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COMMUNITY ARCHIVING WORKSHOP�TRAINING OF TRAINERS�� [name of planning team (trainees)]

Webinar #1: The Goals and Process of a CAW

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CAW_TOT_CUR_Web_1_Presentation

Wonderful to be here to bring you into the Community Archiving Workshop (CAW) movement as future organizers. The CAW model was piloted in 2009 and 2010 as part of the course Video Preservation in the Moving Image Archiving and Preservation (MIAP) program at New York University (NYU). The first public CAW was organized by MIAP with the Scribe Video Center in Philadelphia alongside the annual conference of the Association of Moving Image Archivists (AMIA). Starting in 2011, the AMIA Independent Media Committee took on the yearly organization of CAWs in conjunction with the conference, soon co-organizing with the AMIA Diversity Task Force. The organizing committee quickly realized that more people needed to be trained to run CAWs; first the website was launched and then the Training of Trainers program, to share what they had learned with others.

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Upper left clockwise: Oaxaca, Ojo de Agua Comunicación; Savannah, GA, All Walks of Life & Georgia Historical Society; Pittsburgh, PA, Attack Theatre, City of Asylum, & David Newell; Richmond, VA, Valentine Richmond History Center; Manila, the IBON Foundation/AsiaVisions.

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[this page will need updating if used]

There are collections and passionate caretakers in many corners of North America and the globe! In addition to the AMIA pre-conference CAWs, adventurous people have taken the idea and organized CAWs within their communities and as part of other events, such as Audiovisual Preservation Exchange (APEX), the National Council of Public History Conference, conferences of the Association of Tribal Archives, Libraries and Museums (ATALM), and Cine Oaxaca, to name a few.

As of summer 2021, there have been 30+ CAWs in 7 countries that we are aware of. There were 10 organizations from California, the Midwest and the Southeast trained in the TOT curriculum through a grant from the Institute for Museum and Library Services (IMLS). The CAW Committee also has held other AV Fairs and other specialized workshops.

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��THE GOALS & PROCESS OF A CAW��why community archiving workshops?�CAW principles

core tasks for a well-planned CAW

your team & plans thus far

next webinar & homework��

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catalyst for preservation of endangered media & film

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owner better understands collection content & needs

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catalyst for preservation of endangered media & film

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owner better understands collection content & needs

collects item information

and reveals risks & condition

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catalyst for preservation of endangered media & film

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owner better understands collection content & needs

collects item information

and reveals risks & condition

enables prioritization to

begin preservation

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builds networks of

support & access

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sharing of skills/knowledge

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builds networks of

support & access

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sharing of skills/knowledge

attracts allies & volunteers

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WHY

COMMUNITY ARCHIVING WORKSHOPS?

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builds networks of

support & access

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sharing of skills/knowledge

attracts allies & volunteers

builds awareness & interest about collections

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WHY THE URGENCY?

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obsolescence of equipment

few decks, parts, or experts

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inherent deterioration

contamination

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use/mechanical damage

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loss of information & context

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CAWs transform older records…

not searchable

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…into electronic form

searchable, more data

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make a preservation plan

and preserve!

Santiago, Chile, Señal Tres La Victoria

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CAW

PRINCIPLES

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teach about audiovisual collections & their care

New York, NY, Black Public Media

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‘each one teach one’ - experienced people work with those new to inspection & inventory

Savannah, GA, All Walks of Life & Georgia Historical Society

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collect core data about the

collection & its condition

Oaxaca, Ojo de Agua Comunicación

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give all items unique identifiers & take actions

to prevent further damage/deterioration

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leave the organization with the data and inspiration they need to begin preservation

Santiago, Chile, Señal Tres La Victoria

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CAW CORE TASKS

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��PRE-CAW

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find a collecting organization or individual

to partner with

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Sacramento, CA area, Sacramento Public Library, Galt Area Historical Assoc. & others

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��PRE-CAW

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agree on basic goals & roles�

Savannah, GA, All Walks of Life & Georgia Historical Society and others

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�CAW GOALS�

To process 100 videotapes, audiotapes, and films with 25 staff & volunteers

To label, inspect, inventory, and re-box the [name] collection

To collect the data into a Microsoft Excel spreadsheet

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��PRE-CAW

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defined through a memorandum of understanding or other agreement�

CAW organizer prepares presentations brings inspection kits, supplies & equipment proposes data template recruits volunteers provides merged spreadsheet	Partner provides and transports collection(s) provides space & projection equipment co-develops data template recruits volunteers provides refreshments

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��PRE-CAW

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agree on collection & scope�

Happy Camp, CA, Karuk Tribal Libraries

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��PRE-CAW

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COLLECTION Community Visions Collection Subset for this CAW: the oldest productions (they are most at risk for age and format)	SCOPE Select approximately 200 tapes Focus on edit masters, camera originals and audio originals Pre-sort boxes so we concentrate on the above

Manila, the IBON Foundation/AsiaVisions

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��PRE-CAW

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decide details of workflow�

Savannah, GA, All Walks of Life & Georgia Historical Society

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��PRE-CAW

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Welcome table (1 person): Greet and assign volunteers to tables
Table captains (4 people): Coordinate data collection for the table
Box table (2-3 people): Assign boxes and labels
Presentations (3 people): Present CAW overview; magnetic media inspection and inventory; film inspection and inventory

decide roles

Manila, the IBON Foundation/AsiaVisions

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PRE-CAW

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agree on data template��

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PRE-CAW

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plan space/equipment/supplies�

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��PRE-CAW

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publicize & recruit volunteers�

New York, NY, Black Public Media

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PRE-CAW

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conform cheat sheet to data template

revise presentations if needed

compile resources for volunteers

& send out with reminders��

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��CAW DAY!

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set up space according to workflow�

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��CAW DAY

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welcome & orient volunteers

load data template

onto available laptops�

Seattle, WA, Three Dollar Bill Cinema

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��CAW DAY

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welcome by partners & presentations

Savannah, GA, All Walks of Life & Georgia Historical Society

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��CAW DAY

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inspect & inventory

Pittsburgh, PA, Attack Theatre, City of Asylum, & David Newell; New York, NY, Downtown Community Television Center;

Savannah, GA, All Walks of Life & Georgia Historical Society

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��CAW DAY

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summarize accomplishments & �discuss next steps for collection�

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��CAW DAY

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thanks & evaluation

Savannah, GA, All Walks of Life & Georgia Historical Society

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POST-CAW

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summarize evaluations to guide

future CAWs

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POST-CAW

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merge all files & �summarize learning from the data

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POST-CAW

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use data for preservation plan�begin preservation!

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NEXT STEPS

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what do you feel confident about in terms of being a CAW organizer?

what are the one or two top things you hope to learn through the training?

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what is the status of your search

for a potential partner?

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Questions?

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Webinar #2 - Finding &

Developing a CAW Partnership

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[date, time]

[how we will connect]
review sample recruitment docs &

memorandum of understanding

meet as a team & create rough timeline w/roles
input info about partners into webform
by [date], please finish Participant Info

We want to remind the group about the next webinar. We will meet for mentoring sessions and these are times that will be more informal as check-ins on your progress and any questions and guidance you might need.

Let’s briefly review what is contained in the homework for Webinar 2. The recruitment documents are a sample inquiry letter that you can use as an email, and a webform to have participants fill in that will populate a spreadsheet. The spreadsheet can also be a vehicle for you to track potential partners. There is also a sample memorandum of understanding (MOU). We will need you to meet and begin to outline how you will work together as a team, and create a rough timeline, using the tasks we just discussed. The tasks should also say who will carry out that particular task; in other words, you will make some decisions about roles within your team. Someone should take on the task of presenting the timeline at Webinar 2. The timeline should also include points where mentoring meetings should happen. In addition, please individually fill in the Participant Info. [if you haven’t, set a date before Webinar 2]