Welcome

• Housekeeping• Introductions• Outline of days

Eisernes Kreuz zweiter Klasse 1914

Who are we?

• Alun Edwards• Everett Sharp• Katharine Lindsay• Stephen Bull• Stuart Lee• Ylva Berglund Prytz

Oxford team

PR & Publicity:Frank DrauschkeJon PurdayJackie Storer

Europeana

• Management• Technical• Catalogue• etc

From1

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4 GermanyLuxembourgPortugalEuropeanaNLSloveniaDenmarkIrelandBritish LibraryOxford Univ.UK

Who are you?

15

533

6

8

5Planning and preparation

Subject expert

Cataloguing

Digitising

Press and publicity

Training other staff

Other

Tuesday 7th Feb

9.00 Registration and coffee9.30-11 Welcome and introductions 11 -11.30 coffee11.30-13 The roadshow13-14 Lunch14-15.30 More about roadshows 15.30 coffee16-17 Press and PR18.00 (optional) Evensong or

Exploration of Oxford pubs19.00 Dinner

Wednesday 8th Feb

9.30-11 Preparing11-11.30 coffee11.30-12.30 After the

roadshow12.30-13.30 Lunch13.30-15.00 Exploring

further15-15.30 coffee15.30-16 Q&A

Bundesarchiv, Bild 183-23138-1122 / CC-BY-SA

Planned roadshows

• Luxembourg : 6 March• UK (Preston): 10 March• Ireland: 21 March• Slovenia: 28 March• Denmark: May (?)• UK (Oxfordshire)• Belgium• Portugal• Italy

All in a larger context

• Europeana• Europeana Awareness• Centenary• Local concerns• …

EUROPEANA

Europeana 1914-1918 more than the Roadshows

Before• Preparation• Press & PR

During• Training day• ROADSHOW• Post-

processing

After• More

collecting• Education

programme• World fame

1. Visitor arrives

Welcome desk

PR desk

2. Story captured

Interviewer

3. Objects digitized

Check-in/out desk

camera or scanner

4. Objects returned

Check-in/out desk

Welcome desk

5. Story + objects

uploaded

CataloguerMedia editor

Roadshow flow

Welcome Press

Interview

Interview

Interview

Interview

Interview

Check-in desk

Photo Photo Photo

Scan

ning

Selector

Storage

Wting

Waiting

Waiting

Exhibition

PC

VENUE

Frankfurt

Berlin

Munich

Stuttgart

Make sure you can be found

Welcome Desk

Inform visitors about project/event• explain process (time it takes)• explain permissions• introduce contributors to interviewers • ensure no-one is left waiting too long • keep statistics of visitors and contributors

Licence

Without signed form we cannot use stories or objects

Everyone has to understand licence – staff and contributors

Press Desk

Help press get the info they need without disturbing the operation (too much!)

Interview

An interview is a conversation between two people (the interviewer and the interviewee) where questions are asked by the interviewer to obtain information from the interviewee.

(Wikipedia 4 Feb 2012)

Objects and stories

What is a good interview question?

Record story and information

The Form

Needed for:• Consent• Information• Link to object(s)

The Form

Paper, computer, or online?

Record information Signature

Interview – find out:

• Who brought this in? (visitor name, contact details)If for someone else, who are they? (name)• Do they have the right to submit it? (explain and sign form)• What is it? (‘title’) • When and where is it from?• Story – what is known?

– Where does the object come from? How did the visitor get it? – Is there a particular story? – Who is the person the object relates to? What is their relationship to

the visitor? – Is anything else known about this person? What happened to them

after the war? Any relatives/friends? – What does the visitor remember about person or object? – Anything else?

Cataloguing metadata Cataloguer Alternative title (translation into English) Date created (for example when the letter was written or photograph taken) Date range ending (end the date for an object with a date range, like a diary) Author (For example the person who wrote the postcard) Subject (the person or place or object that the item is about. For a photograph of a person

the subject would be his name) File type (Text, Image, Audio or Video) Source (that the item was digitised from , for example a leaf, a folio, a notebook, a reel of

film) Medium (the material of the object that has been digitised, for example paper, card, tape) Content (what the object is, for example poem, letter, photograph or piece of memorabilia) Page number Total number of pages Editor's pick Cataloguer's notes Language (of the object, letter, postcard etc). Keywords (closed list) Collection Day

WHAT WILL WE FIND?

What do we choose?

How do we choose?

Selectors at work

KEEPING TRACK OF THINGS

Digitisation check-in/out desk

• receive objects for digitisation;

• give time estimate and manage expectations of contributors;

• keep track of flow to digitisation stations;

• ensure nothing is lost;• return object to correct

contributor;• manage paperwork;

Name No pick-up to dig from dig

signed return

Mr Smith 3 5pm YBP YBP PP

Mr Smith 4 5pm YBP YBP PP

Dr Cook 57 5pm AE

Mrs Jones 17 2 pm PP

DIGITISATION LIST

Check-in/out desk (quiet time)

Check-in/out desk (busy time)

Digitisation

• Scanning or photographing?

• Speed vs. quality

• Special cases: 3D objects, curling paper, large items, quality of print etc.

Photography

To think about:spacelightpowerbackgroundminimize post-processing

Flexibility...

Connect camera to computer to operate, pre-view, name files directly

Scanning

Good for:qualityhold things flat

Drawbacks:can be sloooow

Good for curled paper

Scanning >1 object may save timebut requires post-processing

High-speed, over-head scanner

Scanning workstation w. plenty of space

Set-up important

Floor manager• oversee, make sure everything flows• help where needed • solve problems• manage staff (breaks, cover)• prioritise workload • liaise w. everyone

Don’t forget

• Local venue staff – janitors– visitor support (also after event)

• IT support– have back-up plans

• Security

Worst case scenario

• What are you worried about?• What could go wrong?

Worst case scenario

In groups:• Pick one scenario (or invent one)• Think of how problems could – be solved– be prevented

• What is needed?• Report back

Day 1

• Set up room• Set up and test equipment• Introduce staff to programme for roadshow,

roles, stations• Train staff

Day 3

• Edit media• Edit story/metadata• Upload stories and media to Europeana 1914-

1918

• Deal with queries• Return objects • Clear venue