Managing and Recording your Resources
One of the most important aspects of managing your project is keeping good records. Keep a record of permission requests sent, responses, and make sure your record is accessible to others in your department. Retain all copies of correspondence and either scan them and keep them as a file and make sure that file is backed up. A copy of those files should be accessible by the institution and not reside on a personal computer. Records could be kept in a Google spreadsheet and shared, embedded in project metadata, or through other appropriate technologies. Please consult with your AIA or library liaison for options.
Items to consider
- Choose a record management system to keep track of where you found something - image, video, audio, etc.
- Metadata that helps manage and keep track of your resources
- Permission information
- Date of correspondence for initial request
- Date of response
- Cost – was a fee paid
- Provide this information with your project in a manner that is easy to locate for the user
- Storing your documents – scan, file, backups, shared folders
- Include in your site somewhere/somehow - give different options - Google Forms
- Consider setting images so that they can’t be copied
- Identify a primary contact for your project
Examples of how other projects manage their records
- Larger DH groups, (the CNMH at George Mason, for example) use Basecamp for DH project management. Basecamp is a commercial project management platform.
- Cleveland Historical, which utilizes CNMH’s Omeka CMS as its foundation, keeps all of its project-level and object-level copyright documentation inside of its Omeka instance as additional objects so that documentation does not get separated from the project.
- A reference management tool like Refworks or Zotero is the perfect tool for managing storing and managing permissions.
- Macalester keeps paper copies in the library, and, for items going into DigitalCommons, scans and uploads e-versions into DigitalCommons (hidden from the public).
- The library keeps paper copies in the library, and for items going into DigitalCommons, scans and uploads e-versions into DigitalCommons (hidden from the public).