Work-flow overview For Europeana 1914-1918 Roadshows 1 Introduction This guide outlines the workflow at a typical Europeana 1914-1918 roadshow event. The actual set-up and procedures will vary between events and depend on the decisions made by the local organiser. This guide is intended as an introduction for anyone involved in a roadshow event. More detailed information is available in the PLANNING and SET-UP guides and the various STATION DESCRIPTIONS. Figure 1 Schematic overview of a typical roadshow workflow Feel free to contact the Oxford team on when you are planning your own event to discuss options to fit your set-up. 1.1 Workflow overview The set-up and running of a roadshow will vary between different events, and depend on a number of factors. The overview given here is a general one, aimed to fit a number of contexts. More specialised information should be disseminated to all staff by the roadshow organiser. Standard process (numbers in brackets refer to Figure 1): Visitor arrives goes to Welcome desk or Press desk (1); Visitor is taken to Interview; Interviewer records story and object information (2); Objects are taken to digitisation; Objects are digitised (3); Objects are returned and visitor leaves (4); Digital images are post-processed (cropped, enhanced, compressed) ; Story and object information is finalised and image files added (on website). 1.2 Floor manager role The floor manager oversees the whole roadshow operation and is usually responsible for the
preparations as well as overseeing everything during the actual event. S/he normally holds the staff briefing at the beginning of the day and is responsible for ensuring all staff and volunteers know what to do and that everyone can take their breaks without disrupting the operation. During the event, the floor manager moves around and ensures everything flows as it should. The floor manager helps where needed, steps in to solve problems, ensures all roles are covered (also during breaks) and prioritises workload, for example by opening more interview Figure 2 Staff briefing by Floor Manager stations or moving staff to where best needed at different times. S/he also keeps the staff informed about how things are going in general and at other stations (for example telling the digitisers that there are many people arriving, letting the interviewers know that there are delays in digitisation, etc). 1.3 Contributor profile picture: The Europeana 1914-1918 website can display a profile picture with the story/objects someone contributes. Contributors may upload their own picture in their own time, or this can be done at the event (for example at Welcome Desk, Interview, or a dedicated profile photo station). Although a good idea, it has usually proven difficult to fit into the activities during the event, either because it is very busy or because the contributor does not want their picture taken. If contributor accounts are created a dedicated station, for example as an activity for those awaiting interview, it may be easier to incorporate. If a picture is taken at the event to be added to the account later, it is important to keep track of who is who for example include ticket number in one shot, then take one without to be added to the website. Be aware that if you plan to take pictures to add after the event, this will require staff time. 2 Welcome Desk The Welcome desk is the first thing visitors see (or at least placed and sign-posted so that they can easily spot it and understand that they should go there first). At the Welcome Desk, staff introduce visitors to the Europeana 1914-1918 project. Visitors that have objects or stories to contribute are told about the process and permissions and are given a copy of the permissions form to read before they are introduced to an interviewer. At busy times, it may be necessary for people to wait for their interview. The Welcome Desk should help keep track of who is next. This can be done by using queue numbers and/or writing down their Figure 3 Receiving visitors at the Welcome Desk 2
names (and mobile number, if you offer to notify them that way). Depending on your set-up, you may choose to take down contact details for the visitor (for example writing down names on a list for keeping track of who is next), create an account for the visitor on the Europeana website (or direct them to self-registration terminals), or simply give them a queue number and some project information. If you are using paper permissions forms, it is suitable to hand these out to contributors at the Welcome desk. The Welcome desk may be used as the central point of communication during the event any questions are directed there and the staff are responsible for finding a solution (for example by notifying the floor manager). The Welcome desk staff should work with the Press person/desk, and direct journalists and press photographers to the relevant person(s) who will look after them and make sure they get the information and access they need without disturbing the staff or contributors. They also need to keep in touch with the staff managing the interview queue (where relevant) and the floor manager. 2.1 Welcome desk duties: make people feel welcome, whether they are submitting anything or not; explain process (interview, digitisation), explain that it may take time, and explain permissions; match up contributors with interviewers, if not done by dedicated interview queue staff (keeping track of who is in turn, allocating queue numbers); may help visitor register on the website (and ensure they take details to the interview); may ask contributors to read through forms while waiting for interviewer; work with press desk and any staff taking visitors to the interviews; (possibly) be the central hub for communication and co-ordination. 3 Press desk Press and media visiting your event will have different wishes and needs than other visitors. To make sure you can meet these without causing disturbance or inconvenience to other visitors or staff, it is useful to have someone assigned to work with visiting media. You may set aside a dedicated desk near to or part of the Welcome desk for press and media. The press desk staff have an important role to fill in ensuring the media get the content they need while at the same time minimizing disruption to the event, visitors, and other staff. The press desk staff may also be in charge of your own communication for example blogging, tweeting or preparing something to publish throughout the event. It is also useful if they (or someone) take pictures that you can later use in your publicity, reports and other communications. Figure 4 Press desk 3.1 Press desk duties: look after press and media visitors and make sure they get the information they need and are able to take pictures and interview contributors or staff if they like; 3
minimise disruption for visitors and staff at the event; escort press and media round the different stations; manage your communication and publicity (blogging, tweeting, taking pictures). 4 Interview (more detailed information in the separate Interview station guide ) If a visitor has a story and/or objects to contribute, they are paired up with an interviewer. The interviewer talks to the contributor about the stories and objects they have and records this information on the website or paper form. They also document the objects that are to be digitised. The interviewers may offer information about the objects or story if they have the relevant subject knowledge. If not, they can ask for help from a subject expert, or suggest where the visitor can turn for more information. If there are two people working at each interview station, one can perform the interview while the other writes down the story. This can save time and be more natural (the interviewer can focus on the visitor instead of the computer screen), and ensure no information is lost. Figure 5 With two people working at one interview station, one can take notes while the other interacts with the contributor. When the interview is over, the interviewer (or assigned staff) takes the contributor and their objects to the digitisation area (or takes contributor to waiting area, objects to digitisation). At busy times when it isn t possible to capture everything or if the visitor is in a hurry, a Subject expert may select what objects to digitise. 4.1 Keeping track of objects: It is important to be able to link the stories the interviewer records to the right objects when these have been digitised. One way to do this is to assign a number to each object, and make sure this number is recorded with the relevant story. Numbered cloakroom/raffle tickets and an objects form can be Figure 6 Sample objects form used for this. Each object/set of similar objects gets a number, and this number stays with the contribution through the work-flow. 4
A story can have more than one object/ticket number attached (for example a story about a soldier comes with five postcards that he wrote (number 71), two medals he won (number 72) and a helmet that he used (number 73)) 4.2 Interviewer duties: make contributor feel they are welcome and their contribution valuable; ensure contributor understands permissions asked for and is happy to share their story and objects; find out about object(s) and related stories from contributor; write stories and details on computer form (or paper); may record audio/video; may have to select what to digitise (with Subject expert); may offer information about objects or history to contributor. 4.3 Subject expert duties: usually same as interviewers; may evaluate objects for historical value to select what to prioritise for digitisation; may offer information to contributor. 5 Digitise objects (more detailed information in the separate Digitisation station guide ) After the interview, the interviewer (or other member of staff) accompanies the contributor to the digitisation area where they leave the objects for digitisation. Objects are photographed or scanned and then returned to their owner. The Digitisation area has three main functions: 1. Check-in. Objects placed in digitisation queue area. 2. Digitisation. Objects scanned or photographed and then placed in Figure 7 Schematic overview of Digitisation area digitisation done area. 3. Returns. Objects returned to owner. In addition to staff receiving and returning objects as well as doing the actual digitisation, the digitisation area needs a digitisation co-ordinator who keeps track of what is handed in and when, makes sure the material is processed and returned. This can be the same person as the one receiving objects for digitisation and/or returning them to their owner. Objects need to be kept safe at all time no public access should be allowed to the objects while these are in the care of the event staff. 5.1 Digitisation check-in desk Objects that are to be scanned or photographed are first taken to the digitisation check-in desk 5
where the staff record what is coming in and then keep track of how the material is processed. The objects are passed on to the digitisers who scan or photograph them. It is important to keep track of what is processed and by whom, and to ensure that the link between the story and its related object is maintained, for example by capturing the object number ticket in the picture. When all objects belonging to one person have been digitised, the objects are returned to the owner. It is suitable to have procedures in place to monitor what has to be returned and to whom, and to keep a record of when objects have been collected. Some Roadshows may offer contributors the option to collect their objects at a later time or date. These can then be digitised outside the busy Roadshow hours. 5.1.1 Check-in Desk duties: record the objects to be digitised; agree time with contributor to collect their objects based on their wishes and digitisation work-load; pass objects to digitisation staff; receive digitised objects from digitisation staff; return objects to contributors; make digitisation run smoothly and keep track of objects on the digitisation list, keeping items safe at all times. 5.2 Digitisation The digitisation crew take pictures or scan the objects, making sure the images can be linked to the relevant story through the ticket numbers. This can be done by making sure the first image of an object or group of related objects includes the ticket number. A second picture, without the ticket, is then taken followed by pictures of all objects that are part of the same ticket number (for example a series of postcards). The ticket number does not have to be included with every image in a series, only the first one. Objects should be captured from all sides and angles (for example front and back of postcards) and photographers should make an effort to take several pictures of objects when suitable (for example front, back, sides and closeup of Figure 8 Scanning details). It is important that the digitisation equipment is set up properly and the staff briefed about what to do. Failure to do so may mean that a lot of work has to be done with the material after the event or, in a worst case scenario, that the opportunity to capture the objects is lost. Digitisers should make frequent back-ups of their captured files to make sure nothing is accidentally lost or damaged. 5.2.1 Digitisation staff duties: digitise objects (photograph or scan); 6
maintain link to contribution number (cloakroom ticket) in filenames and other processes; work with rest of digitisation area staff to ensure queues are minimized, objects are captured as well as possible, and items are safe at all times. 5.3 Returns desk: When all the objects belonging to one person have been digitised, they are moved to the returns desk where owners can collect them. The Returns desk staff keep the objects safe until they are returned and ensure that the right objects are handed to the right owner. Returns desk staff can also check that any necessary documentation has been completed and inform the visitor about what happens next, hand out any project souvenirs or answer questions. 5.3.1 Returns desk duties: check that objects have been digitised; announce what objects are ready for collection; check that permissions form has been signed (if using); return objects to correct contributors; thank contributors, answer questions, and hand out souvenirs/thank you notes (if using). 6 Edit images and upload contributions (usually after roadshow) The stories and the digitised objects are added to the Europeana 1914-1918 website http://www.europeana1914-1918.eu/, usually after the Roadshow (as the story and additional information has to be entered into the online form and the related images identified and edited). If the stories have been recorded on paper or off-line forms, they need to be added to the webbased form on the Europeana 1914-1918 site. Even if the website form has been used during the Roadshow, the text may have to be edited or polished after the event. Additional cataloguing information then has to be added (details in the Cataloguing Guidelines documents). Ideally, the cataloguing is done by the interviewer or note taker who recorded the information during the interview. The digitised objects (images, scans, audio files etc) have to be post-processed and then added to the relevant story in the online catalogue. The post-processing usually includes identifying the relevant images, possibly cropping and digitally enhancing them, and re-sizing/compressing the files. This can be time-consuming work. As the stories cannot appear on the live site until the images are ready, it is good to start the post-processing as soon as possible, ideally during the event. Uploading the images to the website can be done either by the cataloguer or by the person post-processing the images. For stories with more than four images, a pdf file including all the images must be created and uploaded with the individual image files (more information in the Post-processing Images guide). For the stories and images to appear on the LIVE website for anyone to see, each story has to be approved (check that all information and images have been added correctly and then make the story live). This is usually done by the cataloguer responsible for the story. Adjust the workflow for cataloguing and media editing for local needs. For example, you may combine cataloguing with editing duties; you may upload edited media before completing the cataloguing, etc. 7
6.1 Cataloguer duties: ensure the information from the interview is recorded on the website (story and other information); add all other relevant information; add all related images, audio/ video to correct contributions on the website (can also be done by media editor); check that all information and files have been added correctly to each story and then approve it so it becomes live on the website. 6.2 Media editor duties: edit media items according to audio and image post-processing guidelines; maintain link between edited media items and the related stories. possibly add media items to their related story 7 More information A series of guides, check-lists and template forms is available for those who want more detailed information. See http://runcoco.oucs.ox.ac.uk/1914/ or contact for access. Introductions: What is a Roadshow? Planning a Europeana 1914-1918 Roadshow Using the Europeana 1914-1918 cataloguing form at a Roadshow Detailed guides: Venue set-up Interviewer station guide Digitisation station guide Post-processing images Cataloguing guidelines Various guides for setting up and using cameras, scanners, and audio recorders Checklists: Staff check-list Equipment check-list Checklists 2 wks, 2 days, 2 hrs before the event The RunCoCo team at the University of Oxford is part of the Europeana 1914-1918 project. We can offer information, documentation, support, and training in formats to fit your purposes and needs. Contact us at runcoco@oucs.ox.ac.uk 8