This workflow is designed to help minimise the demands on the limited time and resources of the History Project volunteers and encourage greater production autonomy. To this end, one key individual (e.g. the Interviewer/Director) is responsible for the overall management of an interview. That person must ensure that all files and videos for their interview are correctly formatted/edited, numbered and labelled and check that all files are uploaded and all appropriate links made on the relevant website interviewee profile. (See Notes for Terms Used in the workflow and numbering/labelling conventions.)
1.0. PRE-PRODUCTION
1.1. Potential interviewees are identified, researched and nominated to the Committee by anyone.
1.2. If proposal accepted by the Committee, a provisional Interviewee Record is created and an Interview Number allocated. (The Record is not published until completed. In the event that an interview is cancelled, the Interview number will be re-allocated to a different interview.)
1.3. An HP Member takes responsibility for the Nominee/Interview and, as Director/Interviewer is granted access to the online Interviewee Record (on the website).
1.4. The Director/Interviewer contacts the Nominee to explain the project and obtain consent by inviting them to participate and agreeing an interview date and location. This information is uploaded to the Interview Record. (If no consent granted, this information – including objection details – is kept for future reference.)
1.5. If consent granted, the Interviewer should begin uploading relevant info (photos, web links, summaries, obituaries, etc).
2.0 PRODUCTION
2.1. The interview is recorded at the highest quality available (ideally HD video). (See Production Tips and Hints for more details.)
2.2. Interview notes are created confirming the topics covered in the session, interviewee details, and signing of the Release Form.
2.3. Photographs are taken of the Interview session and of the Interviewee, for use on the website.
3.0. POST-PRODUCTION
3.1. Information from the interview notes, interview forms (pdf) and digital photographs (.jpg) should be added to the Interview Profile, thus confirming successful completion of the interview. An official HP interview number is allocated and added to the Interview Profile.
3.2. The master recording is digitally copied (or converted from analogue) as follows:-
– An archive media format (Archive copy)
– A copy in MP4 format, to be uploaded for online access (Web copy)
– A copy for personal reviewing, editing, clip-making, transcriptions, etc (Working copy)
3.3. Using the interview notes, selected excerpts are prepared for use as a trailer clip. This should be annotated with a brief descriptive summary to be used with the clip.
3.4. All recordings must be accompanied by the previously prepared summary.
3.5. In addition they should also have transcript prepared. (See Transcriptions). In the event that no transcription exisitThe Director/Interviewer is responsible for ensuring that a finished transcript can be produced and uploaded to the Interview Profile as soon as possible after the Interview.
3.5. Upload all files, including the completed web copy of the recording (in MP4 format), Trailer Clip(s) (also in MP4) and any related documents to the Media Server/Management Archive. (Uploading instructions are provided here.)
3.6. Once all files have been uploaded, relvant links can be added to the Interview Profile page, Youtube and/or other relevant platforms.
3.7. The original (physical) Master Recording and all original paperwork should be sent to the Archive Manager (so that it may be archived at BECTU and/or the BFI).
3.8. The Interview Profile can then be locked, unless the Director/Interviewer requires further access for corrections/updated info.
4.0. DISTRIBUTION
4.1. After the Interview Profile and files have been reviewed satisfactorily, the HP Interview File Number is allocated (if not already provided previously) and the Profile is published (made public).
4.2. Online access to the Interview Profile, and any associated clip, is available to anyone, without requiring site registration. Online access to a copy of the full interview recordings is available to all users after site registration. (Access to a DVD or the original recording, may still be provided for certain users by arrangement with the Secretary or through the BFI.)
Notes
i) Terms used
Subject to consensus, the following are a list of terms and their suggested definitions in the context of the History Project production workflow.
- Producer: The person(s) or organisation with ultimate rights and responsibility for the production and use of the interview within the History Project.
- Director: The person responsible for conducting and overseeing the interview production process
- Nominee: The person being nominated for an interview; a prospective interviewee.
- Interviewer: The person conducting the interview (could also be the ‘Director’)
- Interview Archive or Interview Collection: The public-facing repository of all interviews
- Interview Record: The online record or profile of the interviewee,consisting of various fields and information, some of which is published, with varying degrees of online visibility dependent upon user permissions.
- Management Archive and Media Server: The online central management repository for all the digital assets of the History Project as an organisation, specifically, the hosting and storage of all audio and video interview recordings, photographs and also emails, forms, accounts, reports, and other documents and files.
- Interviewee Asset Folder: Located in the Management Archive and containing every digital asset related to a specific interviewee and is the root source for all content published on their HP website ‘Interview Record’.
ii) Suggested numbering/labelling conventions
- Interview Number (4 digits from 0001 to 9999): HP0001​
- Format/Styling of labelling is as follows: Interview Number – Interviewee – Description – Secondary Description. Format
- ​Interview Recordings: HP0001 – Jane Doe – Interview – Master (or for multiples: HP0001 – Jane Doe – Interview – Master 1of3 and HP0001b – Jane Doe – Interview – Master 2of3, etc.)
- Interview Copies: HP0001 – Jane Doe – Interview – Copy.mp4 (or for Timecoded: HP0001a – Jane Doe – Interview – CopyTC.mp4)
- Clip: HP0001 – Jane Doe – Clip.mp4
- Photo: HP0001 – Jane Doe – On location 1910.jpg (or for multiples: HP0001a – Jane Doe – On location 1910.jpg and HP0001b – Jane Doe – On location 1910.jpg
- Summaries: HP0001 Jane Doe – Summary.pdf
- Transcripts: HP0001 – Jane Doe – Transcript.pdf
- Obituary: HP0001 – Jane Doe – Obituary.pdf