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Back to the [[NDSA:Digital Preservation in a Box]] Overview Page
Back to the [[NDSA:Digital Preservation in a Box]] Overview Page


Personal Archiving Day 101 (this is mock text "liberated" from the Home Movie Day 101 descriptive doc that needs to be heavily edited)
How to run a Personal Archiving Day event. (The original text of this document was harvested from the Home Movie Day 101 file (www.homemovieday.com/HMD101.pdf) with their permission. More editing is needed.)


==Sample Scenarios==


*LIS instructors would use these materials to build digital preservation modules for classroom use.
==What is Personal Archiving Day in a Box?==
*LIS educators could use these materials to host a “Personal Archiving Day” or digital preservation event at the LIS school during next year’s Preservation Week. [Just thinking – this could be a measurable outcome. How many LIS schools, public libraries used the NDSA toolsuite to host an event next year?]
*LIS students could utilize the materials to develop their own outreach event on campus or at a local/regional library
*Digital Preservation practitioners could use the materials to prepare outreach presentations.  Concurrently, NDSA could develop as set of “canned” presentations / library slide deck for all members to use and perform outreach in their organizations as a secondary outcome of this project.


"Personal Archiving Day in Box" is designed as a gentle introduction to the concepts of preserving digital information. Preserving digital information is a new concept that most people have little experience with. The guidance is basic and is meant to be a place to get started. There are four organizing steps to consider when preserving your personal digital information: Identify; Decide; Organize; and Copy. We'll discuss each in detail and provide some resources to help you get started.


==WHAT IT IS, WHAT IT WAS, AND WHAT IT SHALL BE==
This box of resources can be used to provide introductory-level education those who may have little to no knowledge of digital preservation and digital curation issues, to help them with stewarding their own digital information, which might include Photographs, Audio, Video, Electronic mail, Personal documents and Web archives.
Home Movie Day, a celebration of amateur film started by a group of film
archivists in 2002, occurs all over the world in mid-October. Like the celebration
of a birthday, HMD is a very individualistic affair; each event is unique.
Do you have to be a film archivist to run a HMD event? No, but you do need to
be experienced in the exciting realm of small-gauge film handling. Many HMD
hosts are veteran film screeners, some are collectors, some are home movie
makers themselves.


Home movies are generally shot on reversal film, which means the same piece of
The materials are geared towards a general audience who routinely create or manage digital information, but who may need a working knowledge of this area for digital preservation on the job or for training others on how to preserve digital resources. The audience includes library science students and educators; library, archive or other cultural heritage institution employees; others charged with preserving digital information as part of their jobs or for providing digital preservation training.
film that went through the camera is run through the projector (there is no
negative). Inexperienced projectionists or poorly maintained equipment can lead
to film damage. Since the only copy of the film is the one in the projector,
damage is forever.


However, properly projected, the experience of watching movies on film can’t be
People are creating their own digital materials in increasingly large quantities, and they are clamoring for simple guidance on how to preserve their own digital materials.  
matched. The clicking of the projector, the unbeatable color of Kodachrome, the
crispness of the image can’t compare to a video. Running a HMD event isn’t
always easy, but it’s very rewarding.


==THE SET-UP==
A Personal Digital Archiving Event is a fun and very rewarding way to make contact with the general public and share essential knowledge about preserving personal digital materials.
Find a location
You might be inviting strangers. If so, think twice about having it at your home.
If you’re only inviting people you know, go ahead and have it in your living
room, which is, under normal circumstances, the most common spot for catching
a home movie.


Some public places like libraries, schools, and churches have rooms you can use
==What You Need to Know==
for free. Places commonly rented out for not too much money include VFW halls,
community centers, small hotels etc. Bars will sometimes let you put on events,
but you’ll run into issues like some people hate bars, kids sometimes can’t get in,
and drunks might break your stuff and spill beer on your movies.


Use your connections. If you have friends at a movie theatre, bowling alley, or
In order to hold a successful Personal Archiving Day event, there are a few things you need to know. You need to have a venue for your event (which could be virtual); you'll need to have the equipment available to share the materials in the box; you'll need to market and promote your event. We provide details on each of these areas, including some Personal Archiving Day event scenarios, below.  
country club, hit them up for venue help.


If you don’t have to pay for a venue, your costs will be low.
==Arranging a Venue==
Ideally you'll be doing the event in a public space. You might be inviting strangers. If so, think twice about having it at your home.  


==Venue Needs==
Your venue should be relatively easy to find with parking or public transportation available, if possible, unless everyone can be expected to walk.
No way around it, you need electrical outlets.
You need a dark spot for your screen. Many people put on HMD events during
the day. If the room has windows, test out how projected film looks before the
day of show. You might need a new location or blankets on the windows.
You need a table for your film inspection area, or at least an area where you can
set up a table.


People like to sit in chairs, but you can make them sit on the floor if need be.
Some public places like libraries, archives, schools, churches, VFW Halls, college student centers have rooms you can use for free. Bars will sometimes let you put on events, but you’ll run into issues like some people hate bars, kids sometimes can’t get in and drunks might break your stuff and spill beer on your materials.
A restroom is highly desirable.


Geographic Location
Use your connections. If you have friends at a movie theater, bowling alley or country club, hit them up for venue help. The ideal situation is to secure a venue where the most likely interested people would already congregate, and this generally means a library or student center on campus.  
Your venue should be relatively easy to find.
Parking or public transportation should be available, unless everyone can be
expected to walk.


==TOOLS OF THE TRADE==
If you don’t have to pay for a venue, your costs will be low.
You will need projectors. Beg, steal, borrow. You should be ready to show 8mm
Super 8 and 16mm (and 9.5mm outside the USA). You don’t have to be ready for
all formats, but won’t you be disappointed if a lot of 16mm comes through the
door and you can’t show it! Do rigorous testing on the projectors long before
mid-August. Do scratch tests, lubricate & clean the film path (see Treadway,
http://littlefilm.org FAQ). Print out a copy of the indispensable HMD Projection
Checklist by Dr. Leo off the homemovieday group, files section. Study it well!
Any backup equipment you can get is great. Film projectors have a maddening
tendency to crap out at the last minute, and you need to be prepared.


Figure out how the film needs to be wound to come off the projector. Will your
==Venue Needs==
feed reel have the film coming off the front with the sprocket holes on the
No way around it, you need electrical outlets if you're going to showcase digital technology.  
outside? Practice using your projectors.


Super 8 Sound is a possibility, but it’s not super common, so don’t worry about
Chairs and tables are also good, but you can make them sit on the floor if need be.
securing a sound projector. Super 8 Sound has a magnetic stripe along the side
(it looks like audio tape).


Super 8 reels have larger spindle holes than regular 8. You may need to pick up
A restroom is highly desirable.
some plastic adapters if your projector has just the skinny spindles. If it has fat
spindles & it’s a dual 8 projector, it may adapt by pulling the spindle straight off.
If not, find another projector.


Also you will need:
You may need:
• A desk lamp for your inspection area
*Chairs for you and the public to sit on
• A flashlight
*Tables for displaying items
• Splicers for the formats you’ll be showing (tape or cement, your
*A box of old Digital artifacts (hard drives, zip drives, floppy drives, old computers, etc.)
choice). Do a lot of practicing before the show!
*Flat screen TVs to project videos
• Gloves – cotton film/photo type
*A sign-in sheet (if you want to gather contact info for future events)
• A loupe or magnifying glass so you can tell your head from your tail
*Easy-to-understand signs to direct people where to go
• White leader in all formats
*Pens and pencils
• You might need an adapter for fitting large holed Super 8 reels on a
*Tape
standard 8 spindle.
*Business cards
• Archival fine-nibbed pen for marking film leader with owner’s name &
*A video camera or still camera to document your event!
head/tail
• Rewind cranks for 16mm & 8mm. 16mm cranks that clamp onto a
tabletop are available. S/8mm rewinds can be made by taking apart a
viewer.
• If you’re concerned about content you can bring a dual 8/S8 viewer.
For 16mm you can just use a loupe.
• A movie screen
• Projector stand of some sort
• Clipboard for sign-in sheet
• Pens
• Video camera, Super 8 camera, still camera. Document your event!


==INFORMATION. WE WANT INFORMATION.==
==What Will the Attendees Want to Know?==
The most common question we get is “where can I get my film transferred to
video?” Many times, people bring in film they haven’t seen in a while because
they don’t have the technology to watch it at home. It’s easier for them to use a
VHS or DVD. Do some research into transfer facilities in your area. The HMD
site will provide a list of national labs, but most people will want to bring their
film to someone local. Print up a list of reputable transfer houses, with an idea of
the price range, noting that HMD offers the list merely as suggestions, none of
the places are officially sanctioned.


Be prepared to talk about donating film to an archive. Find out who collects
There may be no need for announcements during the event, but make sure that all the volunteers are briefed on the way things are going to work. It's useful to prepare a set of "talking points" in advance that will keep everyone on topic.  
home movies in your area or state. Regional archives should be beefing up their
home movie collections. Some places will do the video transfer in exchange for
donation, which is a nice alternative for the penny pinchers, and an added reason
to donate the original film (this is expensive, however, and should only be
pursued in the case of an outstanding film). The Center for Home Movies
(www.centerforhomemovies.com) will take all comers in the absence of a
suitable local outlet.


Make photocopies. People like handouts, as we all know. Decide which
A common question is “where can I get my materials transferred to another format?” Many times, people bring in materials they haven’t viewed in a while because they don’t have the technology to get at the materials.  
documents (from the yahoo group files) you’d like to have available. Not
everyone will want a copy of everything.


Decide what you’ll say during the event. You don’t have to give a formal speech
Do some research into transfer facilities in your area or have a list prepared in advance. If you're not comfortable giving out specific names then prepare some guidance on how they might find these types of entities on the internet ("Do a search in your favorite web browser for "digital conversion specialists" in your city.") If you do make a list you may want to note that your organization offers the list merely as suggestions, none of the places are officially sanctioned.
if you’re not comfortable with that, but some talking to the crowd will be
necessary. Check out the “Talking Points” on the HMD site. Don’t omit these
two points:
• Don’t toss out your film after transferring it to video
• Consider donating the original film to an archive


==HELP!==
Be prepared to talk about receiving donations of "archival" items. Folks will suggest that they have valuable materials that they no longer want to take care of and will conscientiously look for suggestions on organizations that might find them useful. Have a list prepared in advance, though you can't anticipate every question.  
You have a space, you have projectors, now you need to find help. Help cannot
be underestimated. HMD can be overwhelming if you’re on your own. Canvas
your friends and co-workers for volunteers. They don’t have to have film
handling experience, although it is convenient. If you’re the only archivist or
experienced film handler, you should take the role of inspector / projectionist,
but there are plenty of other roles to be filled.


A word of caution: you need capable volunteers. A common danger is a
The Center for Home Movies (www.centerforhomemovies.com) in Baltimore, MD will take all kinds of home movies in the absence of a suitable local outlet.
volunteer who can’t work on his/her own, asks a lot of needless questions, and
isn’t good with the public. Sometimes you don’t know in advance who this
person will be, so get a lot of volunteers.


Positions include (note: you don’t need a different person for each job)
• Someone to man the sign-in sheets & accept film
• Projectionists (it’s good to have 2)
• Musician or DJ
• Moral support
• Water boy
• Driver to get your equipment to and from your venue
• Someone to keep track of how many people come
• 2 note-takers who will describe the films
• Publicity agent
• Graphic artists (for flyer / poster help)


Train your staff. If you have volunteer projectionists, unless they’re seasoned,
==Publicizing Your Event==
you should run through some format changes with them.
Turnout often depends on exposure (along with the weather and competing events). Basically, the more people who know about your event, the more people you can expect to show up.
Tips for note-takers: Name of film’s owner / decade or date of film / color or
B&W / description of film


==WHAT’S THE PLAN, MAN?==
*The Media & the Press Release
HMD is what you make it.
Before you publicize, decide on your parameters. What formats? Any video?
How narrow is your definition of “home movies?” Are student films acceptable?
How will you deal with pornography? What if someone brings some Castle
features edited for home use? How long will the event be?
 
==HOW DO PEOPLE KNOW ABOUT HMD?==
Turnout often depends on exposure (along with the weather and competing
events). Basically, the more people who know about your event, the more
people you can expect to show up.
 
The Media & the Press Release
We can’t always get on TV or the radio, but we can always try. Press releases
We can’t always get on TV or the radio, but we can always try. Press releases
should be sent to local news & cultural program departments of local stations.
should be sent to local news & cultural program departments of local stations.
HMD is a good local newsworthy event: history, film, preservation.
Personal Archiving Day is a good local newsworthy event: history, film, photography, music, preservation.


Your local paper is an easier sell. Use your press release to appeal to the arts
Your local paper is an easier sell. Use your press release to appeal to the arts
editor for a story. At the very least, you should get into the Events listing section.
editor for a story. At the very least, you should work to get into the Events listing section.
If you know in advance about any of the specific films you’ll be showing,
If you know in advance about any of the specific films you’ll be showing,
describe them in the press release. Also, photographs or film scans are useful.
The HMD files will include a press release you can tailor to your event.
The internet!


Craigslist.com, available in most areas, has an events listing section.
[Sample press releases]
Any other virtual community bulletin boards are helpful.
 
Flyers and Posters
Craigslist.com, available in most areas, has an events listing section. Any other virtual community bulletin boards are helpful.
Some people still live in the 20th century and actually read pieces of paper (also
 
known as broadsides). Make your flyer eye-catching (an arty friend may come in
*Flyers and Posters
handy here): a simple graphic with a minimal amount of informative text (don’t
Some people still live in the 20th century and actually read pieces of paper (also known as broadsides). Make your flyer eye-catching (an arty friend may come in handy here): a simple graphic with a minimal amount of informative text (don’t forget the website!).
forget the website!).
 
For instance:
For instance:
HMD
*Personal Archiving Day
Date time location
*Date time location
Bring your film on (these formats)
*For more info [your event website]
For more info www.homemovieday.com
 
You may have to flyer areas more than once, as flyers tend to disappear. Make
You may have to flyer areas more than once, as flyers tend to disappear. Make use of bulletin boards at the usual places – cafes, grocery stores, Laundromats, schools, etc. Don’t forget to flyer your venue!
use of bulletin boards at the usual places – cafes, grocery stores, Laundromats,
 
schools, etc. Don’t forget to flyer your venue!
*PAD postcards or stickers.
HMD postcards


You’ll want to get a bunch of these and include your local info on them. You can
You’ll want to get a bunch of these and include your local info on them. You can
make sticker labels using a computer or copy machine.
make sticker labels using a computer or copy machine. Mail out the postcards and leave stacks in appropriate places. Also have some available at the event as souvenirs.
Mail out the postcards and leave stacks in appropriate places. Also have some
 
available at the event as souvenirs.
Consider sending invitations to local historical organizations, the press, friends,
Consider sending invitations to local historical organizations, the press, friends,
neighbors, family members, local celebrities, filmmakers, museums, cinemas.
neighbors, family members, local celebrities, filmmakers, museums, cinemas.
The Publicity Machine
 
*The Publicity Machine
Your venue might have its own publicity machine. Libraries, rock clubs, movie
Your venue might have its own publicity machine. Libraries, rock clubs, movie
theatres all have calendars. Get listed! Some places have mailing lists you might
theaters all have calendars. Get listed! Some places have mailing lists you might
be able to infiltrate.
be able to infiltrate.
Work with another local historical or filmy institution. Maybe they’ll help you
 
publicize. If you’re going to suggest people donate to a certain collection, for
Work with another local historical or library institution. Maybe they’ll help you publicize. If you’re going to suggest people donate to a certain collection, for instance, it will be in that institution’s interest to help you out.
instance, it will be in that institution’s interest to help you out.
 
**Be aware that crazy people are drawn to free events in public areas. This could
Be aware that crazy people are drawn to free events in public areas. This could
add to your event’s atmosphere!
add to your event’s atmosphere!


==THE FILM CHECK-IN==
If you can arrange to have people bring their films in a day ahead of time, or at
least an hour ahead of time, you will not regret it. Inspecting the film takes a lot
of time. Whether or not you can do this will depend on your venue. If you can’t
be there the day before the event to accept film, maybe you can accept it at your
place of work, if it’s accessible.
You’ll find most film arrives heads-out, so inspecting it means rewinding it
twice. Inspecting during the screening can be a little awkward, plus it means
you’ll miss some of the films!
During the film check-in, it will be important to have some volunteer handy to
accept and label films. All films must be labeled with the owner’s name and
phone number. Your volunteer can also intercept chatters who are keeping you
from your work.
Checking in the film
1. Someone arrives with film. Label their film with their name and phone
number. Have them read & sign the release form.
2. If they hand you a lot of films, ask them to pick out their faves for the
screening. You are the curator, so it’s up to you what gets shown, and to make
sure one collection doesn’t dominate so much that you can’t show anything else.
Remember, a few 50’ reels of super 8 (3 minutes each) is quite a different kettle of
fish from 1200’ of 16mm (30 minutes).
3. Inspect the film. Your first line of defense is your nose. A film that smells
strongly of vinegar is in trouble. Camphor (mothballs) is not a bad smell for film
(it was used as a plasticizer). Wind through the film & attach leader to head and
tail as needed. Label heads / tails. The projectionist needs to know which way is
up! Repair damage. Note any scratches. You need to know if you’re scratching
someone’s print during projection!
Inspection danger signs include
• vinegar odor
• brittle & curled film
• many damaged perforations
** Don’t get hung up on a damaged film. If it’s more than you can repair, give it
back to the owner and don’t show it.
4. Check for shrinkage. Film shrinks with age and deterioration. The kind of
shrinkage that will cause problems with projection should be pretty obvious. Be
suspicious of warped films. If you don’t have a shrinkage gauge, compare the
film with fresh film or fresh leader. Check 20 sprocket holes. If they’re off by a
whole perf, reject the film. (See Dr. Leo’s Projection Guide for details.)
5. Make sure the film is heads out and coming off the reel ready for projection.
It’s important to be familiar with how the film needs to be wound on the feed
reel for projection. You don’t want to be starting films upside down or insideout.
This can be very confusing for double perf 16mm.


==A SATURDAY IN OCTOBER==
==Setting UP==
Setting up
 
Set up your room before people arrive. Eat - it’s going to be a long day. Set up
Set up your room before people arrive. Eat - it’s going to be a long day. Set up a literature table. Make sure you have pens for the mailing list.
projection and run some film. You’ll want your screen as high as possible so
 
everyone can see. If you need to, put your screen on a tabletop to gain height.
You’ll want both 16mm and S/8mm projectors set up at once on 2 projector
stands, if possible.
Set up your inspection table. Even if you’ve asked people to drop film off ahead
of time, you might have some people show up day of show with film in hand
and you want to be ready.
Set up a literature table. Make sure you have pens for the mailing list.
Running the show
How you run the show is totally up to you. Most people start with an
introduction covering what the event is all about, how to get film shown, order
films will be shown, etc. I like to ask the person whose film I’m going to show if
they have anything they’d like to say about it. Some don’t, most do. Some narrate
during the film: “That’s my wife, that’s Boston Common, the Coconut Grove sure
was crowded that night,” etc. These are occasionally emotional times. Some
people will show films of dead loved ones, and maybe they haven’t seen the film
in a long time.
You might want to explain things during the film. For instance, “this is
Kodachrome which Kodak has just discontinued. It’s a great archival film for its
colorfastness.” Or “this film has been damaged by water” “this film was
overexposed,” etc..
There are some points that should be brought up during the show, regardless of
There are some points that should be brought up during the show, regardless of
the formality of your presentation.
the formality of your presentation:
• archival donations
*archival donations
• storage at home
*storage at home
• video transfer
 
• don’t throw away your film!
Many archives are interested in collecting materials. These may be regional
Many archives are interested in collecting home movies. These may be regional
collections (Rhode Island Historical Society, for instance) or for film, places like the center for Home Movies. If there is a regional collection in your area, point people toward it.
collections (Rhode Island Historical Society, for instance) or wide film collections
 
(Center for Home Movies). If there is a regional collection in your area, point
people toward it.
Home storage conditions are important for the survival of the material. The
Home storage conditions are important for the survival of the material. The
basic mantra is cool and dry – no basements or attics, stay away from radiators
basic mantra is cool and dry – no basements or attics, stay away from radiators
and sinks. See www.fimforever.org for more storage information and details.
and sinks.  
Video transfer is a good idea for a number of reasons. Although we don’t expect
 
the video format to outlive the film (have you tried buying a laser disc player
 
lately?), transfer to video for access is convenient and cuts down on the handling
==What Will my PAD Event Be Like?==
of the original film. The fewer times the film is run through a projector, the
We can’t predict what will happen at your PAD. We do know someone will show up
better. Many people these days are more comfortable running a VCR or DVD
(even if it’s only your friends & relations) and PAD will draw to a close.
player than a film projector.
People may have questions. You can take them throughout the event, or wait
until the end, whatever’s better for you.
If anyone shows a film that really stands out, approach them about donating it to
an archive. Also, one of these days we’ll have a best of HMD 1&2 DVD, and
maybe we’ll do another someday. It’s good to have some titles to recommend.


==WHAT WILL MY HMD EVENT BE LIKE?==
I can’t predict what will happen at your HMD. I do know someone will show up
(even if it’s only your friends & relations), movies will be shown (even if they’re
just the ones you brought), and HMD will draw to a close.
The attendees will do what you tell them. Figuring out how you want to run
The attendees will do what you tell them. Figuring out how you want to run
things should help you get an idea of what it will be like. If you tell them to
things should help you get an idea of what it will be like.  
bring their film in ahead of time, they will. If you tell them to wear black
 
armbands in honor of the demise of Kodachrome, they will.
When it’s over, what are you left with besides an empty feeling of relief?
When it’s over, what are you left with besides an empty feeling of relief?
Hopefully, you will have some addresses to send info to next year, you’ll have
Hopefully, you will have some addresses to send info to next year, you’ll have passed out some great information about what your organization does with digital preservation, you’ll have made some connections, and most importantly you’ll have inspired some people. You’ll definitely have some experience under your belt.
seen some great films, you’ll have made some connections, and most importantly
you’ll have inspired some people. You’ll definitely have some experience under
your belt.


==AFTERMATH==
==Aftermath==
Take your volunteers out for some kind of treat they can all enjoy. Talk to them
Take your volunteers out for some kind of treat they can all enjoy. Talk to them about their opinions of the show. You should all figure out what went well, what needs to change for the next event. Keep these notes somewhere you’ll find them for your next PAD. Write up your PAD report and share it with the rest of the NDSA and digital preservation community.
about their opinions of the show. You should all figure out what went well,
 
what needs to change for the next event. Keep these notes somewhere you’ll find
 
them for 2007’s HMD. Write up your HMD report and post it to the
==Sample Scenarios==
homemovieday group.
 
*LIS instructors would use these materials to build digital preservation modules for classroom use.
*LIS educators could use these materials to host a “Personal Archiving Day” or digital preservation event at the LIS school during next year’s Preservation Week. [Just thinking – this could be a measurable outcome. How many LIS schools, public libraries used the NDSA toolsuite to host an event next year?]
*LIS students could utilize the materials to develop their own outreach event on campus or at a local/regional library
*Digital Preservation practitioners could use the materials to prepare outreach presentations.  Concurrently, NDSA could develop as set of “canned” presentations / library slide deck for all members to use and perform outreach in their organizations as a secondary outcome of this project.

Revision as of 11:57, 7 July 2011

Back to the NDSA:Digital Preservation in a Box Overview Page

How to run a Personal Archiving Day event. (The original text of this document was harvested from the Home Movie Day 101 file (www.homemovieday.com/HMD101.pdf) with their permission. More editing is needed.)


What is Personal Archiving Day in a Box?

"Personal Archiving Day in Box" is designed as a gentle introduction to the concepts of preserving digital information. Preserving digital information is a new concept that most people have little experience with. The guidance is basic and is meant to be a place to get started. There are four organizing steps to consider when preserving your personal digital information: Identify; Decide; Organize; and Copy. We'll discuss each in detail and provide some resources to help you get started.

This box of resources can be used to provide introductory-level education those who may have little to no knowledge of digital preservation and digital curation issues, to help them with stewarding their own digital information, which might include Photographs, Audio, Video, Electronic mail, Personal documents and Web archives.

The materials are geared towards a general audience who routinely create or manage digital information, but who may need a working knowledge of this area for digital preservation on the job or for training others on how to preserve digital resources. The audience includes library science students and educators; library, archive or other cultural heritage institution employees; others charged with preserving digital information as part of their jobs or for providing digital preservation training.

People are creating their own digital materials in increasingly large quantities, and they are clamoring for simple guidance on how to preserve their own digital materials.

A Personal Digital Archiving Event is a fun and very rewarding way to make contact with the general public and share essential knowledge about preserving personal digital materials.

What You Need to Know

In order to hold a successful Personal Archiving Day event, there are a few things you need to know. You need to have a venue for your event (which could be virtual); you'll need to have the equipment available to share the materials in the box; you'll need to market and promote your event. We provide details on each of these areas, including some Personal Archiving Day event scenarios, below.

Arranging a Venue

Ideally you'll be doing the event in a public space. You might be inviting strangers. If so, think twice about having it at your home.

Your venue should be relatively easy to find with parking or public transportation available, if possible, unless everyone can be expected to walk.

Some public places like libraries, archives, schools, churches, VFW Halls, college student centers have rooms you can use for free. Bars will sometimes let you put on events, but you’ll run into issues like some people hate bars, kids sometimes can’t get in and drunks might break your stuff and spill beer on your materials.

Use your connections. If you have friends at a movie theater, bowling alley or country club, hit them up for venue help. The ideal situation is to secure a venue where the most likely interested people would already congregate, and this generally means a library or student center on campus.

If you don’t have to pay for a venue, your costs will be low.

Venue Needs

No way around it, you need electrical outlets if you're going to showcase digital technology.

Chairs and tables are also good, but you can make them sit on the floor if need be.

A restroom is highly desirable.

You may need:

  • Chairs for you and the public to sit on
  • Tables for displaying items
  • A box of old Digital artifacts (hard drives, zip drives, floppy drives, old computers, etc.)
  • Flat screen TVs to project videos
  • A sign-in sheet (if you want to gather contact info for future events)
  • Easy-to-understand signs to direct people where to go
  • Pens and pencils
  • Tape
  • Business cards
  • A video camera or still camera to document your event!

What Will the Attendees Want to Know?

There may be no need for announcements during the event, but make sure that all the volunteers are briefed on the way things are going to work. It's useful to prepare a set of "talking points" in advance that will keep everyone on topic.

A common question is “where can I get my materials transferred to another format?” Many times, people bring in materials they haven’t viewed in a while because they don’t have the technology to get at the materials.

Do some research into transfer facilities in your area or have a list prepared in advance. If you're not comfortable giving out specific names then prepare some guidance on how they might find these types of entities on the internet ("Do a search in your favorite web browser for "digital conversion specialists" in your city.") If you do make a list you may want to note that your organization offers the list merely as suggestions, none of the places are officially sanctioned.

Be prepared to talk about receiving donations of "archival" items. Folks will suggest that they have valuable materials that they no longer want to take care of and will conscientiously look for suggestions on organizations that might find them useful. Have a list prepared in advance, though you can't anticipate every question.

The Center for Home Movies (www.centerforhomemovies.com) in Baltimore, MD will take all kinds of home movies in the absence of a suitable local outlet.


Publicizing Your Event

Turnout often depends on exposure (along with the weather and competing events). Basically, the more people who know about your event, the more people you can expect to show up.

  • The Media & the Press Release

We can’t always get on TV or the radio, but we can always try. Press releases should be sent to local news & cultural program departments of local stations. Personal Archiving Day is a good local newsworthy event: history, film, photography, music, preservation.

Your local paper is an easier sell. Use your press release to appeal to the arts editor for a story. At the very least, you should work to get into the Events listing section. If you know in advance about any of the specific films you’ll be showing,

[Sample press releases]

Craigslist.com, available in most areas, has an events listing section. Any other virtual community bulletin boards are helpful.

  • Flyers and Posters

Some people still live in the 20th century and actually read pieces of paper (also known as broadsides). Make your flyer eye-catching (an arty friend may come in handy here): a simple graphic with a minimal amount of informative text (don’t forget the website!).

For instance:

  • Personal Archiving Day
  • Date time location
  • For more info [your event website]

You may have to flyer areas more than once, as flyers tend to disappear. Make use of bulletin boards at the usual places – cafes, grocery stores, Laundromats, schools, etc. Don’t forget to flyer your venue!

  • PAD postcards or stickers.

You’ll want to get a bunch of these and include your local info on them. You can make sticker labels using a computer or copy machine. Mail out the postcards and leave stacks in appropriate places. Also have some available at the event as souvenirs.

Consider sending invitations to local historical organizations, the press, friends, neighbors, family members, local celebrities, filmmakers, museums, cinemas.

  • The Publicity Machine

Your venue might have its own publicity machine. Libraries, rock clubs, movie theaters all have calendars. Get listed! Some places have mailing lists you might be able to infiltrate.

Work with another local historical or library institution. Maybe they’ll help you publicize. If you’re going to suggest people donate to a certain collection, for instance, it will be in that institution’s interest to help you out.

Be aware that crazy people are drawn to free events in public areas. This could add to your event’s atmosphere!


Setting UP

Set up your room before people arrive. Eat - it’s going to be a long day. Set up a literature table. Make sure you have pens for the mailing list.

There are some points that should be brought up during the show, regardless of the formality of your presentation:

  • archival donations
  • storage at home

Many archives are interested in collecting materials. These may be regional collections (Rhode Island Historical Society, for instance) or for film, places like the center for Home Movies. If there is a regional collection in your area, point people toward it.

Home storage conditions are important for the survival of the material. The basic mantra is cool and dry – no basements or attics, stay away from radiators and sinks.


What Will my PAD Event Be Like?

We can’t predict what will happen at your PAD. We do know someone will show up (even if it’s only your friends & relations) and PAD will draw to a close.

The attendees will do what you tell them. Figuring out how you want to run things should help you get an idea of what it will be like.

When it’s over, what are you left with besides an empty feeling of relief? Hopefully, you will have some addresses to send info to next year, you’ll have passed out some great information about what your organization does with digital preservation, you’ll have made some connections, and most importantly you’ll have inspired some people. You’ll definitely have some experience under your belt.

Aftermath

Take your volunteers out for some kind of treat they can all enjoy. Talk to them about their opinions of the show. You should all figure out what went well, what needs to change for the next event. Keep these notes somewhere you’ll find them for your next PAD. Write up your PAD report and share it with the rest of the NDSA and digital preservation community.


Sample Scenarios

  • LIS instructors would use these materials to build digital preservation modules for classroom use.
  • LIS educators could use these materials to host a “Personal Archiving Day” or digital preservation event at the LIS school during next year’s Preservation Week. [Just thinking – this could be a measurable outcome. How many LIS schools, public libraries used the NDSA toolsuite to host an event next year?]
  • LIS students could utilize the materials to develop their own outreach event on campus or at a local/regional library
  • Digital Preservation practitioners could use the materials to prepare outreach presentations. Concurrently, NDSA could develop as set of “canned” presentations / library slide deck for all members to use and perform outreach in their organizations as a secondary outcome of this project.
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