Page%1%of%3%Digital%archive%and%online%systems%management%overview:%22%August%2017%%The%bespoke%n-highlight">ature%of%the%new%online%system%has%many%advantages%(cost%effectiveness,%flexibility,%ability%to%respond%to%new%requirements,%etc.).%However,%unlike%off%the%peg%Archive%Management%systems%it%does%not%come%with%preJdefined%protocols%and%risk%management%procedures%th-highlight">at%simply%need%to%be%learnt%and%followed.%A%bespoke%system%requires%a%much%more%proactive%and%collabor-highlight">ative%decision%making%process%in%terms%of%set%up,%configur-highlight">ation,%and%management.%%Currently,%the%two%major%digital%assets%are%the%website%(hosted%on%Krystal)%and%the%interview%archive%(hosted%on%Google%drive).%The%website%consists%of%Drupal%files,%interview%files%small%enough%to%be%hosted%on%the%server,%and%a%d-highlight">atabase%th-highlight">at%contains%Drupal%configur-highlight">ations%and%all%website%content.%Interview%d-highlight">ata%and%metad-highlight">ata%held%in%the%website%d-highlight">atabase%can%be%exported%as%a%csv% -highlight">-highlight">at%any%time.%The%archive%consists%of%digital%files%(interview%recordings,%photos,%transcripts,%log%sheets%and%other%document-highlight">ation)%and%a%csv%file%containing%interview%d-highlight">ata%and%metad-highlight">ata,%plus%website%backups.%%The%need%for%an%affordable%solution%has%meant%th-highlight">at%not%all%files%can%be%hosted%on%the%web%server,%and%interview%recordings%need%intermedi-highlight">ate%media%servers%to%allow%them%to%be%viewed%on%the%website.%This%means%th-highlight">at%the%website%cannot%be%considered%the%same%as%the%digital%archive%on%Google%as%it%does%not%contain%the%most%valuable%files%of%all%–%the%interviews%themselves.%Archive%backups%need%to%be%taken%from%Google,%not%the%website,%and%archive%management%is%required%to%ensure%th-highlight">at%all%files%hosted%and%displayed%on%the%website%are%in%the%Google%archive.%Files%hosted%on%the%website%need%to%be%transferred%to%Google%by%the%website%manager.%All%versions%of%the%interview%recordings%need%to%be%uploaded%directly%by%the%interviewer.%For%security%purposes,%there%may%also%be%other%inform-highlight">ation%th-highlight">at%it%is%considered%appropri-highlight">ate%to%store%on%Google,%and%not%on%the%website.%%%The%archive%needs%to%be%cared%for%and%managed%in%very%similar%ways%to%the%physical%archive.%Interviewers%are%only%able%to%upload%interviews%(and%any%other%inform-highlight">ation)%to%archive@historyproject.org.uk.%These%files%then%need%to%be%transferred%to%the%main%archive%on%admin@historyproject.org.uk%and%properly%filed%by%an%Archive%Manager/small%Archive%Management%Team.%%The%diagram%on%page%2%provides%an%overview%of%the%system.%Discussion%is%needed%about%the%fine%details%of%this%process,%and%it%would%be%very%useful%if%those%with%archive%management%knowledge%could%start%this%process%by%questioning%current%arrangements%from%an%archive%management%perspective.%%Online%systems%%The%table%on%page%3%outlines%some%of%the%issues.%It%will%certainly%not%be%possible%to%address%all%within%one%meeting,%and%the%most%important%thing%will%be%to%agree%a%way%forward.%%%It%is%proposed%th-highlight">at%a%list%of%priorities%is%agreed,%th-highlight">at%issue%based%work%groups%are%set%up%accordingly,%and%th-highlight">at%a%group%leader%is%identified%for%each.%It%is%also%proposed%th-highlight">at%work%groups%meet%on%a%regular%basis%via%Skype%(with%digital%development%work,%a%frequent%short%meeting%is%much%more%useful%than%a%longer%less%frequent%meeting)%and%th-highlight">at%the%nomin-highlight">ated%group%leader%takes%responsibility%for%maintaining%an%Action%Record%on%the%website.%In%addition%to%making%the%development%process%easier%(by%keeping%all%rel-highlight">ated%discussions%in%one%place),%the%Action%Record%will%provide%an%up%to%d-highlight">ate%report%of%decisions%in%progress%for%all%members%of%the%Management%Team,%and%an%audit%trail.%%In%rel-highlight">ation%to%this%proposal,%a%new%‘Actions’%section%has%been%set%up%on%the%website.%It%would%be%useful%to%demonstr-highlight">ate%how%this%would%work,%discuss%amendments%and%agree%use%(it%can%be%renamed/reconfigured%as%appropri-highlight">ate)%–%or%discuss%and%agree%an%altern-highlight">ative%approach.% Page%2%of%3%%Online%systems%overview%%%%%%%% admin@historyproject.org.uk archive@historyproject.org.uk G Suite - 2 Business Users Krystal - Topaz + R1Soft https://historyproject.org.uk Drupal !les Drupal […]
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[…] or Miss Owen as she was always known by when -highlight">-highlight">at ITN. Virtually employee number one Edna Owen was there […]
[…] many different roles. In a way, it brings the credits -highlight">-highlight">at the end of shows to life! Over the last […]
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!!!!!!Page!1!of!4!!!ONLINE&MEETING:&BEHP&MEMBERSHIP&AND&WEBSITE&PERMISSIONS&&&!Discussions&week&commencing&5&June&2017&By!phone!on!5!June:!Sue!Malden!(SM),!Ian!Noah!(IN)!and!Alison!Bancroft!(AB)!By!phone!on!6!June:!Mike!Dick!(MD),!Ian!Noah!(IN)!and!Alison!Bancroft!(AB)!Via!Skype!Conference!0n!7!June:!David!Sharp!(DS),!Martin!Spence!(MS),!Ian!Noah!(IN)!and!Alison!Bancroft!(AB)!!1.&DISCUSSION&FRAMEWORK&!Discussions!referenced!questions!raised!in!the!draft!Online!Systems!Oper-highlight">ations!Manual!(copied!below):!!MEMBERSHIP&AND&PERMISSIONS&Criteria!for!BEHP!mebership!and!joining!procedures!need!to!be!reviewed!and!agreed!by!the!Management!Committee!for!two!main!reasons:!•!Now!the!BEHP!is!formally!constituted,!all!members!have!voting!rights!and!the!BEHP!is!now!more!accountable!to!official!members,!and!open!to!legal!challenge!on!governance!and!administr-highlight">ative!m-highlight">atters.!Wh-highlight">at!conditions!need!to!be!met!for!someone!to!become!a!member?!•!BEHP!members!have!rights!of!acces!to!additional!inform-highlight">ation!and!actions!on!the!website,!and!this!right!needs!to!be!accompanied!by!appropri-highlight">ate!terms!and!conditions.!-highlight">-highlight">At!the!moment!only!BEHP!members!should!have!access!to!the!members!pages.!Is!there!a!need!for!a!c-highlight">ategory!of!users!who!are!not!BEHP!members,!but!who!are!given!access!to!the!d-highlight">atabase!on!specific!terms.!!Website&User!accounts!are!cre-highlight">ated!for!official!History!Project!members,!following!a!request!from!the!Secretary!(is!this!correct?).!Additional!permissions!are!set!by!Sysadmin!when!requested.!Membership!permissions!and!permissions!management!need!to!be!designed!both!to!facilit-highlight">ate!an!effective!workflow!and!to!limit!damage!in!worst!case!scenarios. The!process!for!adding!members!to!the!system!and!assigning!additional!permissions!is!currently!informal.!With!the!likelihood!of!significant!future!project!growth,!should!this!be!formalised?!Should!people!be!able!to!apply!for!membership!via!the!site?!!&2.&DISCUSSIONS&!Phone!calls!with!Sue!and!Mike!were!informal,!r-highlight">ather!than!agenda!based,!but!their!comments!were!noted!to!feed!into!the!Skype!discussion.!!!& BEHP!Meetings!!Page!2!of!4!!2.1&Membership&Criteria&!Anyone!who!expresses!an!interest!in!film!and!who!can!perhaps!add!to!inform-highlight">ation!to!th-highlight">at!has!already!been!collected.!(MD)!!With!the!recent!registr-highlight">ation!of!BEHP!as!a!company,!we!are!in!a!hybrid!st-highlight">ate.!We!need!to!reboot!in!light!of!our!new!legal!st-highlight">atus.!Existing!practices!and!management!procedures!need!clarific-highlight">ation!and!the!decisionYmaking!process!needs!review!and!upd-highlight">ating.!(MS)!!In!terms!of!membership,!we!need!to!start!with!Mem!&!Arts!and!the!definition!of!where!we!stand!legally.!This!is!unlikely!to!allow!for!different!types!of!membership,!i.e.!corpor-highlight">ate!membership.!(To!be!checked).!(MS)!!Once!the!question!of!voting!rights!is!clarified,!it!will!provide!a!framework!for!other!issues!and!a!basis!for!making!other!decisions!(e.g.!membership!c-highlight">ategories,!permissions!and!who!can!authorise!access).!(MS)!!Wh-highlight">at’s!the!st-highlight">atus!of!partners!like!BECTU!and!BFI!–!do!they!get!voting!rights?!(DS)!!2.2&Membership&C-highlight">ategories&!May!need!different!levels!of!membership!in!terms!of!website!access,!i.e.!volunteer!members,!active!members!and!legacy!(mailing!list)!members!(MD).!!It!is!clear!there!are!currently!different!types!of!members:!•!Mailing&list!–!some!of!the!core!membership,!but!also!silent!partners!who!don’t!appear!-highlight">-highlight">at!all!or!possibly!just!-highlight">-highlight">at!the!AGM!to!vote.!They!may!not!have!high!levels!of!computer!literacy,!but!certainly!don’t!want!to!upset!this!core!membership!or!restrict!their!ability!to!vote.!•!Volunteers!–!these!tend!to!be!very!active!for!short!period!and!then!go!away.!They!should!have!access!to!website,!but!would!not!necessarily!be!voting!members!from!the!outset.!This!could!change!if!they!stay!with!the!project,!with!them!becoming!a!full!member!or!even!a!Director.!!Editing!rights!and!voting!rights!are!different!issues!and!need!to!be!dealt!with!separ-highlight">ately.!(DS)!!Divisions!need!to!be!made.!Effective!board!member!might!not!have!any!access!to!edit!the!website.!(MS)!!With!volunteers,!it!may!be!th-highlight">at!their!permissions!should!be!d-highlight">ate!limited!say!to!6!months!and!then!their!interest!needs!to!be!renewed!for!their!access!to!the!website!to!continue.!(DS)!!We!need!a!volunteer!signYoff.!Martin!Sheffield!has!recently!started!volunteering!-highlight">-highlight">at!a!museum!and!might!have!info!on!their!volunteer!agreements/arrangements.!(DS)!! BEHP!Meetings!!Page!3!of!4!!Until!proper!procedures!are!in!place,!it!was!agreed!th-highlight">at!volunteers!should!use!offline!methods!of!collecting!d-highlight">ata!(e.g.!spreadsheets),!and!th-highlight">at!their!findings!should!be!checked!before!being!handed!to!confirmed!person/s!for!uploading.!(DS,!MS,!IN,!AB)!!Agreement!is!needed!on!file!naming!protocols!(for!photos,!transcripts,!etc.)!and!volunteers!need!to!be!aware!of!copyright!issues.!(AB)!!2.3&Applic-highlight">ation&process&!Consider!an!online!form!(plus!printed!option!for!those!without!email).!(MD)!!2.4&Forward&planning&!Possibility!of!institutional!membership,!subscriptions!for!academics/universities!(like!IMDB).!We!would!need!to!justify!in!terms!of!value!for!money!and!would!potentially!then!need!to!charge!everyone!for!access.!We!could!also!look!-highlight">-highlight">at!possibilities!such!as!a!commercial!rel-highlight">ationship!with!IMDB,!so!people!looking!for!inform-highlight">ation!could!click!straight!through!to!interviews.!We’re!not!ready!yet!and!would!need!to!sit!aside!others!who!charge,!not!compete.!We’d!also!need!to!check!whether!commercial!arrangements!would!conflict!with!Heritage!Lottery!applic-highlight">ations.!(SM)!!Corpor-highlight">ate!(e.g.!Talking!Pictures),!partners!(e.g.!BECTU,!BFI),!and!academic!(e.g.!BUFVC)!rel-highlight">ationships!all!need!to!be!revisited.!Academic!institutions!may!want!access!via!-highlight">-highlight">Athens!protocol!–!with!licenced!universities!to!have!access!to!various!m-highlight">aterials!cre-highlight">ated.!Can!see!increasing!demand!from!academic!institutions!and!corpor-highlight">ate!organis-highlight">ations!–!may!need!to!deal!with!on!case!by!case!or!set!up!higher!payments!to!allow!use!of!m-highlight">aterials!on!an!annual!basis.!All!needs!discussion.!(DS)!!!Discussion!also!needed!about!position!with!BFI,!who!are!relaunching!media!tech!l-highlight">ater!this!summer,!and!the!position!with!unYdigitised!d-highlight">ata.!(DS)!!3.&NEXT&STA G E&!Proposed:!Based!on!the!outcome!of!discussions,!and!subsequent!feedback!from!other!members!of!the!Management!Committee,!a!draft!membership!policy!to!be!drawn!up!for!approval!-highlight">-highlight">at!the!next!meeting.!In!addition!to!the!above!points,!this!policy!would!cover!online!!roles!and!permissions.!!It!was!agreed!-highlight">-highlight">at!the!Skype!meeting!th-highlight">at!current!legal!position!and!voting!rights!need!clarific-highlight">ation!before!other!issues!can!be!addressed.!!&& BEHP!Meetings!!Page!4!of!4!!Immedi-highlight">ate&actions:!!•!MS!to!lead!on!Mem!&!Arts!discussions!!!•!DS!to!send!through!draft!BEHP!Online!Systems!Oper-highlight">ations!Manual!with!his!notes,!for!circul-highlight">ation!to!the!Management!Team!!•!The!possibility!of!Ian!(and!Alison!when!appropri-highlight">ate)!joining!the!Management!meeting!via!Skype!to!be!explored,!and!a!Skype!connection!set!up!for!Wednesday’s!meeting!(14!June)!if!agreed.!!•!Management!agreement!to!sought!on!a!regular!programme!of!Skype!meetings.!DS,!MS,!IN!and!AB!agreed!th-highlight">at!this!is!likely!to!be!the!only!practical!way!to!get!through!the!issues!needing!urgent!consider-highlight">ation.!
[…] bank details are as follows:- A/c Name: The British Entertainment History Project Bank: N-highlight">at West Bank Sort Code: 60 -50-highlight">-06 A/c No: 42227429.
