Archiving Checklist

Training materials Archiving Checklist

Search the SIL archives for related content

If what is in the Archives is an older or otherwise related version, note the identifier(s).

Set apart the Course Description/Syllabus from other materials

File(s) that describes the course as a whole (e.g., a syllabus) will make up the parent record for separate archive entries that describe course components. Workshops might not have a parent record.

Remove all materials that are not directly owned by SIL or contain private information (e.g., non-SIL publications and student data)

• A bibliography or works cited document is a safe alternative where one is not already included elsewhere.

• Materials used with permission should be accompanied with documentation of the permission (emails are sufficient; materials licensed under Creative Commons won’t need additional documentation).

• All personal information about students, workshop participants, or research subjects that is used without informed consent must be removed.

Remove outputs or products created by course/workshop participants

• These items are not training materials but may be archived separately, each according to its product type (e.g., dictionaries, Bloom books, workshop reports, etc).

• Student papers, exercises, projects, and assessments are generally not in scope.

Organize course components into sets that share purpose and sensitivity level.

This organization will likely result in the creation of separate RAMP packages (see sample below) according to the intended users, shared purpose, licensing, or sensitivity level of the components:

Teaching components

• • • These components include lecture notes, presentations, handouts, case studies, and learning activities. Attaching files individually is preferred where there are less than ~25 digital files. Limit the use of zip folders to sets of compatible files that are too numerous to be attached separately.

    • Complex sets of teaching components may require further subdivision into more than one RAMP package according to type, topic, session, or other category.

    • Types designed for specific users (like instructors versus participants) may need to be in separate REAP records if they have different distribution access.

Assessment components (e.g., tests, quizzes, & rubric scoring guides)

Answer keys

• • • These must always be packaged separately from all other types of components because of access restrictions they will have different sensitivities.

Decide if digital files might be shared

• Which files, if any, can be shared publicly and which should be restricted?

• File access for presentation formats may be distinct from that of source formats.

Decide which files, if any, may be posted on an SIL website

• Every individual file or zip folder to be posted for ‘on-demand’ availability will have to be explicitly marked by selecting "Post to the SIL Website".

• Files set as ‘public’ without being explicitly posted to the website will be considered available either elsewhere online or upon request.