{"670916":{"#nid":"670916","#data":{"type":"news","title":"Workshop Offers Student Organizations Opportunity to Archive Records ","body":[{"value":"\u003Cp lang=\u0022EN-US\u0022\u003EWhile Georgia Archives Month concluded at the end of October, the Georgia Tech Library\u2019s Archives and Special Collections Department is hosting a workshop to remind student organizations of the importance of archiving their records. University Archivist Alex McGee, along with Digital Accessioning Archivist Dillon Henry, will lead the workshop on the fourth floor of Crosland Tower on\u0026nbsp;\u003Ca href=\u0022https:\/\/calendar.gatech.edu\/event\/2023\/11\/08\/saving-your-student-organization-records-workshop\u0022 rel=\u0022noreferrer noopener\u0022 target=\u0022_blank\u0022\u003EWednesday, Nov. 8, from 11 a.m. to noon\u003C\/a\u003E. McGee and Henry share how student organizations can benefit from achieving their records and offers a few tips on how to get started.\u0026nbsp;\u003C\/p\u003E\r\n\r\n\u003Ch3 lang=\u0022EN-US\u0022\u003EMembership and leadership in student organizations often changes from year to year. How does this underscore the importance of keeping detailed and organized records?\u0026nbsp;\u0026nbsp;\u003C\/h3\u003E\r\n\r\n\u003Cp lang=\u0022EN-US\u0022\u003ELeadership changes often lead to organizational history and knowledge being lost if there isn\u2019t a solid foundation of record keeping. Having a clear understanding of what documentation needs to be kept for your organization can help streamline the process. By keeping records, future leaders and members of your organization can glean insight into what worked, what didn\u2019t, when major shifts in programming, membership, and budgets took place, and what factors contributed to them.\u0026nbsp;\u0026nbsp;\u003C\/p\u003E\r\n\r\n\u003Ch3 lang=\u0022EN-US\u0022\u003EWhat are the best habits for organizations to get into to ensure records are adequately archived?\u0026nbsp;\u0026nbsp;\u003C\/h3\u003E\r\n\r\n\u003Cp lang=\u0022EN-US\u0022\u003EConsistent folder and file naming is key. Make dedicated folders for all aspects of your organization, from bylaws to meetings to one-time events. Make subfolders to keep track of chronology and use the YYYY-MM-DD date format. For example, a folder titled \u00222023-12 Meeting Notes\u0022 is far preferable to \u0022Dec 2023 Meeting Notes.\u0022 This ensures that when you sort by filename, the folders will be sorted chronologically.\u0026nbsp;\u0026nbsp;\u003C\/p\u003E\r\n\r\n\u003Cp lang=\u0022EN-US\u0022\u003ESimilarly, if you have a lot of photographs from an event or some other sort of sequential files, number them with leading 0s. For instance, start numbering with \u0022001\u0022 rather than \u00271.\u0027 Again, this will ensure that files stay ordered.\u0026nbsp;\u0026nbsp;\u003C\/p\u003E\r\n\r\n\u003Cp lang=\u0022EN-US\u0022\u003EIf you have physical records, how you store them is another important consideration. They are best kept in labeled boxes, in a secure space on shelving, and not on the floor. Should there ever be a water event, things on the floor are guaranteed to get wet.\u0026nbsp;\u0026nbsp;\u003C\/p\u003E\r\n\r\n\u003Cp lang=\u0022EN-US\u0022\u003ELastly, especially with photos, document who is in them and when and where they are. Years from now, your members won\u0027t know these things, and this information is guaranteed to get lost. \u0026nbsp;\u003C\/p\u003E\r\n\r\n\u003Ch3 lang=\u0022EN-US\u0022\u003EIf an organization feels overwhelmed as it begins to archive records, where should it start?\u0026nbsp;\u0026nbsp;\u003C\/h3\u003E\r\n\r\n\u003Cp lang=\u0022EN-US\u0022\u003EReach out to the university archivist. Part of my job is to be a resource on campus for questions like these. Whether or not you want to donate records, I am happy to consult and make suggestions on how you can better keep your organization\u0027s history and, by extension, Georgia Tech history. \u0026nbsp;\u003C\/p\u003E\r\n\r\n\u003Ch3 lang=\u0022EN-US\u0022\u003EWhat resources are available to organizations to assist them in archiving their records?\u0026nbsp;\u0026nbsp;\u003C\/h3\u003E\r\n\r\n\u003Cp lang=\u0022EN-US\u0022\u003EThe\u0026nbsp;\u003Ca href=\u0022https:\/\/libguides.library.gatech.edu\/GTSORT\u0022 rel=\u0022noreferrer noopener\u0022 target=\u0022_blank\u0022\u003EGT SORT Resource Guide\u003C\/a\u003E\u0026nbsp;is always available if you are looking for some basic guidance on how to start. This is an evolving guide that is going to be expanded to include more information about caring for your digital records. It also has information on what to do if your organization is interested in archiving your student organization\u2019s historical records in the university archives in the Georgia Tech Library.\u0026nbsp;\u0026nbsp;\u003C\/p\u003E\r\n\r\n\u003Cp lang=\u0022EN-US\u0022\u003EFor digital files, there are free tools available that can help with various aspects of archiving. Advanced Renamer is a powerful tool for batch file renaming, which can save a lot of time and headaches in organizing your files. DupeGuru is a tool for finding duplicate files, including photographs, which can decrease clutter and save space. If you have flash drives or old CDs with organization records lying around, FTK Imager can help you create disk images and extract files. \u0026nbsp;\u003C\/p\u003E\r\n\r\n\u003Cp lang=\u0022EN-US\u0022\u003EFor more overarching assistance,\u0026nbsp;\u003Ca href=\u0022https:\/\/coptr.digipres.org\/index.php\/Main_Page\u0022 rel=\u0022noreferrer noopener\u0022 target=\u0022_blank\u0022\u003ECOPTR\u003C\/a\u003E\u0026nbsp;is an invaluable resource with information on hundreds of tools and workflows for all stages of digital preservation.\u0026nbsp;\u0026nbsp;\u003C\/p\u003E\r\n\r\n\u003Ch3 lang=\u0022EN-US\u0022\u003EWhat can participants of Wednesday\u2019s workshop expect to learn about the archiving process?\u0026nbsp;\u0026nbsp;\u003C\/h3\u003E\r\n\r\n\u003Cp lang=\u0022EN-US\u0022\u003EThis workshop is an opportunity to get a crash course in the basics of what to keep from a historical perspective and how to keep them. Physical and digital records each provide their own unique challenges, and we will be sharing some good practices to get you started or improve your organization\u2019s existing system.\u0026nbsp;\u0026nbsp;\u003C\/p\u003E\r\n\r\n\u003Cp lang=\u0022EN-US\u0022\u003EWe will also be providing free \u201cstarter kits\u201d for organizations that attend Wednesday, including acid-free archival boxes and folders. Plus, the workshop will offer free food for attendees.\u0026nbsp;\u003C\/p\u003E\r\n\r\n\u003Cp lang=\u0022EN-US\u0022\u003E\u003Cem\u003EThis workshop is made possible thanks in part to the Society of Georgia Archivists Georgia Archives Month Spotlight Grant. \u0026nbsp;\u003C\/em\u003E\u003C\/p\u003E\r\n","summary":"","format":"limited_html"}],"field_subtitle":[{"value":"University Archivist Alex McGee and Digital Accessioning Archivist Dillon Henry invite student organizations to learn how keeping records can be beneficial for years to come.  "}],"field_summary":[{"value":"\u003Cp\u003EUniversity Archivist Alex McGee and Digital Accessioning Archivist Dillon Henry invite student organizations to learn how keeping records can be beneficial for years to come. \u0026nbsp;\u003C\/p\u003E\r\n","format":"limited_html"}],"field_summary_sentence":[{"value":"University Archivist Alex McGee and Digital Accessioning Archivist Dillon Henry invite student organizations to learn how keeping records can be beneficial for years to come.  "}],"uid":"36418","created_gmt":"2023-11-07 12:24:31","changed_gmt":"2023-11-07 17:20:38","author":"sgagliano3","boilerplate_text":"","field_publication":"","field_article_url":"","dateline":{"date":"2023-11-07T00:00:00-05:00","iso_date":"2023-11-07T00:00:00-05:00","tz":"America\/New_York"},"extras":[],"hg_media":{"672293":{"id":"672293","type":"image","title":"Alex McGee is the university archivist for the Georgia Tech Library. (Photo by Allison Carter)","body":"\u003Cp\u003EAlex McGee is the university archivist for the Georgia Tech Library.\u003C\/p\u003E\r\n","created":"1699371481","gmt_created":"2023-11-07 15:38:01","changed":"1699371481","gmt_changed":"2023-11-07 15:38:01","alt":"Alex McGee is the university archivist for the Georgia Tech Library. (Photo by Allison Carter)","file":{"fid":"255509","name":"23-r10400-p55-002_720.jpg","image_path":"\/sites\/default\/files\/2023\/11\/07\/23-r10400-p55-002_720.jpg","image_full_path":"http:\/\/hg.gatech.edu\/\/sites\/default\/files\/2023\/11\/07\/23-r10400-p55-002_720.jpg","mime":"image\/jpeg","size":196607,"path_740":"http:\/\/hg.gatech.edu\/sites\/default\/files\/styles\/740xx_scale\/public\/2023\/11\/07\/23-r10400-p55-002_720.jpg?itok=P7xVOuw2"}}},"media_ids":["672293"],"related_links":[{"url":"https:\/\/gatech.co1.qualtrics.com\/jfe\/form\/SV_9uk1pj9doiout4q","title":"Workshop Registration Link"}],"groups":[{"id":"1214","name":"News Room"}],"categories":[{"id":"129","name":"Institute and Campus"},{"id":"134","name":"Student and Faculty"}],"keywords":[{"id":"659","name":"Georgia Tech Library"},{"id":"192302","name":"university archivist"}],"core_research_areas":[],"news_room_topics":[{"id":"71871","name":"Campus and Community"}],"event_categories":[],"invited_audience":[],"affiliations":[],"classification":[],"areas_of_expertise":[],"news_and_recent_appearances":[],"phone":[],"contact":[{"value":"\u003Cp\u003E\u003Ca href=\u0022mailto:Steven.gagliano@gatech.edu\u0022\u003ESteven Gagliano \u003C\/a\u003E- Institute Communications\u003C\/p\u003E\r\n","format":"limited_html"}],"email":["Steven.gagliano@gatech.edu"],"slides":[],"orientation":[],"userdata":""}}}