Project Scope & Initial Video Conversions (Dec 2020 – Spring 2021)

This project began when we recognized the urgency of conserving our analog archive (VHS tapes have a 25-year lifespan). We used part of our COVID-Relief funding to hire Evolving Communications (EC) as a consulting partner. Together, we conducted a collection assessment and developed an initial preservation plan, which included:

• • Listing all assets
  • Required digital conversions
  • Equipment and storage needs
  • Estimated labor and cost

Digitization of Analog Video & Initial Plan to Make the Archive Public (July 2021 – Early 2023)

We began the analog-to-digital conversion of our video archive. By January 2022, 47% of our recordings (those in the most critical condition) were processed, including: BetaCam, VHS, VHS-C, 8mm, DVCAM, and MiniDV formats. We faced challenges due to oxidation and tape wear, requiring constant cleaning and preservation. Finally, we identified AI tools to restore damaged videos.

• In Spring 2022:
  • EC trained ClancyWorks staff on cataloging and preservation procedures.
  • Discovered 57 additional missing videos and more documents to be archived.
• Due to funding shortages, digital conversion was paused in Fall 2022, but staff continued cataloging efforts.

Focus on Online Archive Publication (Jan 2023 – Present)

In 2023, we sought a partner to design and build the online archive. We hired ChromaDiverse, a nonprofit archival consultant, with funding from the Maryland Department of Labor.

• Key milestones:
  • July 2023: We procured a 10 TB digital vault.
  • We established metadata procedures for document organization.
  • We implemented ChromaDiverse’s Smart Capture tool to scan, sort, and create a searchable catalog.
  • We continued video and photography curation into Spring 2024.
• As of 2024-25:
  • Funding is secured to continue work with Chroma Diverse.
  • Preliminary user interface design is in progress.

The Final Stage (Goal: Live by 2026)

• Testing the ClancyWorks Archive with local and educational communities to:
  • Fix bugs
  • Improve security
  • Implement user recommendations
• Final steps before public launch:
  • Secure funding for DAMS (Digital Asset Management System) catalog completion.
  • Finish portal testing and UI refinements.
  • Integrate the archive into the ClancyWorks website.
  • Hire a web designer to finalize security protocols.
• Remaining work:
  • Convert and restore the remaining 53% of analog recordings (pending future funding).