Met at the Historical Society on Saturday and discussed the current status of the oral history project and looked into the available technology. As previously noted the Society uses Past Perfect version 4.0. Some investigation shows that this version has an oral history module so next week I’ll be spending some time on site at the Society and on the phone with tech support to learn how to activate this module. Once it is activated I will work with it to learn how to use for cataloging, indexing and otherwise organizing oral history recordings and related files & documents.

Based on Saturday’s conversation the scope of my project has become better focused. The preliminary scope is to:

1. Create an overall project management plan including phases and a work breakdown structure to meet the immediate project needs and allow the project to continue beyond the fall 2009 semester.
2. Develop a funding strategy for immediate needs and for the ongoing project
3. Install & Configure the oral history module of past perfect
4. Digitize existing analog reels & cassettes delivering the audio on both compact disk audio tracks and MP3 files
5. Preserve existing analog reels & cassettes
6. Digitize existing paper documents to PDF format
7. Develop and implement a plan to organize all content, both physical and digital using the Past Perfect 4.0 oral history module. This strategy will carry forward as new content is added.
8. Insure that digitized files (MP3 audio and PDF documents) are included in the present backup strategy

These items represent the scope and not the specific tasks required which will be in the project work breakdown structure.

So it turns out that I have really just completed most of what PMI calls the “Initiating” phase of this project and I only just now am entering the real planning phase. It is tempting to jump right in to the “Executing” phase and in some sense that is happening as I work on Past Perfect, finish and submit the RFP, and plan for funding but to insure the continuation of the project beyond my “running” it, I think a solid project plan is worth the time and it has been part of the list of deliverables for course credit since the beginning anyway.

My list from last week included 3 items: 1). Completion of the RFP to convert analog tape to digital format, 2). Completion of the historical society technology audit and a wish list, and 3). A list of realistic grant opportunities.

I have the list of grant opportunities, and have completed the tech audit as far as is possible without incurring charges from the Society’s IT vendor. As to the RFP, I thought I had it close but after attending a preservation workshop sponsored by SLA presented by Amigos Library Services where I learned more about the process I am going to revisit the RFP and talk to a contact at Amigos for some advice…I want to get it right so that I need not do it again and so that I can rely on the responses for gaining funding.