 11, 2016 - An excellent read on the art of crafting quality presentations<br />
* [http://sixminutes.dlugan.com/speaking-rate/ What is the Average Speaking Rate?] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, Nov. 2012 - An overview to help you calculate your rate of speech (i.e., how quickly you speak) to help you gauge how much content you need for a given time period<br />
* [http://sixminutes.dlugan.com/rule-of-three-speeches-public-speaking/ How to use the Rule of Three in Your Speeches] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, May 2009 - An overview of how to apply the aesthetic Rule of Three to speech<br />
<br />
=== Accessibility ===<br />
* [http://dor.ca.gov/DisabilityAccessInfo/How-do-I-Plan-Accessible-Presentations-and-Webinars.html How do I plan accessible presentations and webinars?] - A brief resource with links from the California Department of Rehabilitation<br />
* [https://www.fda.gov/AboutFDA/AboutThisWebsite/Accessibility/ucm214503.htm Accessible Web Conferences and Webinar Best Practices] - A guide from the U.S. Food and Drug Administration<br />
<br />
=== Resources and Media ===<br />
When using images, videos, and music for virtual learning, carefully consider any restrictions on the media. If you have any doubt over proper use and/or attribution requirements or limitations, contact the owner or licencor of the media. CLIR and DLF are not responsible for any misuse of media obtained from the following sources.<br />
<br />
* [http://www.docurated.com/101-free-free-try-online-collaborative-learning-tools-teachers-educators 102 Free (or Free-to-Try) Online Collaborative Learning Tools for Teachers and Educators] - While geared specifically to elementary and secondary education, quite a few of the tools listed could be used and adapted to professional development training experiences.<br />
* [http://edtechteacher.org/tools/research/finding-images/ Finding Public Domain Images for Multimedia Projects] - An extensive list of public domain image sources including a number of government image sources.<br />
* [https://elearningindustry.com/free-stock-photos-sites-for-elearning Free Stock Photos Sites for eLearning] - A listing of sites. Some may require registration and some do have limits to the free use for images.<br />
* [http://freemusicarchive.org/curator/Video/ Free Music Archive (FMA): Music for Video] - A special portal within FMA which pre-screens music contributions for use in video. The search capabilities are robust including basic searches like artist and genre to more specific searches like clip length and license type.<br />
* [https://www.youtube.com/watch?v=L8Z89-q1OnU Create Professional Development Certificates from Google Forms using Autocrat] - YouTube tutorial from Jeffrey Bradbury, Teachercast Podcast (August 11, 2015) showing how to build a certificate using several Google products.<br />
* [https://www.youtube.com/watch?v=vC1Zp-x9bGQ&spfreload=1 Using Autocrat to send personalized PDF certificates via Form Submit] - YouTube tutorial by edtech2020, Tim Chase, May 16, 2013<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Planning_Virtual_Meetings_and_Webinars&diff=13129Planning Virtual Meetings and Webinars2017-07-03T14:02:04Z<p>Joymbanks: /* Planning */</p>
<hr />
<div>This section of the [[About DLF and the Organizers' Toolkit|DLF Organizers' Toolkit]] provides general guidelines for presenting and/or hosting an online meeting or educational experience. It was originally created in 2017 by '''Library & Archives Consultant [http://www.joymbanksconsulting.com Joy M. Banks, MSLS],''' as part of the [https://www.clir.org/hiddencollections/sahc CLIR Strategies for Advancing Hidden Collections project (SAHC)]. More resources related to that project, which was funded by The Andrew W. Mellon Foundation, can be found in the [https://wiki.diglib.org/Strategies_for_Advancing_Hidden_Collections SAHC Resource Library].<br />
<br />
<br />
== Formats ==<br />
In today’s online environment, the possibilities for virtual learning are nearly limitless. From Facebook Live to Adobe Connect, choosing the right platform may be challenging. Careful consideration of content and goals will help guide you to the right platform.<br />
<br />
=== Casual v. Formal ===<br />
There is a significant difference between the platform needs for a gathering of colleagues casually chatting about something and a professional presentation of ideas to a large group. The former requires minimal technology, and the latter likely requires a much more robust system.<br />
<br />
For the '''causal''' experience, consider basic VOIP conference lines, Skype group, Google Hangouts, and the like.<br />
<br />
* Do you actually need to see a screen or is voice access enough?<br />
* Will everyone be able to participate via audio connections or will some need a chat feature?<br />
* Will everyone be able to use their computer for audio or will a phone line be necessary?<br />
* Consider the time of day for the meetup. If during work hours, some may not have access to platforms that require any sort of download. If after work hours, some may not have access to robust internet connections.<br />
* Talk to your group, and find out what works best for you.<br />
<br />
For the '''formal''' experience, consider more robust platforms that allow for greater flexibility such as UberConference (DLF maintains a [[Setting Up Year-Round Meetings#DLF Web.2FPhone Conferencing Support|Pro account]]), Adobe Connect, GoToMeeting, and the like.<br />
* Will you need the ability to screen share, chat, and file share?<br />
* Will your participants need to access audio via VOIP, computer, and/or phone audio connections?<br />
* Will your presenters need training on the platform in advance?<br />
* Even in the most robust systems, there is value in keeping things simple so that participants can focus on the content rather than the platform.<br />
<br />
=== Collaborative v. Lecture ===<br />
While most educators agree that engaged learning is the best educational model, there is still value in lecture for presenting certain types of information. Recreating lecture in a virtual environment is relatively easy. Virtual collaboration can be a bit more challenging.<br />
<br />
If you need a '''collaborative''' online environment:<br />
* Limit the size of your group. The larger the group, the more difficult collaboration can be. Some web conferencing platforms allow breaking into groups, but be sure to test the feature before the meeting so you understand how it works for everyone.<br />
* Consider creating large chat spaces to allow contribution even if someone is unable to participate via audio connection.<br />
* Combine technologies. Using a conference line and a collaborative work space such as GoogleDocs can allow live feedback and tracking when working together on a project.<br />
<br />
When presenting information in a '''lecture''' environment:<br />
* It’s still important to create an interactive environment. Allow a way for participants to ask questions and engage with the presenter and other attendees.<br />
* Intersperse lecture with engagement. Create chat opportunities that allow an exchange of ideas. Give participants a way to stretch their brain with simple activities like polls or sharing reactions.<br />
<br />
=== Meeting v. Learning ===<br />
You may think that planning an online meeting is as simple as sending out a link for people to join, but the best online meeting planners follow many of the same best practices as virtual learning.<br />
<br />
If you are planning a '''meeting''', consider the following:<br />
* Have a detailed agenda including time estimates for each part of the discussion. This will not only keep everyone on track during the meeting but also allow participants to plan ahead to enter and leave the meeting if needed.<br />
* Keep in mind if everyone in the meeting will have access to an audio line and/or any thing you put on the screen. Those who may only be able to hear the meeting will need to have verbal descriptions of anything on the screen and have any chat discussions summarized for them. Those who will be unable to participate with a microphone will need to have access to chat.<br />
* Since time is crucial when meeting online, distribute any documents to be discussed in advance so participants can review them. This will allow more meaningful discussions when everyone is together.<br />
<br />
If you are interested in creating a '''learning''' environment:<br />
* Planning should begin far in advance of the date of presentation.<br />
* A more robust virtual platform is often necessary to create an engaging learning experience for everyone.<br />
* For more details on planning a virtual learning experience, see the [[Planning Virtual Meetings and Webinars#Hosts|Hosts]] section of this handbook and check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] listed below.<br />
<br />
=== Recorded v. Live ===<br />
The experience of a live virtual event will be much different than a recorded one. Perhaps you decide to focus on one or the other or create a learning experience that uses both.<br />
<br />
If you are recording a '''live''' presentation for use later:<br />
* Be sure that you designate someone to start and end the recording.<br />
* Have a plan for storage of the recording. Where will it live? Who will have access? Will editing be necessary? How long will you provide access?<br />
* If possible, mark on the live script sections that will be cut from the recording to make editing easier.<br />
* Recognize that not all activities of a live event can be recreated for someone listening to a recording.<br />
<br />
It’s OK if you only offer something live. Everyone may not be able to attend, but that is the nature of life. Provide ample notice of the event (or purposely plan a pop-up event), and those who are more interested will attend.<br />
<br />
If you plan to only provide a '''recorded''' presentation:<br />
* Follow best practices for presentation and consider how you will engage your audience if the content is educational.<br />
* Plan for a way that viewers can ask questions or provide feedback whether through your email, a specific Twitter hashtag you can track, a GoogleForm, or some other means.<br />
* Be sure you have all of the necessary software and hardware to make a quality recording and determine in advance where the recording will live.<br />
* Consider including your script as captions in the recording to offer an additional way users can access the materials.<br />
<br />
=== Audio v. Video ===<br />
For some virtual experiences, audio may be sufficient but sometimes, in order to build trust or a team spirit, video can help.<br />
<br />
When thinking about '''audio''' only:<br />
* Audio only options often require less robust systems and can often be accessed through a phone line without the need for a computer.<br />
* This can be great for a simple conference call with a small group of individuals already familiar with each other.<br />
* For those who are visual learners, be sure to supply any documents to be discussed in advance so everyone can follow the conversation.<br />
<br />
When thinking about '''video''' options:<br />
* Remember everyone may not have access to a webcam. Will participants still be able to participate another way?<br />
* Video includes screen sharing, not just webcam sharing. Sometimes it is valuable to be able to visually share documents or other information.<br />
* If you expect everyone to participate through video, give advance notice so no one is surprised.<br />
<br />
<br />
== Speakers ==<br />
=== Virtual v. Face to Face ===<br />
While webinars have many similarities with standard F2F presentations, those presenting webinars must be aware of several distinct differences:<br />
<br />
'''Your audience is not in the same room''' - Unless you are participating in an online video chat that includes participant video, you will not be able to gauge your audience’s non-verbal response to your presentation. For anyone who has relied on eye contact, body language, and other visual signs to make adjustments to a presentation, the format of a webinar can be a bit uncomfortable.<br />
<br />
'''Solution''': <br />
* ''Create engaging chats'' - Think of these as opportunities for participants to stretch their brain. Encourage participants to get to know each other before the session starts. Set aside a 60 second chat blitz as a way to quickly participate in the webinar. Ask participants for suggestions and ideas that have worked in real life.<br />
* ''Ask questions to boost active participation'' - When using a question to start a chat, be sure it is open enough to engage participants. Questions with one word answers are best left to polls and blitz activities. It’s ok to consider phrasing that will lead participants where you want them to go in their thinking. In a webinar geared towards higher level engagement, allow participants to share their experiences, good or bad, as a way to enrich the content of your presentation. Setting time limits will encourage people to contribute without waiting and also allow a distinct end point to move the webinar forward if needed.<br />
* ''Embed polls and other simple activities'' - Polls are a quick and easy way to gauge your audience before and during a webinar. Questions can be about the participants or the content of the webinar. Choose simple questions with distinct responses. Depending on the webinar platform, you may also have the ability to allow participants to draw on the screen, add quick responses to a chat box, raise their hand virtually, share reaction emojis, etc. All of these activities break up the content of your talk and refocus the group.<br />
<br />
'''Timing is essential''' - Webinars will have set start and end times that often cannot be adjusted. You may be asked to login to the webinar system early and perhaps end early (i.e., before you’re ready to stop talking) if the end time approaches. Because of this, reading from a script is often recommended to avoid unexpected timing issues.<br />
<br />
'''Solution''': <br />
* ''Practice, practice, practice'' - Read your script and make sure the text flows as well verbally as it does in writing. Plan your timing with a slower voice and enunciated speech. During the live event, you will likely speak faster than when you practiced.<br />
* ''Add buffers to account for discussions that may run long'' - While you will be asked to plan how long discussions will last, you may find participants are highly engaged during a certain time. Plan ahead to allow buffers in your presentation content to allow for engaged participation (keeping in mind, though, that all good things must eventually come to an end). Mark sections of your script that can be easily cut if needed. <br />
<br />
'''Interaction must be carefully crafted''' - Most webinar platforms allow for some interaction between the speaker and audience as well as between attendees. The most successful virtual engagement activities are not something you can do effectively on the fly. Careful planning (and testing) of interactive activities will help create a dynamic learning environment that will help all participants engage with the educational content.<br />
<br />
'''Solution''':<br />
* ''Plan ahead and test everything'' - Work closely with your webinar host to assure that everything is in place and functional prior to the live date. Set up any polls. Practice chat sessions. Test your ideas with several people on various devices. Leave nothing to chance but always remain flexible.<br />
<br />
'''Not everyone will be participating in the same way''' - Even in the smallest virtual settings, not everyone will have access to the full webinar experience. Some may only be able to participate through the audio. Others may not have access to a microphone. Be considerate of any accessibility limitations.<br />
<br />
'''Solution''':<br />
* Repeat any questions or thoughtful comments that are typed in the chat box so everyone has access to the content.<br />
* Describe verbally any important visual aids.<br />
* Enunciation not only helps participants hear you better, but it also helps any transcription of your speech for captioning. Speaking too fast will jumble your words both through audio and captioning technology.<br />
* Try to avoid experiences which will require a very high internet speed connection.<br />
* Will the session be recorded? Consider how what you do live will translate to a recorded viewing experience.<br />
<br />
=== Delivering an Engaging Virtual Presentation ===<br />
* Start with a brief bio, usually presented by the host/moderator. Include details other than the mundane that will engage your audience and connect them more personally to you. Your bio will also serve to show why you are qualified to present the content of the webinar and establish you as an expert. <br />
* Include an image of yourself. This can be on your slide template or, if possible, as a video feed (even if only briefly).<br />
* Depending on the form of your webinar, plan to have an activity every 15-20 minutes or so to re-engage your audience and avoid long periods of lecture. These can be directed chats, polls, blitz chats, or Q&A sessions. Some webinars may require a large amount of lecture due to the depth of the topic. In those cases, consider breaking up sessions into a series to allow greater interaction.<br />
* Remember to smile when you speak (which feels strange if you are alone in a room somewhere). When you are smiling, your words tend to be clearer and your tone is more welcoming. This will also help you avoid extreme changes in your volume (e.g., starting a sentence with power and fading off as your sentence ends).<br />
* Before your webinar, practice your script and record it. Listen to your recording and try to adjust any bad habits. Try to avoid “um”, “so”, and other speech fillers. Listen for habits like starting loud and fading off at the end of a sentence. Practice your breathing so it sounds natural. Presenting is different than natural speech, so the extra practice and self-evaluation will help you deliver a clear presentation to your audience.<br />
* Consider framing your presentation using the rule of three. Begin by telling your audience what they will hear (perhaps having three points or sections), tell them those points, and end by summarizing what they heard. The number of main ideas you will effectively be able to share depends on the length of time you have. Avoid trying to cram too much into too short a time slot. Better to share less content of a higher quality. While many sources suggest listeners have a 5-10 minute attention span, framing your content to the highest denominator of [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 18-20 minutes] will likely produce higher quality content.<br />
* Even in an online environment, you might encourage your audience to set aside distractions during the session: turn off cell phones, don’t check email, hang a sign on your door, and truly focus on the content. These simple steps will help everyone have a better webinar experience.<br />
* Insert humor throughout your presentation. Tell an appropriate, personal funny story, but keep it succinct and relevant. If you are speaking on a particular topic but you lack a personally relevant experience, consider gathering stories before the event, either from registered participants or colleagues (and always seek permission to share!).<br />
* Relax, be sure to have a cup of water, and enjoy the experience.<br />
<br />
== Hosts ==<br />
=== General Tips ===<br />
For Virtual '''Business Meetings''':<br />
* Try to limit the meeting to one hour.<br />
* If a recurring meeting, set the time and day well in advance so everyone can mark their calendars and set aside time for the meeting. Everyone will appreciate not having to do a poll every month to schedule a meeting time.<br />
* Allow a few minutes at the beginning and/or end for watercooler talk. Encourage those who want to catch up to arrive early or plan to stay a few minutes later (depending on whether or not you can stay in the virtual space).<br />
* Don’t assume that everyone knows each other. Do introductions if necessary, and, if taking minutes, be sure the secretary feels comfortable enough to speak up if it’s unclear who is speaking. While some platforms identify the speaker, that often relies on the participant to enter their name and/or an individual passcode.<br />
* Check in each meeting to see how everyone is participating. Some may only have chat (if available), some may only have audio (if you’ve also set up screen sharing). Repeat questions and describe what’s going on so everyone stays engaged.<br />
* Will the meeting need to be recorded? If so,<br />
** Where will the recording live and how will members access it?<br />
** Will there be usage restrictions based on the content of the meeting?<br />
<br />
<br />
For Virtual '''Educational Webinars''':<br />
* Most online learning experiences should last no more than ninety minutes.<br />
* Plan ahead if you would like to charge attendees. You’ll need a way to accept payment in addition to tracking registration.<br />
* Most webinar platforms will require some level of training so that presenters and hosts are familiar with the features.<br />
* Wired internet is always preferred for speakers and hosts to avoid delivery glitches. Make this clear from the beginning of planning.<br />
* Will the webinar be recorded? If the answer is yes, consider:<br />
** Where will the recordings live and how long they will need to last?<br />
** Will you need to edit the recordings or be able to post as is?<br />
** Will the recording need to capture the entire webinar environment or just the presentation slides?<br />
** How will the experience differ for those who view the recording?<br />
** Will captioning need to be added to the recording?<br />
<br />
=== Planning ===<br />
Planning a virtual webinar or meeting begins in much the same way as a face to face event: Choose a topic, find a speaker, and set a date (not necessarily always in that order). Additionally, hosts also need to consider how communication will occur, especially since everyone is likely dispersed, and how registration will be handled.<br />
<br />
Jump to: [[Planning Virtual Meetings and Webinars#Choosing a Topic|Choosing a Topic]] | [[Planning Virtual Meetings and Webinars#Finding a Speaker|Finding a Speaker]] | [[Planning Virtual Meetings and Webinars#Setting a Date|Setting a Date]] | [[Planning Virtual Meetings and Webinars#Communication|Communication]] | [[Planning Virtual Meetings and Webinars#Registration|Registration]]<br />
<br />
==== Choosing a Topic ====<br />
If you are hosting a '''business meeting''', you topic will be the items on your agenda. Be sure to supply the agenda and any documents for review at least one week prior to the meeting.<br />
<br />
<br />
Selecting a topic for a '''webinar''' can be a bit more involved. Perhaps your team has recently completed a project, and you would like to share the results with a larger audience. Of you recently attended an in-person meeting, heard a great speaker, and think the session should be captured for further distribution. Regardless of the idea, here are some tips:<br />
* Make sure the topic hasn’t been covered sufficiently elsewhere.<br />
* Some topics may be stand alone (a conference summary, an introductory session, etc.) while other ideas may lend themselves to serial delivery. Series may occur weekly, monthly, or at some other set interval. A few more thoughts on series:<br />
** Webinars in a series should have a common theme, but don’t necessarily need to build directly from each other. For example, you could plan a series focusing on how individual institutions are tackling a particular problem, highlighting a new institution each month. This can be marketed as a series, but doesn’t require participants to attend all sessions. Alternatively, a series may also be developed to tackle a complex topic with sessions building on each other. Attendees would be expected to attend all sessions (to the best of their ability).<br />
** There is no set amount of sessions a series must contain: some may be as little as two and some may last for years (though, [[Planning Virtual Meetings and Webinars#Assessing|assessment]] of long-term series is important to determine continued viability and relevance).<br />
** A highly effective way to create a cohesive feel between the sessions is to create a uniform presentation template and/or classroom setup.<br />
** When multiple speakers are involved in a series, be sure to facilitate engagement and conversation to encourage unity in the topics and refer to the other parts in the series. Slack and other collaborative software can be useful tools in this process.<br />
* All webinars should have a clear scope, including objectives and outcomes, so that those interested will know what to expect during the event. Developing these will also help hosts determine if the topic is too broad for an individual session so that the scope can either be condensed to fit the time or expanded into a series.<br />
<br />
==== Finding a Speaker ====<br />
As host for a '''business meeting''', you will likely do most of the speaking. If others will need to speak or give reports, provide them with advance notice of that expectation so they are prepared. You may need to manage the audio using the mute feature for those in the virtual meeting space to avoid background noise and other distractions.<br />
<br />
When considering a speaker for a '''webinar''', first explore your own professional network and associations. You may have someone in your own network who is a perfect candidate to cover the topic. If not, gradually expand your search and reach out to others for recommendations.<br />
Be sure you have answers to the following:<br />
* Will the speaker be reimbursed?<br />
* How much time do you anticipate the speaker will invest in the planning, practicing, and presenting of the webinar?<br />
* Has the potential speaker delivered a webinar before? If not, how much additional time are you willing to invest to coach the speaker though the process?<br />
* Speakers will likely expect at least a general idea of the date and time for the webinar as well as the webinar length broken down so they are clear on how long they will be expected to speak.<br />
* When communicating with your speaker, be sure to explain your expectations for accessibility (e.g., adding [https://support.office.com/en-us/article/Add-alternative-text-to-a-shape-picture-chart-table-SmartArt-graphic-or-other-object-44989b2a-903c-4d9a-b742-6a75b451c669 Alt Text for images] in a PowerPoint) at the beginning of the planning process to allow ample time for testing, if needed.<br />
<br />
==== Setting a Date ====<br />
The DLF Wiki has some excellent suggestions on setting a date and time in the [[Setting Up Year-Round Meetings]] section of their Organizers’ Toolkit. As mentioned above, recurring meetings or webinars are best planned in advance (e.g., the second Tuesday of every month at 2pm ET). A simple poll can make this process straightforward. Remember time zone differences, especially for meetings, and communicate any changes or cancellations well in advance.<br />
<br />
If you are using a shared conferencing or online learning platform, be sure to document and mark your scheduled events in the appropriate way so that others do not plan an event at the same time. There’s nothing quite as awkward as walking in on another meeting when you expected the line to yourself.<br />
<br />
==== Communication ====<br />
With so many ways to communicate, this may be the most overwhelming element of the planning process. It is critical to have accurate contact information for all involved, whether for a business meeting or webinar.<br />
* Using a platform like Slack can allow collaboration in planning, though be sure that everyone is familiar with the features.<br />
* Email works well for critical information, but only if everyone checks the email address provided. <br />
* When all else fails, phone calls may be in order to be sure that those parties involved are understanding your expectations and their responsibilities. <br />
Be willing to communicate a number of different ways to encourage the highest level of participation. Also, be sure that those with whom you are working can communicate their own issues with you so that you can solve problems before they become significant issues.<br />
<br />
Another aspect of communication for the host or planner involves continued conversation between meetings, series offerings, or after a webinar ends.<br />
* '''Between Meetings''' - If the group attending the meeting stays mostly the same, consider establishing a Slack Channel or other collaborative platform on which participants can contribute information relevant to the group between official meetings. This is also a great way to set up a watercooler space to share personal updates.<br />
* '''Between Series''' - Consider encouraging assigned reading selections or video viewings with a designated check in time and place where participants can provide feedback and additional thoughts on an issue. Participation in the continued conversation can be part of a certification process that participants receive after completion of the program.<br />
* '''After the Webinar''' - When presenting a webinar, collecting registrant information is important to engage new audience members with your group. Consider sending a tailored welcome message to anyone not already subscribed to your services. Sign them up for your newsletter. Invite them to your group chat page. Send a quick follow-up survey several months later to see how they are applying what they learn. Remember, though, to always allow them to opt out of future communications.<br />
<br />
==== Registration ====<br />
When planning a '''business meeting''', registration is probably unnecessary. You will, however, need to supply the login information to those who need to attend the meeting. This could be a URL or a phone number and may include a passcode for your specific meeting. Encourage anyone unable to attend to communicate that information in a timely manner in case there are matters that need a quorum.<br />
<br />
<br />
As host, you can choose a variety of ways to approach registration for '''webinars'''.<br />
* Advanced registration through the webinar platform - most allow you to collect basic information (name, email, institution) and set caps on registration if necessary. Usually, the system will then send out the information to login to the webinar and, if you set it up, scheduled reminders.<br />
* Advanced registration through alternative means - If you need to collect additional demographic information or payment for participants, using something like SurveyMonkey or a GoogleForm can allow you to customize and analyze registrants. This will require additional work on your part, though, since you will be responsible for distributing login information and reminders.<br />
* No registration - On occasion, you may wish to simply share the link for a scheduled webinar and hope for the best. This can work well for those events where you are unconcerned with reaching any limits that your virtual classroom may have or trust that those who are interested will show up before the limit is reached. Be sure to market your webinar widely enough to generate interest and be flexible with the audience that does attend.<br />
<br />
Several tips for registration:<br />
* If you are allowing advanced registration, start promoting and open registration no more than one month prior to the event; two weeks notice is often the most ideal. Any longer notice will often cause a greater no-show rate, especially for free events.<br />
* Allow for about a 20% attrition rate between registrants and attendees. This means if you have a classroom for 100, you may wish to allow 120 to register to allow the greatest attendance.<br />
* If you are not requiring registration, consider in advance how you will communicate any classroom size limits. Typically, rooms open 15 minutes prior to the start of an event, and you will need to be sure the room is closed before that to discourage people from entering early and to allow everyone equal opportunity to enter.<br />
<br />
=== Moderating ===<br />
When hosting an online '''meeting''', you will likely control all aspects of the time: controlling the screen, monitoring the agenda, and keeping track of the time. If necessary, appoint a parliamentarian who can help especially with time and keeping the meeting on track.<br />
<br />
While educational '''webinars''' can function with just two people (the host/moderator and the speaker), best practices recommend having a third, often silent partner to handle any technical aspects of the session. This can include issues participants have, any tricky transitions during the presentation, and unexpected technical emergencies. Having dedicated technical support means that the host can focus on content and timing issues, and the speaker can simply focus on speaking.<br />
<br />
Useful tips for moderating a webinar:<br />
* Create a master script document that includes not only what everyone will say but also blocking for various tasks (e.g., Amy starts recording, Joy stops music, Louise pulls up survey, etc.).<br />
* Have clear time estimates for each stage of the presentation. Be prepared to encourage the speaker to speed up, slow down, or move on when necessary.<br />
* Always have questions on hand to promote conversation if a Q&A time is included at the end.<br />
* After asking a question or prompting participation, slowly count to 10 to allow people to respond.<br />
* Don’t panic if something goes wrong. Technology is difficult to predict, and often you can simply work around the issue.<br />
* Be mindful of the webinar’s level of interactivity for both live participants as well as those who may view a recording later, if applicable.<br />
<br />
=== Assessing ===<br />
While most '''business meetings''' won’t need constant assessment, it is important to check in with participants to evaluate how things are working. <br />
* Is everyone able to use the selected platform or should another be tried?<br />
* Are the times still convenient for most involved?<br />
* Does everyone feel like the frequency is sufficient or should that be reevaluated?<br />
* Are the meetings productive or could that use some work?<br />
By encouraging your participants to provide feedback, you’ll soon find the best virtual meeting environment for your group.<br />
<br />
Assessment of '''webinars''' is often important for a group to determine not only if that webinar was successful but also what types of webinars should be pursued (if any) in the future. While creating a simple survey is easy enough, getting participants to complete the survey can often be difficult.<br />
<br />
When planning assessment, consider the following:<br />
* Encourage participants to complete the survey immediately after the webinar by setting the platform to redirect to the survey when the webinar is ended. You can also provide a link to the survey during the final minutes of the webinar to catch those who may wish to leave early.<br />
* Email participants immediately after the event and perhaps one week later. Use the email point of contact to advertise additional webinars or how participants can get involved with your group.<br />
* Connecting completion of the assessment with distribution of a certificate of completion can often encourage greater participation. (Check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] section below to learn how to automate the certificate process using Google’s Autocrat add-on).<br />
* When designing the survey, leave ample room for open comments.<br />
* Phrase your survey questions to be neutral. For example, if asking about the quality of the speaker, using a phrase like "The Presenter was knowledgeable" is less leading than "The Presenter was excellent." Allow the survey taker to express their level of agreement.<br />
* Consider carefully which questions are mandatory and which optional.<br />
* Ask for ideas for future programming and whether or not a participant would like to present a future webinar. This helps build programming ideas and a network of professionals.<br />
* Try to make a survey that would take no longer than 5-10 minutes to complete. <br />
<br />
[https://www.clir.org/hiddencollections/sahc/sahc_webinar_evaluation_survey Click here] for a pdf of the assessment survey from CLIR [https://www.clir.org/hiddencollections/sahc/webinar1 SAHC's first webinars].<br />
<br />
=== Sample Planning Timeline ===<br />
This sample planning timeline gives a sense of the necessary steps to plan a stand alone, virtual, educational webinar. For more planning help, check out the [[Planning Virtual Meetings and Webinars#Planning 2|Planning Resources]] below.<br />
<br />
'''2-3 months prior'''<br />
* You have a fantastic idea for a webinar (or perhaps a colleague approaches you with a fascinating idea). The first step is to investigate whether this idea has been adequately covered somewhere else in the vast universe of GLAM educational material.<br />
* You’ve determined that your idea is new and wonderfully useful to the GLAM world. Set a budget: Will you offer compensation to your speaker? Do you need to cover any technology costs? Is this an entirely volunteer based project?<br />
* Reach out to your professional connections and find a dynamic speaker who is an expert on the subject. Or, if you intend to be the speaker, find someone who is able to be your moderator for the event. <br />
* Discuss dates and create a signed agreement so everyone understands the project. When possible, include all dates (e.g., draft due dates, practice session(s), live event, etc.) in the contract. (For example, [https://www.clir.org/hiddencollections/sahc/curriculum-committee-agreement-template click here] for a Microsoft Word Template of CLIR's Curriculum Committee agreement from the SAHC project).<br />
* Discuss basic technology requirements with the speaker now including the need for reliable (preferably wired) internet and a quality headset.<br />
<br />
'''1 month prior'''<br />
* Start sharing scripts and slides. Work on timing and discuss any special technology needs. Try to find the right balance between text and images on slides.<br />
* Check on accessibility issues, including, but not limited to, font sizes and Alt text for images. Avoid slide transitions and fly-ins.<br />
* Determine now if the webinar is going to be recorded and what added concerns you need to keep in mind connected to that.<br />
* Determine if there are any supplemental documents that would be useful for participants to have.<br />
* Collect a bio for the speaker.<br />
* Begin setting up the classroom space, if possible, for the webinar environment. Some platforms, like Adobe Connect, allow hosts to set up several templates for meeting rooms (e.g., lobby, presentation, chat, etc.). By having these in place prior to the technical practice for a session, you will save time and give the speaker an idea of the available room configurations. If conducting a series of webinars, you are able to copy the format and settings of an established meeting.<br />
<br />
'''1 week prior'''<br />
* Conduct a practice session in the environment that will be used the day of the event. Make sure that internet speeds are excellent (wifi should be avoided), that telephones are available if needed, and that microphones are clear and balanced between the host and speaker.<br />
* Run through all slides, transitions, and activities to make sure that everything displays as expected. Make notes on anything that needs to be adjusted and schedule additional checks if necessary.<br />
* Have a few people participate in this session, if possible, so that font sizes, images, and display can be checked on a variety of devices (PC/Mac, tablet, desktop, laptop, etc.) and the presentation can be evaluated from several perspectives (host, speaker, attendee).<br />
* Assign individuals to tasks. Tasks may include starting and stopping the recording, ending the session, serving as timekeeper for any discussions, and moderating any questions.<br />
* Open registration for the event and share with target audiences.<br />
<br />
'''Day of event'''<br />
* Meet at least 30 minutes prior to the time set for opening the classroom (which is usually 15 minutes before the start of the webinar). Allow more time if there are multiple speakers or unresolved technical issues from the practice session.<br />
* Test and balance the microphone levels for anyone who will be speaking during the event.<br />
* Make sure everyone understands their assigned tasks.<br />
* Relax, get some water, and wait for the event.<br />
* Know that you’ve planned a new and wonderfully useful session, open the classroom, and start.<br />
<br />
== Resources ==<br />
=== Planning ===<br />
* [http://www.infotoday.com/OnlineSearcher/Articles/Features/Secrets-of-Successful-Webinars-106050.shtml Secrets of Successful Webinars] (Online Searcher, Vol. 39, no. 5, Sept./Oct. 2015) - Includes checklists and tips from Mary Ellen Bates and Cathy Chiba on planning, creating, and hosting successful webinars.<br />
* [https://mebs.files.wordpress.com/2015/06/webinar-planning-checklist.pdf MEB’s Amazing Webinar Checklist and Templates] (pdf) - A tool created by Mary Ellen Bates to help webinar hosts stay organized through the webinar planning and presentation process.<br />
<br />
=== Presenting ===<br />
* [https://helpx.adobe.com/adobe-connect/kb/best-practices-hosts-presenters-using.html Adobe Connect Best Practices for Hosts and Presenters] - While specifically designed for Adobe Connect users, this guide offers useful tips for any virtual meeting planner or presenter.<br />
* [https://www.learningsolutionsmag.com/articles/1388/best-practices-deliver-a-great-virtual-training-event Best Practices: Deliver a Great Virtual Training Event] - by Jaqueline Beck, Learning Solutions Magazine, 2014<br />
* [https://www.elearningguild.com/showfile.cfm?id=3159 Best Practices for Delivering Virtual Classroom Training] (pdf) - Randah McKinnie, Sr., eLearning Solutions, 2008 - Focuses on Adobe’s presentation software, but offers suggestions for any virtual classroom environment.<br />
* [https://www.americanexpress.com/us/small-business/openforum/articles/12-strategies-creating-webinar-wows-crowds/ 12 Strategies for Creating a Webinar that Wows Crowds] - by Bruna Martinuzzi of Clarion Enterprises, American Express Open Forum, December 2016<br />
* [https://hbr.org/2015/03/how-to-run-a-great-virtual-meeting How to Run a Great Virtual Meeting] - by Keith Ferrazzi, Harvard Business Review Online, March 27, 2015<br />
* [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 The 20-Minute Rule for Great Public Speaking--On Attention Spans and Keeping Focus] - by Alf Rehn, Professor and Speaker, The Art of Keynoting, April 11, 2016 - An excellent read on the art of crafting quality presentations<br />
* [http://sixminutes.dlugan.com/speaking-rate/ What is the Average Speaking Rate?] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, Nov. 2012 - An overview to help you calculate your rate of speech (i.e., how quickly you speak) to help you gauge how much content you need for a given time period<br />
* [http://sixminutes.dlugan.com/rule-of-three-speeches-public-speaking/ How to use the Rule of Three in Your Speeches] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, May 2009 - An overview of how to apply the aesthetic Rule of Three to speech<br />
<br />
=== Accessibility ===<br />
* [http://dor.ca.gov/DisabilityAccessInfo/How-do-I-Plan-Accessible-Presentations-and-Webinars.html How do I plan accessible presentations and webinars?] - A brief resource with links from the California Department of Rehabilitation<br />
* [https://www.fda.gov/AboutFDA/AboutThisWebsite/Accessibility/ucm214503.htm Accessible Web Conferences and Webinar Best Practices] - A guide from the U.S. Food and Drug Administration<br />
<br />
=== Resources and Media ===<br />
When using images, videos, and music for virtual learning, carefully consider any restrictions on the media. If you have any doubt over proper use and/or attribution requirements or limitations, contact the owner or licencor of the media. CLIR and DLF are not responsible for any misuse of media obtained from the following sources.<br />
<br />
* [http://www.docurated.com/101-free-free-try-online-collaborative-learning-tools-teachers-educators 102 Free (or Free-to-Try) Online Collaborative Learning Tools for Teachers and Educators] - While geared specifically to elementary and secondary education, quite a few of the tools listed could be used and adapted to professional development training experiences.<br />
* [http://edtechteacher.org/tools/research/finding-images/ Finding Public Domain Images for Multimedia Projects] - An extensive list of public domain image sources including a number of government image sources.<br />
* [https://elearningindustry.com/free-stock-photos-sites-for-elearning Free Stock Photos Sites for eLearning] - A listing of sites. Some may require registration and some do have limits to the free use for images.<br />
* [http://freemusicarchive.org/curator/Video/ Free Music Archive (FMA): Music for Video] - A special portal within FMA which pre-screens music contributions for use in video. The search capabilities are robust including basic searches like artist and genre to more specific searches like clip length and license type.<br />
* [https://www.youtube.com/watch?v=L8Z89-q1OnU Create Professional Development Certificates from Google Forms using Autocrat] - YouTube tutorial from Jeffrey Bradbury, Teachercast Podcast (August 11, 2015) showing how to build a certificate using several Google products.<br />
* [https://www.youtube.com/watch?v=vC1Zp-x9bGQ&spfreload=1 Using Autocrat to send personalized PDF certificates via Form Submit] - YouTube tutorial by edtech2020, Tim Chase, May 16, 2013<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Planning_Virtual_Meetings_and_Webinars&diff=13128Planning Virtual Meetings and Webinars2017-07-03T14:01:09Z<p>Joymbanks: /* General Tips */</p>
<hr />
<div>This section of the [[About DLF and the Organizers' Toolkit|DLF Organizers' Toolkit]] provides general guidelines for presenting and/or hosting an online meeting or educational experience. It was originally created in 2017 by '''Library & Archives Consultant [http://www.joymbanksconsulting.com Joy M. Banks, MSLS],''' as part of the [https://www.clir.org/hiddencollections/sahc CLIR Strategies for Advancing Hidden Collections project (SAHC)]. More resources related to that project, which was funded by The Andrew W. Mellon Foundation, can be found in the [https://wiki.diglib.org/Strategies_for_Advancing_Hidden_Collections SAHC Resource Library].<br />
<br />
<br />
== Formats ==<br />
In today’s online environment, the possibilities for virtual learning are nearly limitless. From Facebook Live to Adobe Connect, choosing the right platform may be challenging. Careful consideration of content and goals will help guide you to the right platform.<br />
<br />
=== Casual v. Formal ===<br />
There is a significant difference between the platform needs for a gathering of colleagues casually chatting about something and a professional presentation of ideas to a large group. The former requires minimal technology, and the latter likely requires a much more robust system.<br />
<br />
For the '''causal''' experience, consider basic VOIP conference lines, Skype group, Google Hangouts, and the like.<br />
<br />
* Do you actually need to see a screen or is voice access enough?<br />
* Will everyone be able to participate via audio connections or will some need a chat feature?<br />
* Will everyone be able to use their computer for audio or will a phone line be necessary?<br />
* Consider the time of day for the meetup. If during work hours, some may not have access to platforms that require any sort of download. If after work hours, some may not have access to robust internet connections.<br />
* Talk to your group, and find out what works best for you.<br />
<br />
For the '''formal''' experience, consider more robust platforms that allow for greater flexibility such as UberConference (DLF maintains a [[Setting Up Year-Round Meetings#DLF Web.2FPhone Conferencing Support|Pro account]]), Adobe Connect, GoToMeeting, and the like.<br />
* Will you need the ability to screen share, chat, and file share?<br />
* Will your participants need to access audio via VOIP, computer, and/or phone audio connections?<br />
* Will your presenters need training on the platform in advance?<br />
* Even in the most robust systems, there is value in keeping things simple so that participants can focus on the content rather than the platform.<br />
<br />
=== Collaborative v. Lecture ===<br />
While most educators agree that engaged learning is the best educational model, there is still value in lecture for presenting certain types of information. Recreating lecture in a virtual environment is relatively easy. Virtual collaboration can be a bit more challenging.<br />
<br />
If you need a '''collaborative''' online environment:<br />
* Limit the size of your group. The larger the group, the more difficult collaboration can be. Some web conferencing platforms allow breaking into groups, but be sure to test the feature before the meeting so you understand how it works for everyone.<br />
* Consider creating large chat spaces to allow contribution even if someone is unable to participate via audio connection.<br />
* Combine technologies. Using a conference line and a collaborative work space such as GoogleDocs can allow live feedback and tracking when working together on a project.<br />
<br />
When presenting information in a '''lecture''' environment:<br />
* It’s still important to create an interactive environment. Allow a way for participants to ask questions and engage with the presenter and other attendees.<br />
* Intersperse lecture with engagement. Create chat opportunities that allow an exchange of ideas. Give participants a way to stretch their brain with simple activities like polls or sharing reactions.<br />
<br />
=== Meeting v. Learning ===<br />
You may think that planning an online meeting is as simple as sending out a link for people to join, but the best online meeting planners follow many of the same best practices as virtual learning.<br />
<br />
If you are planning a '''meeting''', consider the following:<br />
* Have a detailed agenda including time estimates for each part of the discussion. This will not only keep everyone on track during the meeting but also allow participants to plan ahead to enter and leave the meeting if needed.<br />
* Keep in mind if everyone in the meeting will have access to an audio line and/or any thing you put on the screen. Those who may only be able to hear the meeting will need to have verbal descriptions of anything on the screen and have any chat discussions summarized for them. Those who will be unable to participate with a microphone will need to have access to chat.<br />
* Since time is crucial when meeting online, distribute any documents to be discussed in advance so participants can review them. This will allow more meaningful discussions when everyone is together.<br />
<br />
If you are interested in creating a '''learning''' environment:<br />
* Planning should begin far in advance of the date of presentation.<br />
* A more robust virtual platform is often necessary to create an engaging learning experience for everyone.<br />
* For more details on planning a virtual learning experience, see the [[Planning Virtual Meetings and Webinars#Hosts|Hosts]] section of this handbook and check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] listed below.<br />
<br />
=== Recorded v. Live ===<br />
The experience of a live virtual event will be much different than a recorded one. Perhaps you decide to focus on one or the other or create a learning experience that uses both.<br />
<br />
If you are recording a '''live''' presentation for use later:<br />
* Be sure that you designate someone to start and end the recording.<br />
* Have a plan for storage of the recording. Where will it live? Who will have access? Will editing be necessary? How long will you provide access?<br />
* If possible, mark on the live script sections that will be cut from the recording to make editing easier.<br />
* Recognize that not all activities of a live event can be recreated for someone listening to a recording.<br />
<br />
It’s OK if you only offer something live. Everyone may not be able to attend, but that is the nature of life. Provide ample notice of the event (or purposely plan a pop-up event), and those who are more interested will attend.<br />
<br />
If you plan to only provide a '''recorded''' presentation:<br />
* Follow best practices for presentation and consider how you will engage your audience if the content is educational.<br />
* Plan for a way that viewers can ask questions or provide feedback whether through your email, a specific Twitter hashtag you can track, a GoogleForm, or some other means.<br />
* Be sure you have all of the necessary software and hardware to make a quality recording and determine in advance where the recording will live.<br />
* Consider including your script as captions in the recording to offer an additional way users can access the materials.<br />
<br />
=== Audio v. Video ===<br />
For some virtual experiences, audio may be sufficient but sometimes, in order to build trust or a team spirit, video can help.<br />
<br />
When thinking about '''audio''' only:<br />
* Audio only options often require less robust systems and can often be accessed through a phone line without the need for a computer.<br />
* This can be great for a simple conference call with a small group of individuals already familiar with each other.<br />
* For those who are visual learners, be sure to supply any documents to be discussed in advance so everyone can follow the conversation.<br />
<br />
When thinking about '''video''' options:<br />
* Remember everyone may not have access to a webcam. Will participants still be able to participate another way?<br />
* Video includes screen sharing, not just webcam sharing. Sometimes it is valuable to be able to visually share documents or other information.<br />
* If you expect everyone to participate through video, give advance notice so no one is surprised.<br />
<br />
<br />
== Speakers ==<br />
=== Virtual v. Face to Face ===<br />
While webinars have many similarities with standard F2F presentations, those presenting webinars must be aware of several distinct differences:<br />
<br />
'''Your audience is not in the same room''' - Unless you are participating in an online video chat that includes participant video, you will not be able to gauge your audience’s non-verbal response to your presentation. For anyone who has relied on eye contact, body language, and other visual signs to make adjustments to a presentation, the format of a webinar can be a bit uncomfortable.<br />
<br />
'''Solution''': <br />
* ''Create engaging chats'' - Think of these as opportunities for participants to stretch their brain. Encourage participants to get to know each other before the session starts. Set aside a 60 second chat blitz as a way to quickly participate in the webinar. Ask participants for suggestions and ideas that have worked in real life.<br />
* ''Ask questions to boost active participation'' - When using a question to start a chat, be sure it is open enough to engage participants. Questions with one word answers are best left to polls and blitz activities. It’s ok to consider phrasing that will lead participants where you want them to go in their thinking. In a webinar geared towards higher level engagement, allow participants to share their experiences, good or bad, as a way to enrich the content of your presentation. Setting time limits will encourage people to contribute without waiting and also allow a distinct end point to move the webinar forward if needed.<br />
* ''Embed polls and other simple activities'' - Polls are a quick and easy way to gauge your audience before and during a webinar. Questions can be about the participants or the content of the webinar. Choose simple questions with distinct responses. Depending on the webinar platform, you may also have the ability to allow participants to draw on the screen, add quick responses to a chat box, raise their hand virtually, share reaction emojis, etc. All of these activities break up the content of your talk and refocus the group.<br />
<br />
'''Timing is essential''' - Webinars will have set start and end times that often cannot be adjusted. You may be asked to login to the webinar system early and perhaps end early (i.e., before you’re ready to stop talking) if the end time approaches. Because of this, reading from a script is often recommended to avoid unexpected timing issues.<br />
<br />
'''Solution''': <br />
* ''Practice, practice, practice'' - Read your script and make sure the text flows as well verbally as it does in writing. Plan your timing with a slower voice and enunciated speech. During the live event, you will likely speak faster than when you practiced.<br />
* ''Add buffers to account for discussions that may run long'' - While you will be asked to plan how long discussions will last, you may find participants are highly engaged during a certain time. Plan ahead to allow buffers in your presentation content to allow for engaged participation (keeping in mind, though, that all good things must eventually come to an end). Mark sections of your script that can be easily cut if needed. <br />
<br />
'''Interaction must be carefully crafted''' - Most webinar platforms allow for some interaction between the speaker and audience as well as between attendees. The most successful virtual engagement activities are not something you can do effectively on the fly. Careful planning (and testing) of interactive activities will help create a dynamic learning environment that will help all participants engage with the educational content.<br />
<br />
'''Solution''':<br />
* ''Plan ahead and test everything'' - Work closely with your webinar host to assure that everything is in place and functional prior to the live date. Set up any polls. Practice chat sessions. Test your ideas with several people on various devices. Leave nothing to chance but always remain flexible.<br />
<br />
'''Not everyone will be participating in the same way''' - Even in the smallest virtual settings, not everyone will have access to the full webinar experience. Some may only be able to participate through the audio. Others may not have access to a microphone. Be considerate of any accessibility limitations.<br />
<br />
'''Solution''':<br />
* Repeat any questions or thoughtful comments that are typed in the chat box so everyone has access to the content.<br />
* Describe verbally any important visual aids.<br />
* Enunciation not only helps participants hear you better, but it also helps any transcription of your speech for captioning. Speaking too fast will jumble your words both through audio and captioning technology.<br />
* Try to avoid experiences which will require a very high internet speed connection.<br />
* Will the session be recorded? Consider how what you do live will translate to a recorded viewing experience.<br />
<br />
=== Delivering an Engaging Virtual Presentation ===<br />
* Start with a brief bio, usually presented by the host/moderator. Include details other than the mundane that will engage your audience and connect them more personally to you. Your bio will also serve to show why you are qualified to present the content of the webinar and establish you as an expert. <br />
* Include an image of yourself. This can be on your slide template or, if possible, as a video feed (even if only briefly).<br />
* Depending on the form of your webinar, plan to have an activity every 15-20 minutes or so to re-engage your audience and avoid long periods of lecture. These can be directed chats, polls, blitz chats, or Q&A sessions. Some webinars may require a large amount of lecture due to the depth of the topic. In those cases, consider breaking up sessions into a series to allow greater interaction.<br />
* Remember to smile when you speak (which feels strange if you are alone in a room somewhere). When you are smiling, your words tend to be clearer and your tone is more welcoming. This will also help you avoid extreme changes in your volume (e.g., starting a sentence with power and fading off as your sentence ends).<br />
* Before your webinar, practice your script and record it. Listen to your recording and try to adjust any bad habits. Try to avoid “um”, “so”, and other speech fillers. Listen for habits like starting loud and fading off at the end of a sentence. Practice your breathing so it sounds natural. Presenting is different than natural speech, so the extra practice and self-evaluation will help you deliver a clear presentation to your audience.<br />
* Consider framing your presentation using the rule of three. Begin by telling your audience what they will hear (perhaps having three points or sections), tell them those points, and end by summarizing what they heard. The number of main ideas you will effectively be able to share depends on the length of time you have. Avoid trying to cram too much into too short a time slot. Better to share less content of a higher quality. While many sources suggest listeners have a 5-10 minute attention span, framing your content to the highest denominator of [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 18-20 minutes] will likely produce higher quality content.<br />
* Even in an online environment, you might encourage your audience to set aside distractions during the session: turn off cell phones, don’t check email, hang a sign on your door, and truly focus on the content. These simple steps will help everyone have a better webinar experience.<br />
* Insert humor throughout your presentation. Tell an appropriate, personal funny story, but keep it succinct and relevant. If you are speaking on a particular topic but you lack a personally relevant experience, consider gathering stories before the event, either from registered participants or colleagues (and always seek permission to share!).<br />
* Relax, be sure to have a cup of water, and enjoy the experience.<br />
<br />
== Hosts ==<br />
=== General Tips ===<br />
For Virtual '''Business Meetings''':<br />
* Try to limit the meeting to one hour.<br />
* If a recurring meeting, set the time and day well in advance so everyone can mark their calendars and set aside time for the meeting. Everyone will appreciate not having to do a poll every month to schedule a meeting time.<br />
* Allow a few minutes at the beginning and/or end for watercooler talk. Encourage those who want to catch up to arrive early or plan to stay a few minutes later (depending on whether or not you can stay in the virtual space).<br />
* Don’t assume that everyone knows each other. Do introductions if necessary, and, if taking minutes, be sure the secretary feels comfortable enough to speak up if it’s unclear who is speaking. While some platforms identify the speaker, that often relies on the participant to enter their name and/or an individual passcode.<br />
* Check in each meeting to see how everyone is participating. Some may only have chat (if available), some may only have audio (if you’ve also set up screen sharing). Repeat questions and describe what’s going on so everyone stays engaged.<br />
* Will the meeting need to be recorded? If so,<br />
** Where will the recording live and how will members access it?<br />
** Will there be usage restrictions based on the content of the meeting?<br />
<br />
<br />
For Virtual '''Educational Webinars''':<br />
* Most online learning experiences should last no more than ninety minutes.<br />
* Plan ahead if you would like to charge attendees. You’ll need a way to accept payment in addition to tracking registration.<br />
* Most webinar platforms will require some level of training so that presenters and hosts are familiar with the features.<br />
* Wired internet is always preferred for speakers and hosts to avoid delivery glitches. Make this clear from the beginning of planning.<br />
* Will the webinar be recorded? If the answer is yes, consider:<br />
** Where will the recordings live and how long they will need to last?<br />
** Will you need to edit the recordings or be able to post as is?<br />
** Will the recording need to capture the entire webinar environment or just the presentation slides?<br />
** How will the experience differ for those who view the recording?<br />
** Will captioning need to be added to the recording?<br />
<br />
=== Planning ===<br />
Planning a virtual webinar or meeting begins in much as the same way as a face to face event: Choose a topic, find a speaker, and set a date (not necessarily always in that order). Additionally, hosts also need to consider how communication will occur, especially since everyone is likely dispersed, and how registration will be handled.<br />
<br />
Jump to: [[Planning Virtual Meetings and Webinars#Choosing a Topic|Choosing a Topic]] | [[Planning Virtual Meetings and Webinars#Finding a Speaker|Finding a Speaker]] | [[Planning Virtual Meetings and Webinars#Setting a Date|Setting a Date]] | [[Planning Virtual Meetings and Webinars#Communication|Communication]] | [[Planning Virtual Meetings and Webinars#Registration|Registration]]<br />
<br />
==== Choosing a Topic ====<br />
If you are hosting a '''business meeting''', you topic will be the items on your agenda. Be sure to supply the agenda and any documents for review at least one week prior to the meeting.<br />
<br />
<br />
Selecting a topic for a '''webinar''' can be a bit more involved. Perhaps your team has recently completed a project, and you would like to share the results with a larger audience. Of you recently attended an in-person meeting, heard a great speaker, and think the session should be captured for further distribution. Regardless of the idea, here are some tips:<br />
* Make sure the topic hasn’t been covered sufficiently elsewhere.<br />
* Some topics may be stand alone (a conference summary, an introductory session, etc.) while other ideas may lend themselves to serial delivery. Series may occur weekly, monthly, or at some other set interval. A few more thoughts on series:<br />
** Webinars in a series should have a common theme, but don’t necessarily need to build directly from each other. For example, you could plan a series focusing on how individual institutions are tackling a particular problem, highlighting a new institution each month. This can be marketed as a series, but doesn’t require participants to attend all sessions. Alternatively, a series may also be developed to tackle a complex topic with sessions building on each other. Attendees would be expected to attend all sessions (to the best of their ability).<br />
** There is no set amount of sessions a series must contain: some may be as little as two and some may last for years (though, [[Planning Virtual Meetings and Webinars#Assessing|assessment]] of long-term series is important to determine continued viability and relevance).<br />
** A highly effective way to create a cohesive feel between the sessions is to create a uniform presentation template and/or classroom setup.<br />
** When multiple speakers are involved in a series, be sure to facilitate engagement and conversation to encourage unity in the topics and refer to the other parts in the series. Slack and other collaborative software can be useful tools in this process.<br />
* All webinars should have a clear scope, including objectives and outcomes, so that those interested will know what to expect during the event. Developing these will also help hosts determine if the topic is too broad for an individual session so that the scope can either be condensed to fit the time or expanded into a series.<br />
<br />
==== Finding a Speaker ====<br />
As host for a '''business meeting''', you will likely do most of the speaking. If others will need to speak or give reports, provide them with advance notice of that expectation so they are prepared. You may need to manage the audio using the mute feature for those in the virtual meeting space to avoid background noise and other distractions.<br />
<br />
When considering a speaker for a '''webinar''', first explore your own professional network and associations. You may have someone in your own network who is a perfect candidate to cover the topic. If not, gradually expand your search and reach out to others for recommendations.<br />
Be sure you have answers to the following:<br />
* Will the speaker be reimbursed?<br />
* How much time do you anticipate the speaker will invest in the planning, practicing, and presenting of the webinar?<br />
* Has the potential speaker delivered a webinar before? If not, how much additional time are you willing to invest to coach the speaker though the process?<br />
* Speakers will likely expect at least a general idea of the date and time for the webinar as well as the webinar length broken down so they are clear on how long they will be expected to speak.<br />
* When communicating with your speaker, be sure to explain your expectations for accessibility (e.g., adding [https://support.office.com/en-us/article/Add-alternative-text-to-a-shape-picture-chart-table-SmartArt-graphic-or-other-object-44989b2a-903c-4d9a-b742-6a75b451c669 Alt Text for images] in a PowerPoint) at the beginning of the planning process to allow ample time for testing, if needed.<br />
<br />
==== Setting a Date ====<br />
The DLF Wiki has some excellent suggestions on setting a date and time in the [[Setting Up Year-Round Meetings]] section of their Organizers’ Toolkit. As mentioned above, recurring meetings or webinars are best planned in advance (e.g., the second Tuesday of every month at 2pm ET). A simple poll can make this process straightforward. Remember time zone differences, especially for meetings, and communicate any changes or cancellations well in advance.<br />
<br />
If you are using a shared conferencing or online learning platform, be sure to document and mark your scheduled events in the appropriate way so that others do not plan an event at the same time. There’s nothing quite as awkward as walking in on another meeting when you expected the line to yourself.<br />
<br />
==== Communication ====<br />
With so many ways to communicate, this may be the most overwhelming element of the planning process. It is critical to have accurate contact information for all involved, whether for a business meeting or webinar.<br />
* Using a platform like Slack can allow collaboration in planning, though be sure that everyone is familiar with the features.<br />
* Email works well for critical information, but only if everyone checks the email address provided. <br />
* When all else fails, phone calls may be in order to be sure that those parties involved are understanding your expectations and their responsibilities. <br />
Be willing to communicate a number of different ways to encourage the highest level of participation. Also, be sure that those with whom you are working can communicate their own issues with you so that you can solve problems before they become significant issues.<br />
<br />
Another aspect of communication for the host or planner involves continued conversation between meetings, series offerings, or after a webinar ends.<br />
* '''Between Meetings''' - If the group attending the meeting stays mostly the same, consider establishing a Slack Channel or other collaborative platform on which participants can contribute information relevant to the group between official meetings. This is also a great way to set up a watercooler space to share personal updates.<br />
* '''Between Series''' - Consider encouraging assigned reading selections or video viewings with a designated check in time and place where participants can provide feedback and additional thoughts on an issue. Participation in the continued conversation can be part of a certification process that participants receive after completion of the program.<br />
* '''After the Webinar''' - When presenting a webinar, collecting registrant information is important to engage new audience members with your group. Consider sending a tailored welcome message to anyone not already subscribed to your services. Sign them up for your newsletter. Invite them to your group chat page. Send a quick follow-up survey several months later to see how they are applying what they learn. Remember, though, to always allow them to opt out of future communications.<br />
<br />
==== Registration ====<br />
When planning a '''business meeting''', registration is probably unnecessary. You will, however, need to supply the login information to those who need to attend the meeting. This could be a URL or a phone number and may include a passcode for your specific meeting. Encourage anyone unable to attend to communicate that information in a timely manner in case there are matters that need a quorum.<br />
<br />
<br />
As host, you can choose a variety of ways to approach registration for '''webinars'''.<br />
* Advanced registration through the webinar platform - most allow you to collect basic information (name, email, institution) and set caps on registration if necessary. Usually, the system will then send out the information to login to the webinar and, if you set it up, scheduled reminders.<br />
* Advanced registration through alternative means - If you need to collect additional demographic information or payment for participants, using something like SurveyMonkey or a GoogleForm can allow you to customize and analyze registrants. This will require additional work on your part, though, since you will be responsible for distributing login information and reminders.<br />
* No registration - On occasion, you may wish to simply share the link for a scheduled webinar and hope for the best. This can work well for those events where you are unconcerned with reaching any limits that your virtual classroom may have or trust that those who are interested will show up before the limit is reached. Be sure to market your webinar widely enough to generate interest and be flexible with the audience that does attend.<br />
<br />
Several tips for registration:<br />
* If you are allowing advanced registration, start promoting and open registration no more than one month prior to the event; two weeks notice is often the most ideal. Any longer notice will often cause a greater no-show rate, especially for free events.<br />
* Allow for about a 20% attrition rate between registrants and attendees. This means if you have a classroom for 100, you may wish to allow 120 to register to allow the greatest attendance.<br />
* If you are not requiring registration, consider in advance how you will communicate any classroom size limits. Typically, rooms open 15 minutes prior to the start of an event, and you will need to be sure the room is closed before that to discourage people from entering early and to allow everyone equal opportunity to enter.<br />
<br />
=== Moderating ===<br />
When hosting an online '''meeting''', you will likely control all aspects of the time: controlling the screen, monitoring the agenda, and keeping track of the time. If necessary, appoint a parliamentarian who can help especially with time and keeping the meeting on track.<br />
<br />
While educational '''webinars''' can function with just two people (the host/moderator and the speaker), best practices recommend having a third, often silent partner to handle any technical aspects of the session. This can include issues participants have, any tricky transitions during the presentation, and unexpected technical emergencies. Having dedicated technical support means that the host can focus on content and timing issues, and the speaker can simply focus on speaking.<br />
<br />
Useful tips for moderating a webinar:<br />
* Create a master script document that includes not only what everyone will say but also blocking for various tasks (e.g., Amy starts recording, Joy stops music, Louise pulls up survey, etc.).<br />
* Have clear time estimates for each stage of the presentation. Be prepared to encourage the speaker to speed up, slow down, or move on when necessary.<br />
* Always have questions on hand to promote conversation if a Q&A time is included at the end.<br />
* After asking a question or prompting participation, slowly count to 10 to allow people to respond.<br />
* Don’t panic if something goes wrong. Technology is difficult to predict, and often you can simply work around the issue.<br />
* Be mindful of the webinar’s level of interactivity for both live participants as well as those who may view a recording later, if applicable.<br />
<br />
=== Assessing ===<br />
While most '''business meetings''' won’t need constant assessment, it is important to check in with participants to evaluate how things are working. <br />
* Is everyone able to use the selected platform or should another be tried?<br />
* Are the times still convenient for most involved?<br />
* Does everyone feel like the frequency is sufficient or should that be reevaluated?<br />
* Are the meetings productive or could that use some work?<br />
By encouraging your participants to provide feedback, you’ll soon find the best virtual meeting environment for your group.<br />
<br />
Assessment of '''webinars''' is often important for a group to determine not only if that webinar was successful but also what types of webinars should be pursued (if any) in the future. While creating a simple survey is easy enough, getting participants to complete the survey can often be difficult.<br />
<br />
When planning assessment, consider the following:<br />
* Encourage participants to complete the survey immediately after the webinar by setting the platform to redirect to the survey when the webinar is ended. You can also provide a link to the survey during the final minutes of the webinar to catch those who may wish to leave early.<br />
* Email participants immediately after the event and perhaps one week later. Use the email point of contact to advertise additional webinars or how participants can get involved with your group.<br />
* Connecting completion of the assessment with distribution of a certificate of completion can often encourage greater participation. (Check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] section below to learn how to automate the certificate process using Google’s Autocrat add-on).<br />
* When designing the survey, leave ample room for open comments.<br />
* Phrase your survey questions to be neutral. For example, if asking about the quality of the speaker, using a phrase like "The Presenter was knowledgeable" is less leading than "The Presenter was excellent." Allow the survey taker to express their level of agreement.<br />
* Consider carefully which questions are mandatory and which optional.<br />
* Ask for ideas for future programming and whether or not a participant would like to present a future webinar. This helps build programming ideas and a network of professionals.<br />
* Try to make a survey that would take no longer than 5-10 minutes to complete. <br />
<br />
[https://www.clir.org/hiddencollections/sahc/sahc_webinar_evaluation_survey Click here] for a pdf of the assessment survey from CLIR [https://www.clir.org/hiddencollections/sahc/webinar1 SAHC's first webinars].<br />
<br />
=== Sample Planning Timeline ===<br />
This sample planning timeline gives a sense of the necessary steps to plan a stand alone, virtual, educational webinar. For more planning help, check out the [[Planning Virtual Meetings and Webinars#Planning 2|Planning Resources]] below.<br />
<br />
'''2-3 months prior'''<br />
* You have a fantastic idea for a webinar (or perhaps a colleague approaches you with a fascinating idea). The first step is to investigate whether this idea has been adequately covered somewhere else in the vast universe of GLAM educational material.<br />
* You’ve determined that your idea is new and wonderfully useful to the GLAM world. Set a budget: Will you offer compensation to your speaker? Do you need to cover any technology costs? Is this an entirely volunteer based project?<br />
* Reach out to your professional connections and find a dynamic speaker who is an expert on the subject. Or, if you intend to be the speaker, find someone who is able to be your moderator for the event. <br />
* Discuss dates and create a signed agreement so everyone understands the project. When possible, include all dates (e.g., draft due dates, practice session(s), live event, etc.) in the contract. (For example, [https://www.clir.org/hiddencollections/sahc/curriculum-committee-agreement-template click here] for a Microsoft Word Template of CLIR's Curriculum Committee agreement from the SAHC project).<br />
* Discuss basic technology requirements with the speaker now including the need for reliable (preferably wired) internet and a quality headset.<br />
<br />
'''1 month prior'''<br />
* Start sharing scripts and slides. Work on timing and discuss any special technology needs. Try to find the right balance between text and images on slides.<br />
* Check on accessibility issues, including, but not limited to, font sizes and Alt text for images. Avoid slide transitions and fly-ins.<br />
* Determine now if the webinar is going to be recorded and what added concerns you need to keep in mind connected to that.<br />
* Determine if there are any supplemental documents that would be useful for participants to have.<br />
* Collect a bio for the speaker.<br />
* Begin setting up the classroom space, if possible, for the webinar environment. Some platforms, like Adobe Connect, allow hosts to set up several templates for meeting rooms (e.g., lobby, presentation, chat, etc.). By having these in place prior to the technical practice for a session, you will save time and give the speaker an idea of the available room configurations. If conducting a series of webinars, you are able to copy the format and settings of an established meeting.<br />
<br />
'''1 week prior'''<br />
* Conduct a practice session in the environment that will be used the day of the event. Make sure that internet speeds are excellent (wifi should be avoided), that telephones are available if needed, and that microphones are clear and balanced between the host and speaker.<br />
* Run through all slides, transitions, and activities to make sure that everything displays as expected. Make notes on anything that needs to be adjusted and schedule additional checks if necessary.<br />
* Have a few people participate in this session, if possible, so that font sizes, images, and display can be checked on a variety of devices (PC/Mac, tablet, desktop, laptop, etc.) and the presentation can be evaluated from several perspectives (host, speaker, attendee).<br />
* Assign individuals to tasks. Tasks may include starting and stopping the recording, ending the session, serving as timekeeper for any discussions, and moderating any questions.<br />
* Open registration for the event and share with target audiences.<br />
<br />
'''Day of event'''<br />
* Meet at least 30 minutes prior to the time set for opening the classroom (which is usually 15 minutes before the start of the webinar). Allow more time if there are multiple speakers or unresolved technical issues from the practice session.<br />
* Test and balance the microphone levels for anyone who will be speaking during the event.<br />
* Make sure everyone understands their assigned tasks.<br />
* Relax, get some water, and wait for the event.<br />
* Know that you’ve planned a new and wonderfully useful session, open the classroom, and start.<br />
<br />
== Resources ==<br />
=== Planning ===<br />
* [http://www.infotoday.com/OnlineSearcher/Articles/Features/Secrets-of-Successful-Webinars-106050.shtml Secrets of Successful Webinars] (Online Searcher, Vol. 39, no. 5, Sept./Oct. 2015) - Includes checklists and tips from Mary Ellen Bates and Cathy Chiba on planning, creating, and hosting successful webinars.<br />
* [https://mebs.files.wordpress.com/2015/06/webinar-planning-checklist.pdf MEB’s Amazing Webinar Checklist and Templates] (pdf) - A tool created by Mary Ellen Bates to help webinar hosts stay organized through the webinar planning and presentation process.<br />
<br />
=== Presenting ===<br />
* [https://helpx.adobe.com/adobe-connect/kb/best-practices-hosts-presenters-using.html Adobe Connect Best Practices for Hosts and Presenters] - While specifically designed for Adobe Connect users, this guide offers useful tips for any virtual meeting planner or presenter.<br />
* [https://www.learningsolutionsmag.com/articles/1388/best-practices-deliver-a-great-virtual-training-event Best Practices: Deliver a Great Virtual Training Event] - by Jaqueline Beck, Learning Solutions Magazine, 2014<br />
* [https://www.elearningguild.com/showfile.cfm?id=3159 Best Practices for Delivering Virtual Classroom Training] (pdf) - Randah McKinnie, Sr., eLearning Solutions, 2008 - Focuses on Adobe’s presentation software, but offers suggestions for any virtual classroom environment.<br />
* [https://www.americanexpress.com/us/small-business/openforum/articles/12-strategies-creating-webinar-wows-crowds/ 12 Strategies for Creating a Webinar that Wows Crowds] - by Bruna Martinuzzi of Clarion Enterprises, American Express Open Forum, December 2016<br />
* [https://hbr.org/2015/03/how-to-run-a-great-virtual-meeting How to Run a Great Virtual Meeting] - by Keith Ferrazzi, Harvard Business Review Online, March 27, 2015<br />
* [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 The 20-Minute Rule for Great Public Speaking--On Attention Spans and Keeping Focus] - by Alf Rehn, Professor and Speaker, The Art of Keynoting, April 11, 2016 - An excellent read on the art of crafting quality presentations<br />
* [http://sixminutes.dlugan.com/speaking-rate/ What is the Average Speaking Rate?] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, Nov. 2012 - An overview to help you calculate your rate of speech (i.e., how quickly you speak) to help you gauge how much content you need for a given time period<br />
* [http://sixminutes.dlugan.com/rule-of-three-speeches-public-speaking/ How to use the Rule of Three in Your Speeches] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, May 2009 - An overview of how to apply the aesthetic Rule of Three to speech<br />
<br />
=== Accessibility ===<br />
* [http://dor.ca.gov/DisabilityAccessInfo/How-do-I-Plan-Accessible-Presentations-and-Webinars.html How do I plan accessible presentations and webinars?] - A brief resource with links from the California Department of Rehabilitation<br />
* [https://www.fda.gov/AboutFDA/AboutThisWebsite/Accessibility/ucm214503.htm Accessible Web Conferences and Webinar Best Practices] - A guide from the U.S. Food and Drug Administration<br />
<br />
=== Resources and Media ===<br />
When using images, videos, and music for virtual learning, carefully consider any restrictions on the media. If you have any doubt over proper use and/or attribution requirements or limitations, contact the owner or licencor of the media. CLIR and DLF are not responsible for any misuse of media obtained from the following sources.<br />
<br />
* [http://www.docurated.com/101-free-free-try-online-collaborative-learning-tools-teachers-educators 102 Free (or Free-to-Try) Online Collaborative Learning Tools for Teachers and Educators] - While geared specifically to elementary and secondary education, quite a few of the tools listed could be used and adapted to professional development training experiences.<br />
* [http://edtechteacher.org/tools/research/finding-images/ Finding Public Domain Images for Multimedia Projects] - An extensive list of public domain image sources including a number of government image sources.<br />
* [https://elearningindustry.com/free-stock-photos-sites-for-elearning Free Stock Photos Sites for eLearning] - A listing of sites. Some may require registration and some do have limits to the free use for images.<br />
* [http://freemusicarchive.org/curator/Video/ Free Music Archive (FMA): Music for Video] - A special portal within FMA which pre-screens music contributions for use in video. The search capabilities are robust including basic searches like artist and genre to more specific searches like clip length and license type.<br />
* [https://www.youtube.com/watch?v=L8Z89-q1OnU Create Professional Development Certificates from Google Forms using Autocrat] - YouTube tutorial from Jeffrey Bradbury, Teachercast Podcast (August 11, 2015) showing how to build a certificate using several Google products.<br />
* [https://www.youtube.com/watch?v=vC1Zp-x9bGQ&spfreload=1 Using Autocrat to send personalized PDF certificates via Form Submit] - YouTube tutorial by edtech2020, Tim Chase, May 16, 2013<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Planning_Virtual_Meetings_and_Webinars&diff=13127Planning Virtual Meetings and Webinars2017-07-03T14:00:49Z<p>Joymbanks: /* Recorded v. Live */</p>
<hr />
<div>This section of the [[About DLF and the Organizers' Toolkit|DLF Organizers' Toolkit]] provides general guidelines for presenting and/or hosting an online meeting or educational experience. It was originally created in 2017 by '''Library & Archives Consultant [http://www.joymbanksconsulting.com Joy M. Banks, MSLS],''' as part of the [https://www.clir.org/hiddencollections/sahc CLIR Strategies for Advancing Hidden Collections project (SAHC)]. More resources related to that project, which was funded by The Andrew W. Mellon Foundation, can be found in the [https://wiki.diglib.org/Strategies_for_Advancing_Hidden_Collections SAHC Resource Library].<br />
<br />
<br />
== Formats ==<br />
In today’s online environment, the possibilities for virtual learning are nearly limitless. From Facebook Live to Adobe Connect, choosing the right platform may be challenging. Careful consideration of content and goals will help guide you to the right platform.<br />
<br />
=== Casual v. Formal ===<br />
There is a significant difference between the platform needs for a gathering of colleagues casually chatting about something and a professional presentation of ideas to a large group. The former requires minimal technology, and the latter likely requires a much more robust system.<br />
<br />
For the '''causal''' experience, consider basic VOIP conference lines, Skype group, Google Hangouts, and the like.<br />
<br />
* Do you actually need to see a screen or is voice access enough?<br />
* Will everyone be able to participate via audio connections or will some need a chat feature?<br />
* Will everyone be able to use their computer for audio or will a phone line be necessary?<br />
* Consider the time of day for the meetup. If during work hours, some may not have access to platforms that require any sort of download. If after work hours, some may not have access to robust internet connections.<br />
* Talk to your group, and find out what works best for you.<br />
<br />
For the '''formal''' experience, consider more robust platforms that allow for greater flexibility such as UberConference (DLF maintains a [[Setting Up Year-Round Meetings#DLF Web.2FPhone Conferencing Support|Pro account]]), Adobe Connect, GoToMeeting, and the like.<br />
* Will you need the ability to screen share, chat, and file share?<br />
* Will your participants need to access audio via VOIP, computer, and/or phone audio connections?<br />
* Will your presenters need training on the platform in advance?<br />
* Even in the most robust systems, there is value in keeping things simple so that participants can focus on the content rather than the platform.<br />
<br />
=== Collaborative v. Lecture ===<br />
While most educators agree that engaged learning is the best educational model, there is still value in lecture for presenting certain types of information. Recreating lecture in a virtual environment is relatively easy. Virtual collaboration can be a bit more challenging.<br />
<br />
If you need a '''collaborative''' online environment:<br />
* Limit the size of your group. The larger the group, the more difficult collaboration can be. Some web conferencing platforms allow breaking into groups, but be sure to test the feature before the meeting so you understand how it works for everyone.<br />
* Consider creating large chat spaces to allow contribution even if someone is unable to participate via audio connection.<br />
* Combine technologies. Using a conference line and a collaborative work space such as GoogleDocs can allow live feedback and tracking when working together on a project.<br />
<br />
When presenting information in a '''lecture''' environment:<br />
* It’s still important to create an interactive environment. Allow a way for participants to ask questions and engage with the presenter and other attendees.<br />
* Intersperse lecture with engagement. Create chat opportunities that allow an exchange of ideas. Give participants a way to stretch their brain with simple activities like polls or sharing reactions.<br />
<br />
=== Meeting v. Learning ===<br />
You may think that planning an online meeting is as simple as sending out a link for people to join, but the best online meeting planners follow many of the same best practices as virtual learning.<br />
<br />
If you are planning a '''meeting''', consider the following:<br />
* Have a detailed agenda including time estimates for each part of the discussion. This will not only keep everyone on track during the meeting but also allow participants to plan ahead to enter and leave the meeting if needed.<br />
* Keep in mind if everyone in the meeting will have access to an audio line and/or any thing you put on the screen. Those who may only be able to hear the meeting will need to have verbal descriptions of anything on the screen and have any chat discussions summarized for them. Those who will be unable to participate with a microphone will need to have access to chat.<br />
* Since time is crucial when meeting online, distribute any documents to be discussed in advance so participants can review them. This will allow more meaningful discussions when everyone is together.<br />
<br />
If you are interested in creating a '''learning''' environment:<br />
* Planning should begin far in advance of the date of presentation.<br />
* A more robust virtual platform is often necessary to create an engaging learning experience for everyone.<br />
* For more details on planning a virtual learning experience, see the [[Planning Virtual Meetings and Webinars#Hosts|Hosts]] section of this handbook and check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] listed below.<br />
<br />
=== Recorded v. Live ===<br />
The experience of a live virtual event will be much different than a recorded one. Perhaps you decide to focus on one or the other or create a learning experience that uses both.<br />
<br />
If you are recording a '''live''' presentation for use later:<br />
* Be sure that you designate someone to start and end the recording.<br />
* Have a plan for storage of the recording. Where will it live? Who will have access? Will editing be necessary? How long will you provide access?<br />
* If possible, mark on the live script sections that will be cut from the recording to make editing easier.<br />
* Recognize that not all activities of a live event can be recreated for someone listening to a recording.<br />
<br />
It’s OK if you only offer something live. Everyone may not be able to attend, but that is the nature of life. Provide ample notice of the event (or purposely plan a pop-up event), and those who are more interested will attend.<br />
<br />
If you plan to only provide a '''recorded''' presentation:<br />
* Follow best practices for presentation and consider how you will engage your audience if the content is educational.<br />
* Plan for a way that viewers can ask questions or provide feedback whether through your email, a specific Twitter hashtag you can track, a GoogleForm, or some other means.<br />
* Be sure you have all of the necessary software and hardware to make a quality recording and determine in advance where the recording will live.<br />
* Consider including your script as captions in the recording to offer an additional way users can access the materials.<br />
<br />
=== Audio v. Video ===<br />
For some virtual experiences, audio may be sufficient but sometimes, in order to build trust or a team spirit, video can help.<br />
<br />
When thinking about '''audio''' only:<br />
* Audio only options often require less robust systems and can often be accessed through a phone line without the need for a computer.<br />
* This can be great for a simple conference call with a small group of individuals already familiar with each other.<br />
* For those who are visual learners, be sure to supply any documents to be discussed in advance so everyone can follow the conversation.<br />
<br />
When thinking about '''video''' options:<br />
* Remember everyone may not have access to a webcam. Will participants still be able to participate another way?<br />
* Video includes screen sharing, not just webcam sharing. Sometimes it is valuable to be able to visually share documents or other information.<br />
* If you expect everyone to participate through video, give advance notice so no one is surprised.<br />
<br />
<br />
== Speakers ==<br />
=== Virtual v. Face to Face ===<br />
While webinars have many similarities with standard F2F presentations, those presenting webinars must be aware of several distinct differences:<br />
<br />
'''Your audience is not in the same room''' - Unless you are participating in an online video chat that includes participant video, you will not be able to gauge your audience’s non-verbal response to your presentation. For anyone who has relied on eye contact, body language, and other visual signs to make adjustments to a presentation, the format of a webinar can be a bit uncomfortable.<br />
<br />
'''Solution''': <br />
* ''Create engaging chats'' - Think of these as opportunities for participants to stretch their brain. Encourage participants to get to know each other before the session starts. Set aside a 60 second chat blitz as a way to quickly participate in the webinar. Ask participants for suggestions and ideas that have worked in real life.<br />
* ''Ask questions to boost active participation'' - When using a question to start a chat, be sure it is open enough to engage participants. Questions with one word answers are best left to polls and blitz activities. It’s ok to consider phrasing that will lead participants where you want them to go in their thinking. In a webinar geared towards higher level engagement, allow participants to share their experiences, good or bad, as a way to enrich the content of your presentation. Setting time limits will encourage people to contribute without waiting and also allow a distinct end point to move the webinar forward if needed.<br />
* ''Embed polls and other simple activities'' - Polls are a quick and easy way to gauge your audience before and during a webinar. Questions can be about the participants or the content of the webinar. Choose simple questions with distinct responses. Depending on the webinar platform, you may also have the ability to allow participants to draw on the screen, add quick responses to a chat box, raise their hand virtually, share reaction emojis, etc. All of these activities break up the content of your talk and refocus the group.<br />
<br />
'''Timing is essential''' - Webinars will have set start and end times that often cannot be adjusted. You may be asked to login to the webinar system early and perhaps end early (i.e., before you’re ready to stop talking) if the end time approaches. Because of this, reading from a script is often recommended to avoid unexpected timing issues.<br />
<br />
'''Solution''': <br />
* ''Practice, practice, practice'' - Read your script and make sure the text flows as well verbally as it does in writing. Plan your timing with a slower voice and enunciated speech. During the live event, you will likely speak faster than when you practiced.<br />
* ''Add buffers to account for discussions that may run long'' - While you will be asked to plan how long discussions will last, you may find participants are highly engaged during a certain time. Plan ahead to allow buffers in your presentation content to allow for engaged participation (keeping in mind, though, that all good things must eventually come to an end). Mark sections of your script that can be easily cut if needed. <br />
<br />
'''Interaction must be carefully crafted''' - Most webinar platforms allow for some interaction between the speaker and audience as well as between attendees. The most successful virtual engagement activities are not something you can do effectively on the fly. Careful planning (and testing) of interactive activities will help create a dynamic learning environment that will help all participants engage with the educational content.<br />
<br />
'''Solution''':<br />
* ''Plan ahead and test everything'' - Work closely with your webinar host to assure that everything is in place and functional prior to the live date. Set up any polls. Practice chat sessions. Test your ideas with several people on various devices. Leave nothing to chance but always remain flexible.<br />
<br />
'''Not everyone will be participating in the same way''' - Even in the smallest virtual settings, not everyone will have access to the full webinar experience. Some may only be able to participate through the audio. Others may not have access to a microphone. Be considerate of any accessibility limitations.<br />
<br />
'''Solution''':<br />
* Repeat any questions or thoughtful comments that are typed in the chat box so everyone has access to the content.<br />
* Describe verbally any important visual aids.<br />
* Enunciation not only helps participants hear you better, but it also helps any transcription of your speech for captioning. Speaking too fast will jumble your words both through audio and captioning technology.<br />
* Try to avoid experiences which will require a very high internet speed connection.<br />
* Will the session be recorded? Consider how what you do live will translate to a recorded viewing experience.<br />
<br />
=== Delivering an Engaging Virtual Presentation ===<br />
* Start with a brief bio, usually presented by the host/moderator. Include details other than the mundane that will engage your audience and connect them more personally to you. Your bio will also serve to show why you are qualified to present the content of the webinar and establish you as an expert. <br />
* Include an image of yourself. This can be on your slide template or, if possible, as a video feed (even if only briefly).<br />
* Depending on the form of your webinar, plan to have an activity every 15-20 minutes or so to re-engage your audience and avoid long periods of lecture. These can be directed chats, polls, blitz chats, or Q&A sessions. Some webinars may require a large amount of lecture due to the depth of the topic. In those cases, consider breaking up sessions into a series to allow greater interaction.<br />
* Remember to smile when you speak (which feels strange if you are alone in a room somewhere). When you are smiling, your words tend to be clearer and your tone is more welcoming. This will also help you avoid extreme changes in your volume (e.g., starting a sentence with power and fading off as your sentence ends).<br />
* Before your webinar, practice your script and record it. Listen to your recording and try to adjust any bad habits. Try to avoid “um”, “so”, and other speech fillers. Listen for habits like starting loud and fading off at the end of a sentence. Practice your breathing so it sounds natural. Presenting is different than natural speech, so the extra practice and self-evaluation will help you deliver a clear presentation to your audience.<br />
* Consider framing your presentation using the rule of three. Begin by telling your audience what they will hear (perhaps having three points or sections), tell them those points, and end by summarizing what they heard. The number of main ideas you will effectively be able to share depends on the length of time you have. Avoid trying to cram too much into too short a time slot. Better to share less content of a higher quality. While many sources suggest listeners have a 5-10 minute attention span, framing your content to the highest denominator of [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 18-20 minutes] will likely produce higher quality content.<br />
* Even in an online environment, you might encourage your audience to set aside distractions during the session: turn off cell phones, don’t check email, hang a sign on your door, and truly focus on the content. These simple steps will help everyone have a better webinar experience.<br />
* Insert humor throughout your presentation. Tell an appropriate, personal funny story, but keep it succinct and relevant. If you are speaking on a particular topic but you lack a personally relevant experience, consider gathering stories before the event, either from registered participants or colleagues (and always seek permission to share!).<br />
* Relax, be sure to have a cup of water, and enjoy the experience.<br />
<br />
== Hosts ==<br />
=== General Tips ===<br />
For Virtual '''Business Meetings''':<br />
* Try to limit the meeting to one hour.<br />
* If a recurring meeting, set the time and day well in advance so everyone can mark their calendars and set aside time for the meeting. Everyone will appreciate not having to do a poll every month to schedule a meeting time.<br />
* Allow a few minutes at the beginning and/or end for watercooler talk. Encourage those who want to catch up to arrive early or plan to stay a few minutes later (depending on whether or not you can stay in the virtual space).<br />
* Don’t assume that everyone knows each other. Do introductions if necessary, and, if taking minutes, be sure the secretary feels comfortable enough to speak up if it’s unclear who is speaking. While some platforms identify the speaker, that often relies on the participant to enter their name and/or an individual passcode.<br />
* Check in each meeting to see how everyone is participating. Some may only have chat (if available), some may only have audio (if you’ve also set up screen sharing). Repeat questions and describe what’s going on so everyone stays engaged.<br />
* Will the meeting need to be recorded? If so,<br />
** Where will the recording live and how will members access it?<br />
** Will their be usage restrictions based on the content of the meeting?<br />
<br />
<br />
For Virtual '''Educational Webinars''':<br />
* Most online learning experiences should last no more than ninety minutes.<br />
* Plan ahead if you would like to charge attendees. You’ll need a way to accept payment in addition to tracking registration.<br />
* Most webinar platforms will require some level of training so that presenters and hosts are familiar with the features.<br />
* Wired internet is always preferred for speakers and hosts to avoid delivery glitches. Make this clear from the beginning of planning.<br />
* Will the webinar be recorded? If the answer is yes, consider:<br />
** Where will the recordings live and how long they will need to last?<br />
** Will you need to edit the recordings or be able to post as is?<br />
** Will the recording need to capture the entire webinar environment or just the presentation slides?<br />
** How will the experience differ for those who view the recording?<br />
** Will captioning need to be added to the recording?<br />
<br />
=== Planning ===<br />
Planning a virtual webinar or meeting begins in much as the same way as a face to face event: Choose a topic, find a speaker, and set a date (not necessarily always in that order). Additionally, hosts also need to consider how communication will occur, especially since everyone is likely dispersed, and how registration will be handled.<br />
<br />
Jump to: [[Planning Virtual Meetings and Webinars#Choosing a Topic|Choosing a Topic]] | [[Planning Virtual Meetings and Webinars#Finding a Speaker|Finding a Speaker]] | [[Planning Virtual Meetings and Webinars#Setting a Date|Setting a Date]] | [[Planning Virtual Meetings and Webinars#Communication|Communication]] | [[Planning Virtual Meetings and Webinars#Registration|Registration]]<br />
<br />
==== Choosing a Topic ====<br />
If you are hosting a '''business meeting''', you topic will be the items on your agenda. Be sure to supply the agenda and any documents for review at least one week prior to the meeting.<br />
<br />
<br />
Selecting a topic for a '''webinar''' can be a bit more involved. Perhaps your team has recently completed a project, and you would like to share the results with a larger audience. Of you recently attended an in-person meeting, heard a great speaker, and think the session should be captured for further distribution. Regardless of the idea, here are some tips:<br />
* Make sure the topic hasn’t been covered sufficiently elsewhere.<br />
* Some topics may be stand alone (a conference summary, an introductory session, etc.) while other ideas may lend themselves to serial delivery. Series may occur weekly, monthly, or at some other set interval. A few more thoughts on series:<br />
** Webinars in a series should have a common theme, but don’t necessarily need to build directly from each other. For example, you could plan a series focusing on how individual institutions are tackling a particular problem, highlighting a new institution each month. This can be marketed as a series, but doesn’t require participants to attend all sessions. Alternatively, a series may also be developed to tackle a complex topic with sessions building on each other. Attendees would be expected to attend all sessions (to the best of their ability).<br />
** There is no set amount of sessions a series must contain: some may be as little as two and some may last for years (though, [[Planning Virtual Meetings and Webinars#Assessing|assessment]] of long-term series is important to determine continued viability and relevance).<br />
** A highly effective way to create a cohesive feel between the sessions is to create a uniform presentation template and/or classroom setup.<br />
** When multiple speakers are involved in a series, be sure to facilitate engagement and conversation to encourage unity in the topics and refer to the other parts in the series. Slack and other collaborative software can be useful tools in this process.<br />
* All webinars should have a clear scope, including objectives and outcomes, so that those interested will know what to expect during the event. Developing these will also help hosts determine if the topic is too broad for an individual session so that the scope can either be condensed to fit the time or expanded into a series.<br />
<br />
==== Finding a Speaker ====<br />
As host for a '''business meeting''', you will likely do most of the speaking. If others will need to speak or give reports, provide them with advance notice of that expectation so they are prepared. You may need to manage the audio using the mute feature for those in the virtual meeting space to avoid background noise and other distractions.<br />
<br />
When considering a speaker for a '''webinar''', first explore your own professional network and associations. You may have someone in your own network who is a perfect candidate to cover the topic. If not, gradually expand your search and reach out to others for recommendations.<br />
Be sure you have answers to the following:<br />
* Will the speaker be reimbursed?<br />
* How much time do you anticipate the speaker will invest in the planning, practicing, and presenting of the webinar?<br />
* Has the potential speaker delivered a webinar before? If not, how much additional time are you willing to invest to coach the speaker though the process?<br />
* Speakers will likely expect at least a general idea of the date and time for the webinar as well as the webinar length broken down so they are clear on how long they will be expected to speak.<br />
* When communicating with your speaker, be sure to explain your expectations for accessibility (e.g., adding [https://support.office.com/en-us/article/Add-alternative-text-to-a-shape-picture-chart-table-SmartArt-graphic-or-other-object-44989b2a-903c-4d9a-b742-6a75b451c669 Alt Text for images] in a PowerPoint) at the beginning of the planning process to allow ample time for testing, if needed.<br />
<br />
==== Setting a Date ====<br />
The DLF Wiki has some excellent suggestions on setting a date and time in the [[Setting Up Year-Round Meetings]] section of their Organizers’ Toolkit. As mentioned above, recurring meetings or webinars are best planned in advance (e.g., the second Tuesday of every month at 2pm ET). A simple poll can make this process straightforward. Remember time zone differences, especially for meetings, and communicate any changes or cancellations well in advance.<br />
<br />
If you are using a shared conferencing or online learning platform, be sure to document and mark your scheduled events in the appropriate way so that others do not plan an event at the same time. There’s nothing quite as awkward as walking in on another meeting when you expected the line to yourself.<br />
<br />
==== Communication ====<br />
With so many ways to communicate, this may be the most overwhelming element of the planning process. It is critical to have accurate contact information for all involved, whether for a business meeting or webinar.<br />
* Using a platform like Slack can allow collaboration in planning, though be sure that everyone is familiar with the features.<br />
* Email works well for critical information, but only if everyone checks the email address provided. <br />
* When all else fails, phone calls may be in order to be sure that those parties involved are understanding your expectations and their responsibilities. <br />
Be willing to communicate a number of different ways to encourage the highest level of participation. Also, be sure that those with whom you are working can communicate their own issues with you so that you can solve problems before they become significant issues.<br />
<br />
Another aspect of communication for the host or planner involves continued conversation between meetings, series offerings, or after a webinar ends.<br />
* '''Between Meetings''' - If the group attending the meeting stays mostly the same, consider establishing a Slack Channel or other collaborative platform on which participants can contribute information relevant to the group between official meetings. This is also a great way to set up a watercooler space to share personal updates.<br />
* '''Between Series''' - Consider encouraging assigned reading selections or video viewings with a designated check in time and place where participants can provide feedback and additional thoughts on an issue. Participation in the continued conversation can be part of a certification process that participants receive after completion of the program.<br />
* '''After the Webinar''' - When presenting a webinar, collecting registrant information is important to engage new audience members with your group. Consider sending a tailored welcome message to anyone not already subscribed to your services. Sign them up for your newsletter. Invite them to your group chat page. Send a quick follow-up survey several months later to see how they are applying what they learn. Remember, though, to always allow them to opt out of future communications.<br />
<br />
==== Registration ====<br />
When planning a '''business meeting''', registration is probably unnecessary. You will, however, need to supply the login information to those who need to attend the meeting. This could be a URL or a phone number and may include a passcode for your specific meeting. Encourage anyone unable to attend to communicate that information in a timely manner in case there are matters that need a quorum.<br />
<br />
<br />
As host, you can choose a variety of ways to approach registration for '''webinars'''.<br />
* Advanced registration through the webinar platform - most allow you to collect basic information (name, email, institution) and set caps on registration if necessary. Usually, the system will then send out the information to login to the webinar and, if you set it up, scheduled reminders.<br />
* Advanced registration through alternative means - If you need to collect additional demographic information or payment for participants, using something like SurveyMonkey or a GoogleForm can allow you to customize and analyze registrants. This will require additional work on your part, though, since you will be responsible for distributing login information and reminders.<br />
* No registration - On occasion, you may wish to simply share the link for a scheduled webinar and hope for the best. This can work well for those events where you are unconcerned with reaching any limits that your virtual classroom may have or trust that those who are interested will show up before the limit is reached. Be sure to market your webinar widely enough to generate interest and be flexible with the audience that does attend.<br />
<br />
Several tips for registration:<br />
* If you are allowing advanced registration, start promoting and open registration no more than one month prior to the event; two weeks notice is often the most ideal. Any longer notice will often cause a greater no-show rate, especially for free events.<br />
* Allow for about a 20% attrition rate between registrants and attendees. This means if you have a classroom for 100, you may wish to allow 120 to register to allow the greatest attendance.<br />
* If you are not requiring registration, consider in advance how you will communicate any classroom size limits. Typically, rooms open 15 minutes prior to the start of an event, and you will need to be sure the room is closed before that to discourage people from entering early and to allow everyone equal opportunity to enter.<br />
<br />
=== Moderating ===<br />
When hosting an online '''meeting''', you will likely control all aspects of the time: controlling the screen, monitoring the agenda, and keeping track of the time. If necessary, appoint a parliamentarian who can help especially with time and keeping the meeting on track.<br />
<br />
While educational '''webinars''' can function with just two people (the host/moderator and the speaker), best practices recommend having a third, often silent partner to handle any technical aspects of the session. This can include issues participants have, any tricky transitions during the presentation, and unexpected technical emergencies. Having dedicated technical support means that the host can focus on content and timing issues, and the speaker can simply focus on speaking.<br />
<br />
Useful tips for moderating a webinar:<br />
* Create a master script document that includes not only what everyone will say but also blocking for various tasks (e.g., Amy starts recording, Joy stops music, Louise pulls up survey, etc.).<br />
* Have clear time estimates for each stage of the presentation. Be prepared to encourage the speaker to speed up, slow down, or move on when necessary.<br />
* Always have questions on hand to promote conversation if a Q&A time is included at the end.<br />
* After asking a question or prompting participation, slowly count to 10 to allow people to respond.<br />
* Don’t panic if something goes wrong. Technology is difficult to predict, and often you can simply work around the issue.<br />
* Be mindful of the webinar’s level of interactivity for both live participants as well as those who may view a recording later, if applicable.<br />
<br />
=== Assessing ===<br />
While most '''business meetings''' won’t need constant assessment, it is important to check in with participants to evaluate how things are working. <br />
* Is everyone able to use the selected platform or should another be tried?<br />
* Are the times still convenient for most involved?<br />
* Does everyone feel like the frequency is sufficient or should that be reevaluated?<br />
* Are the meetings productive or could that use some work?<br />
By encouraging your participants to provide feedback, you’ll soon find the best virtual meeting environment for your group.<br />
<br />
Assessment of '''webinars''' is often important for a group to determine not only if that webinar was successful but also what types of webinars should be pursued (if any) in the future. While creating a simple survey is easy enough, getting participants to complete the survey can often be difficult.<br />
<br />
When planning assessment, consider the following:<br />
* Encourage participants to complete the survey immediately after the webinar by setting the platform to redirect to the survey when the webinar is ended. You can also provide a link to the survey during the final minutes of the webinar to catch those who may wish to leave early.<br />
* Email participants immediately after the event and perhaps one week later. Use the email point of contact to advertise additional webinars or how participants can get involved with your group.<br />
* Connecting completion of the assessment with distribution of a certificate of completion can often encourage greater participation. (Check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] section below to learn how to automate the certificate process using Google’s Autocrat add-on).<br />
* When designing the survey, leave ample room for open comments.<br />
* Phrase your survey questions to be neutral. For example, if asking about the quality of the speaker, using a phrase like "The Presenter was knowledgeable" is less leading than "The Presenter was excellent." Allow the survey taker to express their level of agreement.<br />
* Consider carefully which questions are mandatory and which optional.<br />
* Ask for ideas for future programming and whether or not a participant would like to present a future webinar. This helps build programming ideas and a network of professionals.<br />
* Try to make a survey that would take no longer than 5-10 minutes to complete. <br />
<br />
[https://www.clir.org/hiddencollections/sahc/sahc_webinar_evaluation_survey Click here] for a pdf of the assessment survey from CLIR [https://www.clir.org/hiddencollections/sahc/webinar1 SAHC's first webinars].<br />
<br />
=== Sample Planning Timeline ===<br />
This sample planning timeline gives a sense of the necessary steps to plan a stand alone, virtual, educational webinar. For more planning help, check out the [[Planning Virtual Meetings and Webinars#Planning 2|Planning Resources]] below.<br />
<br />
'''2-3 months prior'''<br />
* You have a fantastic idea for a webinar (or perhaps a colleague approaches you with a fascinating idea). The first step is to investigate whether this idea has been adequately covered somewhere else in the vast universe of GLAM educational material.<br />
* You’ve determined that your idea is new and wonderfully useful to the GLAM world. Set a budget: Will you offer compensation to your speaker? Do you need to cover any technology costs? Is this an entirely volunteer based project?<br />
* Reach out to your professional connections and find a dynamic speaker who is an expert on the subject. Or, if you intend to be the speaker, find someone who is able to be your moderator for the event. <br />
* Discuss dates and create a signed agreement so everyone understands the project. When possible, include all dates (e.g., draft due dates, practice session(s), live event, etc.) in the contract. (For example, [https://www.clir.org/hiddencollections/sahc/curriculum-committee-agreement-template click here] for a Microsoft Word Template of CLIR's Curriculum Committee agreement from the SAHC project).<br />
* Discuss basic technology requirements with the speaker now including the need for reliable (preferably wired) internet and a quality headset.<br />
<br />
'''1 month prior'''<br />
* Start sharing scripts and slides. Work on timing and discuss any special technology needs. Try to find the right balance between text and images on slides.<br />
* Check on accessibility issues, including, but not limited to, font sizes and Alt text for images. Avoid slide transitions and fly-ins.<br />
* Determine now if the webinar is going to be recorded and what added concerns you need to keep in mind connected to that.<br />
* Determine if there are any supplemental documents that would be useful for participants to have.<br />
* Collect a bio for the speaker.<br />
* Begin setting up the classroom space, if possible, for the webinar environment. Some platforms, like Adobe Connect, allow hosts to set up several templates for meeting rooms (e.g., lobby, presentation, chat, etc.). By having these in place prior to the technical practice for a session, you will save time and give the speaker an idea of the available room configurations. If conducting a series of webinars, you are able to copy the format and settings of an established meeting.<br />
<br />
'''1 week prior'''<br />
* Conduct a practice session in the environment that will be used the day of the event. Make sure that internet speeds are excellent (wifi should be avoided), that telephones are available if needed, and that microphones are clear and balanced between the host and speaker.<br />
* Run through all slides, transitions, and activities to make sure that everything displays as expected. Make notes on anything that needs to be adjusted and schedule additional checks if necessary.<br />
* Have a few people participate in this session, if possible, so that font sizes, images, and display can be checked on a variety of devices (PC/Mac, tablet, desktop, laptop, etc.) and the presentation can be evaluated from several perspectives (host, speaker, attendee).<br />
* Assign individuals to tasks. Tasks may include starting and stopping the recording, ending the session, serving as timekeeper for any discussions, and moderating any questions.<br />
* Open registration for the event and share with target audiences.<br />
<br />
'''Day of event'''<br />
* Meet at least 30 minutes prior to the time set for opening the classroom (which is usually 15 minutes before the start of the webinar). Allow more time if there are multiple speakers or unresolved technical issues from the practice session.<br />
* Test and balance the microphone levels for anyone who will be speaking during the event.<br />
* Make sure everyone understands their assigned tasks.<br />
* Relax, get some water, and wait for the event.<br />
* Know that you’ve planned a new and wonderfully useful session, open the classroom, and start.<br />
<br />
== Resources ==<br />
=== Planning ===<br />
* [http://www.infotoday.com/OnlineSearcher/Articles/Features/Secrets-of-Successful-Webinars-106050.shtml Secrets of Successful Webinars] (Online Searcher, Vol. 39, no. 5, Sept./Oct. 2015) - Includes checklists and tips from Mary Ellen Bates and Cathy Chiba on planning, creating, and hosting successful webinars.<br />
* [https://mebs.files.wordpress.com/2015/06/webinar-planning-checklist.pdf MEB’s Amazing Webinar Checklist and Templates] (pdf) - A tool created by Mary Ellen Bates to help webinar hosts stay organized through the webinar planning and presentation process.<br />
<br />
=== Presenting ===<br />
* [https://helpx.adobe.com/adobe-connect/kb/best-practices-hosts-presenters-using.html Adobe Connect Best Practices for Hosts and Presenters] - While specifically designed for Adobe Connect users, this guide offers useful tips for any virtual meeting planner or presenter.<br />
* [https://www.learningsolutionsmag.com/articles/1388/best-practices-deliver-a-great-virtual-training-event Best Practices: Deliver a Great Virtual Training Event] - by Jaqueline Beck, Learning Solutions Magazine, 2014<br />
* [https://www.elearningguild.com/showfile.cfm?id=3159 Best Practices for Delivering Virtual Classroom Training] (pdf) - Randah McKinnie, Sr., eLearning Solutions, 2008 - Focuses on Adobe’s presentation software, but offers suggestions for any virtual classroom environment.<br />
* [https://www.americanexpress.com/us/small-business/openforum/articles/12-strategies-creating-webinar-wows-crowds/ 12 Strategies for Creating a Webinar that Wows Crowds] - by Bruna Martinuzzi of Clarion Enterprises, American Express Open Forum, December 2016<br />
* [https://hbr.org/2015/03/how-to-run-a-great-virtual-meeting How to Run a Great Virtual Meeting] - by Keith Ferrazzi, Harvard Business Review Online, March 27, 2015<br />
* [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 The 20-Minute Rule for Great Public Speaking--On Attention Spans and Keeping Focus] - by Alf Rehn, Professor and Speaker, The Art of Keynoting, April 11, 2016 - An excellent read on the art of crafting quality presentations<br />
* [http://sixminutes.dlugan.com/speaking-rate/ What is the Average Speaking Rate?] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, Nov. 2012 - An overview to help you calculate your rate of speech (i.e., how quickly you speak) to help you gauge how much content you need for a given time period<br />
* [http://sixminutes.dlugan.com/rule-of-three-speeches-public-speaking/ How to use the Rule of Three in Your Speeches] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, May 2009 - An overview of how to apply the aesthetic Rule of Three to speech<br />
<br />
=== Accessibility ===<br />
* [http://dor.ca.gov/DisabilityAccessInfo/How-do-I-Plan-Accessible-Presentations-and-Webinars.html How do I plan accessible presentations and webinars?] - A brief resource with links from the California Department of Rehabilitation<br />
* [https://www.fda.gov/AboutFDA/AboutThisWebsite/Accessibility/ucm214503.htm Accessible Web Conferences and Webinar Best Practices] - A guide from the U.S. Food and Drug Administration<br />
<br />
=== Resources and Media ===<br />
When using images, videos, and music for virtual learning, carefully consider any restrictions on the media. If you have any doubt over proper use and/or attribution requirements or limitations, contact the owner or licencor of the media. CLIR and DLF are not responsible for any misuse of media obtained from the following sources.<br />
<br />
* [http://www.docurated.com/101-free-free-try-online-collaborative-learning-tools-teachers-educators 102 Free (or Free-to-Try) Online Collaborative Learning Tools for Teachers and Educators] - While geared specifically to elementary and secondary education, quite a few of the tools listed could be used and adapted to professional development training experiences.<br />
* [http://edtechteacher.org/tools/research/finding-images/ Finding Public Domain Images for Multimedia Projects] - An extensive list of public domain image sources including a number of government image sources.<br />
* [https://elearningindustry.com/free-stock-photos-sites-for-elearning Free Stock Photos Sites for eLearning] - A listing of sites. Some may require registration and some do have limits to the free use for images.<br />
* [http://freemusicarchive.org/curator/Video/ Free Music Archive (FMA): Music for Video] - A special portal within FMA which pre-screens music contributions for use in video. The search capabilities are robust including basic searches like artist and genre to more specific searches like clip length and license type.<br />
* [https://www.youtube.com/watch?v=L8Z89-q1OnU Create Professional Development Certificates from Google Forms using Autocrat] - YouTube tutorial from Jeffrey Bradbury, Teachercast Podcast (August 11, 2015) showing how to build a certificate using several Google products.<br />
* [https://www.youtube.com/watch?v=vC1Zp-x9bGQ&spfreload=1 Using Autocrat to send personalized PDF certificates via Form Submit] - YouTube tutorial by edtech2020, Tim Chase, May 16, 2013<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Planning_Virtual_Meetings_and_Webinars&diff=13126Planning Virtual Meetings and Webinars2017-06-30T12:25:37Z<p>Joymbanks: /* Resources and Media */</p>
<hr />
<div>This section of the [[About DLF and the Organizers' Toolkit|DLF Organizers' Toolkit]] provides general guidelines for presenting and/or hosting an online meeting or educational experience. It was originally created in 2017 by '''Library & Archives Consultant [http://www.joymbanksconsulting.com Joy M. Banks, MSLS],''' as part of the [https://www.clir.org/hiddencollections/sahc CLIR Strategies for Advancing Hidden Collections project (SAHC)]. More resources related to that project, which was funded by The Andrew W. Mellon Foundation, can be found in the [https://wiki.diglib.org/Strategies_for_Advancing_Hidden_Collections SAHC Resource Library].<br />
<br />
<br />
== Formats ==<br />
In today’s online environment, the possibilities for virtual learning are nearly limitless. From Facebook Live to Adobe Connect, choosing the right platform may be challenging. Careful consideration of content and goals will help guide you to the right platform.<br />
<br />
=== Casual v. Formal ===<br />
There is a significant difference between the platform needs for a gathering of colleagues casually chatting about something and a professional presentation of ideas to a large group. The former requires minimal technology, and the latter likely requires a much more robust system.<br />
<br />
For the '''causal''' experience, consider basic VOIP conference lines, Skype group, Google Hangouts, and the like.<br />
<br />
* Do you actually need to see a screen or is voice access enough?<br />
* Will everyone be able to participate via audio connections or will some need a chat feature?<br />
* Will everyone be able to use their computer for audio or will a phone line be necessary?<br />
* Consider the time of day for the meetup. If during work hours, some may not have access to platforms that require any sort of download. If after work hours, some may not have access to robust internet connections.<br />
* Talk to your group, and find out what works best for you.<br />
<br />
For the '''formal''' experience, consider more robust platforms that allow for greater flexibility such as UberConference (DLF maintains a [[Setting Up Year-Round Meetings#DLF Web.2FPhone Conferencing Support|Pro account]]), Adobe Connect, GoToMeeting, and the like.<br />
* Will you need the ability to screen share, chat, and file share?<br />
* Will your participants need to access audio via VOIP, computer, and/or phone audio connections?<br />
* Will your presenters need training on the platform in advance?<br />
* Even in the most robust systems, there is value in keeping things simple so that participants can focus on the content rather than the platform.<br />
<br />
=== Collaborative v. Lecture ===<br />
While most educators agree that engaged learning is the best educational model, there is still value in lecture for presenting certain types of information. Recreating lecture in a virtual environment is relatively easy. Virtual collaboration can be a bit more challenging.<br />
<br />
If you need a '''collaborative''' online environment:<br />
* Limit the size of your group. The larger the group, the more difficult collaboration can be. Some web conferencing platforms allow breaking into groups, but be sure to test the feature before the meeting so you understand how it works for everyone.<br />
* Consider creating large chat spaces to allow contribution even if someone is unable to participate via audio connection.<br />
* Combine technologies. Using a conference line and a collaborative work space such as GoogleDocs can allow live feedback and tracking when working together on a project.<br />
<br />
When presenting information in a '''lecture''' environment:<br />
* It’s still important to create an interactive environment. Allow a way for participants to ask questions and engage with the presenter and other attendees.<br />
* Intersperse lecture with engagement. Create chat opportunities that allow an exchange of ideas. Give participants a way to stretch their brain with simple activities like polls or sharing reactions.<br />
<br />
=== Meeting v. Learning ===<br />
You may think that planning an online meeting is as simple as sending out a link for people to join, but the best online meeting planners follow many of the same best practices as virtual learning.<br />
<br />
If you are planning a '''meeting''', consider the following:<br />
* Have a detailed agenda including time estimates for each part of the discussion. This will not only keep everyone on track during the meeting but also allow participants to plan ahead to enter and leave the meeting if needed.<br />
* Keep in mind if everyone in the meeting will have access to an audio line and/or any thing you put on the screen. Those who may only be able to hear the meeting will need to have verbal descriptions of anything on the screen and have any chat discussions summarized for them. Those who will be unable to participate with a microphone will need to have access to chat.<br />
* Since time is crucial when meeting online, distribute any documents to be discussed in advance so participants can review them. This will allow more meaningful discussions when everyone is together.<br />
<br />
If you are interested in creating a '''learning''' environment:<br />
* Planning should begin far in advance of the date of presentation.<br />
* A more robust virtual platform is often necessary to create an engaging learning experience for everyone.<br />
* For more details on planning a virtual learning experience, see the [[Planning Virtual Meetings and Webinars#Hosts|Hosts]] section of this handbook and check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] listed below.<br />
<br />
=== Recorded v. Live ===<br />
The experience of a live virtual event will be much different than a recorded one. Perhaps you decide to focus on one or the other or create a learning experience that uses both.<br />
<br />
If you are recording a '''live''' presentation for use later:<br />
* Be sure that you designate someone to start and end the recording.<br />
Have a plan for storage of the recording. Where will it live? Who will have access? Will editing be necessary? How long will you provide access?<br />
* If possible, mark on the live script sections that will be cut from the recording to make editing easier.<br />
* Recognize that not all activities of a live event can be recreated for someone listening to a recording.<br />
<br />
It’s OK if you only offer something live. Everyone may not be able to attend, but that is the nature of life. Provide ample notice of the event (or purposely plan a pop-up event), and those who are more interested will attend.<br />
<br />
If you plan to only provide a '''recorded''' presentation:<br />
* Follow best practices for presentation and consider how you will engage your audience if the content is educational.<br />
* Plan for a way that viewers can ask questions or provide feedback whether through your email, a specific Twitter hashtag you can track, a GoogleForm, or some other means.<br />
* Be sure you have all of the necessary software and hardware to make a quality recording and determine in advance where the recording will live.<br />
* Consider including your script as captions in the recording to offer an additional way users can access the materials.<br />
<br />
=== Audio v. Video ===<br />
For some virtual experiences, audio may be sufficient but sometimes, in order to build trust or a team spirit, video can help.<br />
<br />
When thinking about '''audio''' only:<br />
* Audio only options often require less robust systems and can often be accessed through a phone line without the need for a computer.<br />
* This can be great for a simple conference call with a small group of individuals already familiar with each other.<br />
* For those who are visual learners, be sure to supply any documents to be discussed in advance so everyone can follow the conversation.<br />
<br />
When thinking about '''video''' options:<br />
* Remember everyone may not have access to a webcam. Will participants still be able to participate another way?<br />
* Video includes screen sharing, not just webcam sharing. Sometimes it is valuable to be able to visually share documents or other information.<br />
* If you expect everyone to participate through video, give advance notice so no one is surprised.<br />
<br />
<br />
== Speakers ==<br />
=== Virtual v. Face to Face ===<br />
While webinars have many similarities with standard F2F presentations, those presenting webinars must be aware of several distinct differences:<br />
<br />
'''Your audience is not in the same room''' - Unless you are participating in an online video chat that includes participant video, you will not be able to gauge your audience’s non-verbal response to your presentation. For anyone who has relied on eye contact, body language, and other visual signs to make adjustments to a presentation, the format of a webinar can be a bit uncomfortable.<br />
<br />
'''Solution''': <br />
* ''Create engaging chats'' - Think of these as opportunities for participants to stretch their brain. Encourage participants to get to know each other before the session starts. Set aside a 60 second chat blitz as a way to quickly participate in the webinar. Ask participants for suggestions and ideas that have worked in real life.<br />
* ''Ask questions to boost active participation'' - When using a question to start a chat, be sure it is open enough to engage participants. Questions with one word answers are best left to polls and blitz activities. It’s ok to consider phrasing that will lead participants where you want them to go in their thinking. In a webinar geared towards higher level engagement, allow participants to share their experiences, good or bad, as a way to enrich the content of your presentation. Setting time limits will encourage people to contribute without waiting and also allow a distinct end point to move the webinar forward if needed.<br />
* ''Embed polls and other simple activities'' - Polls are a quick and easy way to gauge your audience before and during a webinar. Questions can be about the participants or the content of the webinar. Choose simple questions with distinct responses. Depending on the webinar platform, you may also have the ability to allow participants to draw on the screen, add quick responses to a chat box, raise their hand virtually, share reaction emojis, etc. All of these activities break up the content of your talk and refocus the group.<br />
<br />
'''Timing is essential''' - Webinars will have set start and end times that often cannot be adjusted. You may be asked to login to the webinar system early and perhaps end early (i.e., before you’re ready to stop talking) if the end time approaches. Because of this, reading from a script is often recommended to avoid unexpected timing issues.<br />
<br />
'''Solution''': <br />
* ''Practice, practice, practice'' - Read your script and make sure the text flows as well verbally as it does in writing. Plan your timing with a slower voice and enunciated speech. During the live event, you will likely speak faster than when you practiced.<br />
* ''Add buffers to account for discussions that may run long'' - While you will be asked to plan how long discussions will last, you may find participants are highly engaged during a certain time. Plan ahead to allow buffers in your presentation content to allow for engaged participation (keeping in mind, though, that all good things must eventually come to an end). Mark sections of your script that can be easily cut if needed. <br />
<br />
'''Interaction must be carefully crafted''' - Most webinar platforms allow for some interaction between the speaker and audience as well as between attendees. The most successful virtual engagement activities are not something you can do effectively on the fly. Careful planning (and testing) of interactive activities will help create a dynamic learning environment that will help all participants engage with the educational content.<br />
<br />
'''Solution''':<br />
* ''Plan ahead and test everything'' - Work closely with your webinar host to assure that everything is in place and functional prior to the live date. Set up any polls. Practice chat sessions. Test your ideas with several people on various devices. Leave nothing to chance but always remain flexible.<br />
<br />
'''Not everyone will be participating in the same way''' - Even in the smallest virtual settings, not everyone will have access to the full webinar experience. Some may only be able to participate through the audio. Others may not have access to a microphone. Be considerate of any accessibility limitations.<br />
<br />
'''Solution''':<br />
* Repeat any questions or thoughtful comments that are typed in the chat box so everyone has access to the content.<br />
* Describe verbally any important visual aids.<br />
* Enunciation not only helps participants hear you better, but it also helps any transcription of your speech for captioning. Speaking too fast will jumble your words both through audio and captioning technology.<br />
* Try to avoid experiences which will require a very high internet speed connection.<br />
* Will the session be recorded? Consider how what you do live will translate to a recorded viewing experience.<br />
<br />
=== Delivering an Engaging Virtual Presentation ===<br />
* Start with a brief bio, usually presented by the host/moderator. Include details other than the mundane that will engage your audience and connect them more personally to you. Your bio will also serve to show why you are qualified to present the content of the webinar and establish you as an expert. <br />
* Include an image of yourself. This can be on your slide template or, if possible, as a video feed (even if only briefly).<br />
* Depending on the form of your webinar, plan to have an activity every 15-20 minutes or so to re-engage your audience and avoid long periods of lecture. These can be directed chats, polls, blitz chats, or Q&A sessions. Some webinars may require a large amount of lecture due to the depth of the topic. In those cases, consider breaking up sessions into a series to allow greater interaction.<br />
* Remember to smile when you speak (which feels strange if you are alone in a room somewhere). When you are smiling, your words tend to be clearer and your tone is more welcoming. This will also help you avoid extreme changes in your volume (e.g., starting a sentence with power and fading off as your sentence ends).<br />
* Before your webinar, practice your script and record it. Listen to your recording and try to adjust any bad habits. Try to avoid “um”, “so”, and other speech fillers. Listen for habits like starting loud and fading off at the end of a sentence. Practice your breathing so it sounds natural. Presenting is different than natural speech, so the extra practice and self-evaluation will help you deliver a clear presentation to your audience.<br />
* Consider framing your presentation using the rule of three. Begin by telling your audience what they will hear (perhaps having three points or sections), tell them those points, and end by summarizing what they heard. The number of main ideas you will effectively be able to share depends on the length of time you have. Avoid trying to cram too much into too short a time slot. Better to share less content of a higher quality. While many sources suggest listeners have a 5-10 minute attention span, framing your content to the highest denominator of [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 18-20 minutes] will likely produce higher quality content.<br />
* Even in an online environment, you might encourage your audience to set aside distractions during the session: turn off cell phones, don’t check email, hang a sign on your door, and truly focus on the content. These simple steps will help everyone have a better webinar experience.<br />
* Insert humor throughout your presentation. Tell an appropriate, personal funny story, but keep it succinct and relevant. If you are speaking on a particular topic but you lack a personally relevant experience, consider gathering stories before the event, either from registered participants or colleagues (and always seek permission to share!).<br />
* Relax, be sure to have a cup of water, and enjoy the experience.<br />
<br />
== Hosts ==<br />
=== General Tips ===<br />
For Virtual '''Business Meetings''':<br />
* Try to limit the meeting to one hour.<br />
* If a recurring meeting, set the time and day well in advance so everyone can mark their calendars and set aside time for the meeting. Everyone will appreciate not having to do a poll every month to schedule a meeting time.<br />
* Allow a few minutes at the beginning and/or end for watercooler talk. Encourage those who want to catch up to arrive early or plan to stay a few minutes later (depending on whether or not you can stay in the virtual space).<br />
* Don’t assume that everyone knows each other. Do introductions if necessary, and, if taking minutes, be sure the secretary feels comfortable enough to speak up if it’s unclear who is speaking. While some platforms identify the speaker, that often relies on the participant to enter their name and/or an individual passcode.<br />
* Check in each meeting to see how everyone is participating. Some may only have chat (if available), some may only have audio (if you’ve also set up screen sharing). Repeat questions and describe what’s going on so everyone stays engaged.<br />
* Will the meeting need to be recorded? If so,<br />
** Where will the recording live and how will members access it?<br />
** Will their be usage restrictions based on the content of the meeting?<br />
<br />
<br />
For Virtual '''Educational Webinars''':<br />
* Most online learning experiences should last no more than ninety minutes.<br />
* Plan ahead if you would like to charge attendees. You’ll need a way to accept payment in addition to tracking registration.<br />
* Most webinar platforms will require some level of training so that presenters and hosts are familiar with the features.<br />
* Wired internet is always preferred for speakers and hosts to avoid delivery glitches. Make this clear from the beginning of planning.<br />
* Will the webinar be recorded? If the answer is yes, consider:<br />
** Where will the recordings live and how long they will need to last?<br />
** Will you need to edit the recordings or be able to post as is?<br />
** Will the recording need to capture the entire webinar environment or just the presentation slides?<br />
** How will the experience differ for those who view the recording?<br />
** Will captioning need to be added to the recording?<br />
<br />
=== Planning ===<br />
Planning a virtual webinar or meeting begins in much as the same way as a face to face event: Choose a topic, find a speaker, and set a date (not necessarily always in that order). Additionally, hosts also need to consider how communication will occur, especially since everyone is likely dispersed, and how registration will be handled.<br />
<br />
Jump to: [[Planning Virtual Meetings and Webinars#Choosing a Topic|Choosing a Topic]] | [[Planning Virtual Meetings and Webinars#Finding a Speaker|Finding a Speaker]] | [[Planning Virtual Meetings and Webinars#Setting a Date|Setting a Date]] | [[Planning Virtual Meetings and Webinars#Communication|Communication]] | [[Planning Virtual Meetings and Webinars#Registration|Registration]]<br />
<br />
==== Choosing a Topic ====<br />
If you are hosting a '''business meeting''', you topic will be the items on your agenda. Be sure to supply the agenda and any documents for review at least one week prior to the meeting.<br />
<br />
<br />
Selecting a topic for a '''webinar''' can be a bit more involved. Perhaps your team has recently completed a project, and you would like to share the results with a larger audience. Of you recently attended an in-person meeting, heard a great speaker, and think the session should be captured for further distribution. Regardless of the idea, here are some tips:<br />
* Make sure the topic hasn’t been covered sufficiently elsewhere.<br />
* Some topics may be stand alone (a conference summary, an introductory session, etc.) while other ideas may lend themselves to serial delivery. Series may occur weekly, monthly, or at some other set interval. A few more thoughts on series:<br />
** Webinars in a series should have a common theme, but don’t necessarily need to build directly from each other. For example, you could plan a series focusing on how individual institutions are tackling a particular problem, highlighting a new institution each month. This can be marketed as a series, but doesn’t require participants to attend all sessions. Alternatively, a series may also be developed to tackle a complex topic with sessions building on each other. Attendees would be expected to attend all sessions (to the best of their ability).<br />
** There is no set amount of sessions a series must contain: some may be as little as two and some may last for years (though, [[Planning Virtual Meetings and Webinars#Assessing|assessment]] of long-term series is important to determine continued viability and relevance).<br />
** A highly effective way to create a cohesive feel between the sessions is to create a uniform presentation template and/or classroom setup.<br />
** When multiple speakers are involved in a series, be sure to facilitate engagement and conversation to encourage unity in the topics and refer to the other parts in the series. Slack and other collaborative software can be useful tools in this process.<br />
* All webinars should have a clear scope, including objectives and outcomes, so that those interested will know what to expect during the event. Developing these will also help hosts determine if the topic is too broad for an individual session so that the scope can either be condensed to fit the time or expanded into a series.<br />
<br />
==== Finding a Speaker ====<br />
As host for a '''business meeting''', you will likely do most of the speaking. If others will need to speak or give reports, provide them with advance notice of that expectation so they are prepared. You may need to manage the audio using the mute feature for those in the virtual meeting space to avoid background noise and other distractions.<br />
<br />
When considering a speaker for a '''webinar''', first explore your own professional network and associations. You may have someone in your own network who is a perfect candidate to cover the topic. If not, gradually expand your search and reach out to others for recommendations.<br />
Be sure you have answers to the following:<br />
* Will the speaker be reimbursed?<br />
* How much time do you anticipate the speaker will invest in the planning, practicing, and presenting of the webinar?<br />
* Has the potential speaker delivered a webinar before? If not, how much additional time are you willing to invest to coach the speaker though the process?<br />
* Speakers will likely expect at least a general idea of the date and time for the webinar as well as the webinar length broken down so they are clear on how long they will be expected to speak.<br />
* When communicating with your speaker, be sure to explain your expectations for accessibility (e.g., adding [https://support.office.com/en-us/article/Add-alternative-text-to-a-shape-picture-chart-table-SmartArt-graphic-or-other-object-44989b2a-903c-4d9a-b742-6a75b451c669 Alt Text for images] in a PowerPoint) at the beginning of the planning process to allow ample time for testing, if needed.<br />
<br />
==== Setting a Date ====<br />
The DLF Wiki has some excellent suggestions on setting a date and time in the [[Setting Up Year-Round Meetings]] section of their Organizers’ Toolkit. As mentioned above, recurring meetings or webinars are best planned in advance (e.g., the second Tuesday of every month at 2pm ET). A simple poll can make this process straightforward. Remember time zone differences, especially for meetings, and communicate any changes or cancellations well in advance.<br />
<br />
If you are using a shared conferencing or online learning platform, be sure to document and mark your scheduled events in the appropriate way so that others do not plan an event at the same time. There’s nothing quite as awkward as walking in on another meeting when you expected the line to yourself.<br />
<br />
==== Communication ====<br />
With so many ways to communicate, this may be the most overwhelming element of the planning process. It is critical to have accurate contact information for all involved, whether for a business meeting or webinar.<br />
* Using a platform like Slack can allow collaboration in planning, though be sure that everyone is familiar with the features.<br />
* Email works well for critical information, but only if everyone checks the email address provided. <br />
* When all else fails, phone calls may be in order to be sure that those parties involved are understanding your expectations and their responsibilities. <br />
Be willing to communicate a number of different ways to encourage the highest level of participation. Also, be sure that those with whom you are working can communicate their own issues with you so that you can solve problems before they become significant issues.<br />
<br />
Another aspect of communication for the host or planner involves continued conversation between meetings, series offerings, or after a webinar ends.<br />
* '''Between Meetings''' - If the group attending the meeting stays mostly the same, consider establishing a Slack Channel or other collaborative platform on which participants can contribute information relevant to the group between official meetings. This is also a great way to set up a watercooler space to share personal updates.<br />
* '''Between Series''' - Consider encouraging assigned reading selections or video viewings with a designated check in time and place where participants can provide feedback and additional thoughts on an issue. Participation in the continued conversation can be part of a certification process that participants receive after completion of the program.<br />
* '''After the Webinar''' - When presenting a webinar, collecting registrant information is important to engage new audience members with your group. Consider sending a tailored welcome message to anyone not already subscribed to your services. Sign them up for your newsletter. Invite them to your group chat page. Send a quick follow-up survey several months later to see how they are applying what they learn. Remember, though, to always allow them to opt out of future communications.<br />
<br />
==== Registration ====<br />
When planning a '''business meeting''', registration is probably unnecessary. You will, however, need to supply the login information to those who need to attend the meeting. This could be a URL or a phone number and may include a passcode for your specific meeting. Encourage anyone unable to attend to communicate that information in a timely manner in case there are matters that need a quorum.<br />
<br />
<br />
As host, you can choose a variety of ways to approach registration for '''webinars'''.<br />
* Advanced registration through the webinar platform - most allow you to collect basic information (name, email, institution) and set caps on registration if necessary. Usually, the system will then send out the information to login to the webinar and, if you set it up, scheduled reminders.<br />
* Advanced registration through alternative means - If you need to collect additional demographic information or payment for participants, using something like SurveyMonkey or a GoogleForm can allow you to customize and analyze registrants. This will require additional work on your part, though, since you will be responsible for distributing login information and reminders.<br />
* No registration - On occasion, you may wish to simply share the link for a scheduled webinar and hope for the best. This can work well for those events where you are unconcerned with reaching any limits that your virtual classroom may have or trust that those who are interested will show up before the limit is reached. Be sure to market your webinar widely enough to generate interest and be flexible with the audience that does attend.<br />
<br />
Several tips for registration:<br />
* If you are allowing advanced registration, start promoting and open registration no more than one month prior to the event; two weeks notice is often the most ideal. Any longer notice will often cause a greater no-show rate, especially for free events.<br />
* Allow for about a 20% attrition rate between registrants and attendees. This means if you have a classroom for 100, you may wish to allow 120 to register to allow the greatest attendance.<br />
* If you are not requiring registration, consider in advance how you will communicate any classroom size limits. Typically, rooms open 15 minutes prior to the start of an event, and you will need to be sure the room is closed before that to discourage people from entering early and to allow everyone equal opportunity to enter.<br />
<br />
=== Moderating ===<br />
When hosting an online '''meeting''', you will likely control all aspects of the time: controlling the screen, monitoring the agenda, and keeping track of the time. If necessary, appoint a parliamentarian who can help especially with time and keeping the meeting on track.<br />
<br />
While educational '''webinars''' can function with just two people (the host/moderator and the speaker), best practices recommend having a third, often silent partner to handle any technical aspects of the session. This can include issues participants have, any tricky transitions during the presentation, and unexpected technical emergencies. Having dedicated technical support means that the host can focus on content and timing issues, and the speaker can simply focus on speaking.<br />
<br />
Useful tips for moderating a webinar:<br />
* Create a master script document that includes not only what everyone will say but also blocking for various tasks (e.g., Amy starts recording, Joy stops music, Louise pulls up survey, etc.).<br />
* Have clear time estimates for each stage of the presentation. Be prepared to encourage the speaker to speed up, slow down, or move on when necessary.<br />
* Always have questions on hand to promote conversation if a Q&A time is included at the end.<br />
* After asking a question or prompting participation, slowly count to 10 to allow people to respond.<br />
* Don’t panic if something goes wrong. Technology is difficult to predict, and often you can simply work around the issue.<br />
* Be mindful of the webinar’s level of interactivity for both live participants as well as those who may view a recording later, if applicable.<br />
<br />
=== Assessing ===<br />
While most '''business meetings''' won’t need constant assessment, it is important to check in with participants to evaluate how things are working. <br />
* Is everyone able to use the selected platform or should another be tried?<br />
* Are the times still convenient for most involved?<br />
* Does everyone feel like the frequency is sufficient or should that be reevaluated?<br />
* Are the meetings productive or could that use some work?<br />
By encouraging your participants to provide feedback, you’ll soon find the best virtual meeting environment for your group.<br />
<br />
Assessment of '''webinars''' is often important for a group to determine not only if that webinar was successful but also what types of webinars should be pursued (if any) in the future. While creating a simple survey is easy enough, getting participants to complete the survey can often be difficult.<br />
<br />
When planning assessment, consider the following:<br />
* Encourage participants to complete the survey immediately after the webinar by setting the platform to redirect to the survey when the webinar is ended. You can also provide a link to the survey during the final minutes of the webinar to catch those who may wish to leave early.<br />
* Email participants immediately after the event and perhaps one week later. Use the email point of contact to advertise additional webinars or how participants can get involved with your group.<br />
* Connecting completion of the assessment with distribution of a certificate of completion can often encourage greater participation. (Check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] section below to learn how to automate the certificate process using Google’s Autocrat add-on).<br />
* When designing the survey, leave ample room for open comments.<br />
* Phrase your survey questions to be neutral. For example, if asking about the quality of the speaker, using a phrase like "The Presenter was knowledgeable" is less leading than "The Presenter was excellent." Allow the survey taker to express their level of agreement.<br />
* Consider carefully which questions are mandatory and which optional.<br />
* Ask for ideas for future programming and whether or not a participant would like to present a future webinar. This helps build programming ideas and a network of professionals.<br />
* Try to make a survey that would take no longer than 5-10 minutes to complete. <br />
<br />
[https://www.clir.org/hiddencollections/sahc/sahc_webinar_evaluation_survey Click here] for a pdf of the assessment survey from CLIR [https://www.clir.org/hiddencollections/sahc/webinar1 SAHC's first webinars].<br />
<br />
=== Sample Planning Timeline ===<br />
This sample planning timeline gives a sense of the necessary steps to plan a stand alone, virtual, educational webinar. For more planning help, check out the [[Planning Virtual Meetings and Webinars#Planning 2|Planning Resources]] below.<br />
<br />
'''2-3 months prior'''<br />
* You have a fantastic idea for a webinar (or perhaps a colleague approaches you with a fascinating idea). The first step is to investigate whether this idea has been adequately covered somewhere else in the vast universe of GLAM educational material.<br />
* You’ve determined that your idea is new and wonderfully useful to the GLAM world. Set a budget: Will you offer compensation to your speaker? Do you need to cover any technology costs? Is this an entirely volunteer based project?<br />
* Reach out to your professional connections and find a dynamic speaker who is an expert on the subject. Or, if you intend to be the speaker, find someone who is able to be your moderator for the event. <br />
* Discuss dates and create a signed agreement so everyone understands the project. When possible, include all dates (e.g., draft due dates, practice session(s), live event, etc.) in the contract. (For example, [https://www.clir.org/hiddencollections/sahc/curriculum-committee-agreement-template click here] for a Microsoft Word Template of CLIR's Curriculum Committee agreement from the SAHC project).<br />
* Discuss basic technology requirements with the speaker now including the need for reliable (preferably wired) internet and a quality headset.<br />
<br />
'''1 month prior'''<br />
* Start sharing scripts and slides. Work on timing and discuss any special technology needs. Try to find the right balance between text and images on slides.<br />
* Check on accessibility issues, including, but not limited to, font sizes and Alt text for images. Avoid slide transitions and fly-ins.<br />
* Determine now if the webinar is going to be recorded and what added concerns you need to keep in mind connected to that.<br />
* Determine if there are any supplemental documents that would be useful for participants to have.<br />
* Collect a bio for the speaker.<br />
* Begin setting up the classroom space, if possible, for the webinar environment. Some platforms, like Adobe Connect, allow hosts to set up several templates for meeting rooms (e.g., lobby, presentation, chat, etc.). By having these in place prior to the technical practice for a session, you will save time and give the speaker an idea of the available room configurations. If conducting a series of webinars, you are able to copy the format and settings of an established meeting.<br />
<br />
'''1 week prior'''<br />
* Conduct a practice session in the environment that will be used the day of the event. Make sure that internet speeds are excellent (wifi should be avoided), that telephones are available if needed, and that microphones are clear and balanced between the host and speaker.<br />
* Run through all slides, transitions, and activities to make sure that everything displays as expected. Make notes on anything that needs to be adjusted and schedule additional checks if necessary.<br />
* Have a few people participate in this session, if possible, so that font sizes, images, and display can be checked on a variety of devices (PC/Mac, tablet, desktop, laptop, etc.) and the presentation can be evaluated from several perspectives (host, speaker, attendee).<br />
* Assign individuals to tasks. Tasks may include starting and stopping the recording, ending the session, serving as timekeeper for any discussions, and moderating any questions.<br />
* Open registration for the event and share with target audiences.<br />
<br />
'''Day of event'''<br />
* Meet at least 30 minutes prior to the time set for opening the classroom (which is usually 15 minutes before the start of the webinar). Allow more time if there are multiple speakers or unresolved technical issues from the practice session.<br />
* Test and balance the microphone levels for anyone who will be speaking during the event.<br />
* Make sure everyone understands their assigned tasks.<br />
* Relax, get some water, and wait for the event.<br />
* Know that you’ve planned a new and wonderfully useful session, open the classroom, and start.<br />
<br />
== Resources ==<br />
=== Planning ===<br />
* [http://www.infotoday.com/OnlineSearcher/Articles/Features/Secrets-of-Successful-Webinars-106050.shtml Secrets of Successful Webinars] (Online Searcher, Vol. 39, no. 5, Sept./Oct. 2015) - Includes checklists and tips from Mary Ellen Bates and Cathy Chiba on planning, creating, and hosting successful webinars.<br />
* [https://mebs.files.wordpress.com/2015/06/webinar-planning-checklist.pdf MEB’s Amazing Webinar Checklist and Templates] (pdf) - A tool created by Mary Ellen Bates to help webinar hosts stay organized through the webinar planning and presentation process.<br />
<br />
=== Presenting ===<br />
* [https://helpx.adobe.com/adobe-connect/kb/best-practices-hosts-presenters-using.html Adobe Connect Best Practices for Hosts and Presenters] - While specifically designed for Adobe Connect users, this guide offers useful tips for any virtual meeting planner or presenter.<br />
* [https://www.learningsolutionsmag.com/articles/1388/best-practices-deliver-a-great-virtual-training-event Best Practices: Deliver a Great Virtual Training Event] - by Jaqueline Beck, Learning Solutions Magazine, 2014<br />
* [https://www.elearningguild.com/showfile.cfm?id=3159 Best Practices for Delivering Virtual Classroom Training] (pdf) - Randah McKinnie, Sr., eLearning Solutions, 2008 - Focuses on Adobe’s presentation software, but offers suggestions for any virtual classroom environment.<br />
* [https://www.americanexpress.com/us/small-business/openforum/articles/12-strategies-creating-webinar-wows-crowds/ 12 Strategies for Creating a Webinar that Wows Crowds] - by Bruna Martinuzzi of Clarion Enterprises, American Express Open Forum, December 2016<br />
* [https://hbr.org/2015/03/how-to-run-a-great-virtual-meeting How to Run a Great Virtual Meeting] - by Keith Ferrazzi, Harvard Business Review Online, March 27, 2015<br />
* [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 The 20-Minute Rule for Great Public Speaking--On Attention Spans and Keeping Focus] - by Alf Rehn, Professor and Speaker, The Art of Keynoting, April 11, 2016 - An excellent read on the art of crafting quality presentations<br />
* [http://sixminutes.dlugan.com/speaking-rate/ What is the Average Speaking Rate?] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, Nov. 2012 - An overview to help you calculate your rate of speech (i.e., how quickly you speak) to help you gauge how much content you need for a given time period<br />
* [http://sixminutes.dlugan.com/rule-of-three-speeches-public-speaking/ How to use the Rule of Three in Your Speeches] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, May 2009 - An overview of how to apply the aesthetic Rule of Three to speech<br />
<br />
=== Accessibility ===<br />
* [http://dor.ca.gov/DisabilityAccessInfo/How-do-I-Plan-Accessible-Presentations-and-Webinars.html How do I plan accessible presentations and webinars?] - A brief resource with links from the California Department of Rehabilitation<br />
* [https://www.fda.gov/AboutFDA/AboutThisWebsite/Accessibility/ucm214503.htm Accessible Web Conferences and Webinar Best Practices] - A guide from the U.S. Food and Drug Administration<br />
<br />
=== Resources and Media ===<br />
When using images, videos, and music for virtual learning, carefully consider any restrictions on the media. If you have any doubt over proper use and/or attribution requirements or limitations, contact the owner or licencor of the media. CLIR and DLF are not responsible for any misuse of media obtained from the following sources.<br />
<br />
* [http://www.docurated.com/101-free-free-try-online-collaborative-learning-tools-teachers-educators 102 Free (or Free-to-Try) Online Collaborative Learning Tools for Teachers and Educators] - While geared specifically to elementary and secondary education, quite a few of the tools listed could be used and adapted to professional development training experiences.<br />
* [http://edtechteacher.org/tools/research/finding-images/ Finding Public Domain Images for Multimedia Projects] - An extensive list of public domain image sources including a number of government image sources.<br />
* [https://elearningindustry.com/free-stock-photos-sites-for-elearning Free Stock Photos Sites for eLearning] - A listing of sites. Some may require registration and some do have limits to the free use for images.<br />
* [http://freemusicarchive.org/curator/Video/ Free Music Archive (FMA): Music for Video] - A special portal within FMA which pre-screens music contributions for use in video. The search capabilities are robust including basic searches like artist and genre to more specific searches like clip length and license type.<br />
* [https://www.youtube.com/watch?v=L8Z89-q1OnU Create Professional Development Certificates from Google Forms using Autocrat] - YouTube tutorial from Jeffrey Bradbury, Teachercast Podcast (August 11, 2015) showing how to build a certificate using several Google products.<br />
* [https://www.youtube.com/watch?v=vC1Zp-x9bGQ&spfreload=1 Using Autocrat to send personalized PDF certificates via Form Submit] - YouTube tutorial by edtech2020, Tim Chase, May 16, 2013<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Planning_Virtual_Meetings_and_Webinars&diff=13125Planning Virtual Meetings and Webinars2017-06-30T12:24:19Z<p>Joymbanks: /* Sample Planning Timeline */</p>
<hr />
<div>This section of the [[About DLF and the Organizers' Toolkit|DLF Organizers' Toolkit]] provides general guidelines for presenting and/or hosting an online meeting or educational experience. It was originally created in 2017 by '''Library & Archives Consultant [http://www.joymbanksconsulting.com Joy M. Banks, MSLS],''' as part of the [https://www.clir.org/hiddencollections/sahc CLIR Strategies for Advancing Hidden Collections project (SAHC)]. More resources related to that project, which was funded by The Andrew W. Mellon Foundation, can be found in the [https://wiki.diglib.org/Strategies_for_Advancing_Hidden_Collections SAHC Resource Library].<br />
<br />
<br />
== Formats ==<br />
In today’s online environment, the possibilities for virtual learning are nearly limitless. From Facebook Live to Adobe Connect, choosing the right platform may be challenging. Careful consideration of content and goals will help guide you to the right platform.<br />
<br />
=== Casual v. Formal ===<br />
There is a significant difference between the platform needs for a gathering of colleagues casually chatting about something and a professional presentation of ideas to a large group. The former requires minimal technology, and the latter likely requires a much more robust system.<br />
<br />
For the '''causal''' experience, consider basic VOIP conference lines, Skype group, Google Hangouts, and the like.<br />
<br />
* Do you actually need to see a screen or is voice access enough?<br />
* Will everyone be able to participate via audio connections or will some need a chat feature?<br />
* Will everyone be able to use their computer for audio or will a phone line be necessary?<br />
* Consider the time of day for the meetup. If during work hours, some may not have access to platforms that require any sort of download. If after work hours, some may not have access to robust internet connections.<br />
* Talk to your group, and find out what works best for you.<br />
<br />
For the '''formal''' experience, consider more robust platforms that allow for greater flexibility such as UberConference (DLF maintains a [[Setting Up Year-Round Meetings#DLF Web.2FPhone Conferencing Support|Pro account]]), Adobe Connect, GoToMeeting, and the like.<br />
* Will you need the ability to screen share, chat, and file share?<br />
* Will your participants need to access audio via VOIP, computer, and/or phone audio connections?<br />
* Will your presenters need training on the platform in advance?<br />
* Even in the most robust systems, there is value in keeping things simple so that participants can focus on the content rather than the platform.<br />
<br />
=== Collaborative v. Lecture ===<br />
While most educators agree that engaged learning is the best educational model, there is still value in lecture for presenting certain types of information. Recreating lecture in a virtual environment is relatively easy. Virtual collaboration can be a bit more challenging.<br />
<br />
If you need a '''collaborative''' online environment:<br />
* Limit the size of your group. The larger the group, the more difficult collaboration can be. Some web conferencing platforms allow breaking into groups, but be sure to test the feature before the meeting so you understand how it works for everyone.<br />
* Consider creating large chat spaces to allow contribution even if someone is unable to participate via audio connection.<br />
* Combine technologies. Using a conference line and a collaborative work space such as GoogleDocs can allow live feedback and tracking when working together on a project.<br />
<br />
When presenting information in a '''lecture''' environment:<br />
* It’s still important to create an interactive environment. Allow a way for participants to ask questions and engage with the presenter and other attendees.<br />
* Intersperse lecture with engagement. Create chat opportunities that allow an exchange of ideas. Give participants a way to stretch their brain with simple activities like polls or sharing reactions.<br />
<br />
=== Meeting v. Learning ===<br />
You may think that planning an online meeting is as simple as sending out a link for people to join, but the best online meeting planners follow many of the same best practices as virtual learning.<br />
<br />
If you are planning a '''meeting''', consider the following:<br />
* Have a detailed agenda including time estimates for each part of the discussion. This will not only keep everyone on track during the meeting but also allow participants to plan ahead to enter and leave the meeting if needed.<br />
* Keep in mind if everyone in the meeting will have access to an audio line and/or any thing you put on the screen. Those who may only be able to hear the meeting will need to have verbal descriptions of anything on the screen and have any chat discussions summarized for them. Those who will be unable to participate with a microphone will need to have access to chat.<br />
* Since time is crucial when meeting online, distribute any documents to be discussed in advance so participants can review them. This will allow more meaningful discussions when everyone is together.<br />
<br />
If you are interested in creating a '''learning''' environment:<br />
* Planning should begin far in advance of the date of presentation.<br />
* A more robust virtual platform is often necessary to create an engaging learning experience for everyone.<br />
* For more details on planning a virtual learning experience, see the [[Planning Virtual Meetings and Webinars#Hosts|Hosts]] section of this handbook and check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] listed below.<br />
<br />
=== Recorded v. Live ===<br />
The experience of a live virtual event will be much different than a recorded one. Perhaps you decide to focus on one or the other or create a learning experience that uses both.<br />
<br />
If you are recording a '''live''' presentation for use later:<br />
* Be sure that you designate someone to start and end the recording.<br />
Have a plan for storage of the recording. Where will it live? Who will have access? Will editing be necessary? How long will you provide access?<br />
* If possible, mark on the live script sections that will be cut from the recording to make editing easier.<br />
* Recognize that not all activities of a live event can be recreated for someone listening to a recording.<br />
<br />
It’s OK if you only offer something live. Everyone may not be able to attend, but that is the nature of life. Provide ample notice of the event (or purposely plan a pop-up event), and those who are more interested will attend.<br />
<br />
If you plan to only provide a '''recorded''' presentation:<br />
* Follow best practices for presentation and consider how you will engage your audience if the content is educational.<br />
* Plan for a way that viewers can ask questions or provide feedback whether through your email, a specific Twitter hashtag you can track, a GoogleForm, or some other means.<br />
* Be sure you have all of the necessary software and hardware to make a quality recording and determine in advance where the recording will live.<br />
* Consider including your script as captions in the recording to offer an additional way users can access the materials.<br />
<br />
=== Audio v. Video ===<br />
For some virtual experiences, audio may be sufficient but sometimes, in order to build trust or a team spirit, video can help.<br />
<br />
When thinking about '''audio''' only:<br />
* Audio only options often require less robust systems and can often be accessed through a phone line without the need for a computer.<br />
* This can be great for a simple conference call with a small group of individuals already familiar with each other.<br />
* For those who are visual learners, be sure to supply any documents to be discussed in advance so everyone can follow the conversation.<br />
<br />
When thinking about '''video''' options:<br />
* Remember everyone may not have access to a webcam. Will participants still be able to participate another way?<br />
* Video includes screen sharing, not just webcam sharing. Sometimes it is valuable to be able to visually share documents or other information.<br />
* If you expect everyone to participate through video, give advance notice so no one is surprised.<br />
<br />
<br />
== Speakers ==<br />
=== Virtual v. Face to Face ===<br />
While webinars have many similarities with standard F2F presentations, those presenting webinars must be aware of several distinct differences:<br />
<br />
'''Your audience is not in the same room''' - Unless you are participating in an online video chat that includes participant video, you will not be able to gauge your audience’s non-verbal response to your presentation. For anyone who has relied on eye contact, body language, and other visual signs to make adjustments to a presentation, the format of a webinar can be a bit uncomfortable.<br />
<br />
'''Solution''': <br />
* ''Create engaging chats'' - Think of these as opportunities for participants to stretch their brain. Encourage participants to get to know each other before the session starts. Set aside a 60 second chat blitz as a way to quickly participate in the webinar. Ask participants for suggestions and ideas that have worked in real life.<br />
* ''Ask questions to boost active participation'' - When using a question to start a chat, be sure it is open enough to engage participants. Questions with one word answers are best left to polls and blitz activities. It’s ok to consider phrasing that will lead participants where you want them to go in their thinking. In a webinar geared towards higher level engagement, allow participants to share their experiences, good or bad, as a way to enrich the content of your presentation. Setting time limits will encourage people to contribute without waiting and also allow a distinct end point to move the webinar forward if needed.<br />
* ''Embed polls and other simple activities'' - Polls are a quick and easy way to gauge your audience before and during a webinar. Questions can be about the participants or the content of the webinar. Choose simple questions with distinct responses. Depending on the webinar platform, you may also have the ability to allow participants to draw on the screen, add quick responses to a chat box, raise their hand virtually, share reaction emojis, etc. All of these activities break up the content of your talk and refocus the group.<br />
<br />
'''Timing is essential''' - Webinars will have set start and end times that often cannot be adjusted. You may be asked to login to the webinar system early and perhaps end early (i.e., before you’re ready to stop talking) if the end time approaches. Because of this, reading from a script is often recommended to avoid unexpected timing issues.<br />
<br />
'''Solution''': <br />
* ''Practice, practice, practice'' - Read your script and make sure the text flows as well verbally as it does in writing. Plan your timing with a slower voice and enunciated speech. During the live event, you will likely speak faster than when you practiced.<br />
* ''Add buffers to account for discussions that may run long'' - While you will be asked to plan how long discussions will last, you may find participants are highly engaged during a certain time. Plan ahead to allow buffers in your presentation content to allow for engaged participation (keeping in mind, though, that all good things must eventually come to an end). Mark sections of your script that can be easily cut if needed. <br />
<br />
'''Interaction must be carefully crafted''' - Most webinar platforms allow for some interaction between the speaker and audience as well as between attendees. The most successful virtual engagement activities are not something you can do effectively on the fly. Careful planning (and testing) of interactive activities will help create a dynamic learning environment that will help all participants engage with the educational content.<br />
<br />
'''Solution''':<br />
* ''Plan ahead and test everything'' - Work closely with your webinar host to assure that everything is in place and functional prior to the live date. Set up any polls. Practice chat sessions. Test your ideas with several people on various devices. Leave nothing to chance but always remain flexible.<br />
<br />
'''Not everyone will be participating in the same way''' - Even in the smallest virtual settings, not everyone will have access to the full webinar experience. Some may only be able to participate through the audio. Others may not have access to a microphone. Be considerate of any accessibility limitations.<br />
<br />
'''Solution''':<br />
* Repeat any questions or thoughtful comments that are typed in the chat box so everyone has access to the content.<br />
* Describe verbally any important visual aids.<br />
* Enunciation not only helps participants hear you better, but it also helps any transcription of your speech for captioning. Speaking too fast will jumble your words both through audio and captioning technology.<br />
* Try to avoid experiences which will require a very high internet speed connection.<br />
* Will the session be recorded? Consider how what you do live will translate to a recorded viewing experience.<br />
<br />
=== Delivering an Engaging Virtual Presentation ===<br />
* Start with a brief bio, usually presented by the host/moderator. Include details other than the mundane that will engage your audience and connect them more personally to you. Your bio will also serve to show why you are qualified to present the content of the webinar and establish you as an expert. <br />
* Include an image of yourself. This can be on your slide template or, if possible, as a video feed (even if only briefly).<br />
* Depending on the form of your webinar, plan to have an activity every 15-20 minutes or so to re-engage your audience and avoid long periods of lecture. These can be directed chats, polls, blitz chats, or Q&A sessions. Some webinars may require a large amount of lecture due to the depth of the topic. In those cases, consider breaking up sessions into a series to allow greater interaction.<br />
* Remember to smile when you speak (which feels strange if you are alone in a room somewhere). When you are smiling, your words tend to be clearer and your tone is more welcoming. This will also help you avoid extreme changes in your volume (e.g., starting a sentence with power and fading off as your sentence ends).<br />
* Before your webinar, practice your script and record it. Listen to your recording and try to adjust any bad habits. Try to avoid “um”, “so”, and other speech fillers. Listen for habits like starting loud and fading off at the end of a sentence. Practice your breathing so it sounds natural. Presenting is different than natural speech, so the extra practice and self-evaluation will help you deliver a clear presentation to your audience.<br />
* Consider framing your presentation using the rule of three. Begin by telling your audience what they will hear (perhaps having three points or sections), tell them those points, and end by summarizing what they heard. The number of main ideas you will effectively be able to share depends on the length of time you have. Avoid trying to cram too much into too short a time slot. Better to share less content of a higher quality. While many sources suggest listeners have a 5-10 minute attention span, framing your content to the highest denominator of [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 18-20 minutes] will likely produce higher quality content.<br />
* Even in an online environment, you might encourage your audience to set aside distractions during the session: turn off cell phones, don’t check email, hang a sign on your door, and truly focus on the content. These simple steps will help everyone have a better webinar experience.<br />
* Insert humor throughout your presentation. Tell an appropriate, personal funny story, but keep it succinct and relevant. If you are speaking on a particular topic but you lack a personally relevant experience, consider gathering stories before the event, either from registered participants or colleagues (and always seek permission to share!).<br />
* Relax, be sure to have a cup of water, and enjoy the experience.<br />
<br />
== Hosts ==<br />
=== General Tips ===<br />
For Virtual '''Business Meetings''':<br />
* Try to limit the meeting to one hour.<br />
* If a recurring meeting, set the time and day well in advance so everyone can mark their calendars and set aside time for the meeting. Everyone will appreciate not having to do a poll every month to schedule a meeting time.<br />
* Allow a few minutes at the beginning and/or end for watercooler talk. Encourage those who want to catch up to arrive early or plan to stay a few minutes later (depending on whether or not you can stay in the virtual space).<br />
* Don’t assume that everyone knows each other. Do introductions if necessary, and, if taking minutes, be sure the secretary feels comfortable enough to speak up if it’s unclear who is speaking. While some platforms identify the speaker, that often relies on the participant to enter their name and/or an individual passcode.<br />
* Check in each meeting to see how everyone is participating. Some may only have chat (if available), some may only have audio (if you’ve also set up screen sharing). Repeat questions and describe what’s going on so everyone stays engaged.<br />
* Will the meeting need to be recorded? If so,<br />
** Where will the recording live and how will members access it?<br />
** Will their be usage restrictions based on the content of the meeting?<br />
<br />
<br />
For Virtual '''Educational Webinars''':<br />
* Most online learning experiences should last no more than ninety minutes.<br />
* Plan ahead if you would like to charge attendees. You’ll need a way to accept payment in addition to tracking registration.<br />
* Most webinar platforms will require some level of training so that presenters and hosts are familiar with the features.<br />
* Wired internet is always preferred for speakers and hosts to avoid delivery glitches. Make this clear from the beginning of planning.<br />
* Will the webinar be recorded? If the answer is yes, consider:<br />
** Where will the recordings live and how long they will need to last?<br />
** Will you need to edit the recordings or be able to post as is?<br />
** Will the recording need to capture the entire webinar environment or just the presentation slides?<br />
** How will the experience differ for those who view the recording?<br />
** Will captioning need to be added to the recording?<br />
<br />
=== Planning ===<br />
Planning a virtual webinar or meeting begins in much as the same way as a face to face event: Choose a topic, find a speaker, and set a date (not necessarily always in that order). Additionally, hosts also need to consider how communication will occur, especially since everyone is likely dispersed, and how registration will be handled.<br />
<br />
Jump to: [[Planning Virtual Meetings and Webinars#Choosing a Topic|Choosing a Topic]] | [[Planning Virtual Meetings and Webinars#Finding a Speaker|Finding a Speaker]] | [[Planning Virtual Meetings and Webinars#Setting a Date|Setting a Date]] | [[Planning Virtual Meetings and Webinars#Communication|Communication]] | [[Planning Virtual Meetings and Webinars#Registration|Registration]]<br />
<br />
==== Choosing a Topic ====<br />
If you are hosting a '''business meeting''', you topic will be the items on your agenda. Be sure to supply the agenda and any documents for review at least one week prior to the meeting.<br />
<br />
<br />
Selecting a topic for a '''webinar''' can be a bit more involved. Perhaps your team has recently completed a project, and you would like to share the results with a larger audience. Of you recently attended an in-person meeting, heard a great speaker, and think the session should be captured for further distribution. Regardless of the idea, here are some tips:<br />
* Make sure the topic hasn’t been covered sufficiently elsewhere.<br />
* Some topics may be stand alone (a conference summary, an introductory session, etc.) while other ideas may lend themselves to serial delivery. Series may occur weekly, monthly, or at some other set interval. A few more thoughts on series:<br />
** Webinars in a series should have a common theme, but don’t necessarily need to build directly from each other. For example, you could plan a series focusing on how individual institutions are tackling a particular problem, highlighting a new institution each month. This can be marketed as a series, but doesn’t require participants to attend all sessions. Alternatively, a series may also be developed to tackle a complex topic with sessions building on each other. Attendees would be expected to attend all sessions (to the best of their ability).<br />
** There is no set amount of sessions a series must contain: some may be as little as two and some may last for years (though, [[Planning Virtual Meetings and Webinars#Assessing|assessment]] of long-term series is important to determine continued viability and relevance).<br />
** A highly effective way to create a cohesive feel between the sessions is to create a uniform presentation template and/or classroom setup.<br />
** When multiple speakers are involved in a series, be sure to facilitate engagement and conversation to encourage unity in the topics and refer to the other parts in the series. Slack and other collaborative software can be useful tools in this process.<br />
* All webinars should have a clear scope, including objectives and outcomes, so that those interested will know what to expect during the event. Developing these will also help hosts determine if the topic is too broad for an individual session so that the scope can either be condensed to fit the time or expanded into a series.<br />
<br />
==== Finding a Speaker ====<br />
As host for a '''business meeting''', you will likely do most of the speaking. If others will need to speak or give reports, provide them with advance notice of that expectation so they are prepared. You may need to manage the audio using the mute feature for those in the virtual meeting space to avoid background noise and other distractions.<br />
<br />
When considering a speaker for a '''webinar''', first explore your own professional network and associations. You may have someone in your own network who is a perfect candidate to cover the topic. If not, gradually expand your search and reach out to others for recommendations.<br />
Be sure you have answers to the following:<br />
* Will the speaker be reimbursed?<br />
* How much time do you anticipate the speaker will invest in the planning, practicing, and presenting of the webinar?<br />
* Has the potential speaker delivered a webinar before? If not, how much additional time are you willing to invest to coach the speaker though the process?<br />
* Speakers will likely expect at least a general idea of the date and time for the webinar as well as the webinar length broken down so they are clear on how long they will be expected to speak.<br />
* When communicating with your speaker, be sure to explain your expectations for accessibility (e.g., adding [https://support.office.com/en-us/article/Add-alternative-text-to-a-shape-picture-chart-table-SmartArt-graphic-or-other-object-44989b2a-903c-4d9a-b742-6a75b451c669 Alt Text for images] in a PowerPoint) at the beginning of the planning process to allow ample time for testing, if needed.<br />
<br />
==== Setting a Date ====<br />
The DLF Wiki has some excellent suggestions on setting a date and time in the [[Setting Up Year-Round Meetings]] section of their Organizers’ Toolkit. As mentioned above, recurring meetings or webinars are best planned in advance (e.g., the second Tuesday of every month at 2pm ET). A simple poll can make this process straightforward. Remember time zone differences, especially for meetings, and communicate any changes or cancellations well in advance.<br />
<br />
If you are using a shared conferencing or online learning platform, be sure to document and mark your scheduled events in the appropriate way so that others do not plan an event at the same time. There’s nothing quite as awkward as walking in on another meeting when you expected the line to yourself.<br />
<br />
==== Communication ====<br />
With so many ways to communicate, this may be the most overwhelming element of the planning process. It is critical to have accurate contact information for all involved, whether for a business meeting or webinar.<br />
* Using a platform like Slack can allow collaboration in planning, though be sure that everyone is familiar with the features.<br />
* Email works well for critical information, but only if everyone checks the email address provided. <br />
* When all else fails, phone calls may be in order to be sure that those parties involved are understanding your expectations and their responsibilities. <br />
Be willing to communicate a number of different ways to encourage the highest level of participation. Also, be sure that those with whom you are working can communicate their own issues with you so that you can solve problems before they become significant issues.<br />
<br />
Another aspect of communication for the host or planner involves continued conversation between meetings, series offerings, or after a webinar ends.<br />
* '''Between Meetings''' - If the group attending the meeting stays mostly the same, consider establishing a Slack Channel or other collaborative platform on which participants can contribute information relevant to the group between official meetings. This is also a great way to set up a watercooler space to share personal updates.<br />
* '''Between Series''' - Consider encouraging assigned reading selections or video viewings with a designated check in time and place where participants can provide feedback and additional thoughts on an issue. Participation in the continued conversation can be part of a certification process that participants receive after completion of the program.<br />
* '''After the Webinar''' - When presenting a webinar, collecting registrant information is important to engage new audience members with your group. Consider sending a tailored welcome message to anyone not already subscribed to your services. Sign them up for your newsletter. Invite them to your group chat page. Send a quick follow-up survey several months later to see how they are applying what they learn. Remember, though, to always allow them to opt out of future communications.<br />
<br />
==== Registration ====<br />
When planning a '''business meeting''', registration is probably unnecessary. You will, however, need to supply the login information to those who need to attend the meeting. This could be a URL or a phone number and may include a passcode for your specific meeting. Encourage anyone unable to attend to communicate that information in a timely manner in case there are matters that need a quorum.<br />
<br />
<br />
As host, you can choose a variety of ways to approach registration for '''webinars'''.<br />
* Advanced registration through the webinar platform - most allow you to collect basic information (name, email, institution) and set caps on registration if necessary. Usually, the system will then send out the information to login to the webinar and, if you set it up, scheduled reminders.<br />
* Advanced registration through alternative means - If you need to collect additional demographic information or payment for participants, using something like SurveyMonkey or a GoogleForm can allow you to customize and analyze registrants. This will require additional work on your part, though, since you will be responsible for distributing login information and reminders.<br />
* No registration - On occasion, you may wish to simply share the link for a scheduled webinar and hope for the best. This can work well for those events where you are unconcerned with reaching any limits that your virtual classroom may have or trust that those who are interested will show up before the limit is reached. Be sure to market your webinar widely enough to generate interest and be flexible with the audience that does attend.<br />
<br />
Several tips for registration:<br />
* If you are allowing advanced registration, start promoting and open registration no more than one month prior to the event; two weeks notice is often the most ideal. Any longer notice will often cause a greater no-show rate, especially for free events.<br />
* Allow for about a 20% attrition rate between registrants and attendees. This means if you have a classroom for 100, you may wish to allow 120 to register to allow the greatest attendance.<br />
* If you are not requiring registration, consider in advance how you will communicate any classroom size limits. Typically, rooms open 15 minutes prior to the start of an event, and you will need to be sure the room is closed before that to discourage people from entering early and to allow everyone equal opportunity to enter.<br />
<br />
=== Moderating ===<br />
When hosting an online '''meeting''', you will likely control all aspects of the time: controlling the screen, monitoring the agenda, and keeping track of the time. If necessary, appoint a parliamentarian who can help especially with time and keeping the meeting on track.<br />
<br />
While educational '''webinars''' can function with just two people (the host/moderator and the speaker), best practices recommend having a third, often silent partner to handle any technical aspects of the session. This can include issues participants have, any tricky transitions during the presentation, and unexpected technical emergencies. Having dedicated technical support means that the host can focus on content and timing issues, and the speaker can simply focus on speaking.<br />
<br />
Useful tips for moderating a webinar:<br />
* Create a master script document that includes not only what everyone will say but also blocking for various tasks (e.g., Amy starts recording, Joy stops music, Louise pulls up survey, etc.).<br />
* Have clear time estimates for each stage of the presentation. Be prepared to encourage the speaker to speed up, slow down, or move on when necessary.<br />
* Always have questions on hand to promote conversation if a Q&A time is included at the end.<br />
* After asking a question or prompting participation, slowly count to 10 to allow people to respond.<br />
* Don’t panic if something goes wrong. Technology is difficult to predict, and often you can simply work around the issue.<br />
* Be mindful of the webinar’s level of interactivity for both live participants as well as those who may view a recording later, if applicable.<br />
<br />
=== Assessing ===<br />
While most '''business meetings''' won’t need constant assessment, it is important to check in with participants to evaluate how things are working. <br />
* Is everyone able to use the selected platform or should another be tried?<br />
* Are the times still convenient for most involved?<br />
* Does everyone feel like the frequency is sufficient or should that be reevaluated?<br />
* Are the meetings productive or could that use some work?<br />
By encouraging your participants to provide feedback, you’ll soon find the best virtual meeting environment for your group.<br />
<br />
Assessment of '''webinars''' is often important for a group to determine not only if that webinar was successful but also what types of webinars should be pursued (if any) in the future. While creating a simple survey is easy enough, getting participants to complete the survey can often be difficult.<br />
<br />
When planning assessment, consider the following:<br />
* Encourage participants to complete the survey immediately after the webinar by setting the platform to redirect to the survey when the webinar is ended. You can also provide a link to the survey during the final minutes of the webinar to catch those who may wish to leave early.<br />
* Email participants immediately after the event and perhaps one week later. Use the email point of contact to advertise additional webinars or how participants can get involved with your group.<br />
* Connecting completion of the assessment with distribution of a certificate of completion can often encourage greater participation. (Check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] section below to learn how to automate the certificate process using Google’s Autocrat add-on).<br />
* When designing the survey, leave ample room for open comments.<br />
* Phrase your survey questions to be neutral. For example, if asking about the quality of the speaker, using a phrase like "The Presenter was knowledgeable" is less leading than "The Presenter was excellent." Allow the survey taker to express their level of agreement.<br />
* Consider carefully which questions are mandatory and which optional.<br />
* Ask for ideas for future programming and whether or not a participant would like to present a future webinar. This helps build programming ideas and a network of professionals.<br />
* Try to make a survey that would take no longer than 5-10 minutes to complete. <br />
<br />
[https://www.clir.org/hiddencollections/sahc/sahc_webinar_evaluation_survey Click here] for a pdf of the assessment survey from CLIR [https://www.clir.org/hiddencollections/sahc/webinar1 SAHC's first webinars].<br />
<br />
=== Sample Planning Timeline ===<br />
This sample planning timeline gives a sense of the necessary steps to plan a stand alone, virtual, educational webinar. For more planning help, check out the [[Planning Virtual Meetings and Webinars#Planning 2|Planning Resources]] below.<br />
<br />
'''2-3 months prior'''<br />
* You have a fantastic idea for a webinar (or perhaps a colleague approaches you with a fascinating idea). The first step is to investigate whether this idea has been adequately covered somewhere else in the vast universe of GLAM educational material.<br />
* You’ve determined that your idea is new and wonderfully useful to the GLAM world. Set a budget: Will you offer compensation to your speaker? Do you need to cover any technology costs? Is this an entirely volunteer based project?<br />
* Reach out to your professional connections and find a dynamic speaker who is an expert on the subject. Or, if you intend to be the speaker, find someone who is able to be your moderator for the event. <br />
* Discuss dates and create a signed agreement so everyone understands the project. When possible, include all dates (e.g., draft due dates, practice session(s), live event, etc.) in the contract. (For example, [https://www.clir.org/hiddencollections/sahc/curriculum-committee-agreement-template click here] for a Microsoft Word Template of CLIR's Curriculum Committee agreement from the SAHC project).<br />
* Discuss basic technology requirements with the speaker now including the need for reliable (preferably wired) internet and a quality headset.<br />
<br />
'''1 month prior'''<br />
* Start sharing scripts and slides. Work on timing and discuss any special technology needs. Try to find the right balance between text and images on slides.<br />
* Check on accessibility issues, including, but not limited to, font sizes and Alt text for images. Avoid slide transitions and fly-ins.<br />
* Determine now if the webinar is going to be recorded and what added concerns you need to keep in mind connected to that.<br />
* Determine if there are any supplemental documents that would be useful for participants to have.<br />
* Collect a bio for the speaker.<br />
* Begin setting up the classroom space, if possible, for the webinar environment. Some platforms, like Adobe Connect, allow hosts to set up several templates for meeting rooms (e.g., lobby, presentation, chat, etc.). By having these in place prior to the technical practice for a session, you will save time and give the speaker an idea of the available room configurations. If conducting a series of webinars, you are able to copy the format and settings of an established meeting.<br />
<br />
'''1 week prior'''<br />
* Conduct a practice session in the environment that will be used the day of the event. Make sure that internet speeds are excellent (wifi should be avoided), that telephones are available if needed, and that microphones are clear and balanced between the host and speaker.<br />
* Run through all slides, transitions, and activities to make sure that everything displays as expected. Make notes on anything that needs to be adjusted and schedule additional checks if necessary.<br />
* Have a few people participate in this session, if possible, so that font sizes, images, and display can be checked on a variety of devices (PC/Mac, tablet, desktop, laptop, etc.) and the presentation can be evaluated from several perspectives (host, speaker, attendee).<br />
* Assign individuals to tasks. Tasks may include starting and stopping the recording, ending the session, serving as timekeeper for any discussions, and moderating any questions.<br />
* Open registration for the event and share with target audiences.<br />
<br />
'''Day of event'''<br />
* Meet at least 30 minutes prior to the time set for opening the classroom (which is usually 15 minutes before the start of the webinar). Allow more time if there are multiple speakers or unresolved technical issues from the practice session.<br />
* Test and balance the microphone levels for anyone who will be speaking during the event.<br />
* Make sure everyone understands their assigned tasks.<br />
* Relax, get some water, and wait for the event.<br />
* Know that you’ve planned a new and wonderfully useful session, open the classroom, and start.<br />
<br />
== Resources ==<br />
=== Planning ===<br />
* [http://www.infotoday.com/OnlineSearcher/Articles/Features/Secrets-of-Successful-Webinars-106050.shtml Secrets of Successful Webinars] (Online Searcher, Vol. 39, no. 5, Sept./Oct. 2015) - Includes checklists and tips from Mary Ellen Bates and Cathy Chiba on planning, creating, and hosting successful webinars.<br />
* [https://mebs.files.wordpress.com/2015/06/webinar-planning-checklist.pdf MEB’s Amazing Webinar Checklist and Templates] (pdf) - A tool created by Mary Ellen Bates to help webinar hosts stay organized through the webinar planning and presentation process.<br />
<br />
=== Presenting ===<br />
* [https://helpx.adobe.com/adobe-connect/kb/best-practices-hosts-presenters-using.html Adobe Connect Best Practices for Hosts and Presenters] - While specifically designed for Adobe Connect users, this guide offers useful tips for any virtual meeting planner or presenter.<br />
* [https://www.learningsolutionsmag.com/articles/1388/best-practices-deliver-a-great-virtual-training-event Best Practices: Deliver a Great Virtual Training Event] - by Jaqueline Beck, Learning Solutions Magazine, 2014<br />
* [https://www.elearningguild.com/showfile.cfm?id=3159 Best Practices for Delivering Virtual Classroom Training] (pdf) - Randah McKinnie, Sr., eLearning Solutions, 2008 - Focuses on Adobe’s presentation software, but offers suggestions for any virtual classroom environment.<br />
* [https://www.americanexpress.com/us/small-business/openforum/articles/12-strategies-creating-webinar-wows-crowds/ 12 Strategies for Creating a Webinar that Wows Crowds] - by Bruna Martinuzzi of Clarion Enterprises, American Express Open Forum, December 2016<br />
* [https://hbr.org/2015/03/how-to-run-a-great-virtual-meeting How to Run a Great Virtual Meeting] - by Keith Ferrazzi, Harvard Business Review Online, March 27, 2015<br />
* [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 The 20-Minute Rule for Great Public Speaking--On Attention Spans and Keeping Focus] - by Alf Rehn, Professor and Speaker, The Art of Keynoting, April 11, 2016 - An excellent read on the art of crafting quality presentations<br />
* [http://sixminutes.dlugan.com/speaking-rate/ What is the Average Speaking Rate?] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, Nov. 2012 - An overview to help you calculate your rate of speech (i.e., how quickly you speak) to help you gauge how much content you need for a given time period<br />
* [http://sixminutes.dlugan.com/rule-of-three-speeches-public-speaking/ How to use the Rule of Three in Your Speeches] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, May 2009 - An overview of how to apply the aesthetic Rule of Three to speech<br />
<br />
=== Accessibility ===<br />
* [http://dor.ca.gov/DisabilityAccessInfo/How-do-I-Plan-Accessible-Presentations-and-Webinars.html How do I plan accessible presentations and webinars?] - A brief resource with links from the California Department of Rehabilitation<br />
* [https://www.fda.gov/AboutFDA/AboutThisWebsite/Accessibility/ucm214503.htm Accessible Web Conferences and Webinar Best Practices] - A guide from the U.S. Food and Drug Administration<br />
<br />
=== Resources and Media ===<br />
When using images, videos, and music for virtual learning, carefully consider any restrictions on the media. If you have any doubt over proper use and/or attribution requirements or limitations, contact the owner or licencor of the media. CLIR and DLF are not responsible for any misuse of media obtained from the following sources.<br />
<br />
* [http://www.docurated.com/101-free-free-try-online-collaborative-learning-tools-teachers-educators 102 Free (or Free-to-Try) Online Collaborative Learning Tools for Teachers and Educators] - While geared specifically to elementary and secondary education, quite a few of the tools listed could be used and adapted to professional development training experiences.<br />
* [http://edtechteacher.org/tools/research/finding-images/ Finding Public Domain Images for Multimedia Projects] - An extensive list of public domain image sources including a number of government image sources.<br />
* [https://elearningindustry.com/free-stock-photos-sites-for-elearning Free Stock Photos Sites for eLearning] - A listing of sites. Some may require registration and some do have limits to the free use for images.<br />
* [http://freemusicarchive.org/curator/Video/ Free Music Archive (FMA): Music for Video] - A special portal within FMA which pre-screens music contributions for use in video. The search capabilities are robust including basic searches like artist and genre to more specific searches like clip length and license type.<br />
* [https://www.youtube.com/watch?v=L8Z89-q1OnU Create Professional Development Certificates from Google Forms using Autocrat] - YouTube tutorial from Jeffrey Bradbury, Teachercast Podcast (August 11, 2015) showing how to build a certificate using several Google products.<br />
* [https://www.youtube.com/watch?v=vC1Zp-x9bGQ&spfreload=1 Using Autocrat to send personalized PDF certificates via Form Submit] - by edtech2020, Tim Chase, May 16, 2013<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Planning_Virtual_Meetings_and_Webinars&diff=13124Planning Virtual Meetings and Webinars2017-06-30T12:22:39Z<p>Joymbanks: /* Sample Planning Timeline */</p>
<hr />
<div>This section of the [[About DLF and the Organizers' Toolkit|DLF Organizers' Toolkit]] provides general guidelines for presenting and/or hosting an online meeting or educational experience. It was originally created in 2017 by '''Library & Archives Consultant [http://www.joymbanksconsulting.com Joy M. Banks, MSLS],''' as part of the [https://www.clir.org/hiddencollections/sahc CLIR Strategies for Advancing Hidden Collections project (SAHC)]. More resources related to that project, which was funded by The Andrew W. Mellon Foundation, can be found in the [https://wiki.diglib.org/Strategies_for_Advancing_Hidden_Collections SAHC Resource Library].<br />
<br />
<br />
== Formats ==<br />
In today’s online environment, the possibilities for virtual learning are nearly limitless. From Facebook Live to Adobe Connect, choosing the right platform may be challenging. Careful consideration of content and goals will help guide you to the right platform.<br />
<br />
=== Casual v. Formal ===<br />
There is a significant difference between the platform needs for a gathering of colleagues casually chatting about something and a professional presentation of ideas to a large group. The former requires minimal technology, and the latter likely requires a much more robust system.<br />
<br />
For the '''causal''' experience, consider basic VOIP conference lines, Skype group, Google Hangouts, and the like.<br />
<br />
* Do you actually need to see a screen or is voice access enough?<br />
* Will everyone be able to participate via audio connections or will some need a chat feature?<br />
* Will everyone be able to use their computer for audio or will a phone line be necessary?<br />
* Consider the time of day for the meetup. If during work hours, some may not have access to platforms that require any sort of download. If after work hours, some may not have access to robust internet connections.<br />
* Talk to your group, and find out what works best for you.<br />
<br />
For the '''formal''' experience, consider more robust platforms that allow for greater flexibility such as UberConference (DLF maintains a [[Setting Up Year-Round Meetings#DLF Web.2FPhone Conferencing Support|Pro account]]), Adobe Connect, GoToMeeting, and the like.<br />
* Will you need the ability to screen share, chat, and file share?<br />
* Will your participants need to access audio via VOIP, computer, and/or phone audio connections?<br />
* Will your presenters need training on the platform in advance?<br />
* Even in the most robust systems, there is value in keeping things simple so that participants can focus on the content rather than the platform.<br />
<br />
=== Collaborative v. Lecture ===<br />
While most educators agree that engaged learning is the best educational model, there is still value in lecture for presenting certain types of information. Recreating lecture in a virtual environment is relatively easy. Virtual collaboration can be a bit more challenging.<br />
<br />
If you need a '''collaborative''' online environment:<br />
* Limit the size of your group. The larger the group, the more difficult collaboration can be. Some web conferencing platforms allow breaking into groups, but be sure to test the feature before the meeting so you understand how it works for everyone.<br />
* Consider creating large chat spaces to allow contribution even if someone is unable to participate via audio connection.<br />
* Combine technologies. Using a conference line and a collaborative work space such as GoogleDocs can allow live feedback and tracking when working together on a project.<br />
<br />
When presenting information in a '''lecture''' environment:<br />
* It’s still important to create an interactive environment. Allow a way for participants to ask questions and engage with the presenter and other attendees.<br />
* Intersperse lecture with engagement. Create chat opportunities that allow an exchange of ideas. Give participants a way to stretch their brain with simple activities like polls or sharing reactions.<br />
<br />
=== Meeting v. Learning ===<br />
You may think that planning an online meeting is as simple as sending out a link for people to join, but the best online meeting planners follow many of the same best practices as virtual learning.<br />
<br />
If you are planning a '''meeting''', consider the following:<br />
* Have a detailed agenda including time estimates for each part of the discussion. This will not only keep everyone on track during the meeting but also allow participants to plan ahead to enter and leave the meeting if needed.<br />
* Keep in mind if everyone in the meeting will have access to an audio line and/or any thing you put on the screen. Those who may only be able to hear the meeting will need to have verbal descriptions of anything on the screen and have any chat discussions summarized for them. Those who will be unable to participate with a microphone will need to have access to chat.<br />
* Since time is crucial when meeting online, distribute any documents to be discussed in advance so participants can review them. This will allow more meaningful discussions when everyone is together.<br />
<br />
If you are interested in creating a '''learning''' environment:<br />
* Planning should begin far in advance of the date of presentation.<br />
* A more robust virtual platform is often necessary to create an engaging learning experience for everyone.<br />
* For more details on planning a virtual learning experience, see the [[Planning Virtual Meetings and Webinars#Hosts|Hosts]] section of this handbook and check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] listed below.<br />
<br />
=== Recorded v. Live ===<br />
The experience of a live virtual event will be much different than a recorded one. Perhaps you decide to focus on one or the other or create a learning experience that uses both.<br />
<br />
If you are recording a '''live''' presentation for use later:<br />
* Be sure that you designate someone to start and end the recording.<br />
Have a plan for storage of the recording. Where will it live? Who will have access? Will editing be necessary? How long will you provide access?<br />
* If possible, mark on the live script sections that will be cut from the recording to make editing easier.<br />
* Recognize that not all activities of a live event can be recreated for someone listening to a recording.<br />
<br />
It’s OK if you only offer something live. Everyone may not be able to attend, but that is the nature of life. Provide ample notice of the event (or purposely plan a pop-up event), and those who are more interested will attend.<br />
<br />
If you plan to only provide a '''recorded''' presentation:<br />
* Follow best practices for presentation and consider how you will engage your audience if the content is educational.<br />
* Plan for a way that viewers can ask questions or provide feedback whether through your email, a specific Twitter hashtag you can track, a GoogleForm, or some other means.<br />
* Be sure you have all of the necessary software and hardware to make a quality recording and determine in advance where the recording will live.<br />
* Consider including your script as captions in the recording to offer an additional way users can access the materials.<br />
<br />
=== Audio v. Video ===<br />
For some virtual experiences, audio may be sufficient but sometimes, in order to build trust or a team spirit, video can help.<br />
<br />
When thinking about '''audio''' only:<br />
* Audio only options often require less robust systems and can often be accessed through a phone line without the need for a computer.<br />
* This can be great for a simple conference call with a small group of individuals already familiar with each other.<br />
* For those who are visual learners, be sure to supply any documents to be discussed in advance so everyone can follow the conversation.<br />
<br />
When thinking about '''video''' options:<br />
* Remember everyone may not have access to a webcam. Will participants still be able to participate another way?<br />
* Video includes screen sharing, not just webcam sharing. Sometimes it is valuable to be able to visually share documents or other information.<br />
* If you expect everyone to participate through video, give advance notice so no one is surprised.<br />
<br />
<br />
== Speakers ==<br />
=== Virtual v. Face to Face ===<br />
While webinars have many similarities with standard F2F presentations, those presenting webinars must be aware of several distinct differences:<br />
<br />
'''Your audience is not in the same room''' - Unless you are participating in an online video chat that includes participant video, you will not be able to gauge your audience’s non-verbal response to your presentation. For anyone who has relied on eye contact, body language, and other visual signs to make adjustments to a presentation, the format of a webinar can be a bit uncomfortable.<br />
<br />
'''Solution''': <br />
* ''Create engaging chats'' - Think of these as opportunities for participants to stretch their brain. Encourage participants to get to know each other before the session starts. Set aside a 60 second chat blitz as a way to quickly participate in the webinar. Ask participants for suggestions and ideas that have worked in real life.<br />
* ''Ask questions to boost active participation'' - When using a question to start a chat, be sure it is open enough to engage participants. Questions with one word answers are best left to polls and blitz activities. It’s ok to consider phrasing that will lead participants where you want them to go in their thinking. In a webinar geared towards higher level engagement, allow participants to share their experiences, good or bad, as a way to enrich the content of your presentation. Setting time limits will encourage people to contribute without waiting and also allow a distinct end point to move the webinar forward if needed.<br />
* ''Embed polls and other simple activities'' - Polls are a quick and easy way to gauge your audience before and during a webinar. Questions can be about the participants or the content of the webinar. Choose simple questions with distinct responses. Depending on the webinar platform, you may also have the ability to allow participants to draw on the screen, add quick responses to a chat box, raise their hand virtually, share reaction emojis, etc. All of these activities break up the content of your talk and refocus the group.<br />
<br />
'''Timing is essential''' - Webinars will have set start and end times that often cannot be adjusted. You may be asked to login to the webinar system early and perhaps end early (i.e., before you’re ready to stop talking) if the end time approaches. Because of this, reading from a script is often recommended to avoid unexpected timing issues.<br />
<br />
'''Solution''': <br />
* ''Practice, practice, practice'' - Read your script and make sure the text flows as well verbally as it does in writing. Plan your timing with a slower voice and enunciated speech. During the live event, you will likely speak faster than when you practiced.<br />
* ''Add buffers to account for discussions that may run long'' - While you will be asked to plan how long discussions will last, you may find participants are highly engaged during a certain time. Plan ahead to allow buffers in your presentation content to allow for engaged participation (keeping in mind, though, that all good things must eventually come to an end). Mark sections of your script that can be easily cut if needed. <br />
<br />
'''Interaction must be carefully crafted''' - Most webinar platforms allow for some interaction between the speaker and audience as well as between attendees. The most successful virtual engagement activities are not something you can do effectively on the fly. Careful planning (and testing) of interactive activities will help create a dynamic learning environment that will help all participants engage with the educational content.<br />
<br />
'''Solution''':<br />
* ''Plan ahead and test everything'' - Work closely with your webinar host to assure that everything is in place and functional prior to the live date. Set up any polls. Practice chat sessions. Test your ideas with several people on various devices. Leave nothing to chance but always remain flexible.<br />
<br />
'''Not everyone will be participating in the same way''' - Even in the smallest virtual settings, not everyone will have access to the full webinar experience. Some may only be able to participate through the audio. Others may not have access to a microphone. Be considerate of any accessibility limitations.<br />
<br />
'''Solution''':<br />
* Repeat any questions or thoughtful comments that are typed in the chat box so everyone has access to the content.<br />
* Describe verbally any important visual aids.<br />
* Enunciation not only helps participants hear you better, but it also helps any transcription of your speech for captioning. Speaking too fast will jumble your words both through audio and captioning technology.<br />
* Try to avoid experiences which will require a very high internet speed connection.<br />
* Will the session be recorded? Consider how what you do live will translate to a recorded viewing experience.<br />
<br />
=== Delivering an Engaging Virtual Presentation ===<br />
* Start with a brief bio, usually presented by the host/moderator. Include details other than the mundane that will engage your audience and connect them more personally to you. Your bio will also serve to show why you are qualified to present the content of the webinar and establish you as an expert. <br />
* Include an image of yourself. This can be on your slide template or, if possible, as a video feed (even if only briefly).<br />
* Depending on the form of your webinar, plan to have an activity every 15-20 minutes or so to re-engage your audience and avoid long periods of lecture. These can be directed chats, polls, blitz chats, or Q&A sessions. Some webinars may require a large amount of lecture due to the depth of the topic. In those cases, consider breaking up sessions into a series to allow greater interaction.<br />
* Remember to smile when you speak (which feels strange if you are alone in a room somewhere). When you are smiling, your words tend to be clearer and your tone is more welcoming. This will also help you avoid extreme changes in your volume (e.g., starting a sentence with power and fading off as your sentence ends).<br />
* Before your webinar, practice your script and record it. Listen to your recording and try to adjust any bad habits. Try to avoid “um”, “so”, and other speech fillers. Listen for habits like starting loud and fading off at the end of a sentence. Practice your breathing so it sounds natural. Presenting is different than natural speech, so the extra practice and self-evaluation will help you deliver a clear presentation to your audience.<br />
* Consider framing your presentation using the rule of three. Begin by telling your audience what they will hear (perhaps having three points or sections), tell them those points, and end by summarizing what they heard. The number of main ideas you will effectively be able to share depends on the length of time you have. Avoid trying to cram too much into too short a time slot. Better to share less content of a higher quality. While many sources suggest listeners have a 5-10 minute attention span, framing your content to the highest denominator of [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 18-20 minutes] will likely produce higher quality content.<br />
* Even in an online environment, you might encourage your audience to set aside distractions during the session: turn off cell phones, don’t check email, hang a sign on your door, and truly focus on the content. These simple steps will help everyone have a better webinar experience.<br />
* Insert humor throughout your presentation. Tell an appropriate, personal funny story, but keep it succinct and relevant. If you are speaking on a particular topic but you lack a personally relevant experience, consider gathering stories before the event, either from registered participants or colleagues (and always seek permission to share!).<br />
* Relax, be sure to have a cup of water, and enjoy the experience.<br />
<br />
== Hosts ==<br />
=== General Tips ===<br />
For Virtual '''Business Meetings''':<br />
* Try to limit the meeting to one hour.<br />
* If a recurring meeting, set the time and day well in advance so everyone can mark their calendars and set aside time for the meeting. Everyone will appreciate not having to do a poll every month to schedule a meeting time.<br />
* Allow a few minutes at the beginning and/or end for watercooler talk. Encourage those who want to catch up to arrive early or plan to stay a few minutes later (depending on whether or not you can stay in the virtual space).<br />
* Don’t assume that everyone knows each other. Do introductions if necessary, and, if taking minutes, be sure the secretary feels comfortable enough to speak up if it’s unclear who is speaking. While some platforms identify the speaker, that often relies on the participant to enter their name and/or an individual passcode.<br />
* Check in each meeting to see how everyone is participating. Some may only have chat (if available), some may only have audio (if you’ve also set up screen sharing). Repeat questions and describe what’s going on so everyone stays engaged.<br />
* Will the meeting need to be recorded? If so,<br />
** Where will the recording live and how will members access it?<br />
** Will their be usage restrictions based on the content of the meeting?<br />
<br />
<br />
For Virtual '''Educational Webinars''':<br />
* Most online learning experiences should last no more than ninety minutes.<br />
* Plan ahead if you would like to charge attendees. You’ll need a way to accept payment in addition to tracking registration.<br />
* Most webinar platforms will require some level of training so that presenters and hosts are familiar with the features.<br />
* Wired internet is always preferred for speakers and hosts to avoid delivery glitches. Make this clear from the beginning of planning.<br />
* Will the webinar be recorded? If the answer is yes, consider:<br />
** Where will the recordings live and how long they will need to last?<br />
** Will you need to edit the recordings or be able to post as is?<br />
** Will the recording need to capture the entire webinar environment or just the presentation slides?<br />
** How will the experience differ for those who view the recording?<br />
** Will captioning need to be added to the recording?<br />
<br />
=== Planning ===<br />
Planning a virtual webinar or meeting begins in much as the same way as a face to face event: Choose a topic, find a speaker, and set a date (not necessarily always in that order). Additionally, hosts also need to consider how communication will occur, especially since everyone is likely dispersed, and how registration will be handled.<br />
<br />
Jump to: [[Planning Virtual Meetings and Webinars#Choosing a Topic|Choosing a Topic]] | [[Planning Virtual Meetings and Webinars#Finding a Speaker|Finding a Speaker]] | [[Planning Virtual Meetings and Webinars#Setting a Date|Setting a Date]] | [[Planning Virtual Meetings and Webinars#Communication|Communication]] | [[Planning Virtual Meetings and Webinars#Registration|Registration]]<br />
<br />
==== Choosing a Topic ====<br />
If you are hosting a '''business meeting''', you topic will be the items on your agenda. Be sure to supply the agenda and any documents for review at least one week prior to the meeting.<br />
<br />
<br />
Selecting a topic for a '''webinar''' can be a bit more involved. Perhaps your team has recently completed a project, and you would like to share the results with a larger audience. Of you recently attended an in-person meeting, heard a great speaker, and think the session should be captured for further distribution. Regardless of the idea, here are some tips:<br />
* Make sure the topic hasn’t been covered sufficiently elsewhere.<br />
* Some topics may be stand alone (a conference summary, an introductory session, etc.) while other ideas may lend themselves to serial delivery. Series may occur weekly, monthly, or at some other set interval. A few more thoughts on series:<br />
** Webinars in a series should have a common theme, but don’t necessarily need to build directly from each other. For example, you could plan a series focusing on how individual institutions are tackling a particular problem, highlighting a new institution each month. This can be marketed as a series, but doesn’t require participants to attend all sessions. Alternatively, a series may also be developed to tackle a complex topic with sessions building on each other. Attendees would be expected to attend all sessions (to the best of their ability).<br />
** There is no set amount of sessions a series must contain: some may be as little as two and some may last for years (though, [[Planning Virtual Meetings and Webinars#Assessing|assessment]] of long-term series is important to determine continued viability and relevance).<br />
** A highly effective way to create a cohesive feel between the sessions is to create a uniform presentation template and/or classroom setup.<br />
** When multiple speakers are involved in a series, be sure to facilitate engagement and conversation to encourage unity in the topics and refer to the other parts in the series. Slack and other collaborative software can be useful tools in this process.<br />
* All webinars should have a clear scope, including objectives and outcomes, so that those interested will know what to expect during the event. Developing these will also help hosts determine if the topic is too broad for an individual session so that the scope can either be condensed to fit the time or expanded into a series.<br />
<br />
==== Finding a Speaker ====<br />
As host for a '''business meeting''', you will likely do most of the speaking. If others will need to speak or give reports, provide them with advance notice of that expectation so they are prepared. You may need to manage the audio using the mute feature for those in the virtual meeting space to avoid background noise and other distractions.<br />
<br />
When considering a speaker for a '''webinar''', first explore your own professional network and associations. You may have someone in your own network who is a perfect candidate to cover the topic. If not, gradually expand your search and reach out to others for recommendations.<br />
Be sure you have answers to the following:<br />
* Will the speaker be reimbursed?<br />
* How much time do you anticipate the speaker will invest in the planning, practicing, and presenting of the webinar?<br />
* Has the potential speaker delivered a webinar before? If not, how much additional time are you willing to invest to coach the speaker though the process?<br />
* Speakers will likely expect at least a general idea of the date and time for the webinar as well as the webinar length broken down so they are clear on how long they will be expected to speak.<br />
* When communicating with your speaker, be sure to explain your expectations for accessibility (e.g., adding [https://support.office.com/en-us/article/Add-alternative-text-to-a-shape-picture-chart-table-SmartArt-graphic-or-other-object-44989b2a-903c-4d9a-b742-6a75b451c669 Alt Text for images] in a PowerPoint) at the beginning of the planning process to allow ample time for testing, if needed.<br />
<br />
==== Setting a Date ====<br />
The DLF Wiki has some excellent suggestions on setting a date and time in the [[Setting Up Year-Round Meetings]] section of their Organizers’ Toolkit. As mentioned above, recurring meetings or webinars are best planned in advance (e.g., the second Tuesday of every month at 2pm ET). A simple poll can make this process straightforward. Remember time zone differences, especially for meetings, and communicate any changes or cancellations well in advance.<br />
<br />
If you are using a shared conferencing or online learning platform, be sure to document and mark your scheduled events in the appropriate way so that others do not plan an event at the same time. There’s nothing quite as awkward as walking in on another meeting when you expected the line to yourself.<br />
<br />
==== Communication ====<br />
With so many ways to communicate, this may be the most overwhelming element of the planning process. It is critical to have accurate contact information for all involved, whether for a business meeting or webinar.<br />
* Using a platform like Slack can allow collaboration in planning, though be sure that everyone is familiar with the features.<br />
* Email works well for critical information, but only if everyone checks the email address provided. <br />
* When all else fails, phone calls may be in order to be sure that those parties involved are understanding your expectations and their responsibilities. <br />
Be willing to communicate a number of different ways to encourage the highest level of participation. Also, be sure that those with whom you are working can communicate their own issues with you so that you can solve problems before they become significant issues.<br />
<br />
Another aspect of communication for the host or planner involves continued conversation between meetings, series offerings, or after a webinar ends.<br />
* '''Between Meetings''' - If the group attending the meeting stays mostly the same, consider establishing a Slack Channel or other collaborative platform on which participants can contribute information relevant to the group between official meetings. This is also a great way to set up a watercooler space to share personal updates.<br />
* '''Between Series''' - Consider encouraging assigned reading selections or video viewings with a designated check in time and place where participants can provide feedback and additional thoughts on an issue. Participation in the continued conversation can be part of a certification process that participants receive after completion of the program.<br />
* '''After the Webinar''' - When presenting a webinar, collecting registrant information is important to engage new audience members with your group. Consider sending a tailored welcome message to anyone not already subscribed to your services. Sign them up for your newsletter. Invite them to your group chat page. Send a quick follow-up survey several months later to see how they are applying what they learn. Remember, though, to always allow them to opt out of future communications.<br />
<br />
==== Registration ====<br />
When planning a '''business meeting''', registration is probably unnecessary. You will, however, need to supply the login information to those who need to attend the meeting. This could be a URL or a phone number and may include a passcode for your specific meeting. Encourage anyone unable to attend to communicate that information in a timely manner in case there are matters that need a quorum.<br />
<br />
<br />
As host, you can choose a variety of ways to approach registration for '''webinars'''.<br />
* Advanced registration through the webinar platform - most allow you to collect basic information (name, email, institution) and set caps on registration if necessary. Usually, the system will then send out the information to login to the webinar and, if you set it up, scheduled reminders.<br />
* Advanced registration through alternative means - If you need to collect additional demographic information or payment for participants, using something like SurveyMonkey or a GoogleForm can allow you to customize and analyze registrants. This will require additional work on your part, though, since you will be responsible for distributing login information and reminders.<br />
* No registration - On occasion, you may wish to simply share the link for a scheduled webinar and hope for the best. This can work well for those events where you are unconcerned with reaching any limits that your virtual classroom may have or trust that those who are interested will show up before the limit is reached. Be sure to market your webinar widely enough to generate interest and be flexible with the audience that does attend.<br />
<br />
Several tips for registration:<br />
* If you are allowing advanced registration, start promoting and open registration no more than one month prior to the event; two weeks notice is often the most ideal. Any longer notice will often cause a greater no-show rate, especially for free events.<br />
* Allow for about a 20% attrition rate between registrants and attendees. This means if you have a classroom for 100, you may wish to allow 120 to register to allow the greatest attendance.<br />
* If you are not requiring registration, consider in advance how you will communicate any classroom size limits. Typically, rooms open 15 minutes prior to the start of an event, and you will need to be sure the room is closed before that to discourage people from entering early and to allow everyone equal opportunity to enter.<br />
<br />
=== Moderating ===<br />
When hosting an online '''meeting''', you will likely control all aspects of the time: controlling the screen, monitoring the agenda, and keeping track of the time. If necessary, appoint a parliamentarian who can help especially with time and keeping the meeting on track.<br />
<br />
While educational '''webinars''' can function with just two people (the host/moderator and the speaker), best practices recommend having a third, often silent partner to handle any technical aspects of the session. This can include issues participants have, any tricky transitions during the presentation, and unexpected technical emergencies. Having dedicated technical support means that the host can focus on content and timing issues, and the speaker can simply focus on speaking.<br />
<br />
Useful tips for moderating a webinar:<br />
* Create a master script document that includes not only what everyone will say but also blocking for various tasks (e.g., Amy starts recording, Joy stops music, Louise pulls up survey, etc.).<br />
* Have clear time estimates for each stage of the presentation. Be prepared to encourage the speaker to speed up, slow down, or move on when necessary.<br />
* Always have questions on hand to promote conversation if a Q&A time is included at the end.<br />
* After asking a question or prompting participation, slowly count to 10 to allow people to respond.<br />
* Don’t panic if something goes wrong. Technology is difficult to predict, and often you can simply work around the issue.<br />
* Be mindful of the webinar’s level of interactivity for both live participants as well as those who may view a recording later, if applicable.<br />
<br />
=== Assessing ===<br />
While most '''business meetings''' won’t need constant assessment, it is important to check in with participants to evaluate how things are working. <br />
* Is everyone able to use the selected platform or should another be tried?<br />
* Are the times still convenient for most involved?<br />
* Does everyone feel like the frequency is sufficient or should that be reevaluated?<br />
* Are the meetings productive or could that use some work?<br />
By encouraging your participants to provide feedback, you’ll soon find the best virtual meeting environment for your group.<br />
<br />
Assessment of '''webinars''' is often important for a group to determine not only if that webinar was successful but also what types of webinars should be pursued (if any) in the future. While creating a simple survey is easy enough, getting participants to complete the survey can often be difficult.<br />
<br />
When planning assessment, consider the following:<br />
* Encourage participants to complete the survey immediately after the webinar by setting the platform to redirect to the survey when the webinar is ended. You can also provide a link to the survey during the final minutes of the webinar to catch those who may wish to leave early.<br />
* Email participants immediately after the event and perhaps one week later. Use the email point of contact to advertise additional webinars or how participants can get involved with your group.<br />
* Connecting completion of the assessment with distribution of a certificate of completion can often encourage greater participation. (Check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] section below to learn how to automate the certificate process using Google’s Autocrat add-on).<br />
* When designing the survey, leave ample room for open comments.<br />
* Phrase your survey questions to be neutral. For example, if asking about the quality of the speaker, using a phrase like "The Presenter was knowledgeable" is less leading than "The Presenter was excellent." Allow the survey taker to express their level of agreement.<br />
* Consider carefully which questions are mandatory and which optional.<br />
* Ask for ideas for future programming and whether or not a participant would like to present a future webinar. This helps build programming ideas and a network of professionals.<br />
* Try to make a survey that would take no longer than 5-10 minutes to complete. <br />
<br />
[https://www.clir.org/hiddencollections/sahc/sahc_webinar_evaluation_survey Click here] for a pdf of the assessment survey from CLIR [https://www.clir.org/hiddencollections/sahc/webinar1 SAHC's first webinars].<br />
<br />
=== Sample Planning Timeline ===<br />
This sample planning timeline gives a sense of the necessary steps to plan a stand alone, virtual, educational webinar. For more planning help, check out the [[Planning Virtual Meetings and Webinars#Planning 2|Planning Resources]] below.<br />
<br />
'''2-3 months prior'''<br />
* You have a fantastic idea for a webinar (or perhaps a colleague approaches you with a fascinating idea). The first step is to investigate whether this idea has been adequately covered somewhere else in the vast universe of GLAM educational material.<br />
* You’ve determined that your idea is new and wonderfully useful to the GLAM world. Set a budget: Will you offer compensation to your speaker? Do you need to cover any technology costs? Is this an entirely volunteer based project?<br />
* Reach out to your professional connections and find a dynamic speaker who is an expert on the subject. Or, if you intend to be the speaker, find someone who is able to be your moderator for the event. <br />
* Discuss dates and create a signed agreement so everyone understands the project. When possible, include all dates (e.g., draft due dates, practice session(s), live event, etc.) in the contract. (For example,<br />
[https://www.clir.org/hiddencollections/sahc/curriculum-committee-agreement-template click here] for a Microsoft Word Template of CLIR's Curriculum Committee agreement from the SAHC project).<br />
* Discuss basic technology requirements with the speaker now including the need for reliable (preferably wired) internet and a quality headset.<br />
<br />
'''1 month prior'''<br />
* Start sharing scripts and slides. Work on timing and discuss any special technology needs. Try to find the right balance between text and images on slides.<br />
* Check on accessibility issues, including, but not limited to, font sizes and Alt text for images. Avoid slide transitions and fly-ins.<br />
* Determine now if the webinar is going to be recorded and what added concerns you need to keep in mind connected to that.<br />
* Determine if there are any supplemental documents that would be useful for participants to have.<br />
* Collect a bio for the speaker.<br />
* Begin setting up the classroom space, if possible, for the webinar environment. Some platforms, like Adobe Connect, allow hosts to set up several templates for meeting rooms (e.g., lobby, presentation, chat, etc.). By having these in place prior to the technical practice for a session, you will save time and give the speaker an idea of the available room configurations. If conducting a series of webinars, you are able to copy the format and settings of an established meeting.<br />
<br />
'''1 week prior'''<br />
* Conduct a practice session in the environment that will be used the day of the event. Make sure that internet speeds are excellent (wifi should be avoided), that telephones are available if needed, and that microphones are clear and balanced between the host and speaker.<br />
* Run through all slides, transitions, and activities to make sure that everything displays as expected. Make notes on anything that needs to be adjusted and schedule additional checks if necessary.<br />
* Have a few people participate in this session, if possible, so that font sizes, images, and display can be checked on a variety of devices (PC/Mac, tablet, desktop, laptop, etc.) and the presentation can be evaluated from several perspectives (host, speaker, attendee).<br />
* Assign individuals to tasks. Tasks may include starting and stopping the recording, ending the session, serving as timekeeper for any discussions, and moderating any questions.<br />
* Open registration for the event and share with target audiences.<br />
<br />
'''Day of event'''<br />
* Meet at least 30 minutes prior to the time set for opening the classroom (which is usually 15 minutes before the start of the webinar). Allow more time if there are multiple speakers or unresolved technical issues from the practice session.<br />
* Test and balance the microphone levels for anyone who will be speaking during the event.<br />
* Make sure everyone understands their assigned tasks.<br />
* Relax, get some water, and wait for the event.<br />
* Know that you’ve planned a new and wonderfully useful session, open the classroom, and start.<br />
<br />
== Resources ==<br />
=== Planning ===<br />
* [http://www.infotoday.com/OnlineSearcher/Articles/Features/Secrets-of-Successful-Webinars-106050.shtml Secrets of Successful Webinars] (Online Searcher, Vol. 39, no. 5, Sept./Oct. 2015) - Includes checklists and tips from Mary Ellen Bates and Cathy Chiba on planning, creating, and hosting successful webinars.<br />
* [https://mebs.files.wordpress.com/2015/06/webinar-planning-checklist.pdf MEB’s Amazing Webinar Checklist and Templates] (pdf) - A tool created by Mary Ellen Bates to help webinar hosts stay organized through the webinar planning and presentation process.<br />
<br />
=== Presenting ===<br />
* [https://helpx.adobe.com/adobe-connect/kb/best-practices-hosts-presenters-using.html Adobe Connect Best Practices for Hosts and Presenters] - While specifically designed for Adobe Connect users, this guide offers useful tips for any virtual meeting planner or presenter.<br />
* [https://www.learningsolutionsmag.com/articles/1388/best-practices-deliver-a-great-virtual-training-event Best Practices: Deliver a Great Virtual Training Event] - by Jaqueline Beck, Learning Solutions Magazine, 2014<br />
* [https://www.elearningguild.com/showfile.cfm?id=3159 Best Practices for Delivering Virtual Classroom Training] (pdf) - Randah McKinnie, Sr., eLearning Solutions, 2008 - Focuses on Adobe’s presentation software, but offers suggestions for any virtual classroom environment.<br />
* [https://www.americanexpress.com/us/small-business/openforum/articles/12-strategies-creating-webinar-wows-crowds/ 12 Strategies for Creating a Webinar that Wows Crowds] - by Bruna Martinuzzi of Clarion Enterprises, American Express Open Forum, December 2016<br />
* [https://hbr.org/2015/03/how-to-run-a-great-virtual-meeting How to Run a Great Virtual Meeting] - by Keith Ferrazzi, Harvard Business Review Online, March 27, 2015<br />
* [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 The 20-Minute Rule for Great Public Speaking--On Attention Spans and Keeping Focus] - by Alf Rehn, Professor and Speaker, The Art of Keynoting, April 11, 2016 - An excellent read on the art of crafting quality presentations<br />
* [http://sixminutes.dlugan.com/speaking-rate/ What is the Average Speaking Rate?] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, Nov. 2012 - An overview to help you calculate your rate of speech (i.e., how quickly you speak) to help you gauge how much content you need for a given time period<br />
* [http://sixminutes.dlugan.com/rule-of-three-speeches-public-speaking/ How to use the Rule of Three in Your Speeches] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, May 2009 - An overview of how to apply the aesthetic Rule of Three to speech<br />
<br />
=== Accessibility ===<br />
* [http://dor.ca.gov/DisabilityAccessInfo/How-do-I-Plan-Accessible-Presentations-and-Webinars.html How do I plan accessible presentations and webinars?] - A brief resource with links from the California Department of Rehabilitation<br />
* [https://www.fda.gov/AboutFDA/AboutThisWebsite/Accessibility/ucm214503.htm Accessible Web Conferences and Webinar Best Practices] - A guide from the U.S. Food and Drug Administration<br />
<br />
=== Resources and Media ===<br />
When using images, videos, and music for virtual learning, carefully consider any restrictions on the media. If you have any doubt over proper use and/or attribution requirements or limitations, contact the owner or licencor of the media. CLIR and DLF are not responsible for any misuse of media obtained from the following sources.<br />
<br />
* [http://www.docurated.com/101-free-free-try-online-collaborative-learning-tools-teachers-educators 102 Free (or Free-to-Try) Online Collaborative Learning Tools for Teachers and Educators] - While geared specifically to elementary and secondary education, quite a few of the tools listed could be used and adapted to professional development training experiences.<br />
* [http://edtechteacher.org/tools/research/finding-images/ Finding Public Domain Images for Multimedia Projects] - An extensive list of public domain image sources including a number of government image sources.<br />
* [https://elearningindustry.com/free-stock-photos-sites-for-elearning Free Stock Photos Sites for eLearning] - A listing of sites. Some may require registration and some do have limits to the free use for images.<br />
* [http://freemusicarchive.org/curator/Video/ Free Music Archive (FMA): Music for Video] - A special portal within FMA which pre-screens music contributions for use in video. The search capabilities are robust including basic searches like artist and genre to more specific searches like clip length and license type.<br />
* [https://www.youtube.com/watch?v=L8Z89-q1OnU Create Professional Development Certificates from Google Forms using Autocrat] - YouTube tutorial from Jeffrey Bradbury, Teachercast Podcast (August 11, 2015) showing how to build a certificate using several Google products.<br />
* [https://www.youtube.com/watch?v=vC1Zp-x9bGQ&spfreload=1 Using Autocrat to send personalized PDF certificates via Form Submit] - by edtech2020, Tim Chase, May 16, 2013<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Planning_Virtual_Meetings_and_Webinars&diff=13123Planning Virtual Meetings and Webinars2017-06-30T12:18:23Z<p>Joymbanks: /* Assessing */</p>
<hr />
<div>This section of the [[About DLF and the Organizers' Toolkit|DLF Organizers' Toolkit]] provides general guidelines for presenting and/or hosting an online meeting or educational experience. It was originally created in 2017 by '''Library & Archives Consultant [http://www.joymbanksconsulting.com Joy M. Banks, MSLS],''' as part of the [https://www.clir.org/hiddencollections/sahc CLIR Strategies for Advancing Hidden Collections project (SAHC)]. More resources related to that project, which was funded by The Andrew W. Mellon Foundation, can be found in the [https://wiki.diglib.org/Strategies_for_Advancing_Hidden_Collections SAHC Resource Library].<br />
<br />
<br />
== Formats ==<br />
In today’s online environment, the possibilities for virtual learning are nearly limitless. From Facebook Live to Adobe Connect, choosing the right platform may be challenging. Careful consideration of content and goals will help guide you to the right platform.<br />
<br />
=== Casual v. Formal ===<br />
There is a significant difference between the platform needs for a gathering of colleagues casually chatting about something and a professional presentation of ideas to a large group. The former requires minimal technology, and the latter likely requires a much more robust system.<br />
<br />
For the '''causal''' experience, consider basic VOIP conference lines, Skype group, Google Hangouts, and the like.<br />
<br />
* Do you actually need to see a screen or is voice access enough?<br />
* Will everyone be able to participate via audio connections or will some need a chat feature?<br />
* Will everyone be able to use their computer for audio or will a phone line be necessary?<br />
* Consider the time of day for the meetup. If during work hours, some may not have access to platforms that require any sort of download. If after work hours, some may not have access to robust internet connections.<br />
* Talk to your group, and find out what works best for you.<br />
<br />
For the '''formal''' experience, consider more robust platforms that allow for greater flexibility such as UberConference (DLF maintains a [[Setting Up Year-Round Meetings#DLF Web.2FPhone Conferencing Support|Pro account]]), Adobe Connect, GoToMeeting, and the like.<br />
* Will you need the ability to screen share, chat, and file share?<br />
* Will your participants need to access audio via VOIP, computer, and/or phone audio connections?<br />
* Will your presenters need training on the platform in advance?<br />
* Even in the most robust systems, there is value in keeping things simple so that participants can focus on the content rather than the platform.<br />
<br />
=== Collaborative v. Lecture ===<br />
While most educators agree that engaged learning is the best educational model, there is still value in lecture for presenting certain types of information. Recreating lecture in a virtual environment is relatively easy. Virtual collaboration can be a bit more challenging.<br />
<br />
If you need a '''collaborative''' online environment:<br />
* Limit the size of your group. The larger the group, the more difficult collaboration can be. Some web conferencing platforms allow breaking into groups, but be sure to test the feature before the meeting so you understand how it works for everyone.<br />
* Consider creating large chat spaces to allow contribution even if someone is unable to participate via audio connection.<br />
* Combine technologies. Using a conference line and a collaborative work space such as GoogleDocs can allow live feedback and tracking when working together on a project.<br />
<br />
When presenting information in a '''lecture''' environment:<br />
* It’s still important to create an interactive environment. Allow a way for participants to ask questions and engage with the presenter and other attendees.<br />
* Intersperse lecture with engagement. Create chat opportunities that allow an exchange of ideas. Give participants a way to stretch their brain with simple activities like polls or sharing reactions.<br />
<br />
=== Meeting v. Learning ===<br />
You may think that planning an online meeting is as simple as sending out a link for people to join, but the best online meeting planners follow many of the same best practices as virtual learning.<br />
<br />
If you are planning a '''meeting''', consider the following:<br />
* Have a detailed agenda including time estimates for each part of the discussion. This will not only keep everyone on track during the meeting but also allow participants to plan ahead to enter and leave the meeting if needed.<br />
* Keep in mind if everyone in the meeting will have access to an audio line and/or any thing you put on the screen. Those who may only be able to hear the meeting will need to have verbal descriptions of anything on the screen and have any chat discussions summarized for them. Those who will be unable to participate with a microphone will need to have access to chat.<br />
* Since time is crucial when meeting online, distribute any documents to be discussed in advance so participants can review them. This will allow more meaningful discussions when everyone is together.<br />
<br />
If you are interested in creating a '''learning''' environment:<br />
* Planning should begin far in advance of the date of presentation.<br />
* A more robust virtual platform is often necessary to create an engaging learning experience for everyone.<br />
* For more details on planning a virtual learning experience, see the [[Planning Virtual Meetings and Webinars#Hosts|Hosts]] section of this handbook and check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] listed below.<br />
<br />
=== Recorded v. Live ===<br />
The experience of a live virtual event will be much different than a recorded one. Perhaps you decide to focus on one or the other or create a learning experience that uses both.<br />
<br />
If you are recording a '''live''' presentation for use later:<br />
* Be sure that you designate someone to start and end the recording.<br />
Have a plan for storage of the recording. Where will it live? Who will have access? Will editing be necessary? How long will you provide access?<br />
* If possible, mark on the live script sections that will be cut from the recording to make editing easier.<br />
* Recognize that not all activities of a live event can be recreated for someone listening to a recording.<br />
<br />
It’s OK if you only offer something live. Everyone may not be able to attend, but that is the nature of life. Provide ample notice of the event (or purposely plan a pop-up event), and those who are more interested will attend.<br />
<br />
If you plan to only provide a '''recorded''' presentation:<br />
* Follow best practices for presentation and consider how you will engage your audience if the content is educational.<br />
* Plan for a way that viewers can ask questions or provide feedback whether through your email, a specific Twitter hashtag you can track, a GoogleForm, or some other means.<br />
* Be sure you have all of the necessary software and hardware to make a quality recording and determine in advance where the recording will live.<br />
* Consider including your script as captions in the recording to offer an additional way users can access the materials.<br />
<br />
=== Audio v. Video ===<br />
For some virtual experiences, audio may be sufficient but sometimes, in order to build trust or a team spirit, video can help.<br />
<br />
When thinking about '''audio''' only:<br />
* Audio only options often require less robust systems and can often be accessed through a phone line without the need for a computer.<br />
* This can be great for a simple conference call with a small group of individuals already familiar with each other.<br />
* For those who are visual learners, be sure to supply any documents to be discussed in advance so everyone can follow the conversation.<br />
<br />
When thinking about '''video''' options:<br />
* Remember everyone may not have access to a webcam. Will participants still be able to participate another way?<br />
* Video includes screen sharing, not just webcam sharing. Sometimes it is valuable to be able to visually share documents or other information.<br />
* If you expect everyone to participate through video, give advance notice so no one is surprised.<br />
<br />
<br />
== Speakers ==<br />
=== Virtual v. Face to Face ===<br />
While webinars have many similarities with standard F2F presentations, those presenting webinars must be aware of several distinct differences:<br />
<br />
'''Your audience is not in the same room''' - Unless you are participating in an online video chat that includes participant video, you will not be able to gauge your audience’s non-verbal response to your presentation. For anyone who has relied on eye contact, body language, and other visual signs to make adjustments to a presentation, the format of a webinar can be a bit uncomfortable.<br />
<br />
'''Solution''': <br />
* ''Create engaging chats'' - Think of these as opportunities for participants to stretch their brain. Encourage participants to get to know each other before the session starts. Set aside a 60 second chat blitz as a way to quickly participate in the webinar. Ask participants for suggestions and ideas that have worked in real life.<br />
* ''Ask questions to boost active participation'' - When using a question to start a chat, be sure it is open enough to engage participants. Questions with one word answers are best left to polls and blitz activities. It’s ok to consider phrasing that will lead participants where you want them to go in their thinking. In a webinar geared towards higher level engagement, allow participants to share their experiences, good or bad, as a way to enrich the content of your presentation. Setting time limits will encourage people to contribute without waiting and also allow a distinct end point to move the webinar forward if needed.<br />
* ''Embed polls and other simple activities'' - Polls are a quick and easy way to gauge your audience before and during a webinar. Questions can be about the participants or the content of the webinar. Choose simple questions with distinct responses. Depending on the webinar platform, you may also have the ability to allow participants to draw on the screen, add quick responses to a chat box, raise their hand virtually, share reaction emojis, etc. All of these activities break up the content of your talk and refocus the group.<br />
<br />
'''Timing is essential''' - Webinars will have set start and end times that often cannot be adjusted. You may be asked to login to the webinar system early and perhaps end early (i.e., before you’re ready to stop talking) if the end time approaches. Because of this, reading from a script is often recommended to avoid unexpected timing issues.<br />
<br />
'''Solution''': <br />
* ''Practice, practice, practice'' - Read your script and make sure the text flows as well verbally as it does in writing. Plan your timing with a slower voice and enunciated speech. During the live event, you will likely speak faster than when you practiced.<br />
* ''Add buffers to account for discussions that may run long'' - While you will be asked to plan how long discussions will last, you may find participants are highly engaged during a certain time. Plan ahead to allow buffers in your presentation content to allow for engaged participation (keeping in mind, though, that all good things must eventually come to an end). Mark sections of your script that can be easily cut if needed. <br />
<br />
'''Interaction must be carefully crafted''' - Most webinar platforms allow for some interaction between the speaker and audience as well as between attendees. The most successful virtual engagement activities are not something you can do effectively on the fly. Careful planning (and testing) of interactive activities will help create a dynamic learning environment that will help all participants engage with the educational content.<br />
<br />
'''Solution''':<br />
* ''Plan ahead and test everything'' - Work closely with your webinar host to assure that everything is in place and functional prior to the live date. Set up any polls. Practice chat sessions. Test your ideas with several people on various devices. Leave nothing to chance but always remain flexible.<br />
<br />
'''Not everyone will be participating in the same way''' - Even in the smallest virtual settings, not everyone will have access to the full webinar experience. Some may only be able to participate through the audio. Others may not have access to a microphone. Be considerate of any accessibility limitations.<br />
<br />
'''Solution''':<br />
* Repeat any questions or thoughtful comments that are typed in the chat box so everyone has access to the content.<br />
* Describe verbally any important visual aids.<br />
* Enunciation not only helps participants hear you better, but it also helps any transcription of your speech for captioning. Speaking too fast will jumble your words both through audio and captioning technology.<br />
* Try to avoid experiences which will require a very high internet speed connection.<br />
* Will the session be recorded? Consider how what you do live will translate to a recorded viewing experience.<br />
<br />
=== Delivering an Engaging Virtual Presentation ===<br />
* Start with a brief bio, usually presented by the host/moderator. Include details other than the mundane that will engage your audience and connect them more personally to you. Your bio will also serve to show why you are qualified to present the content of the webinar and establish you as an expert. <br />
* Include an image of yourself. This can be on your slide template or, if possible, as a video feed (even if only briefly).<br />
* Depending on the form of your webinar, plan to have an activity every 15-20 minutes or so to re-engage your audience and avoid long periods of lecture. These can be directed chats, polls, blitz chats, or Q&A sessions. Some webinars may require a large amount of lecture due to the depth of the topic. In those cases, consider breaking up sessions into a series to allow greater interaction.<br />
* Remember to smile when you speak (which feels strange if you are alone in a room somewhere). When you are smiling, your words tend to be clearer and your tone is more welcoming. This will also help you avoid extreme changes in your volume (e.g., starting a sentence with power and fading off as your sentence ends).<br />
* Before your webinar, practice your script and record it. Listen to your recording and try to adjust any bad habits. Try to avoid “um”, “so”, and other speech fillers. Listen for habits like starting loud and fading off at the end of a sentence. Practice your breathing so it sounds natural. Presenting is different than natural speech, so the extra practice and self-evaluation will help you deliver a clear presentation to your audience.<br />
* Consider framing your presentation using the rule of three. Begin by telling your audience what they will hear (perhaps having three points or sections), tell them those points, and end by summarizing what they heard. The number of main ideas you will effectively be able to share depends on the length of time you have. Avoid trying to cram too much into too short a time slot. Better to share less content of a higher quality. While many sources suggest listeners have a 5-10 minute attention span, framing your content to the highest denominator of [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 18-20 minutes] will likely produce higher quality content.<br />
* Even in an online environment, you might encourage your audience to set aside distractions during the session: turn off cell phones, don’t check email, hang a sign on your door, and truly focus on the content. These simple steps will help everyone have a better webinar experience.<br />
* Insert humor throughout your presentation. Tell an appropriate, personal funny story, but keep it succinct and relevant. If you are speaking on a particular topic but you lack a personally relevant experience, consider gathering stories before the event, either from registered participants or colleagues (and always seek permission to share!).<br />
* Relax, be sure to have a cup of water, and enjoy the experience.<br />
<br />
== Hosts ==<br />
=== General Tips ===<br />
For Virtual '''Business Meetings''':<br />
* Try to limit the meeting to one hour.<br />
* If a recurring meeting, set the time and day well in advance so everyone can mark their calendars and set aside time for the meeting. Everyone will appreciate not having to do a poll every month to schedule a meeting time.<br />
* Allow a few minutes at the beginning and/or end for watercooler talk. Encourage those who want to catch up to arrive early or plan to stay a few minutes later (depending on whether or not you can stay in the virtual space).<br />
* Don’t assume that everyone knows each other. Do introductions if necessary, and, if taking minutes, be sure the secretary feels comfortable enough to speak up if it’s unclear who is speaking. While some platforms identify the speaker, that often relies on the participant to enter their name and/or an individual passcode.<br />
* Check in each meeting to see how everyone is participating. Some may only have chat (if available), some may only have audio (if you’ve also set up screen sharing). Repeat questions and describe what’s going on so everyone stays engaged.<br />
* Will the meeting need to be recorded? If so,<br />
** Where will the recording live and how will members access it?<br />
** Will their be usage restrictions based on the content of the meeting?<br />
<br />
<br />
For Virtual '''Educational Webinars''':<br />
* Most online learning experiences should last no more than ninety minutes.<br />
* Plan ahead if you would like to charge attendees. You’ll need a way to accept payment in addition to tracking registration.<br />
* Most webinar platforms will require some level of training so that presenters and hosts are familiar with the features.<br />
* Wired internet is always preferred for speakers and hosts to avoid delivery glitches. Make this clear from the beginning of planning.<br />
* Will the webinar be recorded? If the answer is yes, consider:<br />
** Where will the recordings live and how long they will need to last?<br />
** Will you need to edit the recordings or be able to post as is?<br />
** Will the recording need to capture the entire webinar environment or just the presentation slides?<br />
** How will the experience differ for those who view the recording?<br />
** Will captioning need to be added to the recording?<br />
<br />
=== Planning ===<br />
Planning a virtual webinar or meeting begins in much as the same way as a face to face event: Choose a topic, find a speaker, and set a date (not necessarily always in that order). Additionally, hosts also need to consider how communication will occur, especially since everyone is likely dispersed, and how registration will be handled.<br />
<br />
Jump to: [[Planning Virtual Meetings and Webinars#Choosing a Topic|Choosing a Topic]] | [[Planning Virtual Meetings and Webinars#Finding a Speaker|Finding a Speaker]] | [[Planning Virtual Meetings and Webinars#Setting a Date|Setting a Date]] | [[Planning Virtual Meetings and Webinars#Communication|Communication]] | [[Planning Virtual Meetings and Webinars#Registration|Registration]]<br />
<br />
==== Choosing a Topic ====<br />
If you are hosting a '''business meeting''', you topic will be the items on your agenda. Be sure to supply the agenda and any documents for review at least one week prior to the meeting.<br />
<br />
<br />
Selecting a topic for a '''webinar''' can be a bit more involved. Perhaps your team has recently completed a project, and you would like to share the results with a larger audience. Of you recently attended an in-person meeting, heard a great speaker, and think the session should be captured for further distribution. Regardless of the idea, here are some tips:<br />
* Make sure the topic hasn’t been covered sufficiently elsewhere.<br />
* Some topics may be stand alone (a conference summary, an introductory session, etc.) while other ideas may lend themselves to serial delivery. Series may occur weekly, monthly, or at some other set interval. A few more thoughts on series:<br />
** Webinars in a series should have a common theme, but don’t necessarily need to build directly from each other. For example, you could plan a series focusing on how individual institutions are tackling a particular problem, highlighting a new institution each month. This can be marketed as a series, but doesn’t require participants to attend all sessions. Alternatively, a series may also be developed to tackle a complex topic with sessions building on each other. Attendees would be expected to attend all sessions (to the best of their ability).<br />
** There is no set amount of sessions a series must contain: some may be as little as two and some may last for years (though, [[Planning Virtual Meetings and Webinars#Assessing|assessment]] of long-term series is important to determine continued viability and relevance).<br />
** A highly effective way to create a cohesive feel between the sessions is to create a uniform presentation template and/or classroom setup.<br />
** When multiple speakers are involved in a series, be sure to facilitate engagement and conversation to encourage unity in the topics and refer to the other parts in the series. Slack and other collaborative software can be useful tools in this process.<br />
* All webinars should have a clear scope, including objectives and outcomes, so that those interested will know what to expect during the event. Developing these will also help hosts determine if the topic is too broad for an individual session so that the scope can either be condensed to fit the time or expanded into a series.<br />
<br />
==== Finding a Speaker ====<br />
As host for a '''business meeting''', you will likely do most of the speaking. If others will need to speak or give reports, provide them with advance notice of that expectation so they are prepared. You may need to manage the audio using the mute feature for those in the virtual meeting space to avoid background noise and other distractions.<br />
<br />
When considering a speaker for a '''webinar''', first explore your own professional network and associations. You may have someone in your own network who is a perfect candidate to cover the topic. If not, gradually expand your search and reach out to others for recommendations.<br />
Be sure you have answers to the following:<br />
* Will the speaker be reimbursed?<br />
* How much time do you anticipate the speaker will invest in the planning, practicing, and presenting of the webinar?<br />
* Has the potential speaker delivered a webinar before? If not, how much additional time are you willing to invest to coach the speaker though the process?<br />
* Speakers will likely expect at least a general idea of the date and time for the webinar as well as the webinar length broken down so they are clear on how long they will be expected to speak.<br />
* When communicating with your speaker, be sure to explain your expectations for accessibility (e.g., adding [https://support.office.com/en-us/article/Add-alternative-text-to-a-shape-picture-chart-table-SmartArt-graphic-or-other-object-44989b2a-903c-4d9a-b742-6a75b451c669 Alt Text for images] in a PowerPoint) at the beginning of the planning process to allow ample time for testing, if needed.<br />
<br />
==== Setting a Date ====<br />
The DLF Wiki has some excellent suggestions on setting a date and time in the [[Setting Up Year-Round Meetings]] section of their Organizers’ Toolkit. As mentioned above, recurring meetings or webinars are best planned in advance (e.g., the second Tuesday of every month at 2pm ET). A simple poll can make this process straightforward. Remember time zone differences, especially for meetings, and communicate any changes or cancellations well in advance.<br />
<br />
If you are using a shared conferencing or online learning platform, be sure to document and mark your scheduled events in the appropriate way so that others do not plan an event at the same time. There’s nothing quite as awkward as walking in on another meeting when you expected the line to yourself.<br />
<br />
==== Communication ====<br />
With so many ways to communicate, this may be the most overwhelming element of the planning process. It is critical to have accurate contact information for all involved, whether for a business meeting or webinar.<br />
* Using a platform like Slack can allow collaboration in planning, though be sure that everyone is familiar with the features.<br />
* Email works well for critical information, but only if everyone checks the email address provided. <br />
* When all else fails, phone calls may be in order to be sure that those parties involved are understanding your expectations and their responsibilities. <br />
Be willing to communicate a number of different ways to encourage the highest level of participation. Also, be sure that those with whom you are working can communicate their own issues with you so that you can solve problems before they become significant issues.<br />
<br />
Another aspect of communication for the host or planner involves continued conversation between meetings, series offerings, or after a webinar ends.<br />
* '''Between Meetings''' - If the group attending the meeting stays mostly the same, consider establishing a Slack Channel or other collaborative platform on which participants can contribute information relevant to the group between official meetings. This is also a great way to set up a watercooler space to share personal updates.<br />
* '''Between Series''' - Consider encouraging assigned reading selections or video viewings with a designated check in time and place where participants can provide feedback and additional thoughts on an issue. Participation in the continued conversation can be part of a certification process that participants receive after completion of the program.<br />
* '''After the Webinar''' - When presenting a webinar, collecting registrant information is important to engage new audience members with your group. Consider sending a tailored welcome message to anyone not already subscribed to your services. Sign them up for your newsletter. Invite them to your group chat page. Send a quick follow-up survey several months later to see how they are applying what they learn. Remember, though, to always allow them to opt out of future communications.<br />
<br />
==== Registration ====<br />
When planning a '''business meeting''', registration is probably unnecessary. You will, however, need to supply the login information to those who need to attend the meeting. This could be a URL or a phone number and may include a passcode for your specific meeting. Encourage anyone unable to attend to communicate that information in a timely manner in case there are matters that need a quorum.<br />
<br />
<br />
As host, you can choose a variety of ways to approach registration for '''webinars'''.<br />
* Advanced registration through the webinar platform - most allow you to collect basic information (name, email, institution) and set caps on registration if necessary. Usually, the system will then send out the information to login to the webinar and, if you set it up, scheduled reminders.<br />
* Advanced registration through alternative means - If you need to collect additional demographic information or payment for participants, using something like SurveyMonkey or a GoogleForm can allow you to customize and analyze registrants. This will require additional work on your part, though, since you will be responsible for distributing login information and reminders.<br />
* No registration - On occasion, you may wish to simply share the link for a scheduled webinar and hope for the best. This can work well for those events where you are unconcerned with reaching any limits that your virtual classroom may have or trust that those who are interested will show up before the limit is reached. Be sure to market your webinar widely enough to generate interest and be flexible with the audience that does attend.<br />
<br />
Several tips for registration:<br />
* If you are allowing advanced registration, start promoting and open registration no more than one month prior to the event; two weeks notice is often the most ideal. Any longer notice will often cause a greater no-show rate, especially for free events.<br />
* Allow for about a 20% attrition rate between registrants and attendees. This means if you have a classroom for 100, you may wish to allow 120 to register to allow the greatest attendance.<br />
* If you are not requiring registration, consider in advance how you will communicate any classroom size limits. Typically, rooms open 15 minutes prior to the start of an event, and you will need to be sure the room is closed before that to discourage people from entering early and to allow everyone equal opportunity to enter.<br />
<br />
=== Moderating ===<br />
When hosting an online '''meeting''', you will likely control all aspects of the time: controlling the screen, monitoring the agenda, and keeping track of the time. If necessary, appoint a parliamentarian who can help especially with time and keeping the meeting on track.<br />
<br />
While educational '''webinars''' can function with just two people (the host/moderator and the speaker), best practices recommend having a third, often silent partner to handle any technical aspects of the session. This can include issues participants have, any tricky transitions during the presentation, and unexpected technical emergencies. Having dedicated technical support means that the host can focus on content and timing issues, and the speaker can simply focus on speaking.<br />
<br />
Useful tips for moderating a webinar:<br />
* Create a master script document that includes not only what everyone will say but also blocking for various tasks (e.g., Amy starts recording, Joy stops music, Louise pulls up survey, etc.).<br />
* Have clear time estimates for each stage of the presentation. Be prepared to encourage the speaker to speed up, slow down, or move on when necessary.<br />
* Always have questions on hand to promote conversation if a Q&A time is included at the end.<br />
* After asking a question or prompting participation, slowly count to 10 to allow people to respond.<br />
* Don’t panic if something goes wrong. Technology is difficult to predict, and often you can simply work around the issue.<br />
* Be mindful of the webinar’s level of interactivity for both live participants as well as those who may view a recording later, if applicable.<br />
<br />
=== Assessing ===<br />
While most '''business meetings''' won’t need constant assessment, it is important to check in with participants to evaluate how things are working. <br />
* Is everyone able to use the selected platform or should another be tried?<br />
* Are the times still convenient for most involved?<br />
* Does everyone feel like the frequency is sufficient or should that be reevaluated?<br />
* Are the meetings productive or could that use some work?<br />
By encouraging your participants to provide feedback, you’ll soon find the best virtual meeting environment for your group.<br />
<br />
Assessment of '''webinars''' is often important for a group to determine not only if that webinar was successful but also what types of webinars should be pursued (if any) in the future. While creating a simple survey is easy enough, getting participants to complete the survey can often be difficult.<br />
<br />
When planning assessment, consider the following:<br />
* Encourage participants to complete the survey immediately after the webinar by setting the platform to redirect to the survey when the webinar is ended. You can also provide a link to the survey during the final minutes of the webinar to catch those who may wish to leave early.<br />
* Email participants immediately after the event and perhaps one week later. Use the email point of contact to advertise additional webinars or how participants can get involved with your group.<br />
* Connecting completion of the assessment with distribution of a certificate of completion can often encourage greater participation. (Check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] section below to learn how to automate the certificate process using Google’s Autocrat add-on).<br />
* When designing the survey, leave ample room for open comments.<br />
* Phrase your survey questions to be neutral. For example, if asking about the quality of the speaker, using a phrase like "The Presenter was knowledgeable" is less leading than "The Presenter was excellent." Allow the survey taker to express their level of agreement.<br />
* Consider carefully which questions are mandatory and which optional.<br />
* Ask for ideas for future programming and whether or not a participant would like to present a future webinar. This helps build programming ideas and a network of professionals.<br />
* Try to make a survey that would take no longer than 5-10 minutes to complete. <br />
<br />
[https://www.clir.org/hiddencollections/sahc/sahc_webinar_evaluation_survey Click here] for a pdf of the assessment survey from CLIR [https://www.clir.org/hiddencollections/sahc/webinar1 SAHC's first webinars].<br />
<br />
=== Sample Planning Timeline ===<br />
This sample planning timeline gives a sense of the necessary steps to plan a stand alone, virtual, educational webinar. For more planning help, check out the [[Planning Virtual Meetings and Webinars#Planning 2|Planning Resources]] below.<br />
<br />
'''2-3 months prior'''<br />
* You have a fantastic idea for a webinar (or perhaps a colleague approaches you with a fascinating idea). The first step is to investigate whether this idea has been adequately covered somewhere else in the vast universe of GLAM educational material.<br />
* You’ve determined that your idea is new and wonderfully useful to the GLAM world. Set a budget: Will you offer compensation to your speaker? Do you need to cover any technology costs? Is this an entirely volunteer based project?<br />
* Reach out to your professional connections and find a dynamic speaker who is an expert on the subject. Or, if you intend to be the speaker, find someone who is able to be your moderator for the event. Discuss dates and create a signed agreement so everyone understands the project. When possible, include all dates (e.g., draft due dates, practice session(s), live event, etc.) in the contract.<br />
* Discuss basic technology requirements with the speaker now including the need for reliable (preferably wired) internet and a quality headset.<br />
<br />
'''1 month prior'''<br />
* Start sharing scripts and slides. Work on timing and discuss any special technology needs. Try to find the right balance between text and images on slides.<br />
* Check on accessibility issues, including, but not limited to, font sizes and Alt text for images. Avoid slide transitions and fly-ins.<br />
* Determine now if the webinar is going to be recorded and what added concerns you need to keep in mind connected to that.<br />
* Determine if there are any supplemental documents that would be useful for participants to have.<br />
* Collect a bio for the speaker.<br />
* Begin setting up the classroom space, if possible, for the webinar environment. Some platforms, like Adobe Connect, allow hosts to set up several templates for meeting rooms (e.g., lobby, presentation, chat, etc.). By having these in place prior to the technical practice for a session, you will save time and give the speaker an idea of the available room configurations. If conducting a series of webinars, you are able to copy the format and settings of an established meeting.<br />
<br />
'''1 week prior'''<br />
* Conduct a practice session in the environment that will be used the day of the event. Make sure that internet speeds are excellent (wifi should be avoided), that telephones are available if needed, and that microphones are clear and balanced between the host and speaker.<br />
* Run through all slides, transitions, and activities to make sure that everything displays as expected. Make notes on anything that needs to be adjusted and schedule additional checks if necessary.<br />
* Have a few people participate in this session, if possible, so that font sizes, images, and display can be checked on a variety of devices (PC/Mac, tablet, desktop, laptop, etc.) and the presentation can be evaluated from several perspectives (host, speaker, attendee).<br />
* Assign individuals to tasks. Tasks may include starting and stopping the recording, ending the session, serving as timekeeper for any discussions, and moderating any questions.<br />
* Open registration for the event and share with target audiences.<br />
<br />
'''Day of event'''<br />
* Meet at least 30 minutes prior to the time set for opening the classroom (which is usually 15 minutes before the start of the webinar). Allow more time if there are multiple speakers or unresolved technical issues from the practice session.<br />
* Test and balance the microphone levels for anyone who will be speaking during the event.<br />
* Make sure everyone understands their assigned tasks.<br />
* Relax, get some water, and wait for the event.<br />
* Know that you’ve planned a new and wonderfully useful session, open the classroom, and start.<br />
<br />
== Resources ==<br />
=== Planning ===<br />
* [http://www.infotoday.com/OnlineSearcher/Articles/Features/Secrets-of-Successful-Webinars-106050.shtml Secrets of Successful Webinars] (Online Searcher, Vol. 39, no. 5, Sept./Oct. 2015) - Includes checklists and tips from Mary Ellen Bates and Cathy Chiba on planning, creating, and hosting successful webinars.<br />
* [https://mebs.files.wordpress.com/2015/06/webinar-planning-checklist.pdf MEB’s Amazing Webinar Checklist and Templates] (pdf) - A tool created by Mary Ellen Bates to help webinar hosts stay organized through the webinar planning and presentation process.<br />
<br />
=== Presenting ===<br />
* [https://helpx.adobe.com/adobe-connect/kb/best-practices-hosts-presenters-using.html Adobe Connect Best Practices for Hosts and Presenters] - While specifically designed for Adobe Connect users, this guide offers useful tips for any virtual meeting planner or presenter.<br />
* [https://www.learningsolutionsmag.com/articles/1388/best-practices-deliver-a-great-virtual-training-event Best Practices: Deliver a Great Virtual Training Event] - by Jaqueline Beck, Learning Solutions Magazine, 2014<br />
* [https://www.elearningguild.com/showfile.cfm?id=3159 Best Practices for Delivering Virtual Classroom Training] (pdf) - Randah McKinnie, Sr., eLearning Solutions, 2008 - Focuses on Adobe’s presentation software, but offers suggestions for any virtual classroom environment.<br />
* [https://www.americanexpress.com/us/small-business/openforum/articles/12-strategies-creating-webinar-wows-crowds/ 12 Strategies for Creating a Webinar that Wows Crowds] - by Bruna Martinuzzi of Clarion Enterprises, American Express Open Forum, December 2016<br />
* [https://hbr.org/2015/03/how-to-run-a-great-virtual-meeting How to Run a Great Virtual Meeting] - by Keith Ferrazzi, Harvard Business Review Online, March 27, 2015<br />
* [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 The 20-Minute Rule for Great Public Speaking--On Attention Spans and Keeping Focus] - by Alf Rehn, Professor and Speaker, The Art of Keynoting, April 11, 2016 - An excellent read on the art of crafting quality presentations<br />
* [http://sixminutes.dlugan.com/speaking-rate/ What is the Average Speaking Rate?] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, Nov. 2012 - An overview to help you calculate your rate of speech (i.e., how quickly you speak) to help you gauge how much content you need for a given time period<br />
* [http://sixminutes.dlugan.com/rule-of-three-speeches-public-speaking/ How to use the Rule of Three in Your Speeches] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, May 2009 - An overview of how to apply the aesthetic Rule of Three to speech<br />
<br />
=== Accessibility ===<br />
* [http://dor.ca.gov/DisabilityAccessInfo/How-do-I-Plan-Accessible-Presentations-and-Webinars.html How do I plan accessible presentations and webinars?] - A brief resource with links from the California Department of Rehabilitation<br />
* [https://www.fda.gov/AboutFDA/AboutThisWebsite/Accessibility/ucm214503.htm Accessible Web Conferences and Webinar Best Practices] - A guide from the U.S. Food and Drug Administration<br />
<br />
=== Resources and Media ===<br />
When using images, videos, and music for virtual learning, carefully consider any restrictions on the media. If you have any doubt over proper use and/or attribution requirements or limitations, contact the owner or licencor of the media. CLIR and DLF are not responsible for any misuse of media obtained from the following sources.<br />
<br />
* [http://www.docurated.com/101-free-free-try-online-collaborative-learning-tools-teachers-educators 102 Free (or Free-to-Try) Online Collaborative Learning Tools for Teachers and Educators] - While geared specifically to elementary and secondary education, quite a few of the tools listed could be used and adapted to professional development training experiences.<br />
* [http://edtechteacher.org/tools/research/finding-images/ Finding Public Domain Images for Multimedia Projects] - An extensive list of public domain image sources including a number of government image sources.<br />
* [https://elearningindustry.com/free-stock-photos-sites-for-elearning Free Stock Photos Sites for eLearning] - A listing of sites. Some may require registration and some do have limits to the free use for images.<br />
* [http://freemusicarchive.org/curator/Video/ Free Music Archive (FMA): Music for Video] - A special portal within FMA which pre-screens music contributions for use in video. The search capabilities are robust including basic searches like artist and genre to more specific searches like clip length and license type.<br />
* [https://www.youtube.com/watch?v=L8Z89-q1OnU Create Professional Development Certificates from Google Forms using Autocrat] - YouTube tutorial from Jeffrey Bradbury, Teachercast Podcast (August 11, 2015) showing how to build a certificate using several Google products.<br />
* [https://www.youtube.com/watch?v=vC1Zp-x9bGQ&spfreload=1 Using Autocrat to send personalized PDF certificates via Form Submit] - by edtech2020, Tim Chase, May 16, 2013<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Planning_Virtual_Meetings_and_Webinars&diff=13122Planning Virtual Meetings and Webinars2017-06-30T12:11:29Z<p>Joymbanks: /* Assessing */</p>
<hr />
<div>This section of the [[About DLF and the Organizers' Toolkit|DLF Organizers' Toolkit]] provides general guidelines for presenting and/or hosting an online meeting or educational experience. It was originally created in 2017 by '''Library & Archives Consultant [http://www.joymbanksconsulting.com Joy M. Banks, MSLS],''' as part of the [https://www.clir.org/hiddencollections/sahc CLIR Strategies for Advancing Hidden Collections project (SAHC)]. More resources related to that project, which was funded by The Andrew W. Mellon Foundation, can be found in the [https://wiki.diglib.org/Strategies_for_Advancing_Hidden_Collections SAHC Resource Library].<br />
<br />
<br />
== Formats ==<br />
In today’s online environment, the possibilities for virtual learning are nearly limitless. From Facebook Live to Adobe Connect, choosing the right platform may be challenging. Careful consideration of content and goals will help guide you to the right platform.<br />
<br />
=== Casual v. Formal ===<br />
There is a significant difference between the platform needs for a gathering of colleagues casually chatting about something and a professional presentation of ideas to a large group. The former requires minimal technology, and the latter likely requires a much more robust system.<br />
<br />
For the '''causal''' experience, consider basic VOIP conference lines, Skype group, Google Hangouts, and the like.<br />
<br />
* Do you actually need to see a screen or is voice access enough?<br />
* Will everyone be able to participate via audio connections or will some need a chat feature?<br />
* Will everyone be able to use their computer for audio or will a phone line be necessary?<br />
* Consider the time of day for the meetup. If during work hours, some may not have access to platforms that require any sort of download. If after work hours, some may not have access to robust internet connections.<br />
* Talk to your group, and find out what works best for you.<br />
<br />
For the '''formal''' experience, consider more robust platforms that allow for greater flexibility such as UberConference (DLF maintains a [[Setting Up Year-Round Meetings#DLF Web.2FPhone Conferencing Support|Pro account]]), Adobe Connect, GoToMeeting, and the like.<br />
* Will you need the ability to screen share, chat, and file share?<br />
* Will your participants need to access audio via VOIP, computer, and/or phone audio connections?<br />
* Will your presenters need training on the platform in advance?<br />
* Even in the most robust systems, there is value in keeping things simple so that participants can focus on the content rather than the platform.<br />
<br />
=== Collaborative v. Lecture ===<br />
While most educators agree that engaged learning is the best educational model, there is still value in lecture for presenting certain types of information. Recreating lecture in a virtual environment is relatively easy. Virtual collaboration can be a bit more challenging.<br />
<br />
If you need a '''collaborative''' online environment:<br />
* Limit the size of your group. The larger the group, the more difficult collaboration can be. Some web conferencing platforms allow breaking into groups, but be sure to test the feature before the meeting so you understand how it works for everyone.<br />
* Consider creating large chat spaces to allow contribution even if someone is unable to participate via audio connection.<br />
* Combine technologies. Using a conference line and a collaborative work space such as GoogleDocs can allow live feedback and tracking when working together on a project.<br />
<br />
When presenting information in a '''lecture''' environment:<br />
* It’s still important to create an interactive environment. Allow a way for participants to ask questions and engage with the presenter and other attendees.<br />
* Intersperse lecture with engagement. Create chat opportunities that allow an exchange of ideas. Give participants a way to stretch their brain with simple activities like polls or sharing reactions.<br />
<br />
=== Meeting v. Learning ===<br />
You may think that planning an online meeting is as simple as sending out a link for people to join, but the best online meeting planners follow many of the same best practices as virtual learning.<br />
<br />
If you are planning a '''meeting''', consider the following:<br />
* Have a detailed agenda including time estimates for each part of the discussion. This will not only keep everyone on track during the meeting but also allow participants to plan ahead to enter and leave the meeting if needed.<br />
* Keep in mind if everyone in the meeting will have access to an audio line and/or any thing you put on the screen. Those who may only be able to hear the meeting will need to have verbal descriptions of anything on the screen and have any chat discussions summarized for them. Those who will be unable to participate with a microphone will need to have access to chat.<br />
* Since time is crucial when meeting online, distribute any documents to be discussed in advance so participants can review them. This will allow more meaningful discussions when everyone is together.<br />
<br />
If you are interested in creating a '''learning''' environment:<br />
* Planning should begin far in advance of the date of presentation.<br />
* A more robust virtual platform is often necessary to create an engaging learning experience for everyone.<br />
* For more details on planning a virtual learning experience, see the [[Planning Virtual Meetings and Webinars#Hosts|Hosts]] section of this handbook and check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] listed below.<br />
<br />
=== Recorded v. Live ===<br />
The experience of a live virtual event will be much different than a recorded one. Perhaps you decide to focus on one or the other or create a learning experience that uses both.<br />
<br />
If you are recording a '''live''' presentation for use later:<br />
* Be sure that you designate someone to start and end the recording.<br />
Have a plan for storage of the recording. Where will it live? Who will have access? Will editing be necessary? How long will you provide access?<br />
* If possible, mark on the live script sections that will be cut from the recording to make editing easier.<br />
* Recognize that not all activities of a live event can be recreated for someone listening to a recording.<br />
<br />
It’s OK if you only offer something live. Everyone may not be able to attend, but that is the nature of life. Provide ample notice of the event (or purposely plan a pop-up event), and those who are more interested will attend.<br />
<br />
If you plan to only provide a '''recorded''' presentation:<br />
* Follow best practices for presentation and consider how you will engage your audience if the content is educational.<br />
* Plan for a way that viewers can ask questions or provide feedback whether through your email, a specific Twitter hashtag you can track, a GoogleForm, or some other means.<br />
* Be sure you have all of the necessary software and hardware to make a quality recording and determine in advance where the recording will live.<br />
* Consider including your script as captions in the recording to offer an additional way users can access the materials.<br />
<br />
=== Audio v. Video ===<br />
For some virtual experiences, audio may be sufficient but sometimes, in order to build trust or a team spirit, video can help.<br />
<br />
When thinking about '''audio''' only:<br />
* Audio only options often require less robust systems and can often be accessed through a phone line without the need for a computer.<br />
* This can be great for a simple conference call with a small group of individuals already familiar with each other.<br />
* For those who are visual learners, be sure to supply any documents to be discussed in advance so everyone can follow the conversation.<br />
<br />
When thinking about '''video''' options:<br />
* Remember everyone may not have access to a webcam. Will participants still be able to participate another way?<br />
* Video includes screen sharing, not just webcam sharing. Sometimes it is valuable to be able to visually share documents or other information.<br />
* If you expect everyone to participate through video, give advance notice so no one is surprised.<br />
<br />
<br />
== Speakers ==<br />
=== Virtual v. Face to Face ===<br />
While webinars have many similarities with standard F2F presentations, those presenting webinars must be aware of several distinct differences:<br />
<br />
'''Your audience is not in the same room''' - Unless you are participating in an online video chat that includes participant video, you will not be able to gauge your audience’s non-verbal response to your presentation. For anyone who has relied on eye contact, body language, and other visual signs to make adjustments to a presentation, the format of a webinar can be a bit uncomfortable.<br />
<br />
'''Solution''': <br />
* ''Create engaging chats'' - Think of these as opportunities for participants to stretch their brain. Encourage participants to get to know each other before the session starts. Set aside a 60 second chat blitz as a way to quickly participate in the webinar. Ask participants for suggestions and ideas that have worked in real life.<br />
* ''Ask questions to boost active participation'' - When using a question to start a chat, be sure it is open enough to engage participants. Questions with one word answers are best left to polls and blitz activities. It’s ok to consider phrasing that will lead participants where you want them to go in their thinking. In a webinar geared towards higher level engagement, allow participants to share their experiences, good or bad, as a way to enrich the content of your presentation. Setting time limits will encourage people to contribute without waiting and also allow a distinct end point to move the webinar forward if needed.<br />
* ''Embed polls and other simple activities'' - Polls are a quick and easy way to gauge your audience before and during a webinar. Questions can be about the participants or the content of the webinar. Choose simple questions with distinct responses. Depending on the webinar platform, you may also have the ability to allow participants to draw on the screen, add quick responses to a chat box, raise their hand virtually, share reaction emojis, etc. All of these activities break up the content of your talk and refocus the group.<br />
<br />
'''Timing is essential''' - Webinars will have set start and end times that often cannot be adjusted. You may be asked to login to the webinar system early and perhaps end early (i.e., before you’re ready to stop talking) if the end time approaches. Because of this, reading from a script is often recommended to avoid unexpected timing issues.<br />
<br />
'''Solution''': <br />
* ''Practice, practice, practice'' - Read your script and make sure the text flows as well verbally as it does in writing. Plan your timing with a slower voice and enunciated speech. During the live event, you will likely speak faster than when you practiced.<br />
* ''Add buffers to account for discussions that may run long'' - While you will be asked to plan how long discussions will last, you may find participants are highly engaged during a certain time. Plan ahead to allow buffers in your presentation content to allow for engaged participation (keeping in mind, though, that all good things must eventually come to an end). Mark sections of your script that can be easily cut if needed. <br />
<br />
'''Interaction must be carefully crafted''' - Most webinar platforms allow for some interaction between the speaker and audience as well as between attendees. The most successful virtual engagement activities are not something you can do effectively on the fly. Careful planning (and testing) of interactive activities will help create a dynamic learning environment that will help all participants engage with the educational content.<br />
<br />
'''Solution''':<br />
* ''Plan ahead and test everything'' - Work closely with your webinar host to assure that everything is in place and functional prior to the live date. Set up any polls. Practice chat sessions. Test your ideas with several people on various devices. Leave nothing to chance but always remain flexible.<br />
<br />
'''Not everyone will be participating in the same way''' - Even in the smallest virtual settings, not everyone will have access to the full webinar experience. Some may only be able to participate through the audio. Others may not have access to a microphone. Be considerate of any accessibility limitations.<br />
<br />
'''Solution''':<br />
* Repeat any questions or thoughtful comments that are typed in the chat box so everyone has access to the content.<br />
* Describe verbally any important visual aids.<br />
* Enunciation not only helps participants hear you better, but it also helps any transcription of your speech for captioning. Speaking too fast will jumble your words both through audio and captioning technology.<br />
* Try to avoid experiences which will require a very high internet speed connection.<br />
* Will the session be recorded? Consider how what you do live will translate to a recorded viewing experience.<br />
<br />
=== Delivering an Engaging Virtual Presentation ===<br />
* Start with a brief bio, usually presented by the host/moderator. Include details other than the mundane that will engage your audience and connect them more personally to you. Your bio will also serve to show why you are qualified to present the content of the webinar and establish you as an expert. <br />
* Include an image of yourself. This can be on your slide template or, if possible, as a video feed (even if only briefly).<br />
* Depending on the form of your webinar, plan to have an activity every 15-20 minutes or so to re-engage your audience and avoid long periods of lecture. These can be directed chats, polls, blitz chats, or Q&A sessions. Some webinars may require a large amount of lecture due to the depth of the topic. In those cases, consider breaking up sessions into a series to allow greater interaction.<br />
* Remember to smile when you speak (which feels strange if you are alone in a room somewhere). When you are smiling, your words tend to be clearer and your tone is more welcoming. This will also help you avoid extreme changes in your volume (e.g., starting a sentence with power and fading off as your sentence ends).<br />
* Before your webinar, practice your script and record it. Listen to your recording and try to adjust any bad habits. Try to avoid “um”, “so”, and other speech fillers. Listen for habits like starting loud and fading off at the end of a sentence. Practice your breathing so it sounds natural. Presenting is different than natural speech, so the extra practice and self-evaluation will help you deliver a clear presentation to your audience.<br />
* Consider framing your presentation using the rule of three. Begin by telling your audience what they will hear (perhaps having three points or sections), tell them those points, and end by summarizing what they heard. The number of main ideas you will effectively be able to share depends on the length of time you have. Avoid trying to cram too much into too short a time slot. Better to share less content of a higher quality. While many sources suggest listeners have a 5-10 minute attention span, framing your content to the highest denominator of [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 18-20 minutes] will likely produce higher quality content.<br />
* Even in an online environment, you might encourage your audience to set aside distractions during the session: turn off cell phones, don’t check email, hang a sign on your door, and truly focus on the content. These simple steps will help everyone have a better webinar experience.<br />
* Insert humor throughout your presentation. Tell an appropriate, personal funny story, but keep it succinct and relevant. If you are speaking on a particular topic but you lack a personally relevant experience, consider gathering stories before the event, either from registered participants or colleagues (and always seek permission to share!).<br />
* Relax, be sure to have a cup of water, and enjoy the experience.<br />
<br />
== Hosts ==<br />
=== General Tips ===<br />
For Virtual '''Business Meetings''':<br />
* Try to limit the meeting to one hour.<br />
* If a recurring meeting, set the time and day well in advance so everyone can mark their calendars and set aside time for the meeting. Everyone will appreciate not having to do a poll every month to schedule a meeting time.<br />
* Allow a few minutes at the beginning and/or end for watercooler talk. Encourage those who want to catch up to arrive early or plan to stay a few minutes later (depending on whether or not you can stay in the virtual space).<br />
* Don’t assume that everyone knows each other. Do introductions if necessary, and, if taking minutes, be sure the secretary feels comfortable enough to speak up if it’s unclear who is speaking. While some platforms identify the speaker, that often relies on the participant to enter their name and/or an individual passcode.<br />
* Check in each meeting to see how everyone is participating. Some may only have chat (if available), some may only have audio (if you’ve also set up screen sharing). Repeat questions and describe what’s going on so everyone stays engaged.<br />
* Will the meeting need to be recorded? If so,<br />
** Where will the recording live and how will members access it?<br />
** Will their be usage restrictions based on the content of the meeting?<br />
<br />
<br />
For Virtual '''Educational Webinars''':<br />
* Most online learning experiences should last no more than ninety minutes.<br />
* Plan ahead if you would like to charge attendees. You’ll need a way to accept payment in addition to tracking registration.<br />
* Most webinar platforms will require some level of training so that presenters and hosts are familiar with the features.<br />
* Wired internet is always preferred for speakers and hosts to avoid delivery glitches. Make this clear from the beginning of planning.<br />
* Will the webinar be recorded? If the answer is yes, consider:<br />
** Where will the recordings live and how long they will need to last?<br />
** Will you need to edit the recordings or be able to post as is?<br />
** Will the recording need to capture the entire webinar environment or just the presentation slides?<br />
** How will the experience differ for those who view the recording?<br />
** Will captioning need to be added to the recording?<br />
<br />
=== Planning ===<br />
Planning a virtual webinar or meeting begins in much as the same way as a face to face event: Choose a topic, find a speaker, and set a date (not necessarily always in that order). Additionally, hosts also need to consider how communication will occur, especially since everyone is likely dispersed, and how registration will be handled.<br />
<br />
Jump to: [[Planning Virtual Meetings and Webinars#Choosing a Topic|Choosing a Topic]] | [[Planning Virtual Meetings and Webinars#Finding a Speaker|Finding a Speaker]] | [[Planning Virtual Meetings and Webinars#Setting a Date|Setting a Date]] | [[Planning Virtual Meetings and Webinars#Communication|Communication]] | [[Planning Virtual Meetings and Webinars#Registration|Registration]]<br />
<br />
==== Choosing a Topic ====<br />
If you are hosting a '''business meeting''', you topic will be the items on your agenda. Be sure to supply the agenda and any documents for review at least one week prior to the meeting.<br />
<br />
<br />
Selecting a topic for a '''webinar''' can be a bit more involved. Perhaps your team has recently completed a project, and you would like to share the results with a larger audience. Of you recently attended an in-person meeting, heard a great speaker, and think the session should be captured for further distribution. Regardless of the idea, here are some tips:<br />
* Make sure the topic hasn’t been covered sufficiently elsewhere.<br />
* Some topics may be stand alone (a conference summary, an introductory session, etc.) while other ideas may lend themselves to serial delivery. Series may occur weekly, monthly, or at some other set interval. A few more thoughts on series:<br />
** Webinars in a series should have a common theme, but don’t necessarily need to build directly from each other. For example, you could plan a series focusing on how individual institutions are tackling a particular problem, highlighting a new institution each month. This can be marketed as a series, but doesn’t require participants to attend all sessions. Alternatively, a series may also be developed to tackle a complex topic with sessions building on each other. Attendees would be expected to attend all sessions (to the best of their ability).<br />
** There is no set amount of sessions a series must contain: some may be as little as two and some may last for years (though, [[Planning Virtual Meetings and Webinars#Assessing|assessment]] of long-term series is important to determine continued viability and relevance).<br />
** A highly effective way to create a cohesive feel between the sessions is to create a uniform presentation template and/or classroom setup.<br />
** When multiple speakers are involved in a series, be sure to facilitate engagement and conversation to encourage unity in the topics and refer to the other parts in the series. Slack and other collaborative software can be useful tools in this process.<br />
* All webinars should have a clear scope, including objectives and outcomes, so that those interested will know what to expect during the event. Developing these will also help hosts determine if the topic is too broad for an individual session so that the scope can either be condensed to fit the time or expanded into a series.<br />
<br />
==== Finding a Speaker ====<br />
As host for a '''business meeting''', you will likely do most of the speaking. If others will need to speak or give reports, provide them with advance notice of that expectation so they are prepared. You may need to manage the audio using the mute feature for those in the virtual meeting space to avoid background noise and other distractions.<br />
<br />
When considering a speaker for a '''webinar''', first explore your own professional network and associations. You may have someone in your own network who is a perfect candidate to cover the topic. If not, gradually expand your search and reach out to others for recommendations.<br />
Be sure you have answers to the following:<br />
* Will the speaker be reimbursed?<br />
* How much time do you anticipate the speaker will invest in the planning, practicing, and presenting of the webinar?<br />
* Has the potential speaker delivered a webinar before? If not, how much additional time are you willing to invest to coach the speaker though the process?<br />
* Speakers will likely expect at least a general idea of the date and time for the webinar as well as the webinar length broken down so they are clear on how long they will be expected to speak.<br />
* When communicating with your speaker, be sure to explain your expectations for accessibility (e.g., adding [https://support.office.com/en-us/article/Add-alternative-text-to-a-shape-picture-chart-table-SmartArt-graphic-or-other-object-44989b2a-903c-4d9a-b742-6a75b451c669 Alt Text for images] in a PowerPoint) at the beginning of the planning process to allow ample time for testing, if needed.<br />
<br />
==== Setting a Date ====<br />
The DLF Wiki has some excellent suggestions on setting a date and time in the [[Setting Up Year-Round Meetings]] section of their Organizers’ Toolkit. As mentioned above, recurring meetings or webinars are best planned in advance (e.g., the second Tuesday of every month at 2pm ET). A simple poll can make this process straightforward. Remember time zone differences, especially for meetings, and communicate any changes or cancellations well in advance.<br />
<br />
If you are using a shared conferencing or online learning platform, be sure to document and mark your scheduled events in the appropriate way so that others do not plan an event at the same time. There’s nothing quite as awkward as walking in on another meeting when you expected the line to yourself.<br />
<br />
==== Communication ====<br />
With so many ways to communicate, this may be the most overwhelming element of the planning process. It is critical to have accurate contact information for all involved, whether for a business meeting or webinar.<br />
* Using a platform like Slack can allow collaboration in planning, though be sure that everyone is familiar with the features.<br />
* Email works well for critical information, but only if everyone checks the email address provided. <br />
* When all else fails, phone calls may be in order to be sure that those parties involved are understanding your expectations and their responsibilities. <br />
Be willing to communicate a number of different ways to encourage the highest level of participation. Also, be sure that those with whom you are working can communicate their own issues with you so that you can solve problems before they become significant issues.<br />
<br />
Another aspect of communication for the host or planner involves continued conversation between meetings, series offerings, or after a webinar ends.<br />
* '''Between Meetings''' - If the group attending the meeting stays mostly the same, consider establishing a Slack Channel or other collaborative platform on which participants can contribute information relevant to the group between official meetings. This is also a great way to set up a watercooler space to share personal updates.<br />
* '''Between Series''' - Consider encouraging assigned reading selections or video viewings with a designated check in time and place where participants can provide feedback and additional thoughts on an issue. Participation in the continued conversation can be part of a certification process that participants receive after completion of the program.<br />
* '''After the Webinar''' - When presenting a webinar, collecting registrant information is important to engage new audience members with your group. Consider sending a tailored welcome message to anyone not already subscribed to your services. Sign them up for your newsletter. Invite them to your group chat page. Send a quick follow-up survey several months later to see how they are applying what they learn. Remember, though, to always allow them to opt out of future communications.<br />
<br />
==== Registration ====<br />
When planning a '''business meeting''', registration is probably unnecessary. You will, however, need to supply the login information to those who need to attend the meeting. This could be a URL or a phone number and may include a passcode for your specific meeting. Encourage anyone unable to attend to communicate that information in a timely manner in case there are matters that need a quorum.<br />
<br />
<br />
As host, you can choose a variety of ways to approach registration for '''webinars'''.<br />
* Advanced registration through the webinar platform - most allow you to collect basic information (name, email, institution) and set caps on registration if necessary. Usually, the system will then send out the information to login to the webinar and, if you set it up, scheduled reminders.<br />
* Advanced registration through alternative means - If you need to collect additional demographic information or payment for participants, using something like SurveyMonkey or a GoogleForm can allow you to customize and analyze registrants. This will require additional work on your part, though, since you will be responsible for distributing login information and reminders.<br />
* No registration - On occasion, you may wish to simply share the link for a scheduled webinar and hope for the best. This can work well for those events where you are unconcerned with reaching any limits that your virtual classroom may have or trust that those who are interested will show up before the limit is reached. Be sure to market your webinar widely enough to generate interest and be flexible with the audience that does attend.<br />
<br />
Several tips for registration:<br />
* If you are allowing advanced registration, start promoting and open registration no more than one month prior to the event; two weeks notice is often the most ideal. Any longer notice will often cause a greater no-show rate, especially for free events.<br />
* Allow for about a 20% attrition rate between registrants and attendees. This means if you have a classroom for 100, you may wish to allow 120 to register to allow the greatest attendance.<br />
* If you are not requiring registration, consider in advance how you will communicate any classroom size limits. Typically, rooms open 15 minutes prior to the start of an event, and you will need to be sure the room is closed before that to discourage people from entering early and to allow everyone equal opportunity to enter.<br />
<br />
=== Moderating ===<br />
When hosting an online '''meeting''', you will likely control all aspects of the time: controlling the screen, monitoring the agenda, and keeping track of the time. If necessary, appoint a parliamentarian who can help especially with time and keeping the meeting on track.<br />
<br />
While educational '''webinars''' can function with just two people (the host/moderator and the speaker), best practices recommend having a third, often silent partner to handle any technical aspects of the session. This can include issues participants have, any tricky transitions during the presentation, and unexpected technical emergencies. Having dedicated technical support means that the host can focus on content and timing issues, and the speaker can simply focus on speaking.<br />
<br />
Useful tips for moderating a webinar:<br />
* Create a master script document that includes not only what everyone will say but also blocking for various tasks (e.g., Amy starts recording, Joy stops music, Louise pulls up survey, etc.).<br />
* Have clear time estimates for each stage of the presentation. Be prepared to encourage the speaker to speed up, slow down, or move on when necessary.<br />
* Always have questions on hand to promote conversation if a Q&A time is included at the end.<br />
* After asking a question or prompting participation, slowly count to 10 to allow people to respond.<br />
* Don’t panic if something goes wrong. Technology is difficult to predict, and often you can simply work around the issue.<br />
* Be mindful of the webinar’s level of interactivity for both live participants as well as those who may view a recording later, if applicable.<br />
<br />
=== Assessing ===<br />
While most '''business meetings''' won’t need constant assessment, it is important to check in with participants to evaluate how things are working. <br />
* Is everyone able to use the selected platform or should another be tried?<br />
* Are the times still convenient for most involved?<br />
* Does everyone feel like the frequency is sufficient or should that be reevaluated?<br />
* Are the meetings productive or could that use some work?<br />
By encouraging your participants to provide feedback, you’ll soon find the best virtual meeting environment for your group.<br />
<br />
Assessment of '''webinars''' is often important for a group to determine not only if that webinar was successful but also what types of webinars should be pursued (if any) in the future. While creating a simple survey is easy enough, getting participants to complete the survey can often be difficult.<br />
<br />
When planning assessment, consider the following:<br />
* Encourage participants to complete the survey immediately after the webinar by setting the platform to redirect to the survey when the webinar is ended. You can also provide a link to the survey during the final minutes of the webinar to catch those who may wish to leave early.<br />
* Email participants immediately after the event and perhaps one week later. Use the email point of contact to advertise additional webinars or how participants can get involved with your group.<br />
* Connecting completion of the assessment with distribution of a certificate of completion can often encourage greater participation. (Check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] section below to learn how to automate the certificate process using Google’s Autocrat add-on).<br />
* When designing the survey, leave ample room for open comments. Try to make a survey that would take no longer than 5-10 minutes to complete. ([https://www.clir.org/hiddencollections/sahc/sahc_webinar_evaluation_survey Click here] for a pdf of the assessment survey from CLIR [https://www.clir.org/hiddencollections/sahc/webinar1 SAHC's first webinars].)<br />
* Consider carefully which questions are mandatory and which optional.<br />
* Always ask for ideas for future programming and whether or not a participant would like to present a future webinar. This helps build programming ideas and a network of professionals.<br />
<br />
=== Sample Planning Timeline ===<br />
This sample planning timeline gives a sense of the necessary steps to plan a stand alone, virtual, educational webinar. For more planning help, check out the [[Planning Virtual Meetings and Webinars#Planning 2|Planning Resources]] below.<br />
<br />
'''2-3 months prior'''<br />
* You have a fantastic idea for a webinar (or perhaps a colleague approaches you with a fascinating idea). The first step is to investigate whether this idea has been adequately covered somewhere else in the vast universe of GLAM educational material.<br />
* You’ve determined that your idea is new and wonderfully useful to the GLAM world. Set a budget: Will you offer compensation to your speaker? Do you need to cover any technology costs? Is this an entirely volunteer based project?<br />
* Reach out to your professional connections and find a dynamic speaker who is an expert on the subject. Or, if you intend to be the speaker, find someone who is able to be your moderator for the event. Discuss dates and create a signed agreement so everyone understands the project. When possible, include all dates (e.g., draft due dates, practice session(s), live event, etc.) in the contract.<br />
* Discuss basic technology requirements with the speaker now including the need for reliable (preferably wired) internet and a quality headset.<br />
<br />
'''1 month prior'''<br />
* Start sharing scripts and slides. Work on timing and discuss any special technology needs. Try to find the right balance between text and images on slides.<br />
* Check on accessibility issues, including, but not limited to, font sizes and Alt text for images. Avoid slide transitions and fly-ins.<br />
* Determine now if the webinar is going to be recorded and what added concerns you need to keep in mind connected to that.<br />
* Determine if there are any supplemental documents that would be useful for participants to have.<br />
* Collect a bio for the speaker.<br />
* Begin setting up the classroom space, if possible, for the webinar environment. Some platforms, like Adobe Connect, allow hosts to set up several templates for meeting rooms (e.g., lobby, presentation, chat, etc.). By having these in place prior to the technical practice for a session, you will save time and give the speaker an idea of the available room configurations. If conducting a series of webinars, you are able to copy the format and settings of an established meeting.<br />
<br />
'''1 week prior'''<br />
* Conduct a practice session in the environment that will be used the day of the event. Make sure that internet speeds are excellent (wifi should be avoided), that telephones are available if needed, and that microphones are clear and balanced between the host and speaker.<br />
* Run through all slides, transitions, and activities to make sure that everything displays as expected. Make notes on anything that needs to be adjusted and schedule additional checks if necessary.<br />
* Have a few people participate in this session, if possible, so that font sizes, images, and display can be checked on a variety of devices (PC/Mac, tablet, desktop, laptop, etc.) and the presentation can be evaluated from several perspectives (host, speaker, attendee).<br />
* Assign individuals to tasks. Tasks may include starting and stopping the recording, ending the session, serving as timekeeper for any discussions, and moderating any questions.<br />
* Open registration for the event and share with target audiences.<br />
<br />
'''Day of event'''<br />
* Meet at least 30 minutes prior to the time set for opening the classroom (which is usually 15 minutes before the start of the webinar). Allow more time if there are multiple speakers or unresolved technical issues from the practice session.<br />
* Test and balance the microphone levels for anyone who will be speaking during the event.<br />
* Make sure everyone understands their assigned tasks.<br />
* Relax, get some water, and wait for the event.<br />
* Know that you’ve planned a new and wonderfully useful session, open the classroom, and start.<br />
<br />
== Resources ==<br />
=== Planning ===<br />
* [http://www.infotoday.com/OnlineSearcher/Articles/Features/Secrets-of-Successful-Webinars-106050.shtml Secrets of Successful Webinars] (Online Searcher, Vol. 39, no. 5, Sept./Oct. 2015) - Includes checklists and tips from Mary Ellen Bates and Cathy Chiba on planning, creating, and hosting successful webinars.<br />
* [https://mebs.files.wordpress.com/2015/06/webinar-planning-checklist.pdf MEB’s Amazing Webinar Checklist and Templates] (pdf) - A tool created by Mary Ellen Bates to help webinar hosts stay organized through the webinar planning and presentation process.<br />
<br />
=== Presenting ===<br />
* [https://helpx.adobe.com/adobe-connect/kb/best-practices-hosts-presenters-using.html Adobe Connect Best Practices for Hosts and Presenters] - While specifically designed for Adobe Connect users, this guide offers useful tips for any virtual meeting planner or presenter.<br />
* [https://www.learningsolutionsmag.com/articles/1388/best-practices-deliver-a-great-virtual-training-event Best Practices: Deliver a Great Virtual Training Event] - by Jaqueline Beck, Learning Solutions Magazine, 2014<br />
* [https://www.elearningguild.com/showfile.cfm?id=3159 Best Practices for Delivering Virtual Classroom Training] (pdf) - Randah McKinnie, Sr., eLearning Solutions, 2008 - Focuses on Adobe’s presentation software, but offers suggestions for any virtual classroom environment.<br />
* [https://www.americanexpress.com/us/small-business/openforum/articles/12-strategies-creating-webinar-wows-crowds/ 12 Strategies for Creating a Webinar that Wows Crowds] - by Bruna Martinuzzi of Clarion Enterprises, American Express Open Forum, December 2016<br />
* [https://hbr.org/2015/03/how-to-run-a-great-virtual-meeting How to Run a Great Virtual Meeting] - by Keith Ferrazzi, Harvard Business Review Online, March 27, 2015<br />
* [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 The 20-Minute Rule for Great Public Speaking--On Attention Spans and Keeping Focus] - by Alf Rehn, Professor and Speaker, The Art of Keynoting, April 11, 2016 - An excellent read on the art of crafting quality presentations<br />
* [http://sixminutes.dlugan.com/speaking-rate/ What is the Average Speaking Rate?] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, Nov. 2012 - An overview to help you calculate your rate of speech (i.e., how quickly you speak) to help you gauge how much content you need for a given time period<br />
* [http://sixminutes.dlugan.com/rule-of-three-speeches-public-speaking/ How to use the Rule of Three in Your Speeches] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, May 2009 - An overview of how to apply the aesthetic Rule of Three to speech<br />
<br />
=== Accessibility ===<br />
* [http://dor.ca.gov/DisabilityAccessInfo/How-do-I-Plan-Accessible-Presentations-and-Webinars.html How do I plan accessible presentations and webinars?] - A brief resource with links from the California Department of Rehabilitation<br />
* [https://www.fda.gov/AboutFDA/AboutThisWebsite/Accessibility/ucm214503.htm Accessible Web Conferences and Webinar Best Practices] - A guide from the U.S. Food and Drug Administration<br />
<br />
=== Resources and Media ===<br />
When using images, videos, and music for virtual learning, carefully consider any restrictions on the media. If you have any doubt over proper use and/or attribution requirements or limitations, contact the owner or licencor of the media. CLIR and DLF are not responsible for any misuse of media obtained from the following sources.<br />
<br />
* [http://www.docurated.com/101-free-free-try-online-collaborative-learning-tools-teachers-educators 102 Free (or Free-to-Try) Online Collaborative Learning Tools for Teachers and Educators] - While geared specifically to elementary and secondary education, quite a few of the tools listed could be used and adapted to professional development training experiences.<br />
* [http://edtechteacher.org/tools/research/finding-images/ Finding Public Domain Images for Multimedia Projects] - An extensive list of public domain image sources including a number of government image sources.<br />
* [https://elearningindustry.com/free-stock-photos-sites-for-elearning Free Stock Photos Sites for eLearning] - A listing of sites. Some may require registration and some do have limits to the free use for images.<br />
* [http://freemusicarchive.org/curator/Video/ Free Music Archive (FMA): Music for Video] - A special portal within FMA which pre-screens music contributions for use in video. The search capabilities are robust including basic searches like artist and genre to more specific searches like clip length and license type.<br />
* [https://www.youtube.com/watch?v=L8Z89-q1OnU Create Professional Development Certificates from Google Forms using Autocrat] - YouTube tutorial from Jeffrey Bradbury, Teachercast Podcast (August 11, 2015) showing how to build a certificate using several Google products.<br />
* [https://www.youtube.com/watch?v=vC1Zp-x9bGQ&spfreload=1 Using Autocrat to send personalized PDF certificates via Form Submit] - by edtech2020, Tim Chase, May 16, 2013<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Planning_Virtual_Meetings_and_Webinars&diff=13117Planning Virtual Meetings and Webinars2017-06-28T18:57:16Z<p>Joymbanks: </p>
<hr />
<div>This section of the DLF Organizers' Toolkit is meant to provide general guidelines for those connected with CLIR and DLF interested in presenting and/or hosting an online meeting or educational experience.<br />
<br />
The 2017 development of this section is part of the [https://www.clir.org/hiddencollections/sahc CLIR Strategies for Advancing Hidden Collections project (SAHC)], funded by The Andrew W. Mellon Foundation. More resources related to that project can be found in the [https://wiki.diglib.org/Strategies_for_Advancing_Hidden_Collections SAHC Resource Library].<br />
<br />
== Formats ==<br />
In today’s online environment, the possibilities for virtual learning are nearly limitless. From Facebook Live to Adobe Connect, choosing the right platform may be challenging. Careful consideration of content and goals will help guide you to the right platform.<br />
<br />
=== Casual v. Formal ===<br />
There is a significant difference between the platform needs for a gathering of colleagues casually chatting about something and a professional presentation of ideas to a large group. The former requires minimal technology, and the latter likely requires a much more robust system.<br />
<br />
For the '''causal''' experience, consider basic VOIP conference lines, Skype group, Google Hangouts, and the like.<br />
<br />
* Do you actually need to see a screen or is voice access enough?<br />
* Will everyone be able to participate via audio connections or will some need a chat feature?<br />
* Will everyone be able to use their computer for audio or will a phone line be necessary?<br />
* Consider the time of day for the meetup. If during work hours, some may not have access to platforms that require any sort of download. If after work hours, some may not have access to robust internet connections.<br />
* Talk to your group, and find out what works best for you.<br />
<br />
For the '''formal''' experience, consider more robust platforms that allow for greater flexibility such as UberConference (DLF maintains a [[Setting Up Year-Round Meetings#DLF Web.2FPhone Conferencing Support|Pro account]]), Adobe Connect, GoToMeeting, and the like.<br />
* Will you need the ability to screen share, chat, and file share?<br />
* Will your participants need to access audio via VOIP, computer, and/or phone audio connections?<br />
* Will your presenters need training on the platform in advance?<br />
* Even in the most robust systems, there is value in keeping things simple so that participants can focus on the content rather than the platform.<br />
<br />
=== Collaborative v. Lecture ===<br />
While most educators agree that engaged learning is the best educational model, there is still value in lecture for presenting certain types of information. Recreating lecture in a virtual environment is relatively easy. Virtual collaboration can be a bit more challenging.<br />
<br />
If you need a '''collaborative''' online environment:<br />
* Limit the size of your group. The larger the group, the more difficult collaboration can be. Some web conferencing platforms allow breaking into groups, but be sure to test the feature before the meeting so you understand how it works for everyone.<br />
* Consider creating large chat spaces to allow contribution even if someone is unable to participate via audio connection.<br />
* Combine technologies. Using a conference line and a collaborative work space such as GoogleDocs can allow live feedback and tracking when working together on a project.<br />
<br />
When presenting information in a '''lecture''' environment:<br />
* It’s still important to create an interactive environment. Allow a way for participants to ask questions and engage with the presenter and other attendees.<br />
* Intersperse lecture with engagement. Create chat opportunities that allow an exchange of ideas. Give participants a way to stretch their brain with simple activities like polls or sharing reactions.<br />
<br />
=== Meeting v. Learning ===<br />
You may think that planning an online meeting is as simple as sending out a link for people to join, but the best online meeting planners follow many of the same best practices as virtual learning.<br />
<br />
If you are planning a '''meeting''', consider the following:<br />
* Have a detailed agenda including time estimates for each part of the discussion. This will not only keep everyone on track during the meeting but also allow participants to plan ahead to enter and leave the meeting if needed.<br />
* Keep in mind if everyone in the meeting will have access to an audio line and/or any thing you put on the screen. Those who may only be able to hear the meeting will need to have verbal descriptions of anything on the screen and have any chat discussions summarized for them. Those who will be unable to participate with a microphone will need to have access to chat.<br />
* Since time is crucial when meeting online, distribute any documents to be discussed in advance so participants can review them. This will allow more meaningful discussions when everyone is together.<br />
<br />
If you are interested in creating a '''learning''' environment:<br />
* Planning should begin far in advance of the date of presentation.<br />
* A more robust virtual platform is often necessary to create an engaging learning experience for everyone.<br />
* For more details on planning a virtual learning experience, see the [[Planning Virtual Meetings and Webinars#Hosts|Hosts]] section of this handbook and check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] listed below.<br />
<br />
=== Recorded v. Live ===<br />
The experience of a live virtual event will be much different than a recorded one. Perhaps you decide to focus on one or the other or create a learning experience that uses both.<br />
<br />
If you are recording a '''live''' presentation for use later:<br />
* Be sure that you designate someone to start and end the recording.<br />
Have a plan for storage of the recording. Where will it live? Who will have access? Will editing be necessary? How long will you provide access?<br />
* If possible, mark on the live script sections that will be cut from the recording to make editing easier.<br />
* Recognize that not all activities of a live event can be recreated for someone listening to a recording.<br />
<br />
It’s OK if you only offer something live. Everyone may not be able to attend, but that is the nature of life. Provide ample notice of the event (or purposely plan a pop-up event), and those who are more interested will attend.<br />
<br />
If you plan to only provide a '''recorded''' presentation:<br />
* Follow best practices for presentation and consider how you will engage your audience if the content is educational.<br />
* Plan for a way that viewers can ask questions or provide feedback whether through your email, a specific Twitter hashtag you can track, a GoogleForm, or some other means.<br />
* Be sure you have all of the necessary software and hardware to make a quality recording and determine in advance where the recording will live.<br />
* Consider including your script as captions in the recording to offer an additional way users can access the materials.<br />
<br />
=== Audio v. Video ===<br />
For some virtual experiences, audio may be sufficient but sometimes, in order to build trust or a team spirit, video can help.<br />
<br />
When thinking about '''audio''' only:<br />
* Audio only options often require less robust systems and can often be accessed through a phone line without the need for a computer.<br />
* This can be great for a simple conference call with a small group of individuals already familiar with each other.<br />
* For those who are visual learners, be sure to supply any documents to be discussed in advance so everyone can follow the conversation.<br />
<br />
When thinking about '''video''' options:<br />
* Remember everyone may not have access to a webcam. Will participants still be able to participate another way?<br />
* Video includes screen sharing, not just webcam sharing. Sometimes it is valuable to be able to visually share documents or other information.<br />
* If you expect everyone to participate through video, give advance notice so no one is surprised.<br />
<br />
<br />
== Speakers ==<br />
=== Virtual v. Face to Face ===<br />
While webinars have many similarities with standard F2F presentations, those presenting webinars must be aware of several distinct differences:<br />
<br />
'''Your audience is not in the same room''' - Unless you are participating in an online video chat that includes participant video, you will not be able to gauge your audience’s non-verbal response to your presentation. For anyone who has relied on eye contact, body language, and other visual signs to make adjustments to a presentation, the format of a webinar can be a bit uncomfortable.<br />
<br />
'''Solution''': <br />
* ''Create engaging chats'' - Think of these as opportunities for participants to stretch their brain. Encourage participants to get to know each other before the session starts. Set aside a 60 second chat blitz as a way to quickly participate in the webinar. Ask participants for suggestions and ideas that have worked in real life.<br />
* ''Ask questions to boost active participation'' - When using a question to start a chat, be sure it is open enough to engage participants. Questions with one word answers are best left to polls and blitz activities. It’s ok to consider phrasing that will lead participants where you want them to go in their thinking. In a webinar geared towards higher level engagement, allow participants to share their experiences, good or bad, as a way to enrich the content of your presentation. Setting time limits will encourage people to contribute without waiting and also allow a distinct end point to move the webinar forward if needed.<br />
* ''Embed polls and other simple activities'' - Polls are a quick and easy way to gauge your audience before and during a webinar. Questions can be about the participants or the content of the webinar. Choose simple questions with distinct responses. Depending on the webinar platform, you may also have the ability to allow participants to draw on the screen, add quick responses to a chat box, raise their hand virtually, share reaction emojis, etc. All of these activities break up the content of your talk and refocus the group.<br />
<br />
'''Timing is essential''' - Webinars will have set start and end times that often cannot be adjusted. You may be asked to login to the webinar system early and perhaps end early (i.e., before you’re ready to stop talking) if the end time approaches. Because of this, reading from a script is often recommended to avoid unexpected timing issues.<br />
<br />
'''Solution''': <br />
* ''Practice, practice, practice'' - Read your script and make sure the text flows as well verbally as it does in writing. Plan your timing with a slower voice and enunciated speech. During the live event, you will likely speak faster than when you practiced.<br />
* ''Add buffers to account for discussions that may run long'' - While you will be asked to plan how long discussions will last, you may find participants are highly engaged during a certain time. Plan ahead to allow buffers in your presentation content to allow for engaged participation (keeping in mind, though, that all good things must eventually come to an end). Mark sections of your script that can be easily cut if needed. <br />
<br />
'''Interaction must be carefully crafted''' - Most webinar platforms allow for some interaction between the speaker and audience as well as between attendees. The most successful virtual engagement activities are not something you can do effectively on the fly. Careful planning (and testing) of interactive activities will help create a dynamic learning environment that will help all participants engage with the educational content.<br />
<br />
'''Solution''':<br />
* ''Plan ahead and test everything'' - Work closely with your webinar host to assure that everything is in place and functional prior to the live date. Set up any polls. Practice chat sessions. Test your ideas with several people on various devices. Leave nothing to chance but always remain flexible.<br />
<br />
'''Not everyone will be participating in the same way''' - Even in the smallest virtual settings, not everyone will have access to the full webinar experience. Some may only be able to participate through the audio. Others may not have access to a microphone. Be considerate of any accessibility limitations.<br />
<br />
'''Solution''':<br />
* Repeat any questions or thoughtful comments that are typed in the chat box so everyone has access to the content.<br />
* Describe verbally any important visual aids.<br />
* Enunciation not only helps participants hear you better, but it also helps any transcription of your speech for captioning. Speaking too fast will jumble your words both through audio and captioning technology.<br />
* Try to avoid experiences which will require a very high internet speed connection.<br />
* Will the session be recorded? Consider how what you do live will translate to a recorded viewing experience.<br />
<br />
=== Delivering an Engaging Virtual Presentation ===<br />
* Start with a brief bio, usually presented by the host/moderator. Include details other than the mundane that will engage your audience and connect them more personally to you. Your bio will also serve to show why you are qualified to present the content of the webinar and establish you as an expert. <br />
* Include an image of yourself. This can be on your slide template or, if possible, as a video feed (even if only briefly).<br />
* Depending on the form of your webinar, plan to have an activity every 15-20 minutes or so to re-engage your audience and avoid long periods of lecture. These can be directed chats, polls, blitz chats, or Q&A sessions. Some webinars may require a large amount of lecture due to the depth of the topic. In those cases, consider breaking up sessions into a series to allow greater interaction.<br />
* Remember to smile when you speak (which feels strange if you are alone in a room somewhere). When you are smiling, your words tend to be clearer and your tone is more welcoming. This will also help you avoid extreme changes in your volume (e.g., starting a sentence with power and fading off as your sentence ends).<br />
* Before your webinar, practice your script and record it. Listen to your recording and try to adjust any bad habits. Try to avoid “um”, “so”, and other speech fillers. Listen for habits like starting loud and fading off at the end of a sentence. Practice your breathing so it sounds natural. Presenting is different than natural speech, so the extra practice and self-evaluation will help you deliver a clear presentation to your audience.<br />
* Consider framing your presentation using the rule of three. Begin by telling your audience what they will hear (perhaps having three points or sections), tell them those points, and end by summarizing what they heard. The number of main ideas you will effectively be able to share depends on the length of time you have. Avoid trying to cram too much into too short a time slot. Better to share less content of a higher quality. While many sources suggest listeners have a 5-10 minute attention span, framing your content to the highest denominator of [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 18-20 minutes] will likely produce higher quality content.<br />
* Even in an online environment, you might encourage your audience to set aside distractions during the session: turn off cell phones, don’t check email, hang a sign on your door, and truly focus on the content. These simple steps will help everyone have a better webinar experience.<br />
* Insert humor throughout your presentation. Tell an appropriate, personal funny story, but keep it succinct and relevant. If you are speaking on a particular topic but you lack a personally relevant experience, consider gathering stories before the event, either from registered participants or colleagues (and always seek permission to share!).<br />
* Relax, be sure to have a cup of water, and enjoy the experience.<br />
<br />
== Hosts ==<br />
=== General Tips ===<br />
For Virtual '''Business Meetings''':<br />
* Try to limit the meeting to one hour.<br />
* If a recurring meeting, set the time and day well in advance so everyone can mark their calendars and set aside time for the meeting. Everyone will appreciate not having to do a poll every month to schedule a meeting time.<br />
* Allow a few minutes at the beginning and/or end for watercooler talk. Encourage those who want to catch up to arrive early or plan to stay a few minutes later (depending on whether or not you can stay in the virtual space).<br />
* Don’t assume that everyone knows each other. Do introductions if necessary, and, if taking minutes, be sure the secretary feels comfortable enough to speak up if it’s unclear who is speaking. While some platforms identify the speaker, that often relies on the participant to enter their name and/or an individual passcode.<br />
* Check in each meeting to see how everyone is participating. Some may only have chat (if available), some may only have audio (if you’ve also set up screen sharing). Repeat questions and describe what’s going on so everyone stays engaged.<br />
* Will the meeting need to be recorded? If so,<br />
** Where will the recording live and how will members access it?<br />
** Will their be usage restrictions based on the content of the meeting?<br />
<br />
<br />
For Virtual '''Educational Webinars''':<br />
* Most online learning experiences should last no more than ninety minutes.<br />
* Plan ahead if you would like to charge attendees. You’ll need a way to accept payment in addition to tracking registration.<br />
* Most webinar platforms will require some level of training so that presenters and hosts are familiar with the features.<br />
* Wired internet is always preferred for speakers and hosts to avoid delivery glitches. Make this clear from the beginning of planning.<br />
* Will the webinar be recorded? If the answer is yes, consider:<br />
** Where will the recordings live and how long they will need to last?<br />
** Will you need to edit the recordings or be able to post as is?<br />
** Will the recording need to capture the entire webinar environment or just the presentation slides?<br />
** How will the experience differ for those who view the recording?<br />
** Will captioning need to be added to the recording?<br />
<br />
=== Planning ===<br />
Planning a virtual webinar or meeting begins in much as the same way as a face to face event: Choose a topic, find a speaker, and set a date (not necessarily always in that order). Additionally, hosts also need to consider how communication will occur, especially since everyone is likely dispersed, and how registration will be handled.<br />
<br />
Jump to: [[Planning Virtual Meetings and Webinars#Choosing a Topic|Choosing a Topic]] | [[Planning Virtual Meetings and Webinars#Finding a Speaker|Finding a Speaker]] | [[Planning Virtual Meetings and Webinars#Setting a Date|Setting a Date]] | [[Planning Virtual Meetings and Webinars#Communication|Communication]] | [[Planning Virtual Meetings and Webinars#Registration|Registration]]<br />
<br />
==== Choosing a Topic ====<br />
If you are hosting a '''business meeting''', you topic will be the items on your agenda. Be sure to supply the agenda and any documents for review at least one week prior to the meeting.<br />
<br />
<br />
Selecting a topic for a '''webinar''' can be a bit more involved. Perhaps your team has recently completed a project, and you would like to share the results with a larger audience. Of you recently attended an in-person meeting, heard a great speaker, and think the session should be captured for further distribution. Regardless of the idea, here are some tips:<br />
* Make sure the topic hasn’t been covered sufficiently elsewhere.<br />
* Some topics may be stand alone (a conference summary, an introductory session, etc.) while other ideas may lend themselves to serial delivery. Series may occur weekly, monthly, or at some other set interval. A few more thoughts on series:<br />
** Webinars in a series should have a common theme, but don’t necessarily need to build directly from each other. For example, you could plan a series focusing on how individual institutions are tackling a particular problem, highlighting a new institution each month. This can be marketed as a series, but doesn’t require participants to attend all sessions. Alternatively, a series may also be developed to tackle a complex topic with sessions building on each other. Attendees would be expected to attend all sessions (to the best of their ability).<br />
** There is no set amount of sessions a series must contain: some may be as little as two and some may last for years (though, [[Planning Virtual Meetings and Webinars#Assessing|assessment]] of long-term series is important to determine continued viability and relevance).<br />
** A highly effective way to create a cohesive feel between the sessions is to create a uniform presentation template and/or classroom setup.<br />
** When multiple speakers are involved in a series, be sure to facilitate engagement and conversation to encourage unity in the topics and refer to the other parts in the series. Slack and other collaborative software can be useful tools in this process.<br />
* All webinars should have a clear scope, including objectives and outcomes, so that those interested will know what to expect during the event. Developing these will also help hosts determine if the topic is too broad for an individual session so that the scope can either be condensed to fit the time or expanded into a series.<br />
<br />
==== Finding a Speaker ====<br />
As host for a '''business meeting''', you will likely do most of the speaking. If others will need to speak or give reports, provide them with advance notice of that expectation so they are prepared. You may need to manage the audio using the mute feature for those in the virtual meeting space to avoid background noise and other distractions.<br />
<br />
When considering a speaker for a '''webinar''', first explore your own professional network and associations. You may have someone in your own network who is a perfect candidate to cover the topic. If not, gradually expand your search and reach out to others for recommendations.<br />
Be sure you have answers to the following:<br />
* Will the speaker be reimbursed?<br />
* How much time do you anticipate the speaker will invest in the planning, practicing, and presenting of the webinar?<br />
* Has the potential speaker delivered a webinar before? If not, how much additional time are you willing to invest to coach the speaker though the process?<br />
* Speakers will likely expect at least a general idea of the date and time for the webinar as well as the webinar length broken down so they are clear on how long they will be expected to speak.<br />
* When communicating with your speaker, be sure to explain your expectations for accessibility (e.g., adding [https://support.office.com/en-us/article/Add-alternative-text-to-a-shape-picture-chart-table-SmartArt-graphic-or-other-object-44989b2a-903c-4d9a-b742-6a75b451c669 Alt Text for images] in a PowerPoint) at the beginning of the planning process to allow ample time for testing, if needed.<br />
<br />
==== Setting a Date ====<br />
The DLF Wiki has some excellent suggestions on setting a date and time in the [[Setting Up Year-Round Meetings]] section of their Organizers’ Toolkit. As mentioned above, recurring meetings or webinars are best planned in advance (e.g., the second Tuesday of every month at 2pm ET). A simple poll can make this process straightforward. Remember time zone differences, especially for meetings, and communicate any changes or cancellations well in advance.<br />
<br />
If you are using a shared conferencing or online learning platform, be sure to document and mark your scheduled events in the appropriate way so that others do not plan an event at the same time. There’s nothing quite as awkward as walking in on another meeting when you expected the line to yourself.<br />
<br />
==== Communication ====<br />
With so many ways to communicate, this may be the most overwhelming element of the planning process. It is critical to have accurate contact information for all involved, whether for a business meeting or webinar.<br />
* Using a platform like Slack can allow collaboration in planning, though be sure that everyone is familiar with the features.<br />
* Email works well for critical information, but only if everyone checks the email address provided. <br />
* When all else fails, phone calls may be in order to be sure that those parties involved are understanding your expectations and their responsibilities. <br />
Be willing to communicate a number of different ways to encourage the highest level of participation. Also, be sure that those with whom you are working can communicate their own issues with you so that you can solve problems before they become significant issues.<br />
<br />
Another aspect of communication for the host or planner involves continued conversation between meetings, series offerings, or after a webinar ends.<br />
* '''Between Meetings''' - If the group attending the meeting stays mostly the same, consider establishing a Slack Channel or other collaborative platform on which participants can contribute information relevant to the group between official meetings. This is also a great way to set up a watercooler space to share personal updates.<br />
* '''Between Series''' - Consider encouraging assigned reading selections or video viewings with a designated check in time and place where participants can provide feedback and additional thoughts on an issue. Participation in the continued conversation can be part of a certification process that participants receive after completion of the program.<br />
* '''After the Webinar''' - When presenting a webinar, collecting registrant information is important to engage new audience members with your group. Consider sending a tailored welcome message to anyone not already subscribed to your services. Sign them up for your newsletter. Invite them to your group chat page. Send a quick follow-up survey several months later to see how they are applying what they learn. Remember, though, to always allow them to opt out of future communications.<br />
<br />
==== Registration ====<br />
When planning a '''business meeting''', registration is probably unnecessary. You will, however, need to supply the login information to those who need to attend the meeting. This could be a URL or a phone number and may include a passcode for your specific meeting. Encourage anyone unable to attend to communicate that information in a timely manner in case there are matters that need a quorum.<br />
<br />
<br />
As host, you can choose a variety of ways to approach registration for '''webinars'''.<br />
* Advanced registration through the webinar platform - most allow you to collect basic information (name, email, institution) and set caps on registration if necessary. Usually, the system will then send out the information to login to the webinar and, if you set it up, scheduled reminders.<br />
* Advanced registration through alternative means - If you need to collect additional demographic information or payment for participants, using something like SurveyMonkey or a GoogleForm can allow you to customize and analyze registrants. This will require additional work on your part, though, since you will be responsible for distributing login information and reminders.<br />
* No registration - On occasion, you may wish to simply share the link for a scheduled webinar and hope for the best. This can work well for those events where you are unconcerned with reaching any limits that your virtual classroom may have or trust that those who are interested will show up before the limit is reached. Be sure to market your webinar widely enough to generate interest and be flexible with the audience that does attend.<br />
<br />
Several tips for registration:<br />
* If you are allowing advanced registration, start promoting and open registration no more than one month prior to the event; two weeks notice is often the most ideal. Any longer notice will often cause a greater no-show rate, especially for free events.<br />
* Allow for about a 20% attrition rate between registrants and attendees. This means if you have a classroom for 100, you may wish to allow 120 to register to allow the greatest attendance.<br />
* If you are not requiring registration, consider in advance how you will communicate any classroom size limits. Typically, rooms open 15 minutes prior to the start of an event, and you will need to be sure the room is closed before that to discourage people from entering early and to allow everyone equal opportunity to enter.<br />
<br />
=== Moderating ===<br />
When hosting an online '''meeting''', you will likely control all aspects of the time: controlling the screen, monitoring the agenda, and keeping track of the time. If necessary, appoint a parliamentarian who can help especially with time and keeping the meeting on track.<br />
<br />
While educational '''webinars''' can function with just two people (the host/moderator and the speaker), best practices recommend having a third, often silent partner to handle any technical aspects of the session. This can include issues participants have, any tricky transitions during the presentation, and unexpected technical emergencies. Having dedicated technical support means that the host can focus on content and timing issues, and the speaker can simply focus on speaking.<br />
<br />
Useful tips for moderating a webinar:<br />
* Create a master script document that includes not only what everyone will say but also blocking for various tasks (e.g., Amy starts recording, Joy stops music, Louise pulls up survey, etc.).<br />
* Have clear time estimates for each stage of the presentation. Be prepared to encourage the speaker to speed up, slow down, or move on when necessary.<br />
* Always have questions on hand to promote conversation if a Q&A time is included at the end.<br />
* After asking a question or prompting participation, slowly count to 10 to allow people to respond.<br />
* Don’t panic if something goes wrong. Technology is difficult to predict, and often you can simply work around the issue.<br />
* Be mindful of the webinar’s level of interactivity for both live participants as well as those who may view a recording later, if applicable.<br />
<br />
=== Assessing ===<br />
While most '''business meetings''' won’t need constant assessment, it is important to check in with participants to evaluate how things are working. <br />
* Is everyone able to use the selected platform or should another be tried?<br />
* Are the times still convenient for most involved?<br />
* Does everyone feel like the frequency is sufficient or should that be reevaluated?<br />
* Are the meetings productive or could that use some work?<br />
By encouraging your participants to provide feedback, you’ll soon find the best virtual meeting environment for your group.<br />
<br />
Assessment of '''webinars''' is often important for a group to determine not only if that webinar was successful but also what types of webinars should be pursued (if any) in the future. While creating a simple survey is easy enough, getting participants to complete the survey can often be difficult.<br />
<br />
When planning assessment, consider the following:<br />
* Encourage participants to complete the survey immediately after the webinar by setting the platform to redirect to the survey when the webinar is ended. You can also provide a link to the survey during the final minutes of the webinar to catch those who may wish to leave early.<br />
* Email participants immediately after the event and perhaps one week later. Use the email point of contact to advertise additional webinars or how participants can get involved with your group.<br />
* Connecting completion of the assessment with distribution of a certificate of completion can often encourage greater participation. (Check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] section below to learn how to automate the certificate process using Google’s Autocrat add-on).<br />
* When designing the survey, leave ample room for open comments. Try to make a survey that would take no longer than 5-10 minutes to complete.<br />
* Consider carefully which questions are mandatory and which optional.<br />
* Always ask for ideas for future programming and whether or not a participant would like to present a future webinar. This helps build programming ideas and a network of professionals.<br />
<br />
=== Sample Planning Timeline ===<br />
This sample planning timeline gives a sense of the necessary steps to plan a stand alone, virtual, educational webinar. For more planning help, check out the [[Planning Virtual Meetings and Webinars#Planning 2|Planning Resources]] below.<br />
<br />
'''2-3 months prior'''<br />
* You have a fantastic idea for a webinar (or perhaps a colleague approaches you with a fascinating idea). The first step is to investigate whether this idea has been adequately covered somewhere else in the vast universe of GLAM educational material.<br />
* You’ve determined that your idea is new and wonderfully useful to the GLAM world. Set a budget: Will you offer compensation to your speaker? Do you need to cover any technology costs? Is this an entirely volunteer based project?<br />
* Reach out to your professional connections and find a dynamic speaker who is an expert on the subject. Or, if you intend to be the speaker, find someone who is able to be your moderator for the event. Discuss dates and create a signed agreement so everyone understands the project. When possible, include all dates (e.g., draft due dates, practice session(s), live event, etc.) in the contract.<br />
* Discuss basic technology requirements with the speaker now including the need for reliable (preferably wired) internet and a quality headset.<br />
<br />
'''1 month prior'''<br />
* Start sharing scripts and slides. Work on timing and discuss any special technology needs. Try to find the right balance between text and images on slides.<br />
* Check on accessibility issues, including, but not limited to, font sizes and Alt text for images. Avoid slide transitions and fly-ins.<br />
* Determine now if the webinar is going to be recorded and what added concerns you need to keep in mind connected to that.<br />
* Determine if there are any supplemental documents that would be useful for participants to have.<br />
* Collect a bio for the speaker.<br />
* Begin setting up the classroom space, if possible, for the webinar environment. Some platforms, like Adobe Connect, allow hosts to set up several templates for meeting rooms (e.g., lobby, presentation, chat, etc.). By having these in place prior to the technical practice for a session, you will save time and give the speaker an idea of the available room configurations. If conducting a series of webinars, you are able to copy the format and settings of an established meeting.<br />
<br />
'''1 week prior'''<br />
* Conduct a practice session in the environment that will be used the day of the event. Make sure that internet speeds are excellent (wifi should be avoided), that telephones are available if needed, and that microphones are clear and balanced between the host and speaker.<br />
* Run through all slides, transitions, and activities to make sure that everything displays as expected. Make notes on anything that needs to be adjusted and schedule additional checks if necessary.<br />
* Have a few people participate in this session, if possible, so that font sizes, images, and display can be checked on a variety of devices (PC/Mac, tablet, desktop, laptop, etc.) and the presentation can be evaluated from several perspectives (host, speaker, attendee).<br />
* Assign individuals to tasks. Tasks may include starting and stopping the recording, ending the session, serving as timekeeper for any discussions, and moderating any questions.<br />
* Open registration for the event and share with target audiences.<br />
<br />
'''Day of event'''<br />
* Meet at least 30 minutes prior to the time set for opening the classroom (which is usually 15 minutes before the start of the webinar). Allow more time if there are multiple speakers or unresolved technical issues from the practice session.<br />
* Test and balance the microphone levels for anyone who will be speaking during the event.<br />
* Make sure everyone understands their assigned tasks.<br />
* Relax, get some water, and wait for the event.<br />
* Know that you’ve planned a new and wonderfully useful session, open the classroom, and start.<br />
<br />
== Resources ==<br />
=== Planning ===<br />
* [http://www.infotoday.com/OnlineSearcher/Articles/Features/Secrets-of-Successful-Webinars-106050.shtml Secrets of Successful Webinars] (Online Searcher, Vol. 39, no. 5, Sept./Oct. 2015) - Includes checklists and tips from Mary Ellen Bates and Cathy Chiba on planning, creating, and hosting successful webinars.<br />
* [https://mebs.files.wordpress.com/2015/06/webinar-planning-checklist.pdf MEB’s Amazing Webinar Checklist and Templates] (pdf) - A tool created by Mary Ellen Bates to help webinar hosts stay organized through the webinar planning and presentation process.<br />
<br />
=== Presenting ===<br />
* [https://helpx.adobe.com/adobe-connect/kb/best-practices-hosts-presenters-using.html Adobe Connect Best Practices for Hosts and Presenters] - While specifically designed for Adobe Connect users, this guide offers useful tips for any virtual meeting planner or presenter.<br />
* [https://www.learningsolutionsmag.com/articles/1388/best-practices-deliver-a-great-virtual-training-event Best Practices: Deliver a Great Virtual Training Event] - by Jaqueline Beck, Learning Solutions Magazine, 2014<br />
* [https://www.elearningguild.com/showfile.cfm?id=3159 Best Practices for Delivering Virtual Classroom Training] (pdf) - Randah McKinnie, Sr., eLearning Solutions, 2008 - Focuses on Adobe’s presentation software, but offers suggestions for any virtual classroom environment.<br />
* [https://www.americanexpress.com/us/small-business/openforum/articles/12-strategies-creating-webinar-wows-crowds/ 12 Strategies for Creating a Webinar that Wows Crowds] - by Bruna Martinuzzi of Clarion Enterprises, American Express Open Forum, December 2016<br />
* [https://hbr.org/2015/03/how-to-run-a-great-virtual-meeting How to Run a Great Virtual Meeting] - by Keith Ferrazzi, Harvard Business Review Online, March 27, 2015<br />
* [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 The 20-Minute Rule for Great Public Speaking--On Attention Spans and Keeping Focus] - by Alf Rehn, Professor and Speaker, The Art of Keynoting, April 11, 2016 - An excellent read on the art of crafting quality presentations<br />
* [http://sixminutes.dlugan.com/speaking-rate/ What is the Average Speaking Rate?] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, Nov. 2012 - An overview to help you calculate your rate of speech (i.e., how quickly you speak) to help you gauge how much content you need for a given time period<br />
* [http://sixminutes.dlugan.com/rule-of-three-speeches-public-speaking/ How to use the Rule of Three in Your Speeches] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, May 2009 - An overview of how to apply the aesthetic Rule of Three to speech<br />
<br />
=== Accessibility ===<br />
* [http://dor.ca.gov/DisabilityAccessInfo/How-do-I-Plan-Accessible-Presentations-and-Webinars.html How do I plan accessible presentations and webinars?] - A brief resource with links from the California Department of Rehabilitation<br />
* [https://www.fda.gov/AboutFDA/AboutThisWebsite/Accessibility/ucm214503.htm Accessible Web Conferences and Webinar Best Practices] - A guide from the U.S. Food and Drug Administration<br />
<br />
=== Resources and Media ===<br />
When using images, videos, and music for virtual learning, carefully consider any restrictions on the media. If you have any doubt over proper use and/or attribution requirements or limitations, contact the owner or licencor of the media. CLIR and DLF are not responsible for any misuse of media obtained from the following sources.<br />
<br />
* [http://www.docurated.com/101-free-free-try-online-collaborative-learning-tools-teachers-educators 102 Free (or Free-to-Try) Online Collaborative Learning Tools for Teachers and Educators] - While geared specifically to elementary and secondary education, quite a few of the tools listed could be used and adapted to professional development training experiences.<br />
* [http://edtechteacher.org/tools/research/finding-images/ Finding Public Domain Images for Multimedia Projects] - An extensive list of public domain image sources including a number of government image sources.<br />
* [https://elearningindustry.com/free-stock-photos-sites-for-elearning Free Stock Photos Sites for eLearning] - A listing of sites. Some may require registration and some do have limits to the free use for images.<br />
* [http://freemusicarchive.org/curator/Video/ Free Music Archive (FMA): Music for Video] - A special portal within FMA which pre-screens music contributions for use in video. The search capabilities are robust including basic searches like artist and genre to more specific searches like clip length and license type.<br />
* [https://www.youtube.com/watch?v=L8Z89-q1OnU Create Professional Development Certificates from Google Forms using Autocrat] - YouTube tutorial from Jeffrey Bradbury, Teachercast Podcast (August 11, 2015) showing how to build a certificate using several Google products.<br />
* [https://www.youtube.com/watch?v=vC1Zp-x9bGQ&spfreload=1 Using Autocrat to send personalized PDF certificates via Form Submit] - by edtech2020, Tim Chase, May 16, 2013<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Planning_Virtual_Meetings_and_Webinars&diff=13116Planning Virtual Meetings and Webinars2017-06-28T16:08:39Z<p>Joymbanks: /* Meeting v. Learning */</p>
<hr />
<div>This handbook is meant to provide general guidelines for those connected with CLIR and DLF interested in presenting and/or hosting an online meeting or educational experience.<br />
<br />
The 2017 development of this handbook is part of the [https://www.clir.org/hiddencollections/sahc CLIR Strategies for Advancing Hidden Collections project (SAHC)], funded by The Andrew W. Mellon Foundation. More resources related to that project can be found in the [https://wiki.diglib.org/Strategies_for_Advancing_Hidden_Collections SAHC Resource Library].<br />
<br />
== Formats ==<br />
In today’s online environment, the possibilities for virtual learning are nearly limitless. From Facebook Live to Adobe Connect, choosing the right platform may be challenging. Careful consideration of content and goals will help guide you to the right platform.<br />
<br />
=== Casual v. Formal ===<br />
There is a significant difference between the platform needs for a gathering of colleagues casually chatting about something and a professional presentation of ideas to a large group. The former requires minimal technology, and the latter likely requires a much more robust system.<br />
<br />
For the '''causal''' experience, consider basic VOIP conference lines, Skype group, Google Hangouts, and the like.<br />
<br />
* Do you actually need to see a screen or is voice access enough?<br />
* Will everyone be able to participate via audio connections or will some need a chat feature?<br />
* Will everyone be able to use their computer for audio or will a phone line be necessary?<br />
* Consider the time of day for the meetup. If during work hours, some may not have access to platforms that require any sort of download. If after work hours, some may not have access to robust internet connections.<br />
* Talk to your group, and find out what works best for you.<br />
<br />
For the '''formal''' experience, consider more robust platforms that allow for greater flexibility such as UberConference (DLF maintains a [[Setting Up Year-Round Meetings#DLF Web.2FPhone Conferencing Support|Pro account]]), Adobe Connect, GoToMeeting, and the like.<br />
* Will you need the ability to screen share, chat, and file share?<br />
* Will your participants need to access audio via VOIP, computer, and/or phone audio connections?<br />
* Will your presenters need training on the platform in advance?<br />
* Even in the most robust systems, there is value in keeping things simple so that participants can focus on the content rather than the platform.<br />
<br />
=== Collaborative v. Lecture ===<br />
While most educators agree that engaged learning is the best educational model, there is still value in lecture for presenting certain types of information. Recreating lecture in a virtual environment is relatively easy. Virtual collaboration can be a bit more challenging.<br />
<br />
If you need a '''collaborative''' online environment:<br />
* Limit the size of your group. The larger the group, the more difficult collaboration can be. Some web conferencing platforms allow breaking into groups, but be sure to test the feature before the meeting so you understand how it works for everyone.<br />
* Consider creating large chat spaces to allow contribution even if someone is unable to participate via audio connection.<br />
* Combine technologies. Using a conference line and a collaborative work space such as GoogleDocs can allow live feedback and tracking when working together on a project.<br />
<br />
When presenting information in a '''lecture''' environment:<br />
* It’s still important to create an interactive environment. Allow a way for participants to ask questions and engage with the presenter and other attendees.<br />
* Intersperse lecture with engagement. Create chat opportunities that allow an exchange of ideas. Give participants a way to stretch their brain with simple activities like polls or sharing reactions.<br />
<br />
=== Meeting v. Learning ===<br />
You may think that planning an online meeting is as simple as sending out a link for people to join, but the best online meeting planners follow many of the same best practices as virtual learning.<br />
<br />
If you are planning a '''meeting''', consider the following:<br />
* Have a detailed agenda including time estimates for each part of the discussion. This will not only keep everyone on track during the meeting but also allow participants to plan ahead to enter and leave the meeting if needed.<br />
* Keep in mind if everyone in the meeting will have access to an audio line and/or any thing you put on the screen. Those who may only be able to hear the meeting will need to have verbal descriptions of anything on the screen and have any chat discussions summarized for them. Those who will be unable to participate with a microphone will need to have access to chat.<br />
* Since time is crucial when meeting online, distribute any documents to be discussed in advance so participants can review them. This will allow more meaningful discussions when everyone is together.<br />
<br />
If you are interested in creating a '''learning''' environment:<br />
* Planning should begin far in advance of the date of presentation.<br />
* A more robust virtual platform is often necessary to create an engaging learning experience for everyone.<br />
* For more details on planning a virtual learning experience, see the [[Planning Virtual Meetings and Webinars#Hosts|Hosts]] section of this handbook and check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] listed below.<br />
<br />
=== Recorded v. Live ===<br />
The experience of a live virtual event will be much different than a recorded one. Perhaps you decide to focus on one or the other or create a learning experience that uses both.<br />
<br />
If you are recording a '''live''' presentation for use later:<br />
* Be sure that you designate someone to start and end the recording.<br />
Have a plan for storage of the recording. Where will it live? Who will have access? Will editing be necessary? How long will you provide access?<br />
* If possible, mark on the live script sections that will be cut from the recording to make editing easier.<br />
* Recognize that not all activities of a live event can be recreated for someone listening to a recording.<br />
<br />
It’s OK if you only offer something live. Everyone may not be able to attend, but that is the nature of life. Provide ample notice of the event (or purposely plan a pop-up event), and those who are more interested will attend.<br />
<br />
If you plan to only provide a '''recorded''' presentation:<br />
* Follow best practices for presentation and consider how you will engage your audience if the content is educational.<br />
* Plan for a way that viewers can ask questions or provide feedback whether through your email, a specific Twitter hashtag you can track, a GoogleForm, or some other means.<br />
* Be sure you have all of the necessary software and hardware to make a quality recording and determine in advance where the recording will live.<br />
* Consider including your script as captions in the recording to offer an additional way users can access the materials.<br />
<br />
=== Audio v. Video ===<br />
For some virtual experiences, audio may be sufficient but sometimes, in order to build trust or a team spirit, video can help.<br />
<br />
When thinking about '''audio''' only:<br />
* Audio only options often require less robust systems and can often be accessed through a phone line without the need for a computer.<br />
* This can be great for a simple conference call with a small group of individuals already familiar with each other.<br />
* For those who are visual learners, be sure to supply any documents to be discussed in advance so everyone can follow the conversation.<br />
<br />
When thinking about '''video''' options:<br />
* Remember everyone may not have access to a webcam. Will participants still be able to participate another way?<br />
* Video includes screen sharing, not just webcam sharing. Sometimes it is valuable to be able to visually share documents or other information.<br />
* If you expect everyone to participate through video, give advance notice so no one is surprised.<br />
<br />
<br />
== Speakers ==<br />
=== Virtual v. Face to Face ===<br />
While webinars have many similarities with standard F2F presentations, those presenting webinars must be aware of several distinct differences:<br />
<br />
'''Your audience is not in the same room''' - Unless you are participating in an online video chat that includes participant video, you will not be able to gauge your audience’s non-verbal response to your presentation. For anyone who has relied on eye contact, body language, and other visual signs to make adjustments to a presentation, the format of a webinar can be a bit uncomfortable.<br />
<br />
'''Solution''': <br />
* ''Create engaging chats'' - Think of these as opportunities for participants to stretch their brain. Encourage participants to get to know each other before the session starts. Set aside a 60 second chat blitz as a way to quickly participate in the webinar. Ask participants for suggestions and ideas that have worked in real life.<br />
* ''Ask questions to boost active participation'' - When using a question to start a chat, be sure it is open enough to engage participants. Questions with one word answers are best left to polls and blitz activities. It’s ok to consider phrasing that will lead participants where you want them to go in their thinking. In a webinar geared towards higher level engagement, allow participants to share their experiences, good or bad, as a way to enrich the content of your presentation. Setting time limits will encourage people to contribute without waiting and also allow a distinct end point to move the webinar forward if needed.<br />
* ''Embed polls and other simple activities'' - Polls are a quick and easy way to gauge your audience before and during a webinar. Questions can be about the participants or the content of the webinar. Choose simple questions with distinct responses. Depending on the webinar platform, you may also have the ability to allow participants to draw on the screen, add quick responses to a chat box, raise their hand virtually, share reaction emojis, etc. All of these activities break up the content of your talk and refocus the group.<br />
<br />
'''Timing is essential''' - Webinars will have set start and end times that often cannot be adjusted. You may be asked to login to the webinar system early and perhaps end early (i.e., before you’re ready to stop talking) if the end time approaches. Because of this, reading from a script is often recommended to avoid unexpected timing issues.<br />
<br />
'''Solution''': <br />
* ''Practice, practice, practice'' - Read your script and make sure the text flows as well verbally as it does in writing. Plan your timing with a slower voice and enunciated speech. During the live event, you will likely speak faster than when you practiced.<br />
* ''Add buffers to account for discussions that may run long'' - While you will be asked to plan how long discussions will last, you may find participants are highly engaged during a certain time. Plan ahead to allow buffers in your presentation content to allow for engaged participation (keeping in mind, though, that all good things must eventually come to an end). Mark sections of your script that can be easily cut if needed. <br />
<br />
'''Interaction must be carefully crafted''' - Most webinar platforms allow for some interaction between the speaker and audience as well as between attendees. The most successful virtual engagement activities are not something you can do effectively on the fly. Careful planning (and testing) of interactive activities will help create a dynamic learning environment that will help all participants engage with the educational content.<br />
<br />
'''Solution''':<br />
* ''Plan ahead and test everything'' - Work closely with your webinar host to assure that everything is in place and functional prior to the live date. Set up any polls. Practice chat sessions. Test your ideas with several people on various devices. Leave nothing to chance but always remain flexible.<br />
<br />
'''Not everyone will be participating in the same way''' - Even in the smallest virtual settings, not everyone will have access to the full webinar experience. Some may only be able to participate through the audio. Others may not have access to a microphone. Be considerate of any accessibility limitations.<br />
<br />
'''Solution''':<br />
* Repeat any questions or thoughtful comments that are typed in the chat box so everyone has access to the content.<br />
* Describe verbally any important visual aids.<br />
* Enunciation not only helps participants hear you better, but it also helps any transcription of your speech for captioning. Speaking too fast will jumble your words both through audio and captioning technology.<br />
* Try to avoid experiences which will require a very high internet speed connection.<br />
* Will the session be recorded? Consider how what you do live will translate to a recorded viewing experience.<br />
<br />
=== Delivering an Engaging Virtual Presentation ===<br />
* Start with a brief bio, usually presented by the host/moderator. Include details other than the mundane that will engage your audience and connect them more personally to you. Your bio will also serve to show why you are qualified to present the content of the webinar and establish you as an expert. <br />
* Include an image of yourself. This can be on your slide template or, if possible, as a video feed (even if only briefly).<br />
* Depending on the form of your webinar, plan to have an activity every 15-20 minutes or so to re-engage your audience and avoid long periods of lecture. These can be directed chats, polls, blitz chats, or Q&A sessions. Some webinars may require a large amount of lecture due to the depth of the topic. In those cases, consider breaking up sessions into a series to allow greater interaction.<br />
* Remember to smile when you speak (which feels strange if you are alone in a room somewhere). When you are smiling, your words tend to be clearer and your tone is more welcoming. This will also help you avoid extreme changes in your volume (e.g., starting a sentence with power and fading off as your sentence ends).<br />
* Before your webinar, practice your script and record it. Listen to your recording and try to adjust any bad habits. Try to avoid “um”, “so”, and other speech fillers. Listen for habits like starting loud and fading off at the end of a sentence. Practice your breathing so it sounds natural. Presenting is different than natural speech, so the extra practice and self-evaluation will help you deliver a clear presentation to your audience.<br />
* Consider framing your presentation using the rule of three. Begin by telling your audience what they will hear (perhaps having three points or sections), tell them those points, and end by summarizing what they heard. The number of main ideas you will effectively be able to share depends on the length of time you have. Avoid trying to cram too much into too short a time slot. Better to share less content of a higher quality. While many sources suggest listeners have a 5-10 minute attention span, framing your content to the highest denominator of [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 18-20 minutes] will likely produce higher quality content.<br />
* Even in an online environment, you might encourage your audience to set aside distractions during the session: turn off cell phones, don’t check email, hang a sign on your door, and truly focus on the content. These simple steps will help everyone have a better webinar experience.<br />
* Insert humor throughout your presentation. Tell an appropriate, personal funny story, but keep it succinct and relevant. If you are speaking on a particular topic but you lack a personally relevant experience, consider gathering stories before the event, either from registered participants or colleagues (and always seek permission to share!).<br />
* Relax, be sure to have a cup of water, and enjoy the experience.<br />
<br />
== Hosts ==<br />
=== General Tips ===<br />
For Virtual '''Business Meetings''':<br />
* Try to limit the meeting to one hour.<br />
* If a recurring meeting, set the time and day well in advance so everyone can mark their calendars and set aside time for the meeting. Everyone will appreciate not having to do a poll every month to schedule a meeting time.<br />
* Allow a few minutes at the beginning and/or end for watercooler talk. Encourage those who want to catch up to arrive early or plan to stay a few minutes later (depending on whether or not you can stay in the virtual space).<br />
* Don’t assume that everyone knows each other. Do introductions if necessary, and, if taking minutes, be sure the secretary feels comfortable enough to speak up if it’s unclear who is speaking. While some platforms identify the speaker, that often relies on the participant to enter their name and/or an individual passcode.<br />
* Check in each meeting to see how everyone is participating. Some may only have chat (if available), some may only have audio (if you’ve also set up screen sharing). Repeat questions and describe what’s going on so everyone stays engaged.<br />
* Will the meeting need to be recorded? If so,<br />
** Where will the recording live and how will members access it?<br />
** Will their be usage restrictions based on the content of the meeting?<br />
<br />
<br />
For Virtual '''Educational Webinars''':<br />
* Most online learning experiences should last no more than ninety minutes.<br />
* Plan ahead if you would like to charge attendees. You’ll need a way to accept payment in addition to tracking registration.<br />
* Most webinar platforms will require some level of training so that presenters and hosts are familiar with the features.<br />
* Wired internet is always preferred for speakers and hosts to avoid delivery glitches. Make this clear from the beginning of planning.<br />
* Will the webinar be recorded? If the answer is yes, consider:<br />
** Where will the recordings live and how long they will need to last?<br />
** Will you need to edit the recordings or be able to post as is?<br />
** Will the recording need to capture the entire webinar environment or just the presentation slides?<br />
** How will the experience differ for those who view the recording?<br />
** Will captioning need to be added to the recording?<br />
<br />
=== Planning ===<br />
Planning a virtual webinar or meeting begins in much as the same way as a face to face event: Choose a topic, find a speaker, and set a date (not necessarily always in that order). Additionally, hosts also need to consider how communication will occur, especially since everyone is likely dispersed, and how registration will be handled.<br />
<br />
Jump to: [[Planning Virtual Meetings and Webinars#Choosing a Topic|Choosing a Topic]] | [[Planning Virtual Meetings and Webinars#Finding a Speaker|Finding a Speaker]] | [[Planning Virtual Meetings and Webinars#Setting a Date|Setting a Date]] | [[Planning Virtual Meetings and Webinars#Communication|Communication]] | [[Planning Virtual Meetings and Webinars#Registration|Registration]]<br />
<br />
==== Choosing a Topic ====<br />
If you are hosting a '''business meeting''', you topic will be the items on your agenda. Be sure to supply the agenda and any documents for review at least one week prior to the meeting.<br />
<br />
<br />
Selecting a topic for a '''webinar''' can be a bit more involved. Perhaps your team has recently completed a project, and you would like to share the results with a larger audience. Of you recently attended an in-person meeting, heard a great speaker, and think the session should be captured for further distribution. Regardless of the idea, here are some tips:<br />
* Make sure the topic hasn’t been covered sufficiently elsewhere.<br />
* Some topics may be stand alone (a conference summary, an introductory session, etc.) while other ideas may lend themselves to serial delivery. Series may occur weekly, monthly, or at some other set interval. A few more thoughts on series:<br />
** Webinars in a series should have a common theme, but don’t necessarily need to build directly from each other. For example, you could plan a series focusing on how individual institutions are tackling a particular problem, highlighting a new institution each month. This can be marketed as a series, but doesn’t require participants to attend all sessions. Alternatively, a series may also be developed to tackle a complex topic with sessions building on each other. Attendees would be expected to attend all sessions (to the best of their ability).<br />
** There is no set amount of sessions a series must contain: some may be as little as two and some may last for years (though, [[Planning Virtual Meetings and Webinars#Assessing|assessment]] of long-term series is important to determine continued viability and relevance).<br />
** A highly effective way to create a cohesive feel between the sessions is to create a uniform presentation template and/or classroom setup.<br />
** When multiple speakers are involved in a series, be sure to facilitate engagement and conversation to encourage unity in the topics and refer to the other parts in the series. Slack and other collaborative software can be useful tools in this process.<br />
* All webinars should have a clear scope, including objectives and outcomes, so that those interested will know what to expect during the event. Developing these will also help hosts determine if the topic is too broad for an individual session so that the scope can either be condensed to fit the time or expanded into a series.<br />
<br />
==== Finding a Speaker ====<br />
As host for a '''business meeting''', you will likely do most of the speaking. If others will need to speak or give reports, provide them with advance notice of that expectation so they are prepared. You may need to manage the audio using the mute feature for those in the virtual meeting space to avoid background noise and other distractions.<br />
<br />
When considering a speaker for a '''webinar''', first explore your own professional network and associations. You may have someone in your own network who is a perfect candidate to cover the topic. If not, gradually expand your search and reach out to others for recommendations.<br />
Be sure you have answers to the following:<br />
* Will the speaker be reimbursed?<br />
* How much time do you anticipate the speaker will invest in the planning, practicing, and presenting of the webinar?<br />
* Has the potential speaker delivered a webinar before? If not, how much additional time are you willing to invest to coach the speaker though the process?<br />
* Speakers will likely expect at least a general idea of the date and time for the webinar as well as the webinar length broken down so they are clear on how long they will be expected to speak.<br />
* When communicating with your speaker, be sure to explain your expectations for accessibility (e.g., adding [https://support.office.com/en-us/article/Add-alternative-text-to-a-shape-picture-chart-table-SmartArt-graphic-or-other-object-44989b2a-903c-4d9a-b742-6a75b451c669 Alt Text for images] in a PowerPoint) at the beginning of the planning process to allow ample time for testing, if needed.<br />
<br />
==== Setting a Date ====<br />
The DLF Wiki has some excellent suggestions on setting a date and time in the [[Setting Up Year-Round Meetings]] section of their Organizers’ Toolkit. As mentioned above, recurring meetings or webinars are best planned in advance (e.g., the second Tuesday of every month at 2pm ET). A simple poll can make this process straightforward. Remember time zone differences, especially for meetings, and communicate any changes or cancellations well in advance.<br />
<br />
If you are using a shared conferencing or online learning platform, be sure to document and mark your scheduled events in the appropriate way so that others do not plan an event at the same time. There’s nothing quite as awkward as walking in on another meeting when you expected the line to yourself.<br />
<br />
==== Communication ====<br />
With so many ways to communicate, this may be the most overwhelming element of the planning process. It is critical to have accurate contact information for all involved, whether for a business meeting or webinar.<br />
* Using a platform like Slack can allow collaboration in planning, though be sure that everyone is familiar with the features.<br />
* Email works well for critical information, but only if everyone checks the email address provided. <br />
* When all else fails, phone calls may be in order to be sure that those parties involved are understanding your expectations and their responsibilities. <br />
Be willing to communicate a number of different ways to encourage the highest level of participation. Also, be sure that those with whom you are working can communicate their own issues with you so that you can solve problems before they become significant issues.<br />
<br />
Another aspect of communication for the host or planner involves continued conversation between meetings, series offerings, or after a webinar ends.<br />
* '''Between Meetings''' - If the group attending the meeting stays mostly the same, consider establishing a Slack Channel or other collaborative platform on which participants can contribute information relevant to the group between official meetings. This is also a great way to set up a watercooler space to share personal updates.<br />
* '''Between Series''' - Consider encouraging assigned reading selections or video viewings with a designated check in time and place where participants can provide feedback and additional thoughts on an issue. Participation in the continued conversation can be part of a certification process that participants receive after completion of the program.<br />
* '''After the Webinar''' - When presenting a webinar, collecting registrant information is important to engage new audience members with your group. Consider sending a tailored welcome message to anyone not already subscribed to your services. Sign them up for your newsletter. Invite them to your group chat page. Send a quick follow-up survey several months later to see how they are applying what they learn. Remember, though, to always allow them to opt out of future communications.<br />
<br />
==== Registration ====<br />
When planning a '''business meeting''', registration is probably unnecessary. You will, however, need to supply the login information to those who need to attend the meeting. This could be a URL or a phone number and may include a passcode for your specific meeting. Encourage anyone unable to attend to communicate that information in a timely manner in case there are matters that need a quorum.<br />
<br />
<br />
As host, you can choose a variety of ways to approach registration for '''webinars'''.<br />
* Advanced registration through the webinar platform - most allow you to collect basic information (name, email, institution) and set caps on registration if necessary. Usually, the system will then send out the information to login to the webinar and, if you set it up, scheduled reminders.<br />
* Advanced registration through alternative means - If you need to collect additional demographic information or payment for participants, using something like SurveyMonkey or a GoogleForm can allow you to customize and analyze registrants. This will require additional work on your part, though, since you will be responsible for distributing login information and reminders.<br />
* No registration - On occasion, you may wish to simply share the link for a scheduled webinar and hope for the best. This can work well for those events where you are unconcerned with reaching any limits that your virtual classroom may have or trust that those who are interested will show up before the limit is reached. Be sure to market your webinar widely enough to generate interest and be flexible with the audience that does attend.<br />
<br />
Several tips for registration:<br />
* If you are allowing advanced registration, start promoting and open registration no more than one month prior to the event; two weeks notice is often the most ideal. Any longer notice will often cause a greater no-show rate, especially for free events.<br />
* Allow for about a 20% attrition rate between registrants and attendees. This means if you have a classroom for 100, you may wish to allow 120 to register to allow the greatest attendance.<br />
* If you are not requiring registration, consider in advance how you will communicate any classroom size limits. Typically, rooms open 15 minutes prior to the start of an event, and you will need to be sure the room is closed before that to discourage people from entering early and to allow everyone equal opportunity to enter.<br />
<br />
=== Moderating ===<br />
When hosting an online '''meeting''', you will likely control all aspects of the time: controlling the screen, monitoring the agenda, and keeping track of the time. If necessary, appoint a parliamentarian who can help especially with time and keeping the meeting on track.<br />
<br />
While educational '''webinars''' can function with just two people (the host/moderator and the speaker), best practices recommend having a third, often silent partner to handle any technical aspects of the session. This can include issues participants have, any tricky transitions during the presentation, and unexpected technical emergencies. Having dedicated technical support means that the host can focus on content and timing issues, and the speaker can simply focus on speaking.<br />
<br />
Useful tips for moderating a webinar:<br />
* Create a master script document that includes not only what everyone will say but also blocking for various tasks (e.g., Amy starts recording, Joy stops music, Louise pulls up survey, etc.).<br />
* Have clear time estimates for each stage of the presentation. Be prepared to encourage the speaker to speed up, slow down, or move on when necessary.<br />
* Always have questions on hand to promote conversation if a Q&A time is included at the end.<br />
* After asking a question or prompting participation, slowly count to 10 to allow people to respond.<br />
* Don’t panic if something goes wrong. Technology is difficult to predict, and often you can simply work around the issue.<br />
* Be mindful of the webinar’s level of interactivity for both live participants as well as those who may view a recording later, if applicable.<br />
<br />
=== Assessing ===<br />
While most '''business meetings''' won’t need constant assessment, it is important to check in with participants to evaluate how things are working. <br />
* Is everyone able to use the selected platform or should another be tried?<br />
* Are the times still convenient for most involved?<br />
* Does everyone feel like the frequency is sufficient or should that be reevaluated?<br />
* Are the meetings productive or could that use some work?<br />
By encouraging your participants to provide feedback, you’ll soon find the best virtual meeting environment for your group.<br />
<br />
Assessment of '''webinars''' is often important for a group to determine not only if that webinar was successful but also what types of webinars should be pursued (if any) in the future. While creating a simple survey is easy enough, getting participants to complete the survey can often be difficult.<br />
<br />
When planning assessment, consider the following:<br />
* Encourage participants to complete the survey immediately after the webinar by setting the platform to redirect to the survey when the webinar is ended. You can also provide a link to the survey during the final minutes of the webinar to catch those who may wish to leave early.<br />
* Email participants immediately after the event and perhaps one week later. Use the email point of contact to advertise additional webinars or how participants can get involved with your group.<br />
* Connecting completion of the assessment with distribution of a certificate of completion can often encourage greater participation. (Check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] section below to learn how to automate the certificate process using Google’s Autocrat add-on).<br />
* When designing the survey, leave ample room for open comments. Try to make a survey that would take no longer than 5-10 minutes to complete.<br />
* Consider carefully which questions are mandatory and which optional.<br />
* Always ask for ideas for future programming and whether or not a participant would like to present a future webinar. This helps build programming ideas and a network of professionals.<br />
<br />
=== Sample Planning Timeline ===<br />
This sample planning timeline gives a sense of the necessary steps to plan a stand alone, virtual, educational webinar. For more planning help, check out the [[Planning Virtual Meetings and Webinars#Planning 2|Planning Resources]] below.<br />
<br />
'''2-3 months prior'''<br />
* You have a fantastic idea for a webinar (or perhaps a colleague approaches you with a fascinating idea). The first step is to investigate whether this idea has been adequately covered somewhere else in the vast universe of GLAM educational material.<br />
* You’ve determined that your idea is new and wonderfully useful to the GLAM world. Set a budget: Will you offer compensation to your speaker? Do you need to cover any technology costs? Is this an entirely volunteer based project?<br />
* Reach out to your professional connections and find a dynamic speaker who is an expert on the subject. Or, if you intend to be the speaker, find someone who is able to be your moderator for the event. Discuss dates and create a signed agreement so everyone understands the project. When possible, include all dates (e.g., draft due dates, practice session(s), live event, etc.) in the contract.<br />
* Discuss basic technology requirements with the speaker now including the need for reliable (preferably wired) internet and a quality headset.<br />
<br />
'''1 month prior'''<br />
* Start sharing scripts and slides. Work on timing and discuss any special technology needs. Try to find the right balance between text and images on slides.<br />
* Check on accessibility issues, including, but not limited to, font sizes and Alt text for images. Avoid slide transitions and fly-ins.<br />
* Determine now if the webinar is going to be recorded and what added concerns you need to keep in mind connected to that.<br />
* Determine if there are any supplemental documents that would be useful for participants to have.<br />
* Collect a bio for the speaker.<br />
* Begin setting up the classroom space, if possible, for the webinar environment. Some platforms, like Adobe Connect, allow hosts to set up several templates for meeting rooms (e.g., lobby, presentation, chat, etc.). By having these in place prior to the technical practice for a session, you will save time and give the speaker an idea of the available room configurations. If conducting a series of webinars, you are able to copy the format and settings of an established meeting.<br />
<br />
'''1 week prior'''<br />
* Conduct a practice session in the environment that will be used the day of the event. Make sure that internet speeds are excellent (wifi should be avoided), that telephones are available if needed, and that microphones are clear and balanced between the host and speaker.<br />
* Run through all slides, transitions, and activities to make sure that everything displays as expected. Make notes on anything that needs to be adjusted and schedule additional checks if necessary.<br />
* Have a few people participate in this session, if possible, so that font sizes, images, and display can be checked on a variety of devices (PC/Mac, tablet, desktop, laptop, etc.) and the presentation can be evaluated from several perspectives (host, speaker, attendee).<br />
* Assign individuals to tasks. Tasks may include starting and stopping the recording, ending the session, serving as timekeeper for any discussions, and moderating any questions.<br />
* Open registration for the event and share with target audiences.<br />
<br />
'''Day of event'''<br />
* Meet at least 30 minutes prior to the time set for opening the classroom (which is usually 15 minutes before the start of the webinar). Allow more time if there are multiple speakers or unresolved technical issues from the practice session.<br />
* Test and balance the microphone levels for anyone who will be speaking during the event.<br />
* Make sure everyone understands their assigned tasks.<br />
* Relax, get some water, and wait for the event.<br />
* Know that you’ve planned a new and wonderfully useful session, open the classroom, and start.<br />
<br />
== Resources ==<br />
=== Planning ===<br />
* [http://www.infotoday.com/OnlineSearcher/Articles/Features/Secrets-of-Successful-Webinars-106050.shtml Secrets of Successful Webinars] (Online Searcher, Vol. 39, no. 5, Sept./Oct. 2015) - Includes checklists and tips from Mary Ellen Bates and Cathy Chiba on planning, creating, and hosting successful webinars.<br />
* [https://mebs.files.wordpress.com/2015/06/webinar-planning-checklist.pdf MEB’s Amazing Webinar Checklist and Templates] (pdf) - A tool created by Mary Ellen Bates to help webinar hosts stay organized through the webinar planning and presentation process.<br />
<br />
=== Presenting ===<br />
* [https://helpx.adobe.com/adobe-connect/kb/best-practices-hosts-presenters-using.html Adobe Connect Best Practices for Hosts and Presenters] - While specifically designed for Adobe Connect users, this guide offers useful tips for any virtual meeting planner or presenter.<br />
* [https://www.learningsolutionsmag.com/articles/1388/best-practices-deliver-a-great-virtual-training-event Best Practices: Deliver a Great Virtual Training Event] - by Jaqueline Beck, Learning Solutions Magazine, 2014<br />
* [https://www.elearningguild.com/showfile.cfm?id=3159 Best Practices for Delivering Virtual Classroom Training] (pdf) - Randah McKinnie, Sr., eLearning Solutions, 2008 - Focuses on Adobe’s presentation software, but offers suggestions for any virtual classroom environment.<br />
* [https://www.americanexpress.com/us/small-business/openforum/articles/12-strategies-creating-webinar-wows-crowds/ 12 Strategies for Creating a Webinar that Wows Crowds] - by Bruna Martinuzzi of Clarion Enterprises, American Express Open Forum, December 2016<br />
* [https://hbr.org/2015/03/how-to-run-a-great-virtual-meeting How to Run a Great Virtual Meeting] - by Keith Ferrazzi, Harvard Business Review Online, March 27, 2015<br />
* [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 The 20-Minute Rule for Great Public Speaking--On Attention Spans and Keeping Focus] - by Alf Rehn, Professor and Speaker, The Art of Keynoting, April 11, 2016 - An excellent read on the art of crafting quality presentations<br />
* [http://sixminutes.dlugan.com/speaking-rate/ What is the Average Speaking Rate?] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, Nov. 2012 - An overview to help you calculate your rate of speech (i.e., how quickly you speak) to help you gauge how much content you need for a given time period<br />
* [http://sixminutes.dlugan.com/rule-of-three-speeches-public-speaking/ How to use the Rule of Three in Your Speeches] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, May 2009 - An overview of how to apply the aesthetic Rule of Three to speech<br />
<br />
=== Accessibility ===<br />
* [http://dor.ca.gov/DisabilityAccessInfo/How-do-I-Plan-Accessible-Presentations-and-Webinars.html How do I plan accessible presentations and webinars?] - A brief resource with links from the California Department of Rehabilitation<br />
* [https://www.fda.gov/AboutFDA/AboutThisWebsite/Accessibility/ucm214503.htm Accessible Web Conferences and Webinar Best Practices] - A guide from the U.S. Food and Drug Administration<br />
<br />
=== Resources and Media ===<br />
When using images, videos, and music for virtual learning, carefully consider any restrictions on the media. If you have any doubt over proper use and/or attribution requirements or limitations, contact the owner or licencor of the media. CLIR and DLF are not responsible for any misuse of media obtained from the following sources.<br />
<br />
* [http://www.docurated.com/101-free-free-try-online-collaborative-learning-tools-teachers-educators 102 Free (or Free-to-Try) Online Collaborative Learning Tools for Teachers and Educators] - While geared specifically to elementary and secondary education, quite a few of the tools listed could be used and adapted to professional development training experiences.<br />
* [http://edtechteacher.org/tools/research/finding-images/ Finding Public Domain Images for Multimedia Projects] - An extensive list of public domain image sources including a number of government image sources.<br />
* [https://elearningindustry.com/free-stock-photos-sites-for-elearning Free Stock Photos Sites for eLearning] - A listing of sites. Some may require registration and some do have limits to the free use for images.<br />
* [http://freemusicarchive.org/curator/Video/ Free Music Archive (FMA): Music for Video] - A special portal within FMA which pre-screens music contributions for use in video. The search capabilities are robust including basic searches like artist and genre to more specific searches like clip length and license type.<br />
* [https://www.youtube.com/watch?v=L8Z89-q1OnU Create Professional Development Certificates from Google Forms using Autocrat] - YouTube tutorial from Jeffrey Bradbury, Teachercast Podcast (August 11, 2015) showing how to build a certificate using several Google products.<br />
* [https://www.youtube.com/watch?v=vC1Zp-x9bGQ&spfreload=1 Using Autocrat to send personalized PDF certificates via Form Submit] - by edtech2020, Tim Chase, May 16, 2013<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Planning_Virtual_Meetings_and_Webinars&diff=13115Planning Virtual Meetings and Webinars2017-06-28T16:05:16Z<p>Joymbanks: /* Virtual v. Face to Face */</p>
<hr />
<div>This handbook is meant to provide general guidelines for those connected with CLIR and DLF interested in presenting and/or hosting an online meeting or educational experience.<br />
<br />
The 2017 development of this handbook is part of the [https://www.clir.org/hiddencollections/sahc CLIR Strategies for Advancing Hidden Collections project (SAHC)], funded by The Andrew W. Mellon Foundation. More resources related to that project can be found in the [https://wiki.diglib.org/Strategies_for_Advancing_Hidden_Collections SAHC Resource Library].<br />
<br />
== Formats ==<br />
In today’s online environment, the possibilities for virtual learning are nearly limitless. From Facebook Live to Adobe Connect, choosing the right platform may be challenging. Careful consideration of content and goals will help guide you to the right platform.<br />
<br />
=== Casual v. Formal ===<br />
There is a significant difference between the platform needs for a gathering of colleagues casually chatting about something and a professional presentation of ideas to a large group. The former requires minimal technology, and the latter likely requires a much more robust system.<br />
<br />
For the '''causal''' experience, consider basic VOIP conference lines, Skype group, Google Hangouts, and the like.<br />
<br />
* Do you actually need to see a screen or is voice access enough?<br />
* Will everyone be able to participate via audio connections or will some need a chat feature?<br />
* Will everyone be able to use their computer for audio or will a phone line be necessary?<br />
* Consider the time of day for the meetup. If during work hours, some may not have access to platforms that require any sort of download. If after work hours, some may not have access to robust internet connections.<br />
* Talk to your group, and find out what works best for you.<br />
<br />
For the '''formal''' experience, consider more robust platforms that allow for greater flexibility such as UberConference (DLF maintains a [[Setting Up Year-Round Meetings#DLF Web.2FPhone Conferencing Support|Pro account]]), Adobe Connect, GoToMeeting, and the like.<br />
* Will you need the ability to screen share, chat, and file share?<br />
* Will your participants need to access audio via VOIP, computer, and/or phone audio connections?<br />
* Will your presenters need training on the platform in advance?<br />
* Even in the most robust systems, there is value in keeping things simple so that participants can focus on the content rather than the platform.<br />
<br />
=== Collaborative v. Lecture ===<br />
While most educators agree that engaged learning is the best educational model, there is still value in lecture for presenting certain types of information. Recreating lecture in a virtual environment is relatively easy. Virtual collaboration can be a bit more challenging.<br />
<br />
If you need a '''collaborative''' online environment:<br />
* Limit the size of your group. The larger the group, the more difficult collaboration can be. Some web conferencing platforms allow breaking into groups, but be sure to test the feature before the meeting so you understand how it works for everyone.<br />
* Consider creating large chat spaces to allow contribution even if someone is unable to participate via audio connection.<br />
* Combine technologies. Using a conference line and a collaborative work space such as GoogleDocs can allow live feedback and tracking when working together on a project.<br />
<br />
When presenting information in a '''lecture''' environment:<br />
* It’s still important to create an interactive environment. Allow a way for participants to ask questions and engage with the presenter and other attendees.<br />
* Intersperse lecture with engagement. Create chat opportunities that allow an exchange of ideas. Give participants a way to stretch their brain with simple activities like polls or sharing reactions.<br />
<br />
=== Meeting v. Learning ===<br />
You may think that planning an online meeting is as simple as sending out a link for people to join, but the best online meeting planners follow many of the same best practices as virtual learning.<br />
<br />
If you are planning a '''meeting''', consider the following:<br />
* Have a detailed agenda including time estimates for each part of the discussion. This will not only keep everyone on track during the meeting but also allow participants to plan ahead to enter and leave the meeting if needed.<br />
* Keep in mind if everyone in the meeting will have access to an audio line and/or any thing you put on the screen. Those who may only be able to hear the meeting will need to have verbal descriptions of anything on the screen and have any chat discussions summarized for them. Those who will be unable to participate with a microphone will need to have access to chat.<br />
* Since time is crucial when meeting online, distribute any documents to be discussed in advance so participants can review them. This will allow more meaningful discussions when everyone is together.<br />
<br />
If you are interested in creating a '''learning''' environment:<br />
* Planning should begin far in advance of the date of presentation.<br />
* A more robust virtual platform is often necessary to create an engaging learning experience for everyone.<br />
* For more details on planning a virtual learning experience, see the [[Planning Virtual Meetings and Webinars:Hosts|Hosts]] section of this handbook and check out the [[Planning Virtual Meetings and Webinars:Resources|Resources]] listed below.<br />
<br />
=== Recorded v. Live ===<br />
The experience of a live virtual event will be much different than a recorded one. Perhaps you decide to focus on one or the other or create a learning experience that uses both.<br />
<br />
If you are recording a '''live''' presentation for use later:<br />
* Be sure that you designate someone to start and end the recording.<br />
Have a plan for storage of the recording. Where will it live? Who will have access? Will editing be necessary? How long will you provide access?<br />
* If possible, mark on the live script sections that will be cut from the recording to make editing easier.<br />
* Recognize that not all activities of a live event can be recreated for someone listening to a recording.<br />
<br />
It’s OK if you only offer something live. Everyone may not be able to attend, but that is the nature of life. Provide ample notice of the event (or purposely plan a pop-up event), and those who are more interested will attend.<br />
<br />
If you plan to only provide a '''recorded''' presentation:<br />
* Follow best practices for presentation and consider how you will engage your audience if the content is educational.<br />
* Plan for a way that viewers can ask questions or provide feedback whether through your email, a specific Twitter hashtag you can track, a GoogleForm, or some other means.<br />
* Be sure you have all of the necessary software and hardware to make a quality recording and determine in advance where the recording will live.<br />
* Consider including your script as captions in the recording to offer an additional way users can access the materials.<br />
<br />
=== Audio v. Video ===<br />
For some virtual experiences, audio may be sufficient but sometimes, in order to build trust or a team spirit, video can help.<br />
<br />
When thinking about '''audio''' only:<br />
* Audio only options often require less robust systems and can often be accessed through a phone line without the need for a computer.<br />
* This can be great for a simple conference call with a small group of individuals already familiar with each other.<br />
* For those who are visual learners, be sure to supply any documents to be discussed in advance so everyone can follow the conversation.<br />
<br />
When thinking about '''video''' options:<br />
* Remember everyone may not have access to a webcam. Will participants still be able to participate another way?<br />
* Video includes screen sharing, not just webcam sharing. Sometimes it is valuable to be able to visually share documents or other information.<br />
* If you expect everyone to participate through video, give advance notice so no one is surprised.<br />
<br />
<br />
== Speakers ==<br />
=== Virtual v. Face to Face ===<br />
While webinars have many similarities with standard F2F presentations, those presenting webinars must be aware of several distinct differences:<br />
<br />
'''Your audience is not in the same room''' - Unless you are participating in an online video chat that includes participant video, you will not be able to gauge your audience’s non-verbal response to your presentation. For anyone who has relied on eye contact, body language, and other visual signs to make adjustments to a presentation, the format of a webinar can be a bit uncomfortable.<br />
<br />
'''Solution''': <br />
* ''Create engaging chats'' - Think of these as opportunities for participants to stretch their brain. Encourage participants to get to know each other before the session starts. Set aside a 60 second chat blitz as a way to quickly participate in the webinar. Ask participants for suggestions and ideas that have worked in real life.<br />
* ''Ask questions to boost active participation'' - When using a question to start a chat, be sure it is open enough to engage participants. Questions with one word answers are best left to polls and blitz activities. It’s ok to consider phrasing that will lead participants where you want them to go in their thinking. In a webinar geared towards higher level engagement, allow participants to share their experiences, good or bad, as a way to enrich the content of your presentation. Setting time limits will encourage people to contribute without waiting and also allow a distinct end point to move the webinar forward if needed.<br />
* ''Embed polls and other simple activities'' - Polls are a quick and easy way to gauge your audience before and during a webinar. Questions can be about the participants or the content of the webinar. Choose simple questions with distinct responses. Depending on the webinar platform, you may also have the ability to allow participants to draw on the screen, add quick responses to a chat box, raise their hand virtually, share reaction emojis, etc. All of these activities break up the content of your talk and refocus the group.<br />
<br />
'''Timing is essential''' - Webinars will have set start and end times that often cannot be adjusted. You may be asked to login to the webinar system early and perhaps end early (i.e., before you’re ready to stop talking) if the end time approaches. Because of this, reading from a script is often recommended to avoid unexpected timing issues.<br />
<br />
'''Solution''': <br />
* ''Practice, practice, practice'' - Read your script and make sure the text flows as well verbally as it does in writing. Plan your timing with a slower voice and enunciated speech. During the live event, you will likely speak faster than when you practiced.<br />
* ''Add buffers to account for discussions that may run long'' - While you will be asked to plan how long discussions will last, you may find participants are highly engaged during a certain time. Plan ahead to allow buffers in your presentation content to allow for engaged participation (keeping in mind, though, that all good things must eventually come to an end). Mark sections of your script that can be easily cut if needed. <br />
<br />
'''Interaction must be carefully crafted''' - Most webinar platforms allow for some interaction between the speaker and audience as well as between attendees. The most successful virtual engagement activities are not something you can do effectively on the fly. Careful planning (and testing) of interactive activities will help create a dynamic learning environment that will help all participants engage with the educational content.<br />
<br />
'''Solution''':<br />
* ''Plan ahead and test everything'' - Work closely with your webinar host to assure that everything is in place and functional prior to the live date. Set up any polls. Practice chat sessions. Test your ideas with several people on various devices. Leave nothing to chance but always remain flexible.<br />
<br />
'''Not everyone will be participating in the same way''' - Even in the smallest virtual settings, not everyone will have access to the full webinar experience. Some may only be able to participate through the audio. Others may not have access to a microphone. Be considerate of any accessibility limitations.<br />
<br />
'''Solution''':<br />
* Repeat any questions or thoughtful comments that are typed in the chat box so everyone has access to the content.<br />
* Describe verbally any important visual aids.<br />
* Enunciation not only helps participants hear you better, but it also helps any transcription of your speech for captioning. Speaking too fast will jumble your words both through audio and captioning technology.<br />
* Try to avoid experiences which will require a very high internet speed connection.<br />
* Will the session be recorded? Consider how what you do live will translate to a recorded viewing experience.<br />
<br />
=== Delivering an Engaging Virtual Presentation ===<br />
* Start with a brief bio, usually presented by the host/moderator. Include details other than the mundane that will engage your audience and connect them more personally to you. Your bio will also serve to show why you are qualified to present the content of the webinar and establish you as an expert. <br />
* Include an image of yourself. This can be on your slide template or, if possible, as a video feed (even if only briefly).<br />
* Depending on the form of your webinar, plan to have an activity every 15-20 minutes or so to re-engage your audience and avoid long periods of lecture. These can be directed chats, polls, blitz chats, or Q&A sessions. Some webinars may require a large amount of lecture due to the depth of the topic. In those cases, consider breaking up sessions into a series to allow greater interaction.<br />
* Remember to smile when you speak (which feels strange if you are alone in a room somewhere). When you are smiling, your words tend to be clearer and your tone is more welcoming. This will also help you avoid extreme changes in your volume (e.g., starting a sentence with power and fading off as your sentence ends).<br />
* Before your webinar, practice your script and record it. Listen to your recording and try to adjust any bad habits. Try to avoid “um”, “so”, and other speech fillers. Listen for habits like starting loud and fading off at the end of a sentence. Practice your breathing so it sounds natural. Presenting is different than natural speech, so the extra practice and self-evaluation will help you deliver a clear presentation to your audience.<br />
* Consider framing your presentation using the rule of three. Begin by telling your audience what they will hear (perhaps having three points or sections), tell them those points, and end by summarizing what they heard. The number of main ideas you will effectively be able to share depends on the length of time you have. Avoid trying to cram too much into too short a time slot. Better to share less content of a higher quality. While many sources suggest listeners have a 5-10 minute attention span, framing your content to the highest denominator of [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 18-20 minutes] will likely produce higher quality content.<br />
* Even in an online environment, you might encourage your audience to set aside distractions during the session: turn off cell phones, don’t check email, hang a sign on your door, and truly focus on the content. These simple steps will help everyone have a better webinar experience.<br />
* Insert humor throughout your presentation. Tell an appropriate, personal funny story, but keep it succinct and relevant. If you are speaking on a particular topic but you lack a personally relevant experience, consider gathering stories before the event, either from registered participants or colleagues (and always seek permission to share!).<br />
* Relax, be sure to have a cup of water, and enjoy the experience.<br />
<br />
== Hosts ==<br />
=== General Tips ===<br />
For Virtual '''Business Meetings''':<br />
* Try to limit the meeting to one hour.<br />
* If a recurring meeting, set the time and day well in advance so everyone can mark their calendars and set aside time for the meeting. Everyone will appreciate not having to do a poll every month to schedule a meeting time.<br />
* Allow a few minutes at the beginning and/or end for watercooler talk. Encourage those who want to catch up to arrive early or plan to stay a few minutes later (depending on whether or not you can stay in the virtual space).<br />
* Don’t assume that everyone knows each other. Do introductions if necessary, and, if taking minutes, be sure the secretary feels comfortable enough to speak up if it’s unclear who is speaking. While some platforms identify the speaker, that often relies on the participant to enter their name and/or an individual passcode.<br />
* Check in each meeting to see how everyone is participating. Some may only have chat (if available), some may only have audio (if you’ve also set up screen sharing). Repeat questions and describe what’s going on so everyone stays engaged.<br />
* Will the meeting need to be recorded? If so,<br />
** Where will the recording live and how will members access it?<br />
** Will their be usage restrictions based on the content of the meeting?<br />
<br />
<br />
For Virtual '''Educational Webinars''':<br />
* Most online learning experiences should last no more than ninety minutes.<br />
* Plan ahead if you would like to charge attendees. You’ll need a way to accept payment in addition to tracking registration.<br />
* Most webinar platforms will require some level of training so that presenters and hosts are familiar with the features.<br />
* Wired internet is always preferred for speakers and hosts to avoid delivery glitches. Make this clear from the beginning of planning.<br />
* Will the webinar be recorded? If the answer is yes, consider:<br />
** Where will the recordings live and how long they will need to last?<br />
** Will you need to edit the recordings or be able to post as is?<br />
** Will the recording need to capture the entire webinar environment or just the presentation slides?<br />
** How will the experience differ for those who view the recording?<br />
** Will captioning need to be added to the recording?<br />
<br />
=== Planning ===<br />
Planning a virtual webinar or meeting begins in much as the same way as a face to face event: Choose a topic, find a speaker, and set a date (not necessarily always in that order). Additionally, hosts also need to consider how communication will occur, especially since everyone is likely dispersed, and how registration will be handled.<br />
<br />
Jump to: [[Planning Virtual Meetings and Webinars#Choosing a Topic|Choosing a Topic]] | [[Planning Virtual Meetings and Webinars#Finding a Speaker|Finding a Speaker]] | [[Planning Virtual Meetings and Webinars#Setting a Date|Setting a Date]] | [[Planning Virtual Meetings and Webinars#Communication|Communication]] | [[Planning Virtual Meetings and Webinars#Registration|Registration]]<br />
<br />
==== Choosing a Topic ====<br />
If you are hosting a '''business meeting''', you topic will be the items on your agenda. Be sure to supply the agenda and any documents for review at least one week prior to the meeting.<br />
<br />
<br />
Selecting a topic for a '''webinar''' can be a bit more involved. Perhaps your team has recently completed a project, and you would like to share the results with a larger audience. Of you recently attended an in-person meeting, heard a great speaker, and think the session should be captured for further distribution. Regardless of the idea, here are some tips:<br />
* Make sure the topic hasn’t been covered sufficiently elsewhere.<br />
* Some topics may be stand alone (a conference summary, an introductory session, etc.) while other ideas may lend themselves to serial delivery. Series may occur weekly, monthly, or at some other set interval. A few more thoughts on series:<br />
** Webinars in a series should have a common theme, but don’t necessarily need to build directly from each other. For example, you could plan a series focusing on how individual institutions are tackling a particular problem, highlighting a new institution each month. This can be marketed as a series, but doesn’t require participants to attend all sessions. Alternatively, a series may also be developed to tackle a complex topic with sessions building on each other. Attendees would be expected to attend all sessions (to the best of their ability).<br />
** There is no set amount of sessions a series must contain: some may be as little as two and some may last for years (though, [[Planning Virtual Meetings and Webinars#Assessing|assessment]] of long-term series is important to determine continued viability and relevance).<br />
** A highly effective way to create a cohesive feel between the sessions is to create a uniform presentation template and/or classroom setup.<br />
** When multiple speakers are involved in a series, be sure to facilitate engagement and conversation to encourage unity in the topics and refer to the other parts in the series. Slack and other collaborative software can be useful tools in this process.<br />
* All webinars should have a clear scope, including objectives and outcomes, so that those interested will know what to expect during the event. Developing these will also help hosts determine if the topic is too broad for an individual session so that the scope can either be condensed to fit the time or expanded into a series.<br />
<br />
==== Finding a Speaker ====<br />
As host for a '''business meeting''', you will likely do most of the speaking. If others will need to speak or give reports, provide them with advance notice of that expectation so they are prepared. You may need to manage the audio using the mute feature for those in the virtual meeting space to avoid background noise and other distractions.<br />
<br />
When considering a speaker for a '''webinar''', first explore your own professional network and associations. You may have someone in your own network who is a perfect candidate to cover the topic. If not, gradually expand your search and reach out to others for recommendations.<br />
Be sure you have answers to the following:<br />
* Will the speaker be reimbursed?<br />
* How much time do you anticipate the speaker will invest in the planning, practicing, and presenting of the webinar?<br />
* Has the potential speaker delivered a webinar before? If not, how much additional time are you willing to invest to coach the speaker though the process?<br />
* Speakers will likely expect at least a general idea of the date and time for the webinar as well as the webinar length broken down so they are clear on how long they will be expected to speak.<br />
* When communicating with your speaker, be sure to explain your expectations for accessibility (e.g., adding [https://support.office.com/en-us/article/Add-alternative-text-to-a-shape-picture-chart-table-SmartArt-graphic-or-other-object-44989b2a-903c-4d9a-b742-6a75b451c669 Alt Text for images] in a PowerPoint) at the beginning of the planning process to allow ample time for testing, if needed.<br />
<br />
==== Setting a Date ====<br />
The DLF Wiki has some excellent suggestions on setting a date and time in the [[Setting Up Year-Round Meetings]] section of their Organizers’ Toolkit. As mentioned above, recurring meetings or webinars are best planned in advance (e.g., the second Tuesday of every month at 2pm ET). A simple poll can make this process straightforward. Remember time zone differences, especially for meetings, and communicate any changes or cancellations well in advance.<br />
<br />
If you are using a shared conferencing or online learning platform, be sure to document and mark your scheduled events in the appropriate way so that others do not plan an event at the same time. There’s nothing quite as awkward as walking in on another meeting when you expected the line to yourself.<br />
<br />
==== Communication ====<br />
With so many ways to communicate, this may be the most overwhelming element of the planning process. It is critical to have accurate contact information for all involved, whether for a business meeting or webinar.<br />
* Using a platform like Slack can allow collaboration in planning, though be sure that everyone is familiar with the features.<br />
* Email works well for critical information, but only if everyone checks the email address provided. <br />
* When all else fails, phone calls may be in order to be sure that those parties involved are understanding your expectations and their responsibilities. <br />
Be willing to communicate a number of different ways to encourage the highest level of participation. Also, be sure that those with whom you are working can communicate their own issues with you so that you can solve problems before they become significant issues.<br />
<br />
Another aspect of communication for the host or planner involves continued conversation between meetings, series offerings, or after a webinar ends.<br />
* '''Between Meetings''' - If the group attending the meeting stays mostly the same, consider establishing a Slack Channel or other collaborative platform on which participants can contribute information relevant to the group between official meetings. This is also a great way to set up a watercooler space to share personal updates.<br />
* '''Between Series''' - Consider encouraging assigned reading selections or video viewings with a designated check in time and place where participants can provide feedback and additional thoughts on an issue. Participation in the continued conversation can be part of a certification process that participants receive after completion of the program.<br />
* '''After the Webinar''' - When presenting a webinar, collecting registrant information is important to engage new audience members with your group. Consider sending a tailored welcome message to anyone not already subscribed to your services. Sign them up for your newsletter. Invite them to your group chat page. Send a quick follow-up survey several months later to see how they are applying what they learn. Remember, though, to always allow them to opt out of future communications.<br />
<br />
==== Registration ====<br />
When planning a '''business meeting''', registration is probably unnecessary. You will, however, need to supply the login information to those who need to attend the meeting. This could be a URL or a phone number and may include a passcode for your specific meeting. Encourage anyone unable to attend to communicate that information in a timely manner in case there are matters that need a quorum.<br />
<br />
<br />
As host, you can choose a variety of ways to approach registration for '''webinars'''.<br />
* Advanced registration through the webinar platform - most allow you to collect basic information (name, email, institution) and set caps on registration if necessary. Usually, the system will then send out the information to login to the webinar and, if you set it up, scheduled reminders.<br />
* Advanced registration through alternative means - If you need to collect additional demographic information or payment for participants, using something like SurveyMonkey or a GoogleForm can allow you to customize and analyze registrants. This will require additional work on your part, though, since you will be responsible for distributing login information and reminders.<br />
* No registration - On occasion, you may wish to simply share the link for a scheduled webinar and hope for the best. This can work well for those events where you are unconcerned with reaching any limits that your virtual classroom may have or trust that those who are interested will show up before the limit is reached. Be sure to market your webinar widely enough to generate interest and be flexible with the audience that does attend.<br />
<br />
Several tips for registration:<br />
* If you are allowing advanced registration, start promoting and open registration no more than one month prior to the event; two weeks notice is often the most ideal. Any longer notice will often cause a greater no-show rate, especially for free events.<br />
* Allow for about a 20% attrition rate between registrants and attendees. This means if you have a classroom for 100, you may wish to allow 120 to register to allow the greatest attendance.<br />
* If you are not requiring registration, consider in advance how you will communicate any classroom size limits. Typically, rooms open 15 minutes prior to the start of an event, and you will need to be sure the room is closed before that to discourage people from entering early and to allow everyone equal opportunity to enter.<br />
<br />
=== Moderating ===<br />
When hosting an online '''meeting''', you will likely control all aspects of the time: controlling the screen, monitoring the agenda, and keeping track of the time. If necessary, appoint a parliamentarian who can help especially with time and keeping the meeting on track.<br />
<br />
While educational '''webinars''' can function with just two people (the host/moderator and the speaker), best practices recommend having a third, often silent partner to handle any technical aspects of the session. This can include issues participants have, any tricky transitions during the presentation, and unexpected technical emergencies. Having dedicated technical support means that the host can focus on content and timing issues, and the speaker can simply focus on speaking.<br />
<br />
Useful tips for moderating a webinar:<br />
* Create a master script document that includes not only what everyone will say but also blocking for various tasks (e.g., Amy starts recording, Joy stops music, Louise pulls up survey, etc.).<br />
* Have clear time estimates for each stage of the presentation. Be prepared to encourage the speaker to speed up, slow down, or move on when necessary.<br />
* Always have questions on hand to promote conversation if a Q&A time is included at the end.<br />
* After asking a question or prompting participation, slowly count to 10 to allow people to respond.<br />
* Don’t panic if something goes wrong. Technology is difficult to predict, and often you can simply work around the issue.<br />
* Be mindful of the webinar’s level of interactivity for both live participants as well as those who may view a recording later, if applicable.<br />
<br />
=== Assessing ===<br />
While most '''business meetings''' won’t need constant assessment, it is important to check in with participants to evaluate how things are working. <br />
* Is everyone able to use the selected platform or should another be tried?<br />
* Are the times still convenient for most involved?<br />
* Does everyone feel like the frequency is sufficient or should that be reevaluated?<br />
* Are the meetings productive or could that use some work?<br />
By encouraging your participants to provide feedback, you’ll soon find the best virtual meeting environment for your group.<br />
<br />
Assessment of '''webinars''' is often important for a group to determine not only if that webinar was successful but also what types of webinars should be pursued (if any) in the future. While creating a simple survey is easy enough, getting participants to complete the survey can often be difficult.<br />
<br />
When planning assessment, consider the following:<br />
* Encourage participants to complete the survey immediately after the webinar by setting the platform to redirect to the survey when the webinar is ended. You can also provide a link to the survey during the final minutes of the webinar to catch those who may wish to leave early.<br />
* Email participants immediately after the event and perhaps one week later. Use the email point of contact to advertise additional webinars or how participants can get involved with your group.<br />
* Connecting completion of the assessment with distribution of a certificate of completion can often encourage greater participation. (Check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] section below to learn how to automate the certificate process using Google’s Autocrat add-on).<br />
* When designing the survey, leave ample room for open comments. Try to make a survey that would take no longer than 5-10 minutes to complete.<br />
* Consider carefully which questions are mandatory and which optional.<br />
* Always ask for ideas for future programming and whether or not a participant would like to present a future webinar. This helps build programming ideas and a network of professionals.<br />
<br />
=== Sample Planning Timeline ===<br />
This sample planning timeline gives a sense of the necessary steps to plan a stand alone, virtual, educational webinar. For more planning help, check out the [[Planning Virtual Meetings and Webinars#Planning 2|Planning Resources]] below.<br />
<br />
'''2-3 months prior'''<br />
* You have a fantastic idea for a webinar (or perhaps a colleague approaches you with a fascinating idea). The first step is to investigate whether this idea has been adequately covered somewhere else in the vast universe of GLAM educational material.<br />
* You’ve determined that your idea is new and wonderfully useful to the GLAM world. Set a budget: Will you offer compensation to your speaker? Do you need to cover any technology costs? Is this an entirely volunteer based project?<br />
* Reach out to your professional connections and find a dynamic speaker who is an expert on the subject. Or, if you intend to be the speaker, find someone who is able to be your moderator for the event. Discuss dates and create a signed agreement so everyone understands the project. When possible, include all dates (e.g., draft due dates, practice session(s), live event, etc.) in the contract.<br />
* Discuss basic technology requirements with the speaker now including the need for reliable (preferably wired) internet and a quality headset.<br />
<br />
'''1 month prior'''<br />
* Start sharing scripts and slides. Work on timing and discuss any special technology needs. Try to find the right balance between text and images on slides.<br />
* Check on accessibility issues, including, but not limited to, font sizes and Alt text for images. Avoid slide transitions and fly-ins.<br />
* Determine now if the webinar is going to be recorded and what added concerns you need to keep in mind connected to that.<br />
* Determine if there are any supplemental documents that would be useful for participants to have.<br />
* Collect a bio for the speaker.<br />
* Begin setting up the classroom space, if possible, for the webinar environment. Some platforms, like Adobe Connect, allow hosts to set up several templates for meeting rooms (e.g., lobby, presentation, chat, etc.). By having these in place prior to the technical practice for a session, you will save time and give the speaker an idea of the available room configurations. If conducting a series of webinars, you are able to copy the format and settings of an established meeting.<br />
<br />
'''1 week prior'''<br />
* Conduct a practice session in the environment that will be used the day of the event. Make sure that internet speeds are excellent (wifi should be avoided), that telephones are available if needed, and that microphones are clear and balanced between the host and speaker.<br />
* Run through all slides, transitions, and activities to make sure that everything displays as expected. Make notes on anything that needs to be adjusted and schedule additional checks if necessary.<br />
* Have a few people participate in this session, if possible, so that font sizes, images, and display can be checked on a variety of devices (PC/Mac, tablet, desktop, laptop, etc.) and the presentation can be evaluated from several perspectives (host, speaker, attendee).<br />
* Assign individuals to tasks. Tasks may include starting and stopping the recording, ending the session, serving as timekeeper for any discussions, and moderating any questions.<br />
* Open registration for the event and share with target audiences.<br />
<br />
'''Day of event'''<br />
* Meet at least 30 minutes prior to the time set for opening the classroom (which is usually 15 minutes before the start of the webinar). Allow more time if there are multiple speakers or unresolved technical issues from the practice session.<br />
* Test and balance the microphone levels for anyone who will be speaking during the event.<br />
* Make sure everyone understands their assigned tasks.<br />
* Relax, get some water, and wait for the event.<br />
* Know that you’ve planned a new and wonderfully useful session, open the classroom, and start.<br />
<br />
== Resources ==<br />
=== Planning ===<br />
* [http://www.infotoday.com/OnlineSearcher/Articles/Features/Secrets-of-Successful-Webinars-106050.shtml Secrets of Successful Webinars] (Online Searcher, Vol. 39, no. 5, Sept./Oct. 2015) - Includes checklists and tips from Mary Ellen Bates and Cathy Chiba on planning, creating, and hosting successful webinars.<br />
* [https://mebs.files.wordpress.com/2015/06/webinar-planning-checklist.pdf MEB’s Amazing Webinar Checklist and Templates] (pdf) - A tool created by Mary Ellen Bates to help webinar hosts stay organized through the webinar planning and presentation process.<br />
<br />
=== Presenting ===<br />
* [https://helpx.adobe.com/adobe-connect/kb/best-practices-hosts-presenters-using.html Adobe Connect Best Practices for Hosts and Presenters] - While specifically designed for Adobe Connect users, this guide offers useful tips for any virtual meeting planner or presenter.<br />
* [https://www.learningsolutionsmag.com/articles/1388/best-practices-deliver-a-great-virtual-training-event Best Practices: Deliver a Great Virtual Training Event] - by Jaqueline Beck, Learning Solutions Magazine, 2014<br />
* [https://www.elearningguild.com/showfile.cfm?id=3159 Best Practices for Delivering Virtual Classroom Training] (pdf) - Randah McKinnie, Sr., eLearning Solutions, 2008 - Focuses on Adobe’s presentation software, but offers suggestions for any virtual classroom environment.<br />
* [https://www.americanexpress.com/us/small-business/openforum/articles/12-strategies-creating-webinar-wows-crowds/ 12 Strategies for Creating a Webinar that Wows Crowds] - by Bruna Martinuzzi of Clarion Enterprises, American Express Open Forum, December 2016<br />
* [https://hbr.org/2015/03/how-to-run-a-great-virtual-meeting How to Run a Great Virtual Meeting] - by Keith Ferrazzi, Harvard Business Review Online, March 27, 2015<br />
* [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 The 20-Minute Rule for Great Public Speaking--On Attention Spans and Keeping Focus] - by Alf Rehn, Professor and Speaker, The Art of Keynoting, April 11, 2016 - An excellent read on the art of crafting quality presentations<br />
* [http://sixminutes.dlugan.com/speaking-rate/ What is the Average Speaking Rate?] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, Nov. 2012 - An overview to help you calculate your rate of speech (i.e., how quickly you speak) to help you gauge how much content you need for a given time period<br />
* [http://sixminutes.dlugan.com/rule-of-three-speeches-public-speaking/ How to use the Rule of Three in Your Speeches] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, May 2009 - An overview of how to apply the aesthetic Rule of Three to speech<br />
<br />
=== Accessibility ===<br />
* [http://dor.ca.gov/DisabilityAccessInfo/How-do-I-Plan-Accessible-Presentations-and-Webinars.html How do I plan accessible presentations and webinars?] - A brief resource with links from the California Department of Rehabilitation<br />
* [https://www.fda.gov/AboutFDA/AboutThisWebsite/Accessibility/ucm214503.htm Accessible Web Conferences and Webinar Best Practices] - A guide from the U.S. Food and Drug Administration<br />
<br />
=== Resources and Media ===<br />
When using images, videos, and music for virtual learning, carefully consider any restrictions on the media. If you have any doubt over proper use and/or attribution requirements or limitations, contact the owner or licencor of the media. CLIR and DLF are not responsible for any misuse of media obtained from the following sources.<br />
<br />
* [http://www.docurated.com/101-free-free-try-online-collaborative-learning-tools-teachers-educators 102 Free (or Free-to-Try) Online Collaborative Learning Tools for Teachers and Educators] - While geared specifically to elementary and secondary education, quite a few of the tools listed could be used and adapted to professional development training experiences.<br />
* [http://edtechteacher.org/tools/research/finding-images/ Finding Public Domain Images for Multimedia Projects] - An extensive list of public domain image sources including a number of government image sources.<br />
* [https://elearningindustry.com/free-stock-photos-sites-for-elearning Free Stock Photos Sites for eLearning] - A listing of sites. Some may require registration and some do have limits to the free use for images.<br />
* [http://freemusicarchive.org/curator/Video/ Free Music Archive (FMA): Music for Video] - A special portal within FMA which pre-screens music contributions for use in video. The search capabilities are robust including basic searches like artist and genre to more specific searches like clip length and license type.<br />
* [https://www.youtube.com/watch?v=L8Z89-q1OnU Create Professional Development Certificates from Google Forms using Autocrat] - YouTube tutorial from Jeffrey Bradbury, Teachercast Podcast (August 11, 2015) showing how to build a certificate using several Google products.<br />
* [https://www.youtube.com/watch?v=vC1Zp-x9bGQ&spfreload=1 Using Autocrat to send personalized PDF certificates via Form Submit] - by edtech2020, Tim Chase, May 16, 2013<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Planning_Virtual_Meetings_and_Webinars&diff=13114Planning Virtual Meetings and Webinars2017-06-28T16:04:13Z<p>Joymbanks: /* Virtual v. Face to Face */</p>
<hr />
<div>This handbook is meant to provide general guidelines for those connected with CLIR and DLF interested in presenting and/or hosting an online meeting or educational experience.<br />
<br />
The 2017 development of this handbook is part of the [https://www.clir.org/hiddencollections/sahc CLIR Strategies for Advancing Hidden Collections project (SAHC)], funded by The Andrew W. Mellon Foundation. More resources related to that project can be found in the [https://wiki.diglib.org/Strategies_for_Advancing_Hidden_Collections SAHC Resource Library].<br />
<br />
== Formats ==<br />
In today’s online environment, the possibilities for virtual learning are nearly limitless. From Facebook Live to Adobe Connect, choosing the right platform may be challenging. Careful consideration of content and goals will help guide you to the right platform.<br />
<br />
=== Casual v. Formal ===<br />
There is a significant difference between the platform needs for a gathering of colleagues casually chatting about something and a professional presentation of ideas to a large group. The former requires minimal technology, and the latter likely requires a much more robust system.<br />
<br />
For the '''causal''' experience, consider basic VOIP conference lines, Skype group, Google Hangouts, and the like.<br />
<br />
* Do you actually need to see a screen or is voice access enough?<br />
* Will everyone be able to participate via audio connections or will some need a chat feature?<br />
* Will everyone be able to use their computer for audio or will a phone line be necessary?<br />
* Consider the time of day for the meetup. If during work hours, some may not have access to platforms that require any sort of download. If after work hours, some may not have access to robust internet connections.<br />
* Talk to your group, and find out what works best for you.<br />
<br />
For the '''formal''' experience, consider more robust platforms that allow for greater flexibility such as UberConference (DLF maintains a [[Setting Up Year-Round Meetings#DLF Web.2FPhone Conferencing Support|Pro account]]), Adobe Connect, GoToMeeting, and the like.<br />
* Will you need the ability to screen share, chat, and file share?<br />
* Will your participants need to access audio via VOIP, computer, and/or phone audio connections?<br />
* Will your presenters need training on the platform in advance?<br />
* Even in the most robust systems, there is value in keeping things simple so that participants can focus on the content rather than the platform.<br />
<br />
=== Collaborative v. Lecture ===<br />
While most educators agree that engaged learning is the best educational model, there is still value in lecture for presenting certain types of information. Recreating lecture in a virtual environment is relatively easy. Virtual collaboration can be a bit more challenging.<br />
<br />
If you need a '''collaborative''' online environment:<br />
* Limit the size of your group. The larger the group, the more difficult collaboration can be. Some web conferencing platforms allow breaking into groups, but be sure to test the feature before the meeting so you understand how it works for everyone.<br />
* Consider creating large chat spaces to allow contribution even if someone is unable to participate via audio connection.<br />
* Combine technologies. Using a conference line and a collaborative work space such as GoogleDocs can allow live feedback and tracking when working together on a project.<br />
<br />
When presenting information in a '''lecture''' environment:<br />
* It’s still important to create an interactive environment. Allow a way for participants to ask questions and engage with the presenter and other attendees.<br />
* Intersperse lecture with engagement. Create chat opportunities that allow an exchange of ideas. Give participants a way to stretch their brain with simple activities like polls or sharing reactions.<br />
<br />
=== Meeting v. Learning ===<br />
You may think that planning an online meeting is as simple as sending out a link for people to join, but the best online meeting planners follow many of the same best practices as virtual learning.<br />
<br />
If you are planning a '''meeting''', consider the following:<br />
* Have a detailed agenda including time estimates for each part of the discussion. This will not only keep everyone on track during the meeting but also allow participants to plan ahead to enter and leave the meeting if needed.<br />
* Keep in mind if everyone in the meeting will have access to an audio line and/or any thing you put on the screen. Those who may only be able to hear the meeting will need to have verbal descriptions of anything on the screen and have any chat discussions summarized for them. Those who will be unable to participate with a microphone will need to have access to chat.<br />
* Since time is crucial when meeting online, distribute any documents to be discussed in advance so participants can review them. This will allow more meaningful discussions when everyone is together.<br />
<br />
If you are interested in creating a '''learning''' environment:<br />
* Planning should begin far in advance of the date of presentation.<br />
* A more robust virtual platform is often necessary to create an engaging learning experience for everyone.<br />
* For more details on planning a virtual learning experience, see the [[Planning Virtual Meetings and Webinars:Hosts|Hosts]] section of this handbook and check out the [[Planning Virtual Meetings and Webinars:Resources|Resources]] listed below.<br />
<br />
=== Recorded v. Live ===<br />
The experience of a live virtual event will be much different than a recorded one. Perhaps you decide to focus on one or the other or create a learning experience that uses both.<br />
<br />
If you are recording a '''live''' presentation for use later:<br />
* Be sure that you designate someone to start and end the recording.<br />
Have a plan for storage of the recording. Where will it live? Who will have access? Will editing be necessary? How long will you provide access?<br />
* If possible, mark on the live script sections that will be cut from the recording to make editing easier.<br />
* Recognize that not all activities of a live event can be recreated for someone listening to a recording.<br />
<br />
It’s OK if you only offer something live. Everyone may not be able to attend, but that is the nature of life. Provide ample notice of the event (or purposely plan a pop-up event), and those who are more interested will attend.<br />
<br />
If you plan to only provide a '''recorded''' presentation:<br />
* Follow best practices for presentation and consider how you will engage your audience if the content is educational.<br />
* Plan for a way that viewers can ask questions or provide feedback whether through your email, a specific Twitter hashtag you can track, a GoogleForm, or some other means.<br />
* Be sure you have all of the necessary software and hardware to make a quality recording and determine in advance where the recording will live.<br />
* Consider including your script as captions in the recording to offer an additional way users can access the materials.<br />
<br />
=== Audio v. Video ===<br />
For some virtual experiences, audio may be sufficient but sometimes, in order to build trust or a team spirit, video can help.<br />
<br />
When thinking about '''audio''' only:<br />
* Audio only options often require less robust systems and can often be accessed through a phone line without the need for a computer.<br />
* This can be great for a simple conference call with a small group of individuals already familiar with each other.<br />
* For those who are visual learners, be sure to supply any documents to be discussed in advance so everyone can follow the conversation.<br />
<br />
When thinking about '''video''' options:<br />
* Remember everyone may not have access to a webcam. Will participants still be able to participate another way?<br />
* Video includes screen sharing, not just webcam sharing. Sometimes it is valuable to be able to visually share documents or other information.<br />
* If you expect everyone to participate through video, give advance notice so no one is surprised.<br />
<br />
<br />
== Speakers ==<br />
=== Virtual v. Face to Face ===<br />
While webinars have many similarities with standard F2F presentations, those presenting webinars must be aware of several distinct differences:<br />
'''Your audience is not in the same room''' - Unless you are participating in an online video chat that includes participant video, you will not be able to gauge your audience’s non-verbal response to your presentation. For anyone who has relied on eye contact, body language, and other visual signs to make adjustments to a presentation, the format of a webinar can be a bit uncomfortable.<br />
'''Solution''': <br />
* ''Create engaging chats'' - Think of these as opportunities for participants to stretch their brain. Encourage participants to get to know each other before the session starts. Set aside a 60 second chat blitz as a way to quickly participate in the webinar. Ask participants for suggestions and ideas that have worked in real life.<br />
* ''Ask questions to boost active participation'' - When using a question to start a chat, be sure it is open enough to engage participants. Questions with one word answers are best left to polls and blitz activities. It’s ok to consider phrasing that will lead participants where you want them to go in their thinking. In a webinar geared towards higher level engagement, allow participants to share their experiences, good or bad, as a way to enrich the content of your presentation. Setting time limits will encourage people to contribute without waiting and also allow a distinct end point to move the webinar forward if needed.<br />
* ''Embed polls and other simple activities'' - Polls are a quick and easy way to gauge your audience before and during a webinar. Questions can be about the participants or the content of the webinar. Choose simple questions with distinct responses. Depending on the webinar platform, you may also have the ability to allow participants to draw on the screen, add quick responses to a chat box, raise their hand virtually, share reaction emojis, etc. All of these activities break up the content of your talk and refocus the group.<br />
<br />
'''Timing is essential''' - Webinars will have set start and end times that often cannot be adjusted. You may be asked to login to the webinar system early and perhaps end early (i.e., before you’re ready to stop talking) if the end time approaches. Because of this, reading from a script is often recommended to avoid unexpected timing issues.<br />
'''Solution''': <br />
* ''Practice, practice, practice'' - Read your script and make sure the text flows as well verbally as it does in writing. Plan your timing with a slower voice and enunciated speech. During the live event, you will likely speak faster than when you practiced.<br />
* ''Add buffers to account for discussions that may run long'' - While you will be asked to plan how long discussions will last, you may find participants are highly engaged during a certain time. Plan ahead to allow buffers in your presentation content to allow for engaged participation (keeping in mind, though, that all good things must eventually come to an end). Mark sections of your script that can be easily cut if needed. <br />
<br />
'''Interaction must be carefully crafted''' - Most webinar platforms allow for some interaction between the speaker and audience as well as between attendees. The most successful virtual engagement activities are not something you can do effectively on the fly. Careful planning (and testing) of interactive activities will help create a dynamic learning environment that will help all participants engage with the educational content.<br />
'''Solution''':<br />
* ''Plan ahead and test everything'' - Work closely with your webinar host to assure that everything is in place and functional prior to the live date. Set up any polls. Practice chat sessions. Test your ideas with several people on various devices. Leave nothing to chance but always remain flexible.<br />
<br />
'''Not everyone will be participating in the same way''' - Even in the smallest virtual settings, not everyone will have access to the full webinar experience. Some may only be able to participate through the audio. Others may not have access to a microphone. Be considerate of any accessibility limitations.<br />
'''Solution''':<br />
* Repeat any questions or thoughtful comments that are typed in the chat box so everyone has access to the content.<br />
* Describe verbally any important visual aids.<br />
* Enunciation not only helps participants hear you better, but it also helps any transcription of your speech for captioning. Speaking too fast will jumble your words both through audio and captioning technology.<br />
* Try to avoid experiences which will require a very high internet speed connection.<br />
* Will the session be recorded? Consider how what you do live will translate to a recorded viewing experience.<br />
<br />
=== Delivering an Engaging Virtual Presentation ===<br />
* Start with a brief bio, usually presented by the host/moderator. Include details other than the mundane that will engage your audience and connect them more personally to you. Your bio will also serve to show why you are qualified to present the content of the webinar and establish you as an expert. <br />
* Include an image of yourself. This can be on your slide template or, if possible, as a video feed (even if only briefly).<br />
* Depending on the form of your webinar, plan to have an activity every 15-20 minutes or so to re-engage your audience and avoid long periods of lecture. These can be directed chats, polls, blitz chats, or Q&A sessions. Some webinars may require a large amount of lecture due to the depth of the topic. In those cases, consider breaking up sessions into a series to allow greater interaction.<br />
* Remember to smile when you speak (which feels strange if you are alone in a room somewhere). When you are smiling, your words tend to be clearer and your tone is more welcoming. This will also help you avoid extreme changes in your volume (e.g., starting a sentence with power and fading off as your sentence ends).<br />
* Before your webinar, practice your script and record it. Listen to your recording and try to adjust any bad habits. Try to avoid “um”, “so”, and other speech fillers. Listen for habits like starting loud and fading off at the end of a sentence. Practice your breathing so it sounds natural. Presenting is different than natural speech, so the extra practice and self-evaluation will help you deliver a clear presentation to your audience.<br />
* Consider framing your presentation using the rule of three. Begin by telling your audience what they will hear (perhaps having three points or sections), tell them those points, and end by summarizing what they heard. The number of main ideas you will effectively be able to share depends on the length of time you have. Avoid trying to cram too much into too short a time slot. Better to share less content of a higher quality. While many sources suggest listeners have a 5-10 minute attention span, framing your content to the highest denominator of [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 18-20 minutes] will likely produce higher quality content.<br />
* Even in an online environment, you might encourage your audience to set aside distractions during the session: turn off cell phones, don’t check email, hang a sign on your door, and truly focus on the content. These simple steps will help everyone have a better webinar experience.<br />
* Insert humor throughout your presentation. Tell an appropriate, personal funny story, but keep it succinct and relevant. If you are speaking on a particular topic but you lack a personally relevant experience, consider gathering stories before the event, either from registered participants or colleagues (and always seek permission to share!).<br />
* Relax, be sure to have a cup of water, and enjoy the experience.<br />
<br />
== Hosts ==<br />
=== General Tips ===<br />
For Virtual '''Business Meetings''':<br />
* Try to limit the meeting to one hour.<br />
* If a recurring meeting, set the time and day well in advance so everyone can mark their calendars and set aside time for the meeting. Everyone will appreciate not having to do a poll every month to schedule a meeting time.<br />
* Allow a few minutes at the beginning and/or end for watercooler talk. Encourage those who want to catch up to arrive early or plan to stay a few minutes later (depending on whether or not you can stay in the virtual space).<br />
* Don’t assume that everyone knows each other. Do introductions if necessary, and, if taking minutes, be sure the secretary feels comfortable enough to speak up if it’s unclear who is speaking. While some platforms identify the speaker, that often relies on the participant to enter their name and/or an individual passcode.<br />
* Check in each meeting to see how everyone is participating. Some may only have chat (if available), some may only have audio (if you’ve also set up screen sharing). Repeat questions and describe what’s going on so everyone stays engaged.<br />
* Will the meeting need to be recorded? If so,<br />
** Where will the recording live and how will members access it?<br />
** Will their be usage restrictions based on the content of the meeting?<br />
<br />
<br />
For Virtual '''Educational Webinars''':<br />
* Most online learning experiences should last no more than ninety minutes.<br />
* Plan ahead if you would like to charge attendees. You’ll need a way to accept payment in addition to tracking registration.<br />
* Most webinar platforms will require some level of training so that presenters and hosts are familiar with the features.<br />
* Wired internet is always preferred for speakers and hosts to avoid delivery glitches. Make this clear from the beginning of planning.<br />
* Will the webinar be recorded? If the answer is yes, consider:<br />
** Where will the recordings live and how long they will need to last?<br />
** Will you need to edit the recordings or be able to post as is?<br />
** Will the recording need to capture the entire webinar environment or just the presentation slides?<br />
** How will the experience differ for those who view the recording?<br />
** Will captioning need to be added to the recording?<br />
<br />
=== Planning ===<br />
Planning a virtual webinar or meeting begins in much as the same way as a face to face event: Choose a topic, find a speaker, and set a date (not necessarily always in that order). Additionally, hosts also need to consider how communication will occur, especially since everyone is likely dispersed, and how registration will be handled.<br />
<br />
Jump to: [[Planning Virtual Meetings and Webinars#Choosing a Topic|Choosing a Topic]] | [[Planning Virtual Meetings and Webinars#Finding a Speaker|Finding a Speaker]] | [[Planning Virtual Meetings and Webinars#Setting a Date|Setting a Date]] | [[Planning Virtual Meetings and Webinars#Communication|Communication]] | [[Planning Virtual Meetings and Webinars#Registration|Registration]]<br />
<br />
==== Choosing a Topic ====<br />
If you are hosting a '''business meeting''', you topic will be the items on your agenda. Be sure to supply the agenda and any documents for review at least one week prior to the meeting.<br />
<br />
<br />
Selecting a topic for a '''webinar''' can be a bit more involved. Perhaps your team has recently completed a project, and you would like to share the results with a larger audience. Of you recently attended an in-person meeting, heard a great speaker, and think the session should be captured for further distribution. Regardless of the idea, here are some tips:<br />
* Make sure the topic hasn’t been covered sufficiently elsewhere.<br />
* Some topics may be stand alone (a conference summary, an introductory session, etc.) while other ideas may lend themselves to serial delivery. Series may occur weekly, monthly, or at some other set interval. A few more thoughts on series:<br />
** Webinars in a series should have a common theme, but don’t necessarily need to build directly from each other. For example, you could plan a series focusing on how individual institutions are tackling a particular problem, highlighting a new institution each month. This can be marketed as a series, but doesn’t require participants to attend all sessions. Alternatively, a series may also be developed to tackle a complex topic with sessions building on each other. Attendees would be expected to attend all sessions (to the best of their ability).<br />
** There is no set amount of sessions a series must contain: some may be as little as two and some may last for years (though, [[Planning Virtual Meetings and Webinars#Assessing|assessment]] of long-term series is important to determine continued viability and relevance).<br />
** A highly effective way to create a cohesive feel between the sessions is to create a uniform presentation template and/or classroom setup.<br />
** When multiple speakers are involved in a series, be sure to facilitate engagement and conversation to encourage unity in the topics and refer to the other parts in the series. Slack and other collaborative software can be useful tools in this process.<br />
* All webinars should have a clear scope, including objectives and outcomes, so that those interested will know what to expect during the event. Developing these will also help hosts determine if the topic is too broad for an individual session so that the scope can either be condensed to fit the time or expanded into a series.<br />
<br />
==== Finding a Speaker ====<br />
As host for a '''business meeting''', you will likely do most of the speaking. If others will need to speak or give reports, provide them with advance notice of that expectation so they are prepared. You may need to manage the audio using the mute feature for those in the virtual meeting space to avoid background noise and other distractions.<br />
<br />
When considering a speaker for a '''webinar''', first explore your own professional network and associations. You may have someone in your own network who is a perfect candidate to cover the topic. If not, gradually expand your search and reach out to others for recommendations.<br />
Be sure you have answers to the following:<br />
* Will the speaker be reimbursed?<br />
* How much time do you anticipate the speaker will invest in the planning, practicing, and presenting of the webinar?<br />
* Has the potential speaker delivered a webinar before? If not, how much additional time are you willing to invest to coach the speaker though the process?<br />
* Speakers will likely expect at least a general idea of the date and time for the webinar as well as the webinar length broken down so they are clear on how long they will be expected to speak.<br />
* When communicating with your speaker, be sure to explain your expectations for accessibility (e.g., adding [https://support.office.com/en-us/article/Add-alternative-text-to-a-shape-picture-chart-table-SmartArt-graphic-or-other-object-44989b2a-903c-4d9a-b742-6a75b451c669 Alt Text for images] in a PowerPoint) at the beginning of the planning process to allow ample time for testing, if needed.<br />
<br />
==== Setting a Date ====<br />
The DLF Wiki has some excellent suggestions on setting a date and time in the [[Setting Up Year-Round Meetings]] section of their Organizers’ Toolkit. As mentioned above, recurring meetings or webinars are best planned in advance (e.g., the second Tuesday of every month at 2pm ET). A simple poll can make this process straightforward. Remember time zone differences, especially for meetings, and communicate any changes or cancellations well in advance.<br />
<br />
If you are using a shared conferencing or online learning platform, be sure to document and mark your scheduled events in the appropriate way so that others do not plan an event at the same time. There’s nothing quite as awkward as walking in on another meeting when you expected the line to yourself.<br />
<br />
==== Communication ====<br />
With so many ways to communicate, this may be the most overwhelming element of the planning process. It is critical to have accurate contact information for all involved, whether for a business meeting or webinar.<br />
* Using a platform like Slack can allow collaboration in planning, though be sure that everyone is familiar with the features.<br />
* Email works well for critical information, but only if everyone checks the email address provided. <br />
* When all else fails, phone calls may be in order to be sure that those parties involved are understanding your expectations and their responsibilities. <br />
Be willing to communicate a number of different ways to encourage the highest level of participation. Also, be sure that those with whom you are working can communicate their own issues with you so that you can solve problems before they become significant issues.<br />
<br />
Another aspect of communication for the host or planner involves continued conversation between meetings, series offerings, or after a webinar ends.<br />
* '''Between Meetings''' - If the group attending the meeting stays mostly the same, consider establishing a Slack Channel or other collaborative platform on which participants can contribute information relevant to the group between official meetings. This is also a great way to set up a watercooler space to share personal updates.<br />
* '''Between Series''' - Consider encouraging assigned reading selections or video viewings with a designated check in time and place where participants can provide feedback and additional thoughts on an issue. Participation in the continued conversation can be part of a certification process that participants receive after completion of the program.<br />
* '''After the Webinar''' - When presenting a webinar, collecting registrant information is important to engage new audience members with your group. Consider sending a tailored welcome message to anyone not already subscribed to your services. Sign them up for your newsletter. Invite them to your group chat page. Send a quick follow-up survey several months later to see how they are applying what they learn. Remember, though, to always allow them to opt out of future communications.<br />
<br />
==== Registration ====<br />
When planning a '''business meeting''', registration is probably unnecessary. You will, however, need to supply the login information to those who need to attend the meeting. This could be a URL or a phone number and may include a passcode for your specific meeting. Encourage anyone unable to attend to communicate that information in a timely manner in case there are matters that need a quorum.<br />
<br />
<br />
As host, you can choose a variety of ways to approach registration for '''webinars'''.<br />
* Advanced registration through the webinar platform - most allow you to collect basic information (name, email, institution) and set caps on registration if necessary. Usually, the system will then send out the information to login to the webinar and, if you set it up, scheduled reminders.<br />
* Advanced registration through alternative means - If you need to collect additional demographic information or payment for participants, using something like SurveyMonkey or a GoogleForm can allow you to customize and analyze registrants. This will require additional work on your part, though, since you will be responsible for distributing login information and reminders.<br />
* No registration - On occasion, you may wish to simply share the link for a scheduled webinar and hope for the best. This can work well for those events where you are unconcerned with reaching any limits that your virtual classroom may have or trust that those who are interested will show up before the limit is reached. Be sure to market your webinar widely enough to generate interest and be flexible with the audience that does attend.<br />
<br />
Several tips for registration:<br />
* If you are allowing advanced registration, start promoting and open registration no more than one month prior to the event; two weeks notice is often the most ideal. Any longer notice will often cause a greater no-show rate, especially for free events.<br />
* Allow for about a 20% attrition rate between registrants and attendees. This means if you have a classroom for 100, you may wish to allow 120 to register to allow the greatest attendance.<br />
* If you are not requiring registration, consider in advance how you will communicate any classroom size limits. Typically, rooms open 15 minutes prior to the start of an event, and you will need to be sure the room is closed before that to discourage people from entering early and to allow everyone equal opportunity to enter.<br />
<br />
=== Moderating ===<br />
When hosting an online '''meeting''', you will likely control all aspects of the time: controlling the screen, monitoring the agenda, and keeping track of the time. If necessary, appoint a parliamentarian who can help especially with time and keeping the meeting on track.<br />
<br />
While educational '''webinars''' can function with just two people (the host/moderator and the speaker), best practices recommend having a third, often silent partner to handle any technical aspects of the session. This can include issues participants have, any tricky transitions during the presentation, and unexpected technical emergencies. Having dedicated technical support means that the host can focus on content and timing issues, and the speaker can simply focus on speaking.<br />
<br />
Useful tips for moderating a webinar:<br />
* Create a master script document that includes not only what everyone will say but also blocking for various tasks (e.g., Amy starts recording, Joy stops music, Louise pulls up survey, etc.).<br />
* Have clear time estimates for each stage of the presentation. Be prepared to encourage the speaker to speed up, slow down, or move on when necessary.<br />
* Always have questions on hand to promote conversation if a Q&A time is included at the end.<br />
* After asking a question or prompting participation, slowly count to 10 to allow people to respond.<br />
* Don’t panic if something goes wrong. Technology is difficult to predict, and often you can simply work around the issue.<br />
* Be mindful of the webinar’s level of interactivity for both live participants as well as those who may view a recording later, if applicable.<br />
<br />
=== Assessing ===<br />
While most '''business meetings''' won’t need constant assessment, it is important to check in with participants to evaluate how things are working. <br />
* Is everyone able to use the selected platform or should another be tried?<br />
* Are the times still convenient for most involved?<br />
* Does everyone feel like the frequency is sufficient or should that be reevaluated?<br />
* Are the meetings productive or could that use some work?<br />
By encouraging your participants to provide feedback, you’ll soon find the best virtual meeting environment for your group.<br />
<br />
Assessment of '''webinars''' is often important for a group to determine not only if that webinar was successful but also what types of webinars should be pursued (if any) in the future. While creating a simple survey is easy enough, getting participants to complete the survey can often be difficult.<br />
<br />
When planning assessment, consider the following:<br />
* Encourage participants to complete the survey immediately after the webinar by setting the platform to redirect to the survey when the webinar is ended. You can also provide a link to the survey during the final minutes of the webinar to catch those who may wish to leave early.<br />
* Email participants immediately after the event and perhaps one week later. Use the email point of contact to advertise additional webinars or how participants can get involved with your group.<br />
* Connecting completion of the assessment with distribution of a certificate of completion can often encourage greater participation. (Check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] section below to learn how to automate the certificate process using Google’s Autocrat add-on).<br />
* When designing the survey, leave ample room for open comments. Try to make a survey that would take no longer than 5-10 minutes to complete.<br />
* Consider carefully which questions are mandatory and which optional.<br />
* Always ask for ideas for future programming and whether or not a participant would like to present a future webinar. This helps build programming ideas and a network of professionals.<br />
<br />
=== Sample Planning Timeline ===<br />
This sample planning timeline gives a sense of the necessary steps to plan a stand alone, virtual, educational webinar. For more planning help, check out the [[Planning Virtual Meetings and Webinars#Planning 2|Planning Resources]] below.<br />
<br />
'''2-3 months prior'''<br />
* You have a fantastic idea for a webinar (or perhaps a colleague approaches you with a fascinating idea). The first step is to investigate whether this idea has been adequately covered somewhere else in the vast universe of GLAM educational material.<br />
* You’ve determined that your idea is new and wonderfully useful to the GLAM world. Set a budget: Will you offer compensation to your speaker? Do you need to cover any technology costs? Is this an entirely volunteer based project?<br />
* Reach out to your professional connections and find a dynamic speaker who is an expert on the subject. Or, if you intend to be the speaker, find someone who is able to be your moderator for the event. Discuss dates and create a signed agreement so everyone understands the project. When possible, include all dates (e.g., draft due dates, practice session(s), live event, etc.) in the contract.<br />
* Discuss basic technology requirements with the speaker now including the need for reliable (preferably wired) internet and a quality headset.<br />
<br />
'''1 month prior'''<br />
* Start sharing scripts and slides. Work on timing and discuss any special technology needs. Try to find the right balance between text and images on slides.<br />
* Check on accessibility issues, including, but not limited to, font sizes and Alt text for images. Avoid slide transitions and fly-ins.<br />
* Determine now if the webinar is going to be recorded and what added concerns you need to keep in mind connected to that.<br />
* Determine if there are any supplemental documents that would be useful for participants to have.<br />
* Collect a bio for the speaker.<br />
* Begin setting up the classroom space, if possible, for the webinar environment. Some platforms, like Adobe Connect, allow hosts to set up several templates for meeting rooms (e.g., lobby, presentation, chat, etc.). By having these in place prior to the technical practice for a session, you will save time and give the speaker an idea of the available room configurations. If conducting a series of webinars, you are able to copy the format and settings of an established meeting.<br />
<br />
'''1 week prior'''<br />
* Conduct a practice session in the environment that will be used the day of the event. Make sure that internet speeds are excellent (wifi should be avoided), that telephones are available if needed, and that microphones are clear and balanced between the host and speaker.<br />
* Run through all slides, transitions, and activities to make sure that everything displays as expected. Make notes on anything that needs to be adjusted and schedule additional checks if necessary.<br />
* Have a few people participate in this session, if possible, so that font sizes, images, and display can be checked on a variety of devices (PC/Mac, tablet, desktop, laptop, etc.) and the presentation can be evaluated from several perspectives (host, speaker, attendee).<br />
* Assign individuals to tasks. Tasks may include starting and stopping the recording, ending the session, serving as timekeeper for any discussions, and moderating any questions.<br />
* Open registration for the event and share with target audiences.<br />
<br />
'''Day of event'''<br />
* Meet at least 30 minutes prior to the time set for opening the classroom (which is usually 15 minutes before the start of the webinar). Allow more time if there are multiple speakers or unresolved technical issues from the practice session.<br />
* Test and balance the microphone levels for anyone who will be speaking during the event.<br />
* Make sure everyone understands their assigned tasks.<br />
* Relax, get some water, and wait for the event.<br />
* Know that you’ve planned a new and wonderfully useful session, open the classroom, and start.<br />
<br />
== Resources ==<br />
=== Planning ===<br />
* [http://www.infotoday.com/OnlineSearcher/Articles/Features/Secrets-of-Successful-Webinars-106050.shtml Secrets of Successful Webinars] (Online Searcher, Vol. 39, no. 5, Sept./Oct. 2015) - Includes checklists and tips from Mary Ellen Bates and Cathy Chiba on planning, creating, and hosting successful webinars.<br />
* [https://mebs.files.wordpress.com/2015/06/webinar-planning-checklist.pdf MEB’s Amazing Webinar Checklist and Templates] (pdf) - A tool created by Mary Ellen Bates to help webinar hosts stay organized through the webinar planning and presentation process.<br />
<br />
=== Presenting ===<br />
* [https://helpx.adobe.com/adobe-connect/kb/best-practices-hosts-presenters-using.html Adobe Connect Best Practices for Hosts and Presenters] - While specifically designed for Adobe Connect users, this guide offers useful tips for any virtual meeting planner or presenter.<br />
* [https://www.learningsolutionsmag.com/articles/1388/best-practices-deliver-a-great-virtual-training-event Best Practices: Deliver a Great Virtual Training Event] - by Jaqueline Beck, Learning Solutions Magazine, 2014<br />
* [https://www.elearningguild.com/showfile.cfm?id=3159 Best Practices for Delivering Virtual Classroom Training] (pdf) - Randah McKinnie, Sr., eLearning Solutions, 2008 - Focuses on Adobe’s presentation software, but offers suggestions for any virtual classroom environment.<br />
* [https://www.americanexpress.com/us/small-business/openforum/articles/12-strategies-creating-webinar-wows-crowds/ 12 Strategies for Creating a Webinar that Wows Crowds] - by Bruna Martinuzzi of Clarion Enterprises, American Express Open Forum, December 2016<br />
* [https://hbr.org/2015/03/how-to-run-a-great-virtual-meeting How to Run a Great Virtual Meeting] - by Keith Ferrazzi, Harvard Business Review Online, March 27, 2015<br />
* [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 The 20-Minute Rule for Great Public Speaking--On Attention Spans and Keeping Focus] - by Alf Rehn, Professor and Speaker, The Art of Keynoting, April 11, 2016 - An excellent read on the art of crafting quality presentations<br />
* [http://sixminutes.dlugan.com/speaking-rate/ What is the Average Speaking Rate?] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, Nov. 2012 - An overview to help you calculate your rate of speech (i.e., how quickly you speak) to help you gauge how much content you need for a given time period<br />
* [http://sixminutes.dlugan.com/rule-of-three-speeches-public-speaking/ How to use the Rule of Three in Your Speeches] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, May 2009 - An overview of how to apply the aesthetic Rule of Three to speech<br />
<br />
=== Accessibility ===<br />
* [http://dor.ca.gov/DisabilityAccessInfo/How-do-I-Plan-Accessible-Presentations-and-Webinars.html How do I plan accessible presentations and webinars?] - A brief resource with links from the California Department of Rehabilitation<br />
* [https://www.fda.gov/AboutFDA/AboutThisWebsite/Accessibility/ucm214503.htm Accessible Web Conferences and Webinar Best Practices] - A guide from the U.S. Food and Drug Administration<br />
<br />
=== Resources and Media ===<br />
When using images, videos, and music for virtual learning, carefully consider any restrictions on the media. If you have any doubt over proper use and/or attribution requirements or limitations, contact the owner or licencor of the media. CLIR and DLF are not responsible for any misuse of media obtained from the following sources.<br />
<br />
* [http://www.docurated.com/101-free-free-try-online-collaborative-learning-tools-teachers-educators 102 Free (or Free-to-Try) Online Collaborative Learning Tools for Teachers and Educators] - While geared specifically to elementary and secondary education, quite a few of the tools listed could be used and adapted to professional development training experiences.<br />
* [http://edtechteacher.org/tools/research/finding-images/ Finding Public Domain Images for Multimedia Projects] - An extensive list of public domain image sources including a number of government image sources.<br />
* [https://elearningindustry.com/free-stock-photos-sites-for-elearning Free Stock Photos Sites for eLearning] - A listing of sites. Some may require registration and some do have limits to the free use for images.<br />
* [http://freemusicarchive.org/curator/Video/ Free Music Archive (FMA): Music for Video] - A special portal within FMA which pre-screens music contributions for use in video. The search capabilities are robust including basic searches like artist and genre to more specific searches like clip length and license type.<br />
* [https://www.youtube.com/watch?v=L8Z89-q1OnU Create Professional Development Certificates from Google Forms using Autocrat] - YouTube tutorial from Jeffrey Bradbury, Teachercast Podcast (August 11, 2015) showing how to build a certificate using several Google products.<br />
* [https://www.youtube.com/watch?v=vC1Zp-x9bGQ&spfreload=1 Using Autocrat to send personalized PDF certificates via Form Submit] - by edtech2020, Tim Chase, May 16, 2013<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Planning_Virtual_Meetings_and_Webinars&diff=13113Planning Virtual Meetings and Webinars2017-06-28T16:02:34Z<p>Joymbanks: /* Speakers */</p>
<hr />
<div>This handbook is meant to provide general guidelines for those connected with CLIR and DLF interested in presenting and/or hosting an online meeting or educational experience.<br />
<br />
The 2017 development of this handbook is part of the [https://www.clir.org/hiddencollections/sahc CLIR Strategies for Advancing Hidden Collections project (SAHC)], funded by The Andrew W. Mellon Foundation. More resources related to that project can be found in the [https://wiki.diglib.org/Strategies_for_Advancing_Hidden_Collections SAHC Resource Library].<br />
<br />
== Formats ==<br />
In today’s online environment, the possibilities for virtual learning are nearly limitless. From Facebook Live to Adobe Connect, choosing the right platform may be challenging. Careful consideration of content and goals will help guide you to the right platform.<br />
<br />
=== Casual v. Formal ===<br />
There is a significant difference between the platform needs for a gathering of colleagues casually chatting about something and a professional presentation of ideas to a large group. The former requires minimal technology, and the latter likely requires a much more robust system.<br />
<br />
For the '''causal''' experience, consider basic VOIP conference lines, Skype group, Google Hangouts, and the like.<br />
<br />
* Do you actually need to see a screen or is voice access enough?<br />
* Will everyone be able to participate via audio connections or will some need a chat feature?<br />
* Will everyone be able to use their computer for audio or will a phone line be necessary?<br />
* Consider the time of day for the meetup. If during work hours, some may not have access to platforms that require any sort of download. If after work hours, some may not have access to robust internet connections.<br />
* Talk to your group, and find out what works best for you.<br />
<br />
For the '''formal''' experience, consider more robust platforms that allow for greater flexibility such as UberConference (DLF maintains a [[Setting Up Year-Round Meetings#DLF Web.2FPhone Conferencing Support|Pro account]]), Adobe Connect, GoToMeeting, and the like.<br />
* Will you need the ability to screen share, chat, and file share?<br />
* Will your participants need to access audio via VOIP, computer, and/or phone audio connections?<br />
* Will your presenters need training on the platform in advance?<br />
* Even in the most robust systems, there is value in keeping things simple so that participants can focus on the content rather than the platform.<br />
<br />
=== Collaborative v. Lecture ===<br />
While most educators agree that engaged learning is the best educational model, there is still value in lecture for presenting certain types of information. Recreating lecture in a virtual environment is relatively easy. Virtual collaboration can be a bit more challenging.<br />
<br />
If you need a '''collaborative''' online environment:<br />
* Limit the size of your group. The larger the group, the more difficult collaboration can be. Some web conferencing platforms allow breaking into groups, but be sure to test the feature before the meeting so you understand how it works for everyone.<br />
* Consider creating large chat spaces to allow contribution even if someone is unable to participate via audio connection.<br />
* Combine technologies. Using a conference line and a collaborative work space such as GoogleDocs can allow live feedback and tracking when working together on a project.<br />
<br />
When presenting information in a '''lecture''' environment:<br />
* It’s still important to create an interactive environment. Allow a way for participants to ask questions and engage with the presenter and other attendees.<br />
* Intersperse lecture with engagement. Create chat opportunities that allow an exchange of ideas. Give participants a way to stretch their brain with simple activities like polls or sharing reactions.<br />
<br />
=== Meeting v. Learning ===<br />
You may think that planning an online meeting is as simple as sending out a link for people to join, but the best online meeting planners follow many of the same best practices as virtual learning.<br />
<br />
If you are planning a '''meeting''', consider the following:<br />
* Have a detailed agenda including time estimates for each part of the discussion. This will not only keep everyone on track during the meeting but also allow participants to plan ahead to enter and leave the meeting if needed.<br />
* Keep in mind if everyone in the meeting will have access to an audio line and/or any thing you put on the screen. Those who may only be able to hear the meeting will need to have verbal descriptions of anything on the screen and have any chat discussions summarized for them. Those who will be unable to participate with a microphone will need to have access to chat.<br />
* Since time is crucial when meeting online, distribute any documents to be discussed in advance so participants can review them. This will allow more meaningful discussions when everyone is together.<br />
<br />
If you are interested in creating a '''learning''' environment:<br />
* Planning should begin far in advance of the date of presentation.<br />
* A more robust virtual platform is often necessary to create an engaging learning experience for everyone.<br />
* For more details on planning a virtual learning experience, see the [[Planning Virtual Meetings and Webinars:Hosts|Hosts]] section of this handbook and check out the [[Planning Virtual Meetings and Webinars:Resources|Resources]] listed below.<br />
<br />
=== Recorded v. Live ===<br />
The experience of a live virtual event will be much different than a recorded one. Perhaps you decide to focus on one or the other or create a learning experience that uses both.<br />
<br />
If you are recording a '''live''' presentation for use later:<br />
* Be sure that you designate someone to start and end the recording.<br />
Have a plan for storage of the recording. Where will it live? Who will have access? Will editing be necessary? How long will you provide access?<br />
* If possible, mark on the live script sections that will be cut from the recording to make editing easier.<br />
* Recognize that not all activities of a live event can be recreated for someone listening to a recording.<br />
<br />
It’s OK if you only offer something live. Everyone may not be able to attend, but that is the nature of life. Provide ample notice of the event (or purposely plan a pop-up event), and those who are more interested will attend.<br />
<br />
If you plan to only provide a '''recorded''' presentation:<br />
* Follow best practices for presentation and consider how you will engage your audience if the content is educational.<br />
* Plan for a way that viewers can ask questions or provide feedback whether through your email, a specific Twitter hashtag you can track, a GoogleForm, or some other means.<br />
* Be sure you have all of the necessary software and hardware to make a quality recording and determine in advance where the recording will live.<br />
* Consider including your script as captions in the recording to offer an additional way users can access the materials.<br />
<br />
=== Audio v. Video ===<br />
For some virtual experiences, audio may be sufficient but sometimes, in order to build trust or a team spirit, video can help.<br />
<br />
When thinking about '''audio''' only:<br />
* Audio only options often require less robust systems and can often be accessed through a phone line without the need for a computer.<br />
* This can be great for a simple conference call with a small group of individuals already familiar with each other.<br />
* For those who are visual learners, be sure to supply any documents to be discussed in advance so everyone can follow the conversation.<br />
<br />
When thinking about '''video''' options:<br />
* Remember everyone may not have access to a webcam. Will participants still be able to participate another way?<br />
* Video includes screen sharing, not just webcam sharing. Sometimes it is valuable to be able to visually share documents or other information.<br />
* If you expect everyone to participate through video, give advance notice so no one is surprised.<br />
<br />
<br />
== Speakers ==<br />
=== Virtual v. Face to Face ===<br />
While webinars have many similarities with standard F2F presentations, those presenting webinars must be aware of several distinct differences:<br />
* '''Your audience is not in the same room''' - Unless you are participating in an online video chat that includes participant video, you will not be able to gauge your audience’s non-verbal response to your presentation. For anyone who has relied on eye contact, body language, and other visual signs to make adjustments to a presentation, the format of a webinar can be a bit uncomfortable.<br />
'''Solution''': <br />
** ''Create engaging chats'' - Think of these as opportunities for participants to stretch their brain. Encourage participants to get to know each other before the session starts. Set aside a 60 second chat blitz as a way to quickly participate in the webinar. Ask participants for suggestions and ideas that have worked in real life.<br />
** ''Ask questions to boost active participation'' - When using a question to start a chat, be sure it is open enough to engage participants. Questions with one word answers are best left to polls and blitz activities. It’s ok to consider phrasing that will lead participants where you want them to go in their thinking. In a webinar geared towards higher level engagement, allow participants to share their experiences, good or bad, as a way to enrich the content of your presentation. Setting time limits will encourage people to contribute without waiting and also allow a distinct end point to move the webinar forward if needed.<br />
** ''Embed polls and other simple activities'' - Polls are a quick and easy way to gauge your audience before and during a webinar. Questions can be about the participants or the content of the webinar. Choose simple questions with distinct responses. Depending on the webinar platform, you may also have the ability to allow participants to draw on the screen, add quick responses to a chat box, raise their hand virtually, share reaction emojis, etc. All of these activities break up the content of your talk and refocus the group.<br />
<br />
* '''Timing is essential''' - Webinars will have set start and end times that often cannot be adjusted. You may be asked to login to the webinar system early and perhaps end early (i.e., before you’re ready to stop talking) if the end time approaches. Because of this, reading from a script is often recommended to avoid unexpected timing issues.<br />
'''Solution''': <br />
** ''Practice, practice, practice'' - Read your script and make sure the text flows as well verbally as it does in writing. Plan your timing with a slower voice and enunciated speech. During the live event, you will likely speak faster than when you practiced.<br />
** ''Add buffers to account for discussions that may run long'' - While you will be asked to plan how long discussions will last, you may find participants are highly engaged during a certain time. Plan ahead to allow buffers in your presentation content to allow for engaged participation (keeping in mind, though, that all good things must eventually come to an end). Mark sections of your script that can be easily cut if needed. <br />
<br />
* '''Interaction must be carefully crafted''' - Most webinar platforms allow for some interaction between the speaker and audience as well as between attendees. The most successful virtual engagement activities are not something you can do effectively on the fly. Careful planning (and testing) of interactive activities will help create a dynamic learning environment that will help all participants engage with the educational content.<br />
'''Solution''':<br />
*** ''Plan ahead and test everything'' - Work closely with your webinar host to assure that everything is in place and functional prior to the live date. Set up any polls. Practice chat sessions. Test your ideas with several people on various devices. Leave nothing to chance but always remain flexible.<br />
<br />
* '''Not everyone will be participating in the same way''' - Even in the smallest virtual settings, not everyone will have access to the full webinar experience. Some may only be able to participate through the audio. Others may not have access to a microphone. Be considerate of any accessibility limitations.<br />
'''Solution''':<br />
*** Repeat any questions or thoughtful comments that are typed in the chat box so everyone has access to the content.<br />
*** Describe verbally any important visual aids.<br />
*** Enunciation not only helps participants hear you better, but it also helps any transcription of your speech for captioning. Speaking too fast will jumble your words both through audio and captioning technology.<br />
*** Try to avoid experiences which will require a very high internet speed connection.<br />
*** Will the session be recorded? Consider how what you do live will translate to a recorded viewing experience.<br />
<br />
=== Delivering an Engaging Virtual Presentation ===<br />
* Start with a brief bio, usually presented by the host/moderator. Include details other than the mundane that will engage your audience and connect them more personally to you. Your bio will also serve to show why you are qualified to present the content of the webinar and establish you as an expert. <br />
* Include an image of yourself. This can be on your slide template or, if possible, as a video feed (even if only briefly).<br />
* Depending on the form of your webinar, plan to have an activity every 15-20 minutes or so to re-engage your audience and avoid long periods of lecture. These can be directed chats, polls, blitz chats, or Q&A sessions. Some webinars may require a large amount of lecture due to the depth of the topic. In those cases, consider breaking up sessions into a series to allow greater interaction.<br />
* Remember to smile when you speak (which feels strange if you are alone in a room somewhere). When you are smiling, your words tend to be clearer and your tone is more welcoming. This will also help you avoid extreme changes in your volume (e.g., starting a sentence with power and fading off as your sentence ends).<br />
* Before your webinar, practice your script and record it. Listen to your recording and try to adjust any bad habits. Try to avoid “um”, “so”, and other speech fillers. Listen for habits like starting loud and fading off at the end of a sentence. Practice your breathing so it sounds natural. Presenting is different than natural speech, so the extra practice and self-evaluation will help you deliver a clear presentation to your audience.<br />
* Consider framing your presentation using the rule of three. Begin by telling your audience what they will hear (perhaps having three points or sections), tell them those points, and end by summarizing what they heard. The number of main ideas you will effectively be able to share depends on the length of time you have. Avoid trying to cram too much into too short a time slot. Better to share less content of a higher quality. While many sources suggest listeners have a 5-10 minute attention span, framing your content to the highest denominator of [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 18-20 minutes] will likely produce higher quality content.<br />
* Even in an online environment, you might encourage your audience to set aside distractions during the session: turn off cell phones, don’t check email, hang a sign on your door, and truly focus on the content. These simple steps will help everyone have a better webinar experience.<br />
* Insert humor throughout your presentation. Tell an appropriate, personal funny story, but keep it succinct and relevant. If you are speaking on a particular topic but you lack a personally relevant experience, consider gathering stories before the event, either from registered participants or colleagues (and always seek permission to share!).<br />
* Relax, be sure to have a cup of water, and enjoy the experience.<br />
<br />
== Hosts ==<br />
=== General Tips ===<br />
For Virtual '''Business Meetings''':<br />
* Try to limit the meeting to one hour.<br />
* If a recurring meeting, set the time and day well in advance so everyone can mark their calendars and set aside time for the meeting. Everyone will appreciate not having to do a poll every month to schedule a meeting time.<br />
* Allow a few minutes at the beginning and/or end for watercooler talk. Encourage those who want to catch up to arrive early or plan to stay a few minutes later (depending on whether or not you can stay in the virtual space).<br />
* Don’t assume that everyone knows each other. Do introductions if necessary, and, if taking minutes, be sure the secretary feels comfortable enough to speak up if it’s unclear who is speaking. While some platforms identify the speaker, that often relies on the participant to enter their name and/or an individual passcode.<br />
* Check in each meeting to see how everyone is participating. Some may only have chat (if available), some may only have audio (if you’ve also set up screen sharing). Repeat questions and describe what’s going on so everyone stays engaged.<br />
* Will the meeting need to be recorded? If so,<br />
** Where will the recording live and how will members access it?<br />
** Will their be usage restrictions based on the content of the meeting?<br />
<br />
<br />
For Virtual '''Educational Webinars''':<br />
* Most online learning experiences should last no more than ninety minutes.<br />
* Plan ahead if you would like to charge attendees. You’ll need a way to accept payment in addition to tracking registration.<br />
* Most webinar platforms will require some level of training so that presenters and hosts are familiar with the features.<br />
* Wired internet is always preferred for speakers and hosts to avoid delivery glitches. Make this clear from the beginning of planning.<br />
* Will the webinar be recorded? If the answer is yes, consider:<br />
** Where will the recordings live and how long they will need to last?<br />
** Will you need to edit the recordings or be able to post as is?<br />
** Will the recording need to capture the entire webinar environment or just the presentation slides?<br />
** How will the experience differ for those who view the recording?<br />
** Will captioning need to be added to the recording?<br />
<br />
=== Planning ===<br />
Planning a virtual webinar or meeting begins in much as the same way as a face to face event: Choose a topic, find a speaker, and set a date (not necessarily always in that order). Additionally, hosts also need to consider how communication will occur, especially since everyone is likely dispersed, and how registration will be handled.<br />
<br />
Jump to: [[Planning Virtual Meetings and Webinars#Choosing a Topic|Choosing a Topic]] | [[Planning Virtual Meetings and Webinars#Finding a Speaker|Finding a Speaker]] | [[Planning Virtual Meetings and Webinars#Setting a Date|Setting a Date]] | [[Planning Virtual Meetings and Webinars#Communication|Communication]] | [[Planning Virtual Meetings and Webinars#Registration|Registration]]<br />
<br />
==== Choosing a Topic ====<br />
If you are hosting a '''business meeting''', you topic will be the items on your agenda. Be sure to supply the agenda and any documents for review at least one week prior to the meeting.<br />
<br />
<br />
Selecting a topic for a '''webinar''' can be a bit more involved. Perhaps your team has recently completed a project, and you would like to share the results with a larger audience. Of you recently attended an in-person meeting, heard a great speaker, and think the session should be captured for further distribution. Regardless of the idea, here are some tips:<br />
* Make sure the topic hasn’t been covered sufficiently elsewhere.<br />
* Some topics may be stand alone (a conference summary, an introductory session, etc.) while other ideas may lend themselves to serial delivery. Series may occur weekly, monthly, or at some other set interval. A few more thoughts on series:<br />
** Webinars in a series should have a common theme, but don’t necessarily need to build directly from each other. For example, you could plan a series focusing on how individual institutions are tackling a particular problem, highlighting a new institution each month. This can be marketed as a series, but doesn’t require participants to attend all sessions. Alternatively, a series may also be developed to tackle a complex topic with sessions building on each other. Attendees would be expected to attend all sessions (to the best of their ability).<br />
** There is no set amount of sessions a series must contain: some may be as little as two and some may last for years (though, [[Planning Virtual Meetings and Webinars#Assessing|assessment]] of long-term series is important to determine continued viability and relevance).<br />
** A highly effective way to create a cohesive feel between the sessions is to create a uniform presentation template and/or classroom setup.<br />
** When multiple speakers are involved in a series, be sure to facilitate engagement and conversation to encourage unity in the topics and refer to the other parts in the series. Slack and other collaborative software can be useful tools in this process.<br />
* All webinars should have a clear scope, including objectives and outcomes, so that those interested will know what to expect during the event. Developing these will also help hosts determine if the topic is too broad for an individual session so that the scope can either be condensed to fit the time or expanded into a series.<br />
<br />
==== Finding a Speaker ====<br />
As host for a '''business meeting''', you will likely do most of the speaking. If others will need to speak or give reports, provide them with advance notice of that expectation so they are prepared. You may need to manage the audio using the mute feature for those in the virtual meeting space to avoid background noise and other distractions.<br />
<br />
When considering a speaker for a '''webinar''', first explore your own professional network and associations. You may have someone in your own network who is a perfect candidate to cover the topic. If not, gradually expand your search and reach out to others for recommendations.<br />
Be sure you have answers to the following:<br />
* Will the speaker be reimbursed?<br />
* How much time do you anticipate the speaker will invest in the planning, practicing, and presenting of the webinar?<br />
* Has the potential speaker delivered a webinar before? If not, how much additional time are you willing to invest to coach the speaker though the process?<br />
* Speakers will likely expect at least a general idea of the date and time for the webinar as well as the webinar length broken down so they are clear on how long they will be expected to speak.<br />
* When communicating with your speaker, be sure to explain your expectations for accessibility (e.g., adding [https://support.office.com/en-us/article/Add-alternative-text-to-a-shape-picture-chart-table-SmartArt-graphic-or-other-object-44989b2a-903c-4d9a-b742-6a75b451c669 Alt Text for images] in a PowerPoint) at the beginning of the planning process to allow ample time for testing, if needed.<br />
<br />
==== Setting a Date ====<br />
The DLF Wiki has some excellent suggestions on setting a date and time in the [[Setting Up Year-Round Meetings]] section of their Organizers’ Toolkit. As mentioned above, recurring meetings or webinars are best planned in advance (e.g., the second Tuesday of every month at 2pm ET). A simple poll can make this process straightforward. Remember time zone differences, especially for meetings, and communicate any changes or cancellations well in advance.<br />
<br />
If you are using a shared conferencing or online learning platform, be sure to document and mark your scheduled events in the appropriate way so that others do not plan an event at the same time. There’s nothing quite as awkward as walking in on another meeting when you expected the line to yourself.<br />
<br />
==== Communication ====<br />
With so many ways to communicate, this may be the most overwhelming element of the planning process. It is critical to have accurate contact information for all involved, whether for a business meeting or webinar.<br />
* Using a platform like Slack can allow collaboration in planning, though be sure that everyone is familiar with the features.<br />
* Email works well for critical information, but only if everyone checks the email address provided. <br />
* When all else fails, phone calls may be in order to be sure that those parties involved are understanding your expectations and their responsibilities. <br />
Be willing to communicate a number of different ways to encourage the highest level of participation. Also, be sure that those with whom you are working can communicate their own issues with you so that you can solve problems before they become significant issues.<br />
<br />
Another aspect of communication for the host or planner involves continued conversation between meetings, series offerings, or after a webinar ends.<br />
* '''Between Meetings''' - If the group attending the meeting stays mostly the same, consider establishing a Slack Channel or other collaborative platform on which participants can contribute information relevant to the group between official meetings. This is also a great way to set up a watercooler space to share personal updates.<br />
* '''Between Series''' - Consider encouraging assigned reading selections or video viewings with a designated check in time and place where participants can provide feedback and additional thoughts on an issue. Participation in the continued conversation can be part of a certification process that participants receive after completion of the program.<br />
* '''After the Webinar''' - When presenting a webinar, collecting registrant information is important to engage new audience members with your group. Consider sending a tailored welcome message to anyone not already subscribed to your services. Sign them up for your newsletter. Invite them to your group chat page. Send a quick follow-up survey several months later to see how they are applying what they learn. Remember, though, to always allow them to opt out of future communications.<br />
<br />
==== Registration ====<br />
When planning a '''business meeting''', registration is probably unnecessary. You will, however, need to supply the login information to those who need to attend the meeting. This could be a URL or a phone number and may include a passcode for your specific meeting. Encourage anyone unable to attend to communicate that information in a timely manner in case there are matters that need a quorum.<br />
<br />
<br />
As host, you can choose a variety of ways to approach registration for '''webinars'''.<br />
* Advanced registration through the webinar platform - most allow you to collect basic information (name, email, institution) and set caps on registration if necessary. Usually, the system will then send out the information to login to the webinar and, if you set it up, scheduled reminders.<br />
* Advanced registration through alternative means - If you need to collect additional demographic information or payment for participants, using something like SurveyMonkey or a GoogleForm can allow you to customize and analyze registrants. This will require additional work on your part, though, since you will be responsible for distributing login information and reminders.<br />
* No registration - On occasion, you may wish to simply share the link for a scheduled webinar and hope for the best. This can work well for those events where you are unconcerned with reaching any limits that your virtual classroom may have or trust that those who are interested will show up before the limit is reached. Be sure to market your webinar widely enough to generate interest and be flexible with the audience that does attend.<br />
<br />
Several tips for registration:<br />
* If you are allowing advanced registration, start promoting and open registration no more than one month prior to the event; two weeks notice is often the most ideal. Any longer notice will often cause a greater no-show rate, especially for free events.<br />
* Allow for about a 20% attrition rate between registrants and attendees. This means if you have a classroom for 100, you may wish to allow 120 to register to allow the greatest attendance.<br />
* If you are not requiring registration, consider in advance how you will communicate any classroom size limits. Typically, rooms open 15 minutes prior to the start of an event, and you will need to be sure the room is closed before that to discourage people from entering early and to allow everyone equal opportunity to enter.<br />
<br />
=== Moderating ===<br />
When hosting an online '''meeting''', you will likely control all aspects of the time: controlling the screen, monitoring the agenda, and keeping track of the time. If necessary, appoint a parliamentarian who can help especially with time and keeping the meeting on track.<br />
<br />
While educational '''webinars''' can function with just two people (the host/moderator and the speaker), best practices recommend having a third, often silent partner to handle any technical aspects of the session. This can include issues participants have, any tricky transitions during the presentation, and unexpected technical emergencies. Having dedicated technical support means that the host can focus on content and timing issues, and the speaker can simply focus on speaking.<br />
<br />
Useful tips for moderating a webinar:<br />
* Create a master script document that includes not only what everyone will say but also blocking for various tasks (e.g., Amy starts recording, Joy stops music, Louise pulls up survey, etc.).<br />
* Have clear time estimates for each stage of the presentation. Be prepared to encourage the speaker to speed up, slow down, or move on when necessary.<br />
* Always have questions on hand to promote conversation if a Q&A time is included at the end.<br />
* After asking a question or prompting participation, slowly count to 10 to allow people to respond.<br />
* Don’t panic if something goes wrong. Technology is difficult to predict, and often you can simply work around the issue.<br />
* Be mindful of the webinar’s level of interactivity for both live participants as well as those who may view a recording later, if applicable.<br />
<br />
=== Assessing ===<br />
While most '''business meetings''' won’t need constant assessment, it is important to check in with participants to evaluate how things are working. <br />
* Is everyone able to use the selected platform or should another be tried?<br />
* Are the times still convenient for most involved?<br />
* Does everyone feel like the frequency is sufficient or should that be reevaluated?<br />
* Are the meetings productive or could that use some work?<br />
By encouraging your participants to provide feedback, you’ll soon find the best virtual meeting environment for your group.<br />
<br />
Assessment of '''webinars''' is often important for a group to determine not only if that webinar was successful but also what types of webinars should be pursued (if any) in the future. While creating a simple survey is easy enough, getting participants to complete the survey can often be difficult.<br />
<br />
When planning assessment, consider the following:<br />
* Encourage participants to complete the survey immediately after the webinar by setting the platform to redirect to the survey when the webinar is ended. You can also provide a link to the survey during the final minutes of the webinar to catch those who may wish to leave early.<br />
* Email participants immediately after the event and perhaps one week later. Use the email point of contact to advertise additional webinars or how participants can get involved with your group.<br />
* Connecting completion of the assessment with distribution of a certificate of completion can often encourage greater participation. (Check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] section below to learn how to automate the certificate process using Google’s Autocrat add-on).<br />
* When designing the survey, leave ample room for open comments. Try to make a survey that would take no longer than 5-10 minutes to complete.<br />
* Consider carefully which questions are mandatory and which optional.<br />
* Always ask for ideas for future programming and whether or not a participant would like to present a future webinar. This helps build programming ideas and a network of professionals.<br />
<br />
=== Sample Planning Timeline ===<br />
This sample planning timeline gives a sense of the necessary steps to plan a stand alone, virtual, educational webinar. For more planning help, check out the [[Planning Virtual Meetings and Webinars#Planning 2|Planning Resources]] below.<br />
<br />
'''2-3 months prior'''<br />
* You have a fantastic idea for a webinar (or perhaps a colleague approaches you with a fascinating idea). The first step is to investigate whether this idea has been adequately covered somewhere else in the vast universe of GLAM educational material.<br />
* You’ve determined that your idea is new and wonderfully useful to the GLAM world. Set a budget: Will you offer compensation to your speaker? Do you need to cover any technology costs? Is this an entirely volunteer based project?<br />
* Reach out to your professional connections and find a dynamic speaker who is an expert on the subject. Or, if you intend to be the speaker, find someone who is able to be your moderator for the event. Discuss dates and create a signed agreement so everyone understands the project. When possible, include all dates (e.g., draft due dates, practice session(s), live event, etc.) in the contract.<br />
* Discuss basic technology requirements with the speaker now including the need for reliable (preferably wired) internet and a quality headset.<br />
<br />
'''1 month prior'''<br />
* Start sharing scripts and slides. Work on timing and discuss any special technology needs. Try to find the right balance between text and images on slides.<br />
* Check on accessibility issues, including, but not limited to, font sizes and Alt text for images. Avoid slide transitions and fly-ins.<br />
* Determine now if the webinar is going to be recorded and what added concerns you need to keep in mind connected to that.<br />
* Determine if there are any supplemental documents that would be useful for participants to have.<br />
* Collect a bio for the speaker.<br />
* Begin setting up the classroom space, if possible, for the webinar environment. Some platforms, like Adobe Connect, allow hosts to set up several templates for meeting rooms (e.g., lobby, presentation, chat, etc.). By having these in place prior to the technical practice for a session, you will save time and give the speaker an idea of the available room configurations. If conducting a series of webinars, you are able to copy the format and settings of an established meeting.<br />
<br />
'''1 week prior'''<br />
* Conduct a practice session in the environment that will be used the day of the event. Make sure that internet speeds are excellent (wifi should be avoided), that telephones are available if needed, and that microphones are clear and balanced between the host and speaker.<br />
* Run through all slides, transitions, and activities to make sure that everything displays as expected. Make notes on anything that needs to be adjusted and schedule additional checks if necessary.<br />
* Have a few people participate in this session, if possible, so that font sizes, images, and display can be checked on a variety of devices (PC/Mac, tablet, desktop, laptop, etc.) and the presentation can be evaluated from several perspectives (host, speaker, attendee).<br />
* Assign individuals to tasks. Tasks may include starting and stopping the recording, ending the session, serving as timekeeper for any discussions, and moderating any questions.<br />
* Open registration for the event and share with target audiences.<br />
<br />
'''Day of event'''<br />
* Meet at least 30 minutes prior to the time set for opening the classroom (which is usually 15 minutes before the start of the webinar). Allow more time if there are multiple speakers or unresolved technical issues from the practice session.<br />
* Test and balance the microphone levels for anyone who will be speaking during the event.<br />
* Make sure everyone understands their assigned tasks.<br />
* Relax, get some water, and wait for the event.<br />
* Know that you’ve planned a new and wonderfully useful session, open the classroom, and start.<br />
<br />
== Resources ==<br />
=== Planning ===<br />
* [http://www.infotoday.com/OnlineSearcher/Articles/Features/Secrets-of-Successful-Webinars-106050.shtml Secrets of Successful Webinars] (Online Searcher, Vol. 39, no. 5, Sept./Oct. 2015) - Includes checklists and tips from Mary Ellen Bates and Cathy Chiba on planning, creating, and hosting successful webinars.<br />
* [https://mebs.files.wordpress.com/2015/06/webinar-planning-checklist.pdf MEB’s Amazing Webinar Checklist and Templates] (pdf) - A tool created by Mary Ellen Bates to help webinar hosts stay organized through the webinar planning and presentation process.<br />
<br />
=== Presenting ===<br />
* [https://helpx.adobe.com/adobe-connect/kb/best-practices-hosts-presenters-using.html Adobe Connect Best Practices for Hosts and Presenters] - While specifically designed for Adobe Connect users, this guide offers useful tips for any virtual meeting planner or presenter.<br />
* [https://www.learningsolutionsmag.com/articles/1388/best-practices-deliver-a-great-virtual-training-event Best Practices: Deliver a Great Virtual Training Event] - by Jaqueline Beck, Learning Solutions Magazine, 2014<br />
* [https://www.elearningguild.com/showfile.cfm?id=3159 Best Practices for Delivering Virtual Classroom Training] (pdf) - Randah McKinnie, Sr., eLearning Solutions, 2008 - Focuses on Adobe’s presentation software, but offers suggestions for any virtual classroom environment.<br />
* [https://www.americanexpress.com/us/small-business/openforum/articles/12-strategies-creating-webinar-wows-crowds/ 12 Strategies for Creating a Webinar that Wows Crowds] - by Bruna Martinuzzi of Clarion Enterprises, American Express Open Forum, December 2016<br />
* [https://hbr.org/2015/03/how-to-run-a-great-virtual-meeting How to Run a Great Virtual Meeting] - by Keith Ferrazzi, Harvard Business Review Online, March 27, 2015<br />
* [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 The 20-Minute Rule for Great Public Speaking--On Attention Spans and Keeping Focus] - by Alf Rehn, Professor and Speaker, The Art of Keynoting, April 11, 2016 - An excellent read on the art of crafting quality presentations<br />
* [http://sixminutes.dlugan.com/speaking-rate/ What is the Average Speaking Rate?] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, Nov. 2012 - An overview to help you calculate your rate of speech (i.e., how quickly you speak) to help you gauge how much content you need for a given time period<br />
* [http://sixminutes.dlugan.com/rule-of-three-speeches-public-speaking/ How to use the Rule of Three in Your Speeches] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, May 2009 - An overview of how to apply the aesthetic Rule of Three to speech<br />
<br />
=== Accessibility ===<br />
* [http://dor.ca.gov/DisabilityAccessInfo/How-do-I-Plan-Accessible-Presentations-and-Webinars.html How do I plan accessible presentations and webinars?] - A brief resource with links from the California Department of Rehabilitation<br />
* [https://www.fda.gov/AboutFDA/AboutThisWebsite/Accessibility/ucm214503.htm Accessible Web Conferences and Webinar Best Practices] - A guide from the U.S. Food and Drug Administration<br />
<br />
=== Resources and Media ===<br />
When using images, videos, and music for virtual learning, carefully consider any restrictions on the media. If you have any doubt over proper use and/or attribution requirements or limitations, contact the owner or licencor of the media. CLIR and DLF are not responsible for any misuse of media obtained from the following sources.<br />
<br />
* [http://www.docurated.com/101-free-free-try-online-collaborative-learning-tools-teachers-educators 102 Free (or Free-to-Try) Online Collaborative Learning Tools for Teachers and Educators] - While geared specifically to elementary and secondary education, quite a few of the tools listed could be used and adapted to professional development training experiences.<br />
* [http://edtechteacher.org/tools/research/finding-images/ Finding Public Domain Images for Multimedia Projects] - An extensive list of public domain image sources including a number of government image sources.<br />
* [https://elearningindustry.com/free-stock-photos-sites-for-elearning Free Stock Photos Sites for eLearning] - A listing of sites. Some may require registration and some do have limits to the free use for images.<br />
* [http://freemusicarchive.org/curator/Video/ Free Music Archive (FMA): Music for Video] - A special portal within FMA which pre-screens music contributions for use in video. The search capabilities are robust including basic searches like artist and genre to more specific searches like clip length and license type.<br />
* [https://www.youtube.com/watch?v=L8Z89-q1OnU Create Professional Development Certificates from Google Forms using Autocrat] - YouTube tutorial from Jeffrey Bradbury, Teachercast Podcast (August 11, 2015) showing how to build a certificate using several Google products.<br />
* [https://www.youtube.com/watch?v=vC1Zp-x9bGQ&spfreload=1 Using Autocrat to send personalized PDF certificates via Form Submit] - by edtech2020, Tim Chase, May 16, 2013<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Main_Page&diff=13112Main Page2017-06-28T15:53:18Z<p>Joymbanks: /* DLF Organizers' Toolkit */</p>
<hr />
<div>'''Welcome!''' DLF's wiki was created in 2014 for our various [https://www.diglib.org/groups/ interest groups] and affiliated organizations to share information, best practices, and community notes. (See the main [https://diglib.org/ Digital Library Federation website] for info on DLF programs, fellowships, publications, and events.) <br />
<br />
'''This wiki is also the home of our DLF Organizers' Toolkit!''' [[File:Organizing-with-DLF.png|thumb]]<br />
<br />
<br />
== DLF Organizers' Toolkit == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]<br />
<br />
== Hosted/Sponsored Groups and Projects == <br />
<br />
*[[NDSA:Main Page|National Digital Stewardship Alliance]] ([http://ndsa.org NDSA])<br />
*DLF [[eResearch Network]] <br />
*DLF [[Legible Learning]] Project (coming Summer 2017)<br />
*annual [[AMIA-DLF Hack Days]] (2013-present)<br />
*annual [[Endangered Data Week]]<br />
<br />
== DLF Working Groups == <br />
Not all DLF groups maintain wiki pages. Find more activity [https://www.diglib.org/groups/ here].<br />
*DLF [[Assessment | Assessment Interest Group]] (AIG) <br />
# [[Assessment:Analytics | AIG Web Analytics Group]]<br />
# [[Assessment:Costs | AIG Cost Assessment Group]] (home of the [http://dashboard.diglib.org DLF Digitization Cost Calculator])<br />
# [[Assessment:Cultural Assessment | AIG Cultural Assessment Group]]<br />
# [[Assessment:Metadata | AIG Metadata Assessment Group]]<br />
# [[Assessment:User Studies | AIG User Studies Group]]<br />
*DLF [[Pedagogy | Digital Library Pedagogy Group]] (aka #DLFteach)<br />
# [[Pedagogy:Professional Development | Resource Sharing and Professional Skills Development Project]]<br />
# [[Pedagogy:DOCC | #DLFteach DOCC Project]]<br />
*DLF Working Group on [[Labor | Labor in Digital Libraries]]<br />
*DLF [[Transparency-Accountability | Government Records Transparency & Accountability]] Interest Group<br />
*DLF [[DLF Project Managers Group | Project Managers Group]] (PMG)<br />
*DLF [[Metadata Support Group]] (MSG)<br />
<br />
== Digitization and CLIR Hidden Collections Resources == <br />
These resources may be of particular interest to grant applicants for CLIR's [https://www.clir.org/fellowships/hiddencollections Hidden Collections] and [https://www.clir.org/recordings-at-risk Recordings at Risk] programs.<br />
*[[Digitizing Special Formats]] <br />
*[[Strategies for Advancing Hidden Collections]]<br />
*[http://dashboard.diglib.org DLF Digitization Cost Calculator]<br />
<br />
== Need help? ==<br />
Contact [https://www.diglib.org/about/staff/ Team DLF] for advice and assistance at any time! <br />
* Editing syntax, etc: [//meta.wikimedia.org/wiki/Help:Contents MediaWiki User's Guide] <br />
* [//www.mediawiki.org/wiki/Manual:FAQ MediaWiki FAQ]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Organizing_and_Sharing_Your_Work&diff=13111Organizing and Sharing Your Work2017-06-28T15:49:41Z<p>Joymbanks: /* Table of Contents */</p>
<hr />
<div>One of the best ways to broaden your group's reach is by keeping Team DLF updated on your current activities, projects, and plans. If there is something you want us to promote through DLF’s communication channels, please tag us in social media, [https://www.diglib.org/archives/11350/ add it] to the [http://digital-conferences-calendar.info/ DLF Community Calendar], or [Mailto:info@diglib.org let us know] directly—'''we love to help DLF groups share their work!''' <br />
<br />
In terms of organization, many DLF working groups and committees organize drafts and in-progress materials independently using [https://github.com/ GitHub] and [https://www.google.com/drive/ Google Drive]. DLF’s Open Science Framework (OSF) [https://osf.io/qa8kc/ repositories] are good for finished white papers or other grey literature—especially documents for which you would like a DOI. Drop us a line if you'd like access. <br />
<br />
== General Resources ==<br />
{| class="wikitable" border="1"<br />
|''“Knowing that things would always be in the Google Drive folder has been a lifesaver -- no digging through email looking for the right attachment, being able to be part of the conference call even when mobile, and super-easy linking in our One Doc to Rule Them All.” —Franny Gaede''<br />
|}<br />
* “[https://cloudfindhq.com/blog/enterprise-content-management/google-drive/how-to-organize-google-drive-a-best-practice-guide-for-teams/ How to Organize Google Drive] - A Best Practice Guide for Teams”<br />
* [http://help.osf.io/ OSF Guides], for help using the Open Science Framework<br />
* Maybe you need a [https://guide.dhcuration.org/contents/ crash course in humanities data curation?]<br />
<br />
== DLF-Specific Communications Venues == <br />
We are happy to use any and all of these platforms to publish and share DLF community work. <br />
{| class="wikitable" border="1"<br />
|''“[DLF’s Community Calendar is] a great one stop shop for conferences and events in digital + cultural around the world. If you know of an event that should be there, it has a crowd sourced component, so go forth!”—Alex Gil''<br />
|}<br />
<br />
* [http://digital-conferences-calendar.info DLF Community Calendar]<br />
* [https://diglib.org/announce DLF-Announce], our primary listserv. '''Please, please please''' sign up for this low-traffic list and post about your group’s activities and upcoming meetings there! <br />
* [https://www.diglib.org/contribute/ DLF Contribute]: get the word out by volunteering for our regular, short-format blog series! We also welcome longer-format guest posts and blog announcements about DLF group activities. Here’s [https://www.diglib.org/archives/12594/ an example].<br />
* [https://osf.io/qa8kc/ DLF on OSF] (including ''OSF for Meetings'', our [https://osf.io/view/dlf2016/ repository] for recent DLF Forum presentations)<br />
* [https://www.facebook.com/CLIRDLF/ DLF on Facebook] (We know you like us, but have you “liked” us?)<br />
* Twitter. Get our attention for a retweet or signal boost by tagging [https://twitter.com/CLIRDLF [@CLIRDLF] and/or using hashtags such as #DLFforum, #DLFteach, #ourDLF, and #DLFvillage.<br />
* [https://storify.com/CLIRDLF Storify] (and some DLF groups create and manage their own versions for Twitter chats, like #DLFteach)<br />
* [https://jobs.diglib.org/ DLF Jobs Board] (Don't forget that job postings are free for DLF member institutions!)<br />
* LinkedIn (the DLF [https://www.linkedin.com/groups/3387265 group] and [https://www.linkedin.com/company/digital-library-federation page])<br />
* [https://www.flickr.com/photos/117379017@N06/ Flickr] / [https://www.instagram.com/clirdlf/ Instagram] <br />
* [https://www.youtube.com/user/DLFCLIR YouTube] / [https://vimeo.com/clir Vimeo]<br />
* [https://github.com/clirdlf GitHub]<br />
* DLF Wiki (You are '''[[Main_Page|here]]'''!)<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Talking_and_Writing&diff=13110Talking and Writing2017-06-28T15:49:30Z<p>Joymbanks: /* Table of Contents */</p>
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<div>{| class="wikitable" border="1"<br />
|''“It helps [motivation] to keep people focused on generating outcomes that will help them in their careers and get them visibility.” —Jody DeRidder<br />
''<br />
|}<br />
== Discussion Lists == <br />
For very large group discussions, DLF supports listservs. Just ask us about setting one up. Many of our teams, however, prefer to create and manage their own Google Groups. (A tip from organizers: Google Group subscriptions default to no mail. Be sure your new subscribers adjust their settings to receive communications—or that you adjust them for them!) Finally, some DLF groups are setting up Slack spaces or channels within existing Slacks. If you do, let us know, so that we can join and help promote.<br />
<br />
* [https://lists.clir.org/ CLIR/DLF listservs]<br />
* [https://groups.google.com/forum/#!overview Google Groups]<br />
* [https://slack.com/ Slack]<br />
<br />
We’re also open to assisting with and promoting the use of other systems. Have an idea for a better way to communicate? [https://www.diglib.org/about/staff/ Contact us!] <br />
<br />
== Collaborative Editing == <br />
Whether it’s a meeting agenda or set of minutes, a white paper, a blog post, or a CFP, you have many tools at your disposal for writing and editing as a group. These include: this very DLF wiki (you can freely create new accounts and set up pages), Google Drive (for self-managed documents and spreadsheets), and Github (either managed independently or—for sustainability—in collaboration with CLIR/DLF).<br />
<br />
* [https://www.google.com/drive/ Google Drive]<br />
* [https://github.com/clirdlf/ CLIR/DLF GitHub]<br />
* [http://writingcenter.unc.edu/handouts/group-writing/ Group Writing] - The Writing Center at UNC Chapel Hill<br />
* [http://readwrite.com/2013/11/08/seven-ways-to-use-github-that-arent-coding Seven Ways to Use Github That Aren’t Coding] - readwrite<br />
* [https://www.hastac.org/blogs/harrisonm/2013/10/12/github-academia-and-collaborative-writing GitHub, Academia, and Collaborative Writing]<br />
* [https://www.mediawiki.org/wiki/Help:Contents Help:Contents] - MediaWiki (your entry point for using the DLF wiki)<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Planning_Virtual_Meetings_and_Webinars&diff=13109Planning Virtual Meetings and Webinars2017-06-28T15:49:19Z<p>Joymbanks: /* Table of Contents */</p>
<hr />
<div>This handbook is meant to provide general guidelines for those connected with CLIR and DLF interested in presenting and/or hosting an online meeting or educational experience.<br />
<br />
The 2017 development of this handbook is part of the [https://www.clir.org/hiddencollections/sahc CLIR Strategies for Advancing Hidden Collections project (SAHC)], funded by The Andrew W. Mellon Foundation. More resources related to that project can be found in the [https://wiki.diglib.org/Strategies_for_Advancing_Hidden_Collections SAHC Resource Library].<br />
<br />
== Formats ==<br />
In today’s online environment, the possibilities for virtual learning are nearly limitless. From Facebook Live to Adobe Connect, choosing the right platform may be challenging. Careful consideration of content and goals will help guide you to the right platform.<br />
<br />
=== Casual v. Formal ===<br />
There is a significant difference between the platform needs for a gathering of colleagues casually chatting about something and a professional presentation of ideas to a large group. The former requires minimal technology, and the latter likely requires a much more robust system.<br />
<br />
For the '''causal''' experience, consider basic VOIP conference lines, Skype group, Google Hangouts, and the like.<br />
<br />
* Do you actually need to see a screen or is voice access enough?<br />
* Will everyone be able to participate via audio connections or will some need a chat feature?<br />
* Will everyone be able to use their computer for audio or will a phone line be necessary?<br />
* Consider the time of day for the meetup. If during work hours, some may not have access to platforms that require any sort of download. If after work hours, some may not have access to robust internet connections.<br />
* Talk to your group, and find out what works best for you.<br />
<br />
For the '''formal''' experience, consider more robust platforms that allow for greater flexibility such as UberConference (DLF maintains a [[Setting Up Year-Round Meetings#DLF Web.2FPhone Conferencing Support|Pro account]]), Adobe Connect, GoToMeeting, and the like.<br />
* Will you need the ability to screen share, chat, and file share?<br />
* Will your participants need to access audio via VOIP, computer, and/or phone audio connections?<br />
* Will your presenters need training on the platform in advance?<br />
* Even in the most robust systems, there is value in keeping things simple so that participants can focus on the content rather than the platform.<br />
<br />
=== Collaborative v. Lecture ===<br />
While most educators agree that engaged learning is the best educational model, there is still value in lecture for presenting certain types of information. Recreating lecture in a virtual environment is relatively easy. Virtual collaboration can be a bit more challenging.<br />
<br />
If you need a '''collaborative''' online environment:<br />
* Limit the size of your group. The larger the group, the more difficult collaboration can be. Some web conferencing platforms allow breaking into groups, but be sure to test the feature before the meeting so you understand how it works for everyone.<br />
* Consider creating large chat spaces to allow contribution even if someone is unable to participate via audio connection.<br />
* Combine technologies. Using a conference line and a collaborative work space such as GoogleDocs can allow live feedback and tracking when working together on a project.<br />
<br />
When presenting information in a '''lecture''' environment:<br />
* It’s still important to create an interactive environment. Allow a way for participants to ask questions and engage with the presenter and other attendees.<br />
* Intersperse lecture with engagement. Create chat opportunities that allow an exchange of ideas. Give participants a way to stretch their brain with simple activities like polls or sharing reactions.<br />
<br />
=== Meeting v. Learning ===<br />
You may think that planning an online meeting is as simple as sending out a link for people to join, but the best online meeting planners follow many of the same best practices as virtual learning.<br />
<br />
If you are planning a '''meeting''', consider the following:<br />
* Have a detailed agenda including time estimates for each part of the discussion. This will not only keep everyone on track during the meeting but also allow participants to plan ahead to enter and leave the meeting if needed.<br />
* Keep in mind if everyone in the meeting will have access to an audio line and/or any thing you put on the screen. Those who may only be able to hear the meeting will need to have verbal descriptions of anything on the screen and have any chat discussions summarized for them. Those who will be unable to participate with a microphone will need to have access to chat.<br />
* Since time is crucial when meeting online, distribute any documents to be discussed in advance so participants can review them. This will allow more meaningful discussions when everyone is together.<br />
<br />
If you are interested in creating a '''learning''' environment:<br />
* Planning should begin far in advance of the date of presentation.<br />
* A more robust virtual platform is often necessary to create an engaging learning experience for everyone.<br />
* For more details on planning a virtual learning experience, see the [[Planning Virtual Meetings and Webinars:Hosts|Hosts]] section of this handbook and check out the [[Planning Virtual Meetings and Webinars:Resources|Resources]] listed below.<br />
<br />
=== Recorded v. Live ===<br />
The experience of a live virtual event will be much different than a recorded one. Perhaps you decide to focus on one or the other or create a learning experience that uses both.<br />
<br />
If you are recording a '''live''' presentation for use later:<br />
* Be sure that you designate someone to start and end the recording.<br />
Have a plan for storage of the recording. Where will it live? Who will have access? Will editing be necessary? How long will you provide access?<br />
* If possible, mark on the live script sections that will be cut from the recording to make editing easier.<br />
* Recognize that not all activities of a live event can be recreated for someone listening to a recording.<br />
<br />
It’s OK if you only offer something live. Everyone may not be able to attend, but that is the nature of life. Provide ample notice of the event (or purposely plan a pop-up event), and those who are more interested will attend.<br />
<br />
If you plan to only provide a '''recorded''' presentation:<br />
* Follow best practices for presentation and consider how you will engage your audience if the content is educational.<br />
* Plan for a way that viewers can ask questions or provide feedback whether through your email, a specific Twitter hashtag you can track, a GoogleForm, or some other means.<br />
* Be sure you have all of the necessary software and hardware to make a quality recording and determine in advance where the recording will live.<br />
* Consider including your script as captions in the recording to offer an additional way users can access the materials.<br />
<br />
=== Audio v. Video ===<br />
For some virtual experiences, audio may be sufficient but sometimes, in order to build trust or a team spirit, video can help.<br />
<br />
When thinking about '''audio''' only:<br />
* Audio only options often require less robust systems and can often be accessed through a phone line without the need for a computer.<br />
* This can be great for a simple conference call with a small group of individuals already familiar with each other.<br />
* For those who are visual learners, be sure to supply any documents to be discussed in advance so everyone can follow the conversation.<br />
<br />
When thinking about '''video''' options:<br />
* Remember everyone may not have access to a webcam. Will participants still be able to participate another way?<br />
* Video includes screen sharing, not just webcam sharing. Sometimes it is valuable to be able to visually share documents or other information.<br />
* If you expect everyone to participate through video, give advance notice so no one is surprised.<br />
<br />
<br />
== Speakers ==<br />
== Hosts ==<br />
=== General Tips ===<br />
For Virtual '''Business Meetings''':<br />
* Try to limit the meeting to one hour.<br />
* If a recurring meeting, set the time and day well in advance so everyone can mark their calendars and set aside time for the meeting. Everyone will appreciate not having to do a poll every month to schedule a meeting time.<br />
* Allow a few minutes at the beginning and/or end for watercooler talk. Encourage those who want to catch up to arrive early or plan to stay a few minutes later (depending on whether or not you can stay in the virtual space).<br />
* Don’t assume that everyone knows each other. Do introductions if necessary, and, if taking minutes, be sure the secretary feels comfortable enough to speak up if it’s unclear who is speaking. While some platforms identify the speaker, that often relies on the participant to enter their name and/or an individual passcode.<br />
* Check in each meeting to see how everyone is participating. Some may only have chat (if available), some may only have audio (if you’ve also set up screen sharing). Repeat questions and describe what’s going on so everyone stays engaged.<br />
* Will the meeting need to be recorded? If so,<br />
** Where will the recording live and how will members access it?<br />
** Will their be usage restrictions based on the content of the meeting?<br />
<br />
<br />
For Virtual '''Educational Webinars''':<br />
* Most online learning experiences should last no more than ninety minutes.<br />
* Plan ahead if you would like to charge attendees. You’ll need a way to accept payment in addition to tracking registration.<br />
* Most webinar platforms will require some level of training so that presenters and hosts are familiar with the features.<br />
* Wired internet is always preferred for speakers and hosts to avoid delivery glitches. Make this clear from the beginning of planning.<br />
* Will the webinar be recorded? If the answer is yes, consider:<br />
** Where will the recordings live and how long they will need to last?<br />
** Will you need to edit the recordings or be able to post as is?<br />
** Will the recording need to capture the entire webinar environment or just the presentation slides?<br />
** How will the experience differ for those who view the recording?<br />
** Will captioning need to be added to the recording?<br />
<br />
=== Planning ===<br />
Planning a virtual webinar or meeting begins in much as the same way as a face to face event: Choose a topic, find a speaker, and set a date (not necessarily always in that order). Additionally, hosts also need to consider how communication will occur, especially since everyone is likely dispersed, and how registration will be handled.<br />
<br />
Jump to: [[Planning Virtual Meetings and Webinars#Choosing a Topic|Choosing a Topic]] | [[Planning Virtual Meetings and Webinars#Finding a Speaker|Finding a Speaker]] | [[Planning Virtual Meetings and Webinars#Setting a Date|Setting a Date]] | [[Planning Virtual Meetings and Webinars#Communication|Communication]] | [[Planning Virtual Meetings and Webinars#Registration|Registration]]<br />
<br />
==== Choosing a Topic ====<br />
If you are hosting a '''business meeting''', you topic will be the items on your agenda. Be sure to supply the agenda and any documents for review at least one week prior to the meeting.<br />
<br />
<br />
Selecting a topic for a '''webinar''' can be a bit more involved. Perhaps your team has recently completed a project, and you would like to share the results with a larger audience. Of you recently attended an in-person meeting, heard a great speaker, and think the session should be captured for further distribution. Regardless of the idea, here are some tips:<br />
* Make sure the topic hasn’t been covered sufficiently elsewhere.<br />
* Some topics may be stand alone (a conference summary, an introductory session, etc.) while other ideas may lend themselves to serial delivery. Series may occur weekly, monthly, or at some other set interval. A few more thoughts on series:<br />
** Webinars in a series should have a common theme, but don’t necessarily need to build directly from each other. For example, you could plan a series focusing on how individual institutions are tackling a particular problem, highlighting a new institution each month. This can be marketed as a series, but doesn’t require participants to attend all sessions. Alternatively, a series may also be developed to tackle a complex topic with sessions building on each other. Attendees would be expected to attend all sessions (to the best of their ability).<br />
** There is no set amount of sessions a series must contain: some may be as little as two and some may last for years (though, [[Planning Virtual Meetings and Webinars#Assessing|assessment]] of long-term series is important to determine continued viability and relevance).<br />
** A highly effective way to create a cohesive feel between the sessions is to create a uniform presentation template and/or classroom setup.<br />
** When multiple speakers are involved in a series, be sure to facilitate engagement and conversation to encourage unity in the topics and refer to the other parts in the series. Slack and other collaborative software can be useful tools in this process.<br />
* All webinars should have a clear scope, including objectives and outcomes, so that those interested will know what to expect during the event. Developing these will also help hosts determine if the topic is too broad for an individual session so that the scope can either be condensed to fit the time or expanded into a series.<br />
<br />
==== Finding a Speaker ====<br />
As host for a '''business meeting''', you will likely do most of the speaking. If others will need to speak or give reports, provide them with advance notice of that expectation so they are prepared. You may need to manage the audio using the mute feature for those in the virtual meeting space to avoid background noise and other distractions.<br />
<br />
When considering a speaker for a '''webinar''', first explore your own professional network and associations. You may have someone in your own network who is a perfect candidate to cover the topic. If not, gradually expand your search and reach out to others for recommendations.<br />
Be sure you have answers to the following:<br />
* Will the speaker be reimbursed?<br />
* How much time do you anticipate the speaker will invest in the planning, practicing, and presenting of the webinar?<br />
* Has the potential speaker delivered a webinar before? If not, how much additional time are you willing to invest to coach the speaker though the process?<br />
* Speakers will likely expect at least a general idea of the date and time for the webinar as well as the webinar length broken down so they are clear on how long they will be expected to speak.<br />
* When communicating with your speaker, be sure to explain your expectations for accessibility (e.g., adding [https://support.office.com/en-us/article/Add-alternative-text-to-a-shape-picture-chart-table-SmartArt-graphic-or-other-object-44989b2a-903c-4d9a-b742-6a75b451c669 Alt Text for images] in a PowerPoint) at the beginning of the planning process to allow ample time for testing, if needed.<br />
<br />
==== Setting a Date ====<br />
The DLF Wiki has some excellent suggestions on setting a date and time in the [[Setting Up Year-Round Meetings]] section of their Organizers’ Toolkit. As mentioned above, recurring meetings or webinars are best planned in advance (e.g., the second Tuesday of every month at 2pm ET). A simple poll can make this process straightforward. Remember time zone differences, especially for meetings, and communicate any changes or cancellations well in advance.<br />
<br />
If you are using a shared conferencing or online learning platform, be sure to document and mark your scheduled events in the appropriate way so that others do not plan an event at the same time. There’s nothing quite as awkward as walking in on another meeting when you expected the line to yourself.<br />
<br />
==== Communication ====<br />
With so many ways to communicate, this may be the most overwhelming element of the planning process. It is critical to have accurate contact information for all involved, whether for a business meeting or webinar.<br />
* Using a platform like Slack can allow collaboration in planning, though be sure that everyone is familiar with the features.<br />
* Email works well for critical information, but only if everyone checks the email address provided. <br />
* When all else fails, phone calls may be in order to be sure that those parties involved are understanding your expectations and their responsibilities. <br />
Be willing to communicate a number of different ways to encourage the highest level of participation. Also, be sure that those with whom you are working can communicate their own issues with you so that you can solve problems before they become significant issues.<br />
<br />
Another aspect of communication for the host or planner involves continued conversation between meetings, series offerings, or after a webinar ends.<br />
* '''Between Meetings''' - If the group attending the meeting stays mostly the same, consider establishing a Slack Channel or other collaborative platform on which participants can contribute information relevant to the group between official meetings. This is also a great way to set up a watercooler space to share personal updates.<br />
* '''Between Series''' - Consider encouraging assigned reading selections or video viewings with a designated check in time and place where participants can provide feedback and additional thoughts on an issue. Participation in the continued conversation can be part of a certification process that participants receive after completion of the program.<br />
* '''After the Webinar''' - When presenting a webinar, collecting registrant information is important to engage new audience members with your group. Consider sending a tailored welcome message to anyone not already subscribed to your services. Sign them up for your newsletter. Invite them to your group chat page. Send a quick follow-up survey several months later to see how they are applying what they learn. Remember, though, to always allow them to opt out of future communications.<br />
<br />
==== Registration ====<br />
When planning a '''business meeting''', registration is probably unnecessary. You will, however, need to supply the login information to those who need to attend the meeting. This could be a URL or a phone number and may include a passcode for your specific meeting. Encourage anyone unable to attend to communicate that information in a timely manner in case there are matters that need a quorum.<br />
<br />
<br />
As host, you can choose a variety of ways to approach registration for '''webinars'''.<br />
* Advanced registration through the webinar platform - most allow you to collect basic information (name, email, institution) and set caps on registration if necessary. Usually, the system will then send out the information to login to the webinar and, if you set it up, scheduled reminders.<br />
* Advanced registration through alternative means - If you need to collect additional demographic information or payment for participants, using something like SurveyMonkey or a GoogleForm can allow you to customize and analyze registrants. This will require additional work on your part, though, since you will be responsible for distributing login information and reminders.<br />
* No registration - On occasion, you may wish to simply share the link for a scheduled webinar and hope for the best. This can work well for those events where you are unconcerned with reaching any limits that your virtual classroom may have or trust that those who are interested will show up before the limit is reached. Be sure to market your webinar widely enough to generate interest and be flexible with the audience that does attend.<br />
<br />
Several tips for registration:<br />
* If you are allowing advanced registration, start promoting and open registration no more than one month prior to the event; two weeks notice is often the most ideal. Any longer notice will often cause a greater no-show rate, especially for free events.<br />
* Allow for about a 20% attrition rate between registrants and attendees. This means if you have a classroom for 100, you may wish to allow 120 to register to allow the greatest attendance.<br />
* If you are not requiring registration, consider in advance how you will communicate any classroom size limits. Typically, rooms open 15 minutes prior to the start of an event, and you will need to be sure the room is closed before that to discourage people from entering early and to allow everyone equal opportunity to enter.<br />
<br />
=== Moderating ===<br />
When hosting an online '''meeting''', you will likely control all aspects of the time: controlling the screen, monitoring the agenda, and keeping track of the time. If necessary, appoint a parliamentarian who can help especially with time and keeping the meeting on track.<br />
<br />
While educational '''webinars''' can function with just two people (the host/moderator and the speaker), best practices recommend having a third, often silent partner to handle any technical aspects of the session. This can include issues participants have, any tricky transitions during the presentation, and unexpected technical emergencies. Having dedicated technical support means that the host can focus on content and timing issues, and the speaker can simply focus on speaking.<br />
<br />
Useful tips for moderating a webinar:<br />
* Create a master script document that includes not only what everyone will say but also blocking for various tasks (e.g., Amy starts recording, Joy stops music, Louise pulls up survey, etc.).<br />
* Have clear time estimates for each stage of the presentation. Be prepared to encourage the speaker to speed up, slow down, or move on when necessary.<br />
* Always have questions on hand to promote conversation if a Q&A time is included at the end.<br />
* After asking a question or prompting participation, slowly count to 10 to allow people to respond.<br />
* Don’t panic if something goes wrong. Technology is difficult to predict, and often you can simply work around the issue.<br />
* Be mindful of the webinar’s level of interactivity for both live participants as well as those who may view a recording later, if applicable.<br />
<br />
=== Assessing ===<br />
While most '''business meetings''' won’t need constant assessment, it is important to check in with participants to evaluate how things are working. <br />
* Is everyone able to use the selected platform or should another be tried?<br />
* Are the times still convenient for most involved?<br />
* Does everyone feel like the frequency is sufficient or should that be reevaluated?<br />
* Are the meetings productive or could that use some work?<br />
By encouraging your participants to provide feedback, you’ll soon find the best virtual meeting environment for your group.<br />
<br />
Assessment of '''webinars''' is often important for a group to determine not only if that webinar was successful but also what types of webinars should be pursued (if any) in the future. While creating a simple survey is easy enough, getting participants to complete the survey can often be difficult.<br />
<br />
When planning assessment, consider the following:<br />
* Encourage participants to complete the survey immediately after the webinar by setting the platform to redirect to the survey when the webinar is ended. You can also provide a link to the survey during the final minutes of the webinar to catch those who may wish to leave early.<br />
* Email participants immediately after the event and perhaps one week later. Use the email point of contact to advertise additional webinars or how participants can get involved with your group.<br />
* Connecting completion of the assessment with distribution of a certificate of completion can often encourage greater participation. (Check out the [[Planning Virtual Meetings and Webinars#Resources|Resources]] section below to learn how to automate the certificate process using Google’s Autocrat add-on).<br />
* When designing the survey, leave ample room for open comments. Try to make a survey that would take no longer than 5-10 minutes to complete.<br />
* Consider carefully which questions are mandatory and which optional.<br />
* Always ask for ideas for future programming and whether or not a participant would like to present a future webinar. This helps build programming ideas and a network of professionals.<br />
<br />
=== Sample Planning Timeline ===<br />
This sample planning timeline gives a sense of the necessary steps to plan a stand alone, virtual, educational webinar. For more planning help, check out the [[Planning Virtual Meetings and Webinars#Planning 2|Planning Resources]] below.<br />
<br />
'''2-3 months prior'''<br />
* You have a fantastic idea for a webinar (or perhaps a colleague approaches you with a fascinating idea). The first step is to investigate whether this idea has been adequately covered somewhere else in the vast universe of GLAM educational material.<br />
* You’ve determined that your idea is new and wonderfully useful to the GLAM world. Set a budget: Will you offer compensation to your speaker? Do you need to cover any technology costs? Is this an entirely volunteer based project?<br />
* Reach out to your professional connections and find a dynamic speaker who is an expert on the subject. Or, if you intend to be the speaker, find someone who is able to be your moderator for the event. Discuss dates and create a signed agreement so everyone understands the project. When possible, include all dates (e.g., draft due dates, practice session(s), live event, etc.) in the contract.<br />
* Discuss basic technology requirements with the speaker now including the need for reliable (preferably wired) internet and a quality headset.<br />
<br />
'''1 month prior'''<br />
* Start sharing scripts and slides. Work on timing and discuss any special technology needs. Try to find the right balance between text and images on slides.<br />
* Check on accessibility issues, including, but not limited to, font sizes and Alt text for images. Avoid slide transitions and fly-ins.<br />
* Determine now if the webinar is going to be recorded and what added concerns you need to keep in mind connected to that.<br />
* Determine if there are any supplemental documents that would be useful for participants to have.<br />
* Collect a bio for the speaker.<br />
* Begin setting up the classroom space, if possible, for the webinar environment. Some platforms, like Adobe Connect, allow hosts to set up several templates for meeting rooms (e.g., lobby, presentation, chat, etc.). By having these in place prior to the technical practice for a session, you will save time and give the speaker an idea of the available room configurations. If conducting a series of webinars, you are able to copy the format and settings of an established meeting.<br />
<br />
'''1 week prior'''<br />
* Conduct a practice session in the environment that will be used the day of the event. Make sure that internet speeds are excellent (wifi should be avoided), that telephones are available if needed, and that microphones are clear and balanced between the host and speaker.<br />
* Run through all slides, transitions, and activities to make sure that everything displays as expected. Make notes on anything that needs to be adjusted and schedule additional checks if necessary.<br />
* Have a few people participate in this session, if possible, so that font sizes, images, and display can be checked on a variety of devices (PC/Mac, tablet, desktop, laptop, etc.) and the presentation can be evaluated from several perspectives (host, speaker, attendee).<br />
* Assign individuals to tasks. Tasks may include starting and stopping the recording, ending the session, serving as timekeeper for any discussions, and moderating any questions.<br />
* Open registration for the event and share with target audiences.<br />
<br />
'''Day of event'''<br />
* Meet at least 30 minutes prior to the time set for opening the classroom (which is usually 15 minutes before the start of the webinar). Allow more time if there are multiple speakers or unresolved technical issues from the practice session.<br />
* Test and balance the microphone levels for anyone who will be speaking during the event.<br />
* Make sure everyone understands their assigned tasks.<br />
* Relax, get some water, and wait for the event.<br />
* Know that you’ve planned a new and wonderfully useful session, open the classroom, and start.<br />
<br />
== Resources ==<br />
=== Planning ===<br />
* [http://www.infotoday.com/OnlineSearcher/Articles/Features/Secrets-of-Successful-Webinars-106050.shtml Secrets of Successful Webinars] (Online Searcher, Vol. 39, no. 5, Sept./Oct. 2015) - Includes checklists and tips from Mary Ellen Bates and Cathy Chiba on planning, creating, and hosting successful webinars.<br />
* [https://mebs.files.wordpress.com/2015/06/webinar-planning-checklist.pdf MEB’s Amazing Webinar Checklist and Templates] (pdf) - A tool created by Mary Ellen Bates to help webinar hosts stay organized through the webinar planning and presentation process.<br />
<br />
=== Presenting ===<br />
* [https://helpx.adobe.com/adobe-connect/kb/best-practices-hosts-presenters-using.html Adobe Connect Best Practices for Hosts and Presenters] - While specifically designed for Adobe Connect users, this guide offers useful tips for any virtual meeting planner or presenter.<br />
* [https://www.learningsolutionsmag.com/articles/1388/best-practices-deliver-a-great-virtual-training-event Best Practices: Deliver a Great Virtual Training Event] - by Jaqueline Beck, Learning Solutions Magazine, 2014<br />
* [https://www.elearningguild.com/showfile.cfm?id=3159 Best Practices for Delivering Virtual Classroom Training] (pdf) - Randah McKinnie, Sr., eLearning Solutions, 2008 - Focuses on Adobe’s presentation software, but offers suggestions for any virtual classroom environment.<br />
* [https://www.americanexpress.com/us/small-business/openforum/articles/12-strategies-creating-webinar-wows-crowds/ 12 Strategies for Creating a Webinar that Wows Crowds] - by Bruna Martinuzzi of Clarion Enterprises, American Express Open Forum, December 2016<br />
* [https://hbr.org/2015/03/how-to-run-a-great-virtual-meeting How to Run a Great Virtual Meeting] - by Keith Ferrazzi, Harvard Business Review Online, March 27, 2015<br />
* [https://medium.com/the-art-of-keynoting/the-20-minute-rule-for-great-public-speaking-on-attention-spans-and-keeping-focus-7370cf06b636 The 20-Minute Rule for Great Public Speaking--On Attention Spans and Keeping Focus] - by Alf Rehn, Professor and Speaker, The Art of Keynoting, April 11, 2016 - An excellent read on the art of crafting quality presentations<br />
* [http://sixminutes.dlugan.com/speaking-rate/ What is the Average Speaking Rate?] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, Nov. 2012 - An overview to help you calculate your rate of speech (i.e., how quickly you speak) to help you gauge how much content you need for a given time period<br />
* [http://sixminutes.dlugan.com/rule-of-three-speeches-public-speaking/ How to use the Rule of Three in Your Speeches] - by Andrew Dlugan, Six Minutes Speaking and Presentation Skills, May 2009 - An overview of how to apply the aesthetic Rule of Three to speech<br />
<br />
=== Accessibility ===<br />
* [http://dor.ca.gov/DisabilityAccessInfo/How-do-I-Plan-Accessible-Presentations-and-Webinars.html How do I plan accessible presentations and webinars?] - A brief resource with links from the California Department of Rehabilitation<br />
* [https://www.fda.gov/AboutFDA/AboutThisWebsite/Accessibility/ucm214503.htm Accessible Web Conferences and Webinar Best Practices] - A guide from the U.S. Food and Drug Administration<br />
<br />
=== Resources and Media ===<br />
When using images, videos, and music for virtual learning, carefully consider any restrictions on the media. If you have any doubt over proper use and/or attribution requirements or limitations, contact the owner or licencor of the media. CLIR and DLF are not responsible for any misuse of media obtained from the following sources.<br />
<br />
* [http://www.docurated.com/101-free-free-try-online-collaborative-learning-tools-teachers-educators 102 Free (or Free-to-Try) Online Collaborative Learning Tools for Teachers and Educators] - While geared specifically to elementary and secondary education, quite a few of the tools listed could be used and adapted to professional development training experiences.<br />
* [http://edtechteacher.org/tools/research/finding-images/ Finding Public Domain Images for Multimedia Projects] - An extensive list of public domain image sources including a number of government image sources.<br />
* [https://elearningindustry.com/free-stock-photos-sites-for-elearning Free Stock Photos Sites for eLearning] - A listing of sites. Some may require registration and some do have limits to the free use for images.<br />
* [http://freemusicarchive.org/curator/Video/ Free Music Archive (FMA): Music for Video] - A special portal within FMA which pre-screens music contributions for use in video. The search capabilities are robust including basic searches like artist and genre to more specific searches like clip length and license type.<br />
* [https://www.youtube.com/watch?v=L8Z89-q1OnU Create Professional Development Certificates from Google Forms using Autocrat] - YouTube tutorial from Jeffrey Bradbury, Teachercast Podcast (August 11, 2015) showing how to build a certificate using several Google products.<br />
* [https://www.youtube.com/watch?v=vC1Zp-x9bGQ&spfreload=1 Using Autocrat to send personalized PDF certificates via Form Submit] - by edtech2020, Tim Chase, May 16, 2013<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Setting_Up_Year-Round_Meetings&diff=13108Setting Up Year-Round Meetings2017-06-28T15:48:57Z<p>Joymbanks: /* Table of Contents */</p>
<hr />
<div>{| class="wikitable" border="1"<br />
|''“To get the ball rolling, schedule a conference call. Email/listservs are great for some things, but a conference call or face-to-face meeting really gets discussion and action.” —Cristela Garcia-Spitz''<br />
|}<br />
<br />
Most DLF groups meet regularly online (at least on a monthly basis, with sub-groups meeting more often). They generally use free Google Hangouts, Skype, or other teleconferencing platforms provided by group leaders’ institutions, and schedule and announce calls on their own. <br />
<br />
There is no requirement to use a DLF-provided platform, but we are happy to set up a call for you in UberConference, if you have a large group and DLF’s space is [https://calendar.google.com/calendar/embed?src=98gqpb11011p6tqk6n8ebmk6p8%40group.calendar.google.com&ctz=America/New_York not otherwise booked].<br />
<br />
== Scheduling == <br />
[http://whenisgood.net/ WhenIsGood] is an easy way to find out when everyone is free for your next meeting or event. No sign-ups or passwords required, and users just paint over their times of availability. Many DLF groups are finding this a friendlier alternative to the ubiquitous [http://doodle.com Doodle]!<br />
<br />
{| class="wikitable" border="1"<br />
|''“Knowing that the group has a standing monthly meeting is so much better than constant doodle polls.” —Kelcy Shepherd''<br />
|}<br />
<br />
== DLF Web/Phone Conferencing Support ==<br />
DLF maintains an [http://uberconference.com UberConference Pro] account that can be made available for audio conversations via browser or phone. <br />
<br />
Please make sure your [https://calendar.google.com/calendar/embed?src=98gqpb11011p6tqk6n8ebmk6p8%40group.calendar.google.com&ctz=America/New_York preferred meeting time is available], then contact us for scheduling. (Leaders of groups under 10 may prefer to create their own free Uberconference account and schedule meetings independently--no need to work around other groups or depend on us to set up the calls.)<br />
<br />
'''[https://calendar.google.com/calendar/embed?src=98gqpb11011p6tqk6n8ebmk6p8%40group.calendar.google.com&ctz=America/New_York Check the calendar] -- and don't forget timezones!'''<br />
<br />
=== DLF Uberconference Tips ===<br />
* Participants joining by computer will need Firefox or Chrome for the VOIP audio to work. Test your sound here: https://www.uberconference.com/system/cal<br />
* If you wish to audio-record a call (after making sure all participants are aware and give their consent!), you will need to log in to UberConference using our Pro account, rather than using your personal one. Contact us for temporary access, which will enable you to see a little round “record” button along the bottom corner of your call dashboard. After clicking it, you’ll want to call in separately as “yourself,” or at least identify yourself to other callers who, if joining by browser, will otherwise see you as “DLF.” <br />
* Any user can share their screen without assistance or approval. The one thing that is required is the latest Google Chrome. Instructions (including a walk-thru tutorial) are here: http://help.uberconference.com/customer/portal/articles/1854630-screen-sharing-faq?b_id=6483<br />
* For further instructions, look [http://help.uberconference.com/ here].<br />
<br />
== Further Considerations == <br />
How can you ensure everyone who wants to participate in your meetings can? <br />
<br />
* [http://www.fda.gov/AboutFDA/AboutThisWebsite/Accessibility/ucm214503.htm Accessible Web Conferences and Webinar Best Practices]<br />
* [http://blog.idonethis.com/tools-for-managing-time-zone-differences/ 15 Beautiful Tools for Managing Time Zone Differences]<br />
* Consider parenting and other caregiver responsibilities when suggesting meeting times.<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Planning_an_In-Person_Meetup&diff=13107Planning an In-Person Meetup2017-06-28T15:48:11Z<p>Joymbanks: /* Table of Contents */</p>
<hr />
<div>{| class="wikitable" border="1"<br />
|''“Working out practicalities of doing what you love is much more fun together.”—Olivia Thompson''<br />
|}<br />
<br />
Many DLF groups and communities meet annually at the [http://diglib.org/forums/ DLF Forum]. In-person meetings can be a great way to give your group a milestone toward which to work, and DLF groups find Forum gatherings a fun way to celebrate accomplishments, generate ideas and goals, welcome new members, and build momentum for the coming year. Our staff are always available to consult, advise, and help with logistics. Possibilities include panel discussions, working lunch sessions '''(where established DLF groups get special priority)''', breakfast meetings, workshops, or evening social meetups. <br />
<br />
Some examples from recent DLF Forums:<br />
<br />
* [https://dlfforum2016.sched.org/event/8LGl/t4a-lunchtime-session-whats-on-the-digital-library-pedagogy-menu-a-working-lunch What’s on the Digital Library Pedagogy Menu? A Working Lunch]<br />
* [https://dlfforum2015.sched.org/event/4AO9/collaborative-efforts-to-develop-best-practices-in-assessment-a-progress-report Collaborative Efforts to Develop Best Practices in Assessment: A Progress Report]<br />
* [https://dlfforum2016.sched.org/event/8YEk/dh-dlfteach-happy-hour Digital Humanities/#DLFteach Happy Hour]<br />
* [https://dlfforum2016.sched.org/event/8oXC/minimal-computing-group-dinner Minimal Computing Group Dinner]<br />
* Digital Library Assessment Lunch [https://dlfforum2015.sched.org/event/4A5T/digital-library-assessment-lunch 2015] and [https://dlfforum2016.sched.org/event/8LG8/m2a-lunchtime-session-digital-library-assessment-lunch 2016]<br />
<br />
We're also happy to collaborate on in-person meet-ups and events held elsewhere. Some things to think about: <br />
<br />
* Where will your community be gathering anyway? Add-on events save costs!<br />
* What work can be done [[Setting Up Year-Round Meetings|ahead of time]], and what most benefits from in-person exchange?<br />
* How can you make your meeting as [[Facilitating for Diversity and Inclusion|inclusive and accessible]] as possible? <br />
* What support from DLF would make all the difference? <br />
<br />
== Your Responsibilities == <br />
DLF staff will make every effort to create a safe and welcoming environment on-site at the DLF Forum, but please don’t forget that even off-site DLF group meetings (such as happy hour events and dinners) fall under the terms of our [https://www.diglib.org/about/code-of-conduct/ DLF Code of Conduct]. Please take [[Facilitating for Diversity and Inclusion|your responsibility]] as host seriously, and work to make gatherings enjoyable for everyone. <br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Gathering_Info/Building_Enthusiasm&diff=13106Gathering Info/Building Enthusiasm2017-06-28T15:47:59Z<p>Joymbanks: /* Table of Contents */</p>
<hr />
<div>{| class="wikitable" border="1"<br />
|''“Ask questions of the group, and generate discussion on “what should we do next?” People want to see progress, and feel like they are making a difference.” —Jody DeRidder''<br />
|}<br />
<br />
{| class="wikitable" border="1"<br />
|''“I think the coolest thing about #DLFteach chat was seeing so many people eager for ways not only to learn about resources but to share them.”—Olivia Thompson''<br />
|}<br />
<br />
== Twitter Chats == <br />
Is your project just getting started? The DLF [https://www.diglib.org/groups/digital-library-pedagogy/ Digital Library Pedagogy group] has found Twitter chats a successful way to engage current members in conversation, gauge interest in initiatives, and attract new members. DLF has also hosted chats on behalf of newly-forming groups on subjects like user requirements for born-digital resources. We are happy to hand over control of our [https://twitter.com/CLIRDLF @CLIRDLF] Twitter account to your selected chat leaders, through Tweetdeck, for extra promotion of the event and so that questions can be tweeted out from a central account. Just [Mailto:info@diglib.org get in touch] for scheduling! <br />
<br />
DLF groups often run Twitter chats twice in one day, both in the afternoon and evening, in order to reach participants across timezones and personal/professional obligations. Another common practice is to make a transcript available afterward as both a spreadsheet and a Storify presentation. Below are some resources on organizing, running, and documenting Twitter chats.<br />
<br />
* [https://blog.hootsuite.com/a-step-by-step-guide-to-twitter-chats/ Step-by-Step Guide to Twitter Chats] - Hootsuite<br />
* [http://www.robynsonlineworld.com/2014/09/tutorial-how-to-effectively-use-tweetdeck-for-twitter-chats/ TUTORIAL]: How to Effectively Use Tweetdeck for Twitter Chats<br />
* [http://mashable.com/2009/12/08/twitter-chat/#hnqfFJoT9EqS HOW TO]: Start and Run a Successful Twitter Chat - Mashable<br />
* [http://www.techrepublic.com/article/how-to-run-a-twitter-chat-7-tips/ How to Run a Twitter Chat: 7 tips] - Tech Republic<br />
* [https://storify.com/storify/storify-for-twitter-chats2 Storify for Twitter Chats] - Storify<br />
<br />
{| class="wikitable" border="1"<br />
|''“I've found Survey Monkey to be a useful tool to canvas a group -- to help narrow down areas of interest for forum sessions/working lunch topics.” —Cathy Aster''<br />
|}<br />
<br />
== Taking the Pulse == <br />
We also suggest conducting short surveys and polls, or requesting open comment on a brief, draft document or mission statement, as a good way to get a sense of your community. You can use tools like Google Forms/Google Docs or Twitter polls for this purpose, but for more in-depth, formal surveys we are happy to provide access to our [https://www.surveymonkey.com/ SurveyMonkey] account. <br />
<br />
Please feel free to contact us for assistance or go right ahead with lighter-weight approaches! We only ask that you be sure to '''tag @CLIRDLF on Twitter''' and '''send messages about your work to our primary listserv''', [https://diglib.org/announce DLF-Announce], so that we can help promote it and drive traffic your way!<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Preventing_and_Managing_Burnout&diff=13105Preventing and Managing Burnout2017-06-28T15:47:44Z<p>Joymbanks: /* Table of Contents */</p>
<hr />
<div>Community organizing and group leadership is hard work. You’re no good to anyone if you burn out quickly. Please don’t forget to put on your own oxygen mask first! <br />
<br />
{| class="wikitable" border="1"<br />
|''“Tap into the community. Ask specific individuals for help or suggestions on who else to ask.” —Cristela Garcia-Spitz''<br />
|}<br />
<br />
{| class="wikitable" border="1"<br />
|''“Don’t be afraid to say when you’ve taken on too much, and to ask for help. Some people won’t step up until asked directly, and it doesn’t help anyone if you go under.” —Jody DeRidder''<br />
|}<br />
<br />
== Readings and Resources == <br />
* [https://socialwork.buffalo.edu/resources/self-care-starter-kit.html Self-Care Starter Kit] - SUNY Buffalo School of Social Work<br />
<br />
* [http://everydayfeminism.com/2016/04/self-care-for-woke-folks/ Everyday Feminism’s 5 Self-Care Tips for Activists]<br />
<br />
* [http://journal.code4lib.org/articles/10409 How to Hack it as a Working Parent] - Code4Lib Journal<br />
<br />
* Becky Yoose's #c4l16 talk “[https://gist.github.com/dmolesUC3/7102315bb6cf8ba5c4fd The Modern Day Sisyphus: #libtech Burnout and You]” and [https://www.zotero.org/groups/c4l16yoose selected bibliography]<br />
<br />
* Stacie Williams, “[https://medium.com/@Wribrarian/all-labor-is-local-344963e33051#.ydy2ge2dp All Labor is Local]” (2016 DLF Forum keynote talk)<br />
<br />
* [http://mindfuloccupation.org/files/booklet/mindful_occupation_singles_latest.pdf Mindful Occupation: Rising Up Without Burning Out] (PDF)<br />
<br />
* [http://uppingtheanti.org/journal/article/03-how-to-keep-on-keeping-on/ How to Keep On Keeping On]: Sustaining Ourselves in Community Organizing and Social Justice Struggles<br />
<br />
* [https://librarianburnout.com Librarian Burnout]<br />
<br />
{| class="wikitable" border="1"<br />
|''“Caring for myself is not self-indulgence, it is self-preservation and that is an act of political warfare.” – Audre Lorde''<br />
|}<br />
<br />
== Sending Out an SOS == <br />
Please contact Team DLF or director Bethany Nowviskie [https://www.diglib.org/about/staff/ directly and confidentially] if you are ever feeling over-stretched. We’ll find ways to continue your good work and give you a break! After all, it takes a [https://twitter.com/search?f=tweets&vertical=default&q=%23DLFvillage&src=typd #DLFvillage]. <br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Facilitating_for_Diversity_and_Inclusion&diff=13104Facilitating for Diversity and Inclusion2017-06-28T15:47:32Z<p>Joymbanks: /* Table of Contents */</p>
<hr />
<div>{| class="wikitable" border="1"<br />
|''“I’m grateful to the DLF for taking their mission of inclusion seriously.”—Stacie Williams''<br />
|}<br />
<br />
{| class="wikitable" border="1"<br />
|''“I love the inclusive, expansive, thoughtful, and community-oriented leadership [of the DLF].”—Chris Bourg''<br />
|}<br />
<br />
'''Social justice and the public good are front-and-center in DLF’s [https://www.diglib.org/about/ mission statement].''' But these are impossible goals to serve without thoughtful, conscious, welcoming, and dedicated efforts among all our working and interest groups, as well as among our staff and the volunteer committees that help organize DLF Forum. <br />
<br />
Below, you’ll find just a few recommended readings and toolkits for pushing against structural racism, systemic gender bias, able-ism, and other forms of oppression and exclusion that are endemic in librarianship and technology fields. '''This list is far from complete!''' We welcome your contributions. <br />
<br />
* [http://www.siatoolkit.com/ Social Inclusion Audit and Toolkit]<br />
<br />
* [http://geekfeminism.wikia.com/wiki/Geek_Feminism_Wiki Geek Feminism Wiki]<br />
<br />
* Code4Lib Journal Special Issue on [http://journal.code4lib.org/issues/issues/issue28 Diversity in Library Technology]<br />
<br />
* [https://www.racialequitytools.org/home Racial Equity Tools]<br />
<br />
* [https://www.trainingforchange.org/publications/diversity-consensus Diversity & Consensus - Training for Change]<br />
<br />
* [https://www.trainingforchange.org/tools Tools and Activities - Training for Change]<br />
<br />
* [https://hbr.org/2016/04/run-meetings-that-are-fair-to-introverts-women-and-remote-workers Run Meetings That Are Fair to Introverts, Women, and Remote Workers - Harvard Business Review]<br />
<br />
* Consider increasing the safety level of sensitive meetings by running them under the [https://en.wikipedia.org/wiki/Chatham_House_Rule Chatham House Rule]. <br />
<br />
== Code of Conduct ==<br />
In 2016, DLF staff and members of our newly-established DLF Forum Planning Committee on Inclusivity worked together to revise our '''Code of Conduct''', which had been in place since 2012. The DLF CoC now covers activities happening under the Digital Library Federation umbrella, both in person and online, year-round. All group facilitators are asked to read this document, share with their communities, and contact us with questions or suggestions.<br />
<br />
* [https://www.diglib.org/about/code-of-conduct/ Revised DLF Code of Conduct]<br />
* [https://www.diglib.org/archives/11814/ Blog post]: “Behind the scenes: making the Forum as welcoming and accessible as possible”<br />
<br />
== Accessibility == <br />
<br />
* [https://www.diglib.org/forums/2016forum/guide-to-creating-accessible-presentations/ DLF Forum Guide to Creating Accessible Presentations]<br />
<br />
* [http://docs.lita.org/accessibility/ Accessibility tips and resources from LITA]<br />
<br />
== Ally Skills ==<br />
DLF has also underwritten formal Ally Skills training courses at two recent Forums, most recently in Milwaukee, 2016 with Bess Sadler and Mark Bussey. Interested in having this opportunity available at a future DLF Forum or in helping us to fund opportunities like this? [Mailto:info@diglib.org Let us know.]<br />
<br />
* [https://www.diglib.org/forums/2016forum/ally-skills-workshop/ 2016 DLF Ally Skills Workshop]<br />
* [https://www.youtube.com/watch?v=Y2F_Bmx_CNE Video]: Ally Skills Workshop taught at Wikimedia Foundation - Valerie Aurora of Ada Initiative<br />
{| class="wikitable" border="1"<br />
|''“The level of generosity, drive toward inclusion, & care for colleagues in the @CLIRDLF community inspires, astounds.”—Bethany Nowviskie<br />
''<br />
|}<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=General_Facilitation_and_Goal-Setting&diff=13103General Facilitation and Goal-Setting2017-06-28T15:47:18Z<p>Joymbanks: /* Table of Contents */</p>
<hr />
<div>{| class="wikitable" border="1"<br />
|''“For interactive sessions to be impactful, they need to be well organized—not only with a clear activity in mind—but also with report-outs & follow through.” —Cathy Aster''<br />
|}<br />
<br />
{| class="wikitable" border="1"<br />
|''“Make sure tasks have deadlines (reasonable ones), and set up regular conference calls to keep things rolling.” —Jody DeRidder''<br />
|}<br />
<br />
== General Guidelines == <br />
<br />
We recommend the following set of general guidelines for group leaders:<br />
* [http://oqi.wisc.edu/resourcelibrary/uploads/resources/Facilitator%20Tool%20Kit.pdf Facilitator Tool Kit: A Guide for Helping Groups Get Results] - University of Wisconsin Madison (PDF)<br />
* [http://ctb.ku.edu/en/table-of-contents/leadership/group-facilitation Group Facilitation and Problem-Solving - Community Toolbox] - University of Kansas<br />
* [https://www.brown.edu/about/administration/sheridan-center/teaching-learning/effective-classroom-practices/discussions-seminars/facilitating Facilitating Effective Group Discussions] - Brown University<br />
* [http://www.seedsforchange.org.uk/resources Seeds for Change] (guides to consensus-based decision-making, virtual meeting facilitation, working in groups, making meetings more accessible, and more)<br />
* [http://docs.lita.org/tips-for-facilitating-virtual-meetings/ Tips for Facilitating Virtual Meetings] from LITA<br />
* [http://docs.lita.org/consensus-process-for-virtual-teams/ Consensus Process for Virtual Teams] from LITA... and see also "[https://www.trainingforchange.org/publications/diversity-consensus Diversity and Consensus]" from Training for Change (cited on our page about [[Facilitating for Diversity and Inclusion]])<br />
<br />
== Getting in Touch with Past and Present DLF Group Leaders == <br />
Past and present coordinators of our existing groups are also a great resource, and in our experience they are always eager to share. Do you admire what an existing DLF group has accomplished? '''Get in touch with leadership and ask how!''' (We're happy to connect you if it's not obvious who to ask.) <br />
<br />
*[https://www.diglib.org/groups/born-digital-access-group/ Born-Digital Access Group]: Jessica Farrell <br />
*[https://www.diglib.org/groups/assessment/ DLF Assessment Interest Group]: Santi Thompson, Sara Rubinow, Molly Bragg, Christina Harlow, Hannah Scates Kettler, Kate Thornhill, Joyce Chapman<br />
*[https://www.diglib.org/groups/digital-library-pedagogy/ DLF Digital Library Pedagogy Group]: Elizabeth Joan Kelly & Ellie Dickson <br />
*[https://www.diglib.org/groups/e-research-network/ DLF eResearch Network]: Jason Clark & Sara Mannheimer<br />
*[https://www.diglib.org/groups/pmg/ DLF Project Managers Group]: Cynthia York, Micah Vandegrift, Eric L. Stedfeld; past chairs include: Cristela Garcia-Spitz, Delphine Khanna, Jennifer Vinopal, Sarah Shreeves<br />
<br />
{| class="wikitable" border="1"<br />
|''“You will lose people along the way – don’t fret it. Focus on where the energy is, and keep the ball rolling by engaging the ones with the energy.” —Jody DeRidder''<br />
|}<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbankshttps://wiki.diglib.org/index.php?title=Starting_a_New_Initiative_or_Working_Group&diff=13102Starting a New Initiative or Working Group2017-06-28T15:47:06Z<p>Joymbanks: /* Table of Contents */</p>
<hr />
<div>DLF groups are typically formed by virtue of our being approached by people with good ideas, so there's no annual timeline or formal approval process for affiliation. Simply get in touch with us at [mailto:info@diglib.org info@diglib.org] to discuss the possibilities! <br />
<br />
Our working group leaders are self-starters and we encourage them to think creatively about platforms they can use independently to get their work done. The DLF Team works with groups on a case-by-case basis to try to get them the [https://wiki.diglib.org/Working_with_Team_DLF resources] they need. We also make sure to reserve some space for DLF-affiliated groups at the DLF Forum. <br />
<br />
In exchange, we ask that your group: <br />
<br />
* Operate under the [https://www.diglib.org/about/code-of-conduct/ DLF Code of Conduct] if you use our name (or a similar code, in case of a partnership or pre-existing group)<br />
* Keep your DLF website and OSF and/or wiki pages reasonably up-to-date (even if those are mostly just pointers to information held elsewhere)<br />
* Tag [https://twitter.com/CLIRDLF @CLIRDLF] on Twitter and send messages about your work to our primary listserv, [https://lists.clir.org/cgi-bin/wa?A0=DLF-ANNOUNCE DLF-Announce], so that we can help promote it and drive traffic your way!<br />
<br />
Please don’t hesitate to [mailto:info@diglib.org reach out to us] with any questions or ideas! Starting a new initiative or working group could be as simple as: sending out a call for interest to gauge interest in the community; getting in touch with those willing to put in time, to schedule a meeting and develop a plan; and using DLF as a platform to circulate new ideas, resources, and readings, and to make progress on issues.<br />
<br />
== Table of Contents == <br />
# [[About DLF and the Organizers' Toolkit]]<br />
# [[Working with Team DLF]]<br />
# [[Starting a New Initiative or Working Group]]<br />
# [[General Facilitation and Goal-Setting]]<br />
# [[Facilitating for Diversity and Inclusion]]<br />
# [[Preventing and Managing Burnout]]<br />
# [[Gathering Info/Building Enthusiasm]]<br />
# [[Planning an In-Person Meetup]]<br />
# [[Setting Up Year-Round Meetings]]<br />
# [[Planning Virtual Meetings and Webinars]]<br />
# [[Talking and Writing]] <br />
# [[Organizing and Sharing Your Work]]<br />
# [[In a Nutshell]]</div>Joymbanks