MTG/OMA Archive Fall Update

1. MTG/OMA ArchiveFall Update

2. Starting Point • The two rooms included: • 80 Paper Boxes • Most were “desk dumps” • Financials by year most organized • 72 3-Ring Binders • Most grants by year • 7 Flat boxes • Most posters and plans • 8 Image Boxes • 14 Audiovisual Boxes • Mix disks and videos

3. Initial Steps - Assessment • Inventory • Post-its on each box and binder • Created spreadsheet of major subject in each box that defined first version of collection schematic • Pull subject-specific records from boxes, ie.: • Articles of Incorp. • Board • Building • Personnel

4. Archiving Begins • Subject-specific files were organized based on schematic and refilled and boxed in archival folders and boxes. • These folders will be labeled by pencil in official OMA format that represent both folder title and series level

5. Next Step: Filtering Paper • After pulling major subject-specific records, filtering began. • Each box was gone through, pulling all papers that were not grants, productions, or financials. • Items were put into “filter folders” (or piles) and added to the list. • Filtered list alongside deeper knowledge of MTG and its records helped to produce an updated collection schematic.

6. Preparing Production Folders Yes No Published articles written about the production Copies of Messenger Scripts (except those produced for events, ie. Festival Navidad, Dia de Los Muertos) Materials not produced by MTG • Press releases specifically about • Publicity cards • Programs • Rehearsal schedules • Director Notes • Playwriter contract and notes • Production meeting notes

7. Purge Pile • Major Purges • Copies • Receipts (older than 7yrs) • PPI (Private Personal Information older than 7yrs) ie. SSNs, contact info, juveniles • Migrated list such as mailing lists, donor possibilities, that would be inputted • Research not published by MTG (not for productions) • Working lists, to-do’s, etc. that mark final records • Drafts

8. What’s a RecordFirst: Not every piece of paper or every electronic file is a record • “Information created, received and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business” ISO 15489 Yes • Financial records • Policies and procedures • Meeting minutes • Employee files • Audit reports • Official government records i.e. birth certificates • Tax records • Contracts & agreements • Artistic Expressions No • Working Files • Personal Notes • Transitory or temporary records • Drafts of documents • Copies of Records • Published Reference Material • Materials Published by Others

9. The Schematic • Major Series • Administrative • Board • Building • Events • Organizations • Outreach • People • Financials • Promotional • Productions • Scripts

10. Articles of Incorporation • Bylaws • Executive Director Reports • Goals, Missions & Visions • MDG: Milagro Development Group • MTG: Miracle Theater Group • Organizational Structure • Policies & Plans of Action • Reports • Strategic Plans • Social Media • Website Series: Administrative

11. Board Actions • Board Committees • By title • Board Communication • Board Minutes • By year • Board Profiles & Lists • Board Retreats • By year • Board Roles & Responsibilities Series: Board

12. Refinance • Renovations • Renters Contracts • Theater • Title & Closing • Assessment: Environmental • Assessment: Structural • Buyout • Cafe • Cancelled Site • Capital Campaign • Escrow (Steward Title) • Floor Plan • Hispanic Arts Cultural Center • Lease • Loan • Operation Agreement • Permits • Refinance Series: Building

13. 25th Anniversary • House Parties • La Mano • Latino Arts Congress • Old Havana Nights • Radio Novella • Readings • SaborMilagro • Unveiled Spirits Series: Events

14. ArtPaz • Art Space • Centro Mexico de Oregon • Festival International Cervantino • International Hispanic Theater Festival Series: Organizations

15. BellasArtes • Bridges / Puentes • Classes • Educational Training • Hispanic Arts Outreach (HAO) • Milagro @ SEIS • MilagroBaiadores • MTG Outreach Purpose & Scope • TeatroEspanol • TeatroMilagro Series: Outreach

16. Audience • Membership Meetings • Patron Surveys • Creatives • Creatives Contracts • By production • Creatives Resumes & Bios • Immigration Department • Mexico Tour • Town Hall / Artist Feedback Sessions • Personnel • Directories • Employee Policy • Internships • Job Descriptions • Personnel Files • By last name • Staff Biographies • Staff Meetings Series: People

17. Auditions • Books & Poetry • Box Office • Non-Play Productions • Affirmative Action (conference scenes) • Rafio Novella • Play Solicitations • Play Submissions • Rights Contracts • Productions • By year, season then title Series: Productions

18. Those not connected to specific MTG Productions or Season • Newsletter – Messenger • Newsletter – Miracle Insider Series: Publications

19. Audits • Donations • To MTG • To MTG In-Kind/Volunteer • By MTG • Fundraising Letters • Grants • By year • Insurance & Workers Compensation • IRS • Payroll • Sponsors • Taxes • Yearly Financials • By year, then broken down further Series: Financials

20. Yet to be tackled • Expect separation into subseries • Productions • Outreach • Other? Series: Images & Audiovisual

21. Initial Collection & Add-On Deliveries • The initial archive collection with be delivered to OMA over the course of 3 trip—Dec ‘13, Jan ‘14, & Apr ‘14. • The initial archival collection is not the end point • Each year (or every 2 years), MTG will sending additional records to OMA to be included once they are no longer active • Use the MTG Schematic to filter and organize materials for OMA • An RRS (Records Retention Schedule) will be created to determine when records are kept onsite, archived at OMA, or destroyed • Material found during archive processing from within last 7 will be kept onsite at MTG • Ie: Productions, Projects & Grants: 3 years after completing year • Ie: Financials: Once past 7 years

22. Archives & Onsite Records Management • Because MTG’s archives are an extension of MTG records, effective archive management starts with effective records management • An RRS starts with an INVENTORY of both paper AND electronic files • NEEDED from MTG: Lists of folders, file groups, databases on computers or shared servers • This answers the questions of what and where records live • Helps define who is the custodian for certain records • Helps MTG find and utilize its records as well as

23. PAPER: Basic Preparation for Archives • Add the year to EVERYTHING • Get rid of staples • Keep like items together when you can (ie. board minutes without financials copies) • Follow RRS – get rid of PPI after 7 years • Get rid of copies • UTILIZE THE SCHEMATIC!

24. Exhibit – MTG or OMA • MTG: Decide what artwork should stay at MTG and what should go to OMA • OMA: Will utilize the collection items received by the end of the year. • Administrative (ie. beginning of the MTG) • Building (ie. details about the building, renovations) • Outreach (ie. program paperwork) • Productions (ie. publicity, playbooks) • HOPEFULLY (possible later delivery): • photos, artwork

25. 2014: What’s Next • ARCHIVE • Photos • Artwork • Financials • Grants (Part of Financials) • Audiovisual • ACTIVE RECORDS • Record Retention Schedule RRS • Break between onsite vs. offsite storage • EXHIBIT • What artwork or visuals stay at MTG for exhibition