MTG/OMA Archive Fall Update

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

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

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

Next Step: Filtering Paper After pulling major subject- specific records, filtering began. After pulling major subject- specific records, filtering began. Each box was gone through, pulling all papers that were not grants, productions, or financials. 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. 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. Filtered list alongside deeper knowledge of MTG and its records helped to produce an updated collection schematic.

Preparing Production Folders Yes Press releases specifically about Publicity cards Programs Rehearsal schedules Director Notes Playwriter contract and notes Production meeting notes 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

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

What’s a Record First: 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 “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 Financial records Financial records Policies and procedures Policies and procedures Meeting minutes Meeting minutes Employee files Employee files Audit reports Audit reports Official government records i.e. birth certificates Official government records i.e. birth certificates Tax records Tax records Contracts & agreements Contracts & agreements Artistic Expressions Artistic Expressions Working Files Working Files Personal Notes Personal Notes Transitory or temporary records Transitory or temporary records Drafts of documents Drafts of documents Copies of Records Copies of Records Published Reference Material Published Reference Material Materials Published by Others Materials Published by Others Yes No

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

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

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

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

Series: Events 25 th Anniversary 25 th Anniversary House Parties House Parties La Mano La Mano Latino Arts Congress Latino Arts Congress Old Havana Nights Old Havana Nights Radio Novella Radio Novella Readings Readings Sabor Milagro Sabor Milagro Unveiled Spirits Unveiled Spirits

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

Series: Outreach Bellas Artes Bellas Artes Bridges / Puentes Bridges / Puentes Classes Classes Educational Training Educational Training Hispanic Arts Outreach (HAO) Hispanic Arts Outreach (HAO) SEIS SEIS Milagro Baiadores Milagro Baiadores MTG Outreach Purpose & Scope MTG Outreach Purpose & Scope Teatro Espanol Teatro Espanol Teatro Milagro Teatro Milagro

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

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

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

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

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

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 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 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 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 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 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 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: Productions, Projects & Grants: 3 years after completing year Ie: Financials: Once past 7 years Ie: Financials: Once past 7 years

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

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

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

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