[photo credit: bahri altay / shutterstock.com]
We have recently debuted a new internal tracking system for our CPC partners. We have a lot of contacts with people who work in presidential sites and libraries, and while my email is a good way for ME to keep track of conversations and partner activity, it is not so good for other people. So Amber, our web developer, built a tracking system in the back-end of our content management system. Now instead of my email and a spreadsheet that lives only on my desktop, we are tracking our interactions with partners in our CMS, and that means it is available to the whole team at any point in the process.
Recruiting partners, adding metadata into CPC, and finalizing partner information on the CPC website generally takes many steps and a long time. I generally reach out to a potential partner at least three times before we can finalize a partnership, and then it takes many more emails to handle the details such as the partner agreement and the data export of metadata for CPC.
This isn’t a problem—it is just the process that is necessary to build partnerships and grow CPC. In many cases, potential partners don’t know us and need to learn about the Miller Center and CPC before they are willing to consider joining the project.
Then we have many partners that don’t yet have digital items but in many cases they are working on it. So I email a partner and then check back in periodically to find out where they are in their process. One partner that I first reached out to in November 2015 was interested, but they needed to put their items online before they could consider a partnership with CPC. By August 2016 the site was up!
That timetable is actually fast—it normally takes a long time for an organization to put their collections online, and it takes a long time to redesign websites. One partner we work with took more than two years to redesign their website. It takes a long time in part because many partner organizations are beholden to outside web design companies to build their new websites. And honestly, building a new website is detailed and complicated work. It cannot be done on the fly.
I’m excited about our new tracking system because it is one step toward moving CPC past a temporary grant project and into life as a full-fledged program. The IMLS grant continues into 2017 but we are working on building more permanent systems and processes for CPC that can see it into the future. So although it has taken me a long time to put all the partner information into the tracking system, I know that it is effort well spent because it shares and preserves valuable information.