Washington, DC: RFQ Archival (Audio-Visual) Cataloging Contractor, Smithsonian Anacostia Community Museum

Job Opening Title: Archival (Audio-Visual) Cataloging Contractor

Employer Name: Smithsonain Anacostia Community Museum

Job Location: Washington, DC

Application Deadline: August 13, 2021

Salary Range:

Link to job posting:

Years of experience required:

Job Description (if URL to posting not available). Please include instructions for how to apply.: The Anacostia Community Museum seeks the services of a contractor to catalogue audiovisual content in the archival collection. Work will include adding descriptive information and metadata in the Museum’s collections database (ArchivesSpace) and ingesting content into the Digital Asset Management System (DAMS). Audiovisual materials include documentary and oral history interviews from a long-running 1940s-1960s radio program, “Americans All,” which addressed racial issues in America.

Technical or Professional, Non-personal Services

This Request for Quotes (RFQ) is issued by the Anacostia Community Museum, Smithsonian Institution (ACM), for technical professional, non-personal services to provide Archival (Audio-Visual) Cataloguing services in accordance with the Statement of Work (SOW).

Price quotes may be submitted by electronic mail (email). Quotes are due by close-of-business on August 13, 2021, at:
Smithsonian Institution
Anacostia Community Museum
1901 Fort Place SE
Washington, DC, 20020
Attn: Miriam Doutriaux
Tel: 202-633-4851
Email to: DoutriauxM@si.edu

You are hereby informed that mail via U.S. Postal Service to Smithsonian organizations is received at a central sorting and distribution unit and isn’t date stamped received until actually received and opened at the street address listed above. It is advisable that quotes and documents included as part of quote packages be hand delivered or submitted via direct package delivery companies to the street address listed above.

The Smithsonian Anacostia Community Museum seeks the services of a contractor (hourly, up to 500 hours) to catalogue audio-visual content in the archival collection. Work will include adding descriptive information and metadata in the Museum’s collections database (ArchivesSpace) and ingesting content into the Digital Asset Management System (DAMS). Audio-visual materials include documentary and oral history interviews in digital format.

The Smithsonian Anacostia Community Museum (ACM) Research and Collections Department is undertaking a project to preserve and digitize a collection of double-sided acetate discs bearing recordings of the long-running 1940s-1960s radio program, “Americans All,” which addressed segregation and racial discrimination in America in the museum’s archival collections.

The Contractor (hereinafter the “audiovisual archivist”) will provide professional, technical, non-personal services to catalogue around 220 recordings in ArchivesSpace, the museum’s collections database. Cataloguer will observe physical discs to generate standard-level object catalogue records in ArchivesSpace, and review digital files. In addition, audiovisual archivist will ingest digital files into the Digital Assets Management System (DAMS).

The project aims to:
(1) Create a digital, searchable record of the Americans All audio-visual assets;
(2) Increase descriptive connections between audio-visual and other collection contents;
(3) Facilitate access to these audio-visual materials for the public.

The contractor will:
– Create item-level inventory of recordings in the collection, to include metadata and file names for delivery to digitization vendor.
– Prepare physical AV collection for shipment; receive and rehouse post-digitization.
– Receive new AV collection surrogates from digitization vendor; Review digitized assets for errors; perform quality review of each file; ingest files into the DAMS along with appropriate metadata.
– Create full descriptive item-level records for each recording in the museum’s Collections Information System (ArchivesSpace). Records to include scope & content, biographical note, and subject headings, defined by the museum.
– Work closely with ACM staff to develop a strategy and priority of work.
– Deliver regular project updates and final report at project completion.

The ACM will provide:
– ACM and Smithsonian standards, policies & procedures related to cataloguing, documentation and data management;
-Access to archives catalogue and relevant information in paper-based curatorial, accession and collection files;
-Work space onsite at the Museum.

The Contractor will:
-In consultation with ACM staff, develop a strategy and priority of work to be performed;
-Ingest around 220 digital audio files and associated metadata into the DAMS;
-Create item-level catalogue records for audio recordings in collections information system (ArchivesSpace);
-Participate in weekly meetings with ACM staff and submit weekly updates on progress;
-Communicate work accomplished, including progress, issues encountered, and if appropriate, suggested adjustments going forward;
-Final narrative summary outlining the project, strategies taken, challenges and solutions, and metrics of collections and work accomplished.

The contractor will perform all work between the hours of 8:00am-5:00pm Monday-Friday. The work shall proceed upon the completion of a signed purchase order. Work will be scheduled for a continuous time period. Final schedule for completion of work to be determined with COTR and SI designate after award of the contract for a specified number of hours and collections to be processed. Project must conclude on or before 30 August 2022.

All work will occur at the ACM collections storage facility at 1901 Fort Place, SE, Washington, DC 20020.

– Contractor shall follow all ACM and professional guidelines for the documentation and cataloguing of collections.
– All work shall be completed within the timeframe outlined above.
– The contractor understands SI restrictions for accessing, recording and distributing personally identifiable information.
– Any concerns or questions shall be brought to the attention of the COTR or their designate.

– Cover letter and resume outlining your skills including experience or training in audio-visual archival cataloguing and use of collections databases (ArchivesSpace, Archivist’s Toolkit or other); Please also indicate your availability for an interview in August 2021;
– Names & contact information for 2 references who can speak to qualifications and past performance,
– Hourly pricing and availability for work, using the form on page 4,
– Your DUNS number, if available.

Direct applications and all questions to Miriam Doutriaux, Collections Manager, at DoutriauxM@si.edu by COB August 13, 2021.

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