Day Two At Vera 10-28-09

I arrived at Vera just a few minutes late today. Again I found both Dustin and Josh at the front, naturally for Dustin, because he works at the front desk. We proceeded together to the staff meeting room to iron out scheduling issues and to discuss some questions I had raised. First, we agreed on the option of off-site research, which was certainly a relief. Second, we agreed that communication via email would be best, but also decided that we would all have each others phone numbers in case of more urgent matters. Josh also suggested that I include a contact list on the wiki. Again, the wiki would be for sharing specific data. After this, I asked for a list of staff members I would be interviewing and a very brief description of each of them, which I have placed at the end of this blog entry.

This led to the discussion of more ideas for the interview process where Josh suggested I have certain staff walk me through their tasks specifically people like Teri, our Archive admin intern, who is responsible for scanning posters, photographs, and news clippings for the electronic archive. I should also map out the current electronic archive (organized via the standard Microsoft Windows folder system). A rather intriguing matter though, it turns out that Vera will be getting an electronic database from a company called N-Power, which will be tracking volunteers as well as show and class statistics. I will be considering/pursuing the possibility of incorporating the archives into this database if possible. Finally, we concluded by discussing Craigslist finds and funding. From time to time, I have been and will continue to look for low-cost/free storage options.

In fact I found another metal map cabinet pictured here and much like the one we already have. It is for sale at the price of $50 in Lake Stevens. I am currently waiting to hear back from the fellow who is selling it. This concluded our discussion and at about 6pm, I entered the archive/storage space to resume my duties I will continue to organize the space, tag all items in question, eventually update the inventory, and keep in mind specific details to compile into a formal report on the condition of the space with ideas, recommendations, and a wish-list.

I began by measuring out the space. As you can see space is limited, but I have feeling once we get much of the unnecessary item removed, the space will be much more accessible. I came to the conclusion that we may want to extended the height of the shelves in the heel section and possibly reduce the space between the shelves the specifically accommodate the financial and staff records boxes. Otherwise there is a lot of wasted space between the tops of these boxes and the selves above and below them. If we adjust these shelves to their specific size we can put more shelving in and thus fit more records into the same space.





After coming to this conclusion, it then naturally followed that I ended up spending the majority of my time in the heel section where I began first by taming Vera's pet Anaconda pictured here. I'm not sure what the purpose is of the electronic device to which it connects itself. Oh, and I decided to spare you the images of the brief yet frightening moment when this beast had me by the throat! Soon thereafter, I found many other frightening beasts in this section. There were a lot of boxes filled with random items. One which I labeled "Madness!" appeared to be a collection of items hastefully cleared away from the desk of some past staff member - essentially office supplies, a few books, and a copy of Microsoft Word. It gets worse. I then encountered a box with no lid containing a collection of VHS tapes, other random items, and a happy birthday sign. Given the limited amount of time, like last week, I tried not to focus much more attention on the items individually but rather as a whole: simply taking notice at what appeared clearly labeled, neat and organized, and what did not. Whatever did not appear so I attached post-it notes to. Otherwise, I moved all the unused file folders and envelopes into the file-cabinet for the time being and placed all the Board of Directors binders on the far left of the heel shelf for easy access and visibility - until a better place can be found.

Despite my encounter with the anaconda and the second round of death metal to accompany it, I emerged relatively (to last week) unscathed.

Summary:

5:00pm - Meeting with Josh and Dustin
*Scheduling
- Josh gave the ok for off-site research
- regular schedule will be Wed 5-8pm, Thurs 2-5pm
*Communications
- Email will be the primary method
- we exchanged phone numbers in case of urgent matters
- contact info to be posted on the wiki
*Blog and Wiki
- Create a tagging vocabulary for blog
- use Wiki to share specific data, documents, links, etc...
*Interviewing
- Dustin gave me a list of staff names, job titles, and job descriptions (see below)
- Josh suggested I have Teri, the Admin Archive Intern, walk me through the electronic archive
entry process.
- I should "map out" the electronic archives.
*Vera statistics database by N-Power
- consider integrating archives into this software
- Meet with Shannon and Alex to discuss this.
*Storage options via craigslist
- found another map drawer for sale (50$) will call to inquire.
- ask for donations?
- Dustin will check on funding for this.
6:00pm In the Archives
*Measuring the Space
- Drew a diagram
-concluded that shelving in the Heel section ought to be expanded and adjusted to make better
use of the space.
*labeled questionable boxes
- any boxes that were particularly disorganized, unlabeled, or containing mixed items were
marked
*Significant Changes
- moved Board of Directors binders to the far left of the heel shelf
- moved all empty file folders and envelopes to the file cabinet
- consolidated all desk lamps into one box
- moved jumbo envelopes and disassembled storage boxes to the top of the Shin Shelf.

*Staff List
Shannon – Managing Director
Develops business and strategic plans as well as organizational documents

Nick – Development Director
Fundraising, grant writing, stores items from related events into archives
-Works with Serina, the Development Assistant

Josh – Program Director
Coordinates shows, classes, and partnerships
-Works with Jefferey the Audio Engineer and archivist

*Alex – Facilities
Updates the website, general facility maintenance, gives admin support to
Shannon

*Tristan – Booking
Coordinates designs and designers of posters for events

Venessa – Bookkeeper (leaving soon)
Handles financial records

*Terri – Admin Archive Intern (leaving soon)
Scans printed materials into the electronic archive
-Julia was the former Admin Archive Intern
* arrange for a walk-through of these individuals’ specific tasks

Day Two at ZAPP 10-28-09

I arrived about 15 minutes early today so I could take some pictures into include into the blog in my previous entry. At 1pm I met with Nora, discussed scheduling issues, and concluded that the one hour break between my shifts at ZAPP and Vera was a bit of a stretch - I showed up at Vera about 5 to 10 minutes late the week. We decided that my new schedule at ZAPP would now be from 12pm to 3pm giving me an ample 2 hour transit time. Fleeting visions of the occasional siesta seized my mind. In addition to this change, we discussed what hours and on what days I would be working at Vera. In my prior email communications with Dustin, we have so far agreed on Wednesdays from 5pm to 8pm and Thursdays from 2pm to 5pm. This however, only fulfills 6 out of the 10 hour requirement for Vera. Nora and I figured the remaining 4 hours could be fulfilled through off-site research and blog preparation - which I have already been doing.

This subject naturally carried us into discussion about the blog itself. We considered various issues such as format and structure, audience, and taking note of how long the process takes. Personally, I favor the narrative format in which you are now reading this. However, Nora made the point that certain people may need to acquire information rather quickly, so I suggested that lest I have to relinquish this format, I would include a brief summary at the end of each entry. Phew, who'd have thought I could ramble almost endlessly and still appear efficient and organized! This discussion of the blog reminded me of the Wiki. Wikis are completely foreign to me, I have never used one before this project and have been uncertain of the extent to which I should use it. We established that it functions more as a central resource for specific and formal data as opposed to being a direct communication device.

Nora and I concluded our discussion at about 2:00pm when she left me with a few tasks to complete for the time remaining. First, I acquired a timesheet from Kate Lebo, the volunteer coordinator for the Hugo House, and then began reading the volunteer manual which outlined the whole process for day to day operations and maintenance at the Zine Library. In midst of this process, I suggested to Nora the possibility of putting it into PDF format and having it sent to new volunteers and interns via email for easy reference. This left me with very little time for zine reading and shelf maintenance before Emily, a departing intern, came in around 3:30pm and acquainted me with the Mark Campos Zine collection.

This is Emily pictured here reading the zine that Brian the nice fellow who works the ZAPP front desk, had just made moments before. Emily was most enthusiastic and made for very pleasant company and so I felt like i would be in good hands at ZAPP and would have an exciting project ahead of me. Or perhaps it was just because she was about to leave for Florence, Italy to work as a librarian in about a week! I will assume the reason was both. So, I will be spending most of my time with the Mark Campos collection and through it re-acquainting myself with the cataloging process. Emily showed me the ZAPP Cataloging and Preservation wiki which goes into very thorough and easily navigable detail on how to catalog a Zine. She also gave me her email address in case I had any questions.

In the remaining 20 or so minutes I gave myself to eat before leaving for Vera, I took a few pictures. At the meeting/work table, Brian is pictured at the far left and Rainey, another one of the interns, is at the center. I forget the name of the fellow pictured in the far right.






















Summary:
*Took Pictures today
1:00pm - Meeting with Nora
*Schedule
- adjusted Wednesdays at ZAPP to 12pm-3pm
- discussed option of off-site research
*Blog And Wiki
- Blog will contain personal narrative with photos and a summary
- things to consider: audience, what type of info to post, and structure
- Wiki primarily to share specific data not a direct communications device.
- keep track of how long blogging takes.
*Disaster Preparedness
- I will eventually put one together for Vera
- Rainey is making one for ZAPP - she would be a good person to ask questions about this.
2:00pm - In the Archives
*Read the Volunteer/Intern instruction manual
* Met with Emily regarding cataloging the Mark Campos Collection

The First Day

In the beginning, there was ZAPP. I arrived a few minutes before 1:00 pm just after having spent the previous hour haggling for a new flash at various camera shops downtown. I tinkered with my new flash while I waited for Nora to wrap up a meeting - which I had mistaken as a meeting intended for me just moments before. Then there was light.

Nora first gave me the tour of the house and introduced me to the staff. After this, I acquired a personal file folder to be entered into the ZAPP front desk along with a notepad. We then sat at an elongated meeting table and Nora presented me with the outline of my responsibilities, which I read, signed, and dated. For the next hour or so she went over the outline with me and elaborated on each point.

Basically, I will be getting to know the collection, cataloging it on the electronic database, re-shelving Zines, removing and archiving extras to make room for new Zines, doing grant research and support, and assisting in any way I can to improve overall archival procedures. I will also be focusing specifically on the Personal Zines section from M through Z.

After my (re) introduction at ZAPP, I made my way over to the Vera Project for my 5 to 8pm shift there. I arrived to find both Josh and Dustin at the front desk. The three of us proceeded to the conference room to discuss the specifics of the outline for my responsibilities at Vera as well as my goals and expectations.

My tasks at Vera will be similar to those at ZAPP, except I will be working with different materials (posters, photographs, newsprint, magazines, and some digital files), and researching/implementing a new system as a opposed to working with an existing one. I will also be interviewing the staff to determine what kind of system would best meet their needs. Josh gave me all sorts of pointers to get me started with this - including a text titled:Developing and Maintaining Practical Archives.

Around 6:30 or so, Josh took me back to the Archive room: essentially a small L-shaped walk-in closet. I will tentatively call this the "Boot Room" for easy referencing.

As you can see, the archive room looks like a typical closet: random boxes and odd shaped items arranged in no particular order. The shelf shown here I will call the "Shin Shelf." Now, I actually took this picture after Josh and I made a few quick adjustments after having found one of the cardboard Utrecht poster folders completely open on the floor with some of the posters falling out. The folders tucked away in the lower left hand corner of the image (next to heel shelf) are the one's we found open and previously set in the area captured in the lower right of this image.

It became my primary goal for the evening to at least get a majority of these folders off the floor and lying flat on one of the shelves. So I began examining the existing boxes on the shelves, determined what items were related, then consolidated and reorganized them to open up some space.

Given my time constraints, the lack of nourishment, and the migraine that had been slowly intensifying throughout the day I decided to quickly wrap things up by 8pm.

I also took a picture of the "heel" section.