Get the Word Out

• Publicize the existence of the interviews. Look for themes and patterns among the taped and transcribed interviews to guide interpretation and to make comparisons.
• "Share the findings of the project with the community through public presentations, publications, exhibitions, radio programs, websites, newspaper articles, and/or television programs.

How to Write a Press Release

This is a suggested list to follow when writing a press release. You should first check with your local paper to make sure this is the format that they wish you to use. For a sample press release please see Appendix A.

1. If at all possible, type the press release on letterhead stationery. Regardless, the press release should be typed.
    
2. At the top, before the actual press release, there should be "Contact: name and telephone number" of the person in charge.
    
3. Give your press release a title. It can simply be the name of your event or simply state what you are doing.
    
4. The first paragraph should include who, what, where and when. Details should be included in subsequent paragraphs.
    
5. Make the release as concise and interesting as possible. You are trying to catch the interest of the newspaper, radio, etc. so they will send someone to cover your event.
    
6. The press release should not be more than two pages in length (one page front and back). Shorter is better.
    
7. Generally, it helps to include as many names of local people as possible.
    
8. The last paragraph should start "For more information about 'title of event,' contact person's name and phone number." This is also your chance to include additional people and phone numbers with different responsibilities for your event. (Appendix B)
    
9. Check your local newspapers, and radio and television stations for how much advance notice they require. Meet your deadlines.
    
10. When checking on the deadlines, try to get the name of a specific reporter or person that covers your type of news. Address your press releases to these people to expedite and increase your chances of getting coverage.
     
11. If you do not hear from the press, make a follow up call.

Creating Identification Numbers and Documentation Files

If you or your group should decide to start a Q.S.O.S. project of your own, there will need to be planning before you record your first interview. How will your project organize the material you collect during your Q.S.O.S. project? Having a system in place before your project begins will make managing the project's data easier.

We recommend a system that incorporates the following:

• A unique identification number for each informant (For Q.S.O.S., this includes the state where the interview is taking place followed by the zip code then the informant's number. Example IL60540-001 Musgrave.);
• A registration notebook to serve as a project index;
• Information file folders, one per informant, for organizing paper documents relating to each informant;
• A master worksheet listing all the documentation created for each informant, filed within the informant's information file folder;
• Organizing all data and files numerically using the identification numbering system.

Much of the information your project will need to track can be easily managed in a computer database program, like MS ACCESS, or on paper records maintained in a file box or drawer.

We suggest assigning each informant a unique identification number (ID#) at the time of their interview, and recording this information in a permanent registration notebook. This identification number should be recorded on all of the information you collect concerning that informant. To keep track of the information, the identification number can be linked to a master information worksheet listing everything you have collected for this informant, along with the informant's name, the date of interview, the informant's address, phone number, interviewer's name, and other information your project wishes to record. The master information sheets can then be filed within information files, identified numerically (using the informant's identification number) and organized in your file box or drawer in numerical order. The tapes, slides, photographic prints, typed transcripts, and any other materials should be keyed with the same identification number for their respective informants, and depending on their type can be filed in the informant's individual information file (like transcripts and correspondence) or as independent collections (like recorded tapes, slides, and negatives) arranged in numerical order. After storage, the location of each item should be noted on the Master Information Worksheet in pencil (locations change). For example, Cassette tape #001 Main Office, Cabinet A, Drawer 1.

For example: Your Q.S.O.S. project conducts its first interview appointment with Betty Jones. Betty Jones is assigned the identification number "001" in your project's registration notebook. The registration notebook entry may also note Betty Jones's name and address, the date her interview is scheduled, and the name of the person who will be conducting the Betty Jones interview. Whoever is keeping your project records will also want to set up a new "Information File" in a file drawer or box for Betty Jones. This file should be given the name "001" (not "Betty Jones") because the information files will be organized numerically. A blank "Master Information" worksheet keyed with Betty Jones's identification number (#001) is created and placed in Information File #001. Copies of any correspondence with Betty Jones will also be keyed with her identification number (#001) and placed in this information file. Additionally, all of the tape recordings, transcripts, slides, photographic prints, and negatives resulting from Betty Jones's Q.S.O.S interview will also be keyed with her identification number, and noted on the master information sheet in her Information File. (Incidentally, we recommend that you select one consistent location, like the upper right-hand corner of documents, for noting the identification number, and using pencil.)

When your project has finished processing all of the materials relating to Betty Jones's Q.S.O.S. interview, it will be easy to learn what kinds of documents you have created for her interview - they will all be noted on the Master Information List which you have filed in "Information File #001", along with copies of letters, release forms, and transcripts from Betty Jones's interview - all of them keyed with Betty Jones's identification number, #001. Should you want to find the tapes, slides, photographic prints, or negatives from Betty Jones's interview, they will be easily retrieved because your project will have keyed them to her informant number -#001 - and then stored them in numerical order in file drawers, boxes, etc.

Using Identification Numbers During Photography

The unique identification number (ID) assigned to each informant is an important indexing tool to include in your Q.S.O.S. project's photography planning. Including the informants identification number in every photograph made for her/his interview simplifies the process of identifying the subjects in Q.S.O.S. photographs after the interview is over. The identification number also makes filing and retrieving photographic images quick and easy.

Before the interview, prepare an index card with the informant's unique identification number on it in numerals large enough to read clearly from a distance of 15 feet. You can use a wide-stroke felt-tipped pen, press-on numbers, or your computer printer to create these identification number cards.

Be sure this identification number card is included in every photograph you make to document that particular informant's Q.S.O.S. interview. Have your informant hold the index card when she/he poses with the touchstone object and include the card in each photograph you make of the touchstone object's details. Doing this will make organizing and filing your slides, prints and negatives numerically by informant identification number a much easier task.

Archiving Your Project's Data with the Quilters' S.O.S. – Save Our Stories

If your project chooses to share your Q.S.O.S. interviews with The Alliance of American Quilts through the repository with the The American Folklife Center at the Library of Congress, you will need to add a second part to your informants' identification numbers. This will allow your project's data to be integrated easily with the larger archives without confusion. Making this change is a simple task and one that builds on the unique identification numbering system described above. Your numbering system will use your State then zip code (only one zip code should be used for your project regardless of where everyone lives) as a prefix to the identification number of each informant. For example: a Q.S.O.S. project having the state and zip code of "IL60540" would simply add their first informant with the identification number, #001, to their project zip code, resulting in the numerical identifier "IL60540-001" which would then be used on all files and information related to this informant.

IMPORTANT- How to Label Files

The files for both the transcription and the photographs should be saved and sent with the identification number then the informant's last name so that the interview may be easily traced. Examples: IL60450-001 Musgrave.doc, IL60540-001 Musgrave a.jpg and IL60540-001-Musgrave b.jpg.

Using this system, the identity of both the particular Q.S.O.S. project that created the documentation, and the identity of the particular informant are easily traced in the Q.S.O.S. collection.

 

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