Tasks

Below is a list of tasks leading up to your archiving event, so you can be fully prepared.

3-4 months out

• Send out community interest form
• Send out volunteer interest form

1-2 months out

• Secure venue
• Decide if food will be provided during the event, if so, make arrangements
• Begin to promote the event to the community
• Create a potential list of oral history questions
• Purchase equipment and materials for the event
• Create a sign-up form, send out 2 weeks before event
• Send out volunteer skills survey

A week before the event

• Contact volunteers and confirm duties for event
• Create stickers-IDS
• Create sign-in forms and tiny.cc links
• Create a born-digital upload form
• Create a shared Google Drive folder for the event
• Assign object IDs in sign-in spreadsheet
• Look at sign-up forms to gauge participants and their objects
• Create tabs in the check-in spreadsheet
• Create and print day-of signage
• Make QR code for born born-digital survey
• Send out a reminder about the event to community members
• Create nametags for volunteers
• Confirm equipment and supplies
• Acquire any missing equipment or supplies

### 1-2 days before the event

• Charge headphones
• Switch out batteries in recorders
• Erase content on recorders
• Charge iPads
• Pack items for each station
• Print oral history questions
• Print checklist for each station
• Print ID stickers
• Print the volunteer schedule
• Confirm any food deliveries