In this presentation, the director, consultant, and digital archivist working on the California State University Japanese American Digitization project share their experiences, highlighting three very different grant project roles, to demonstrate the challenges of implementing grants with multiple partners and provide generalizable suggestions for others planning grant projects. Greg Williams, California State University, Dominguez Hills gwilliams@csudh.edu Maureen Burns, IMAGinED Consulting moaburns@gmail.com Rachel Mandell, California State University, Dominguez Hills

1. GRANTING WISHES:
ROLES & CHALLENGES
IMPLEMENTING GRANTS WITH
MULTIPLE PARTNERS

2. CSU ARCHIVES COLLABORATION
● Japanese American Digitization Project has been funded
three times for over $600,000 by a NEH Planning Grant, a
National Parks Service Japanese American Confinement
Sites Program and an NEH Implementation Grant.
● First collaboration among CSU Archives--started with 6,
now 15 CSU campuses and 2 other partners. Hopefully
lead to other projects.
● The NEH Implementation Grant is one of the few grants
listed as an example on the grants page for NEH’s
Humanities Collections and Reference Resources

4. DIRECTOR’S PERSPECTIVE
FORMULATING A PROJECT
● Generate a persuasive grant idea. Brainstorm. Come up
with sellable idea/a hot topic. What is trending in the past.
● Conceptualize a grant project...beyond the idea.
● Meet with colleagues at conferences or workshops
Collaboration--the new current buzzword. Collaborate not
only with archivists/librarians but with scholars and other
stakeholders.
● Determine what is needed to accomplish the goals of this
project.
● Formulate an excellent implementation team. Figure out
which grantors fit the bill.

5. Japanese Farmer’s Lease Cancelled in 1942
CSUDH Archives

6. GRANT WRITING DETAILS
● Writing the grant: work plans, significance of grant,
methodology, sustainability and project outcomes.
● It is important to devise or visualize the entire project
including an advisory committee, letters of support,
consultants, employees, and extras the grantors will
like such as exhibitions, papers, or presentations.
● Anticipate not only what they want to hear but also
what you see as way the grant will evolve with tech
changes or emerging trends.
● Budget issues. Cost share confusion.

7. Barracks at Manzanar
Cal Poly SLO Archives

8. APPLYING FOR GRANTS
● Talk to the grants officer at professional meetings—
listen. Or contact them. This is essential.
● Believe what you write. Write a clear and concise
proposal.
● Follow the directions. Did your proposal fit the
grantor’s requirements.
● Send draft to project officers—take the suggestions.
● Finish the grant before the deadline.

9. Tule Lake Stockade Letter
SJSU Archives

10. RESULTS
So what has the $600,000 gotten us?
● 2-3 Employees.
● An unknown number of consultants.
● Work with collaborators has been great (Project
Archivist may have another opinion).
● Getting the funds to collaborators has been difficult.
● Community expectations range from pleased to critical.
● Always keeping an eye out for new collections and
ways to extend the project.

11. Sakaye Shigekawa-Only Woman in USC
Chemistry Lab, 1936
CSU Fullerton Oral History

12. CONSULTANT PERSPECTIVE & ROLES
● Assist director with project scope, planning, & management
● Writing/adjusting grants and reports
● Site visits
● Focus on technical needs and specifications
● Keep work flowing & adjust workflow as need be
● Problem solving, implementation, hands-on work as needed
● Research & deal with emergent issues
● Expand contextual aspects (web site, exhibits, teaching guides)
● Documentation
● Assessment

14. ALL GRANT PROJECTS ARE NOT
EQUAL
● Loss of Administrative or Financial Support
● Lack of Defined Vision
● Gap Between Goals & Reality
● Changing or Inadequate Leadership
● Reluctant Partners or Difficult Personalities
● Follow-Through Issues
● Loss of Momentum
● Temporal Challenges
● Varying Staff Support
● Technical Change
● Shortage of Resources

15. Intake Photos from Tule Lake
SJSU Archives

16. INDICATORS OF SUCCESS
● Ongoing Vision (Energy & Commitment)
● Noble, Realistic Goals (Mind the Gap)
● Consistent Leadership & Expert Advisors
● Eager Partners with Good Follow-Through
● Talent in the Trenches
● Expandable Collaboration
● Balanced & Distributed Workload
● Learning from Doing
● Technological Expertise & Agility
● Good Tools
● Flexible Adjustments (More or Less)
● Ongoing Reality Checks to Gauge Success

17. HIRABAYASHI ARTICLE WRITTEN FOR
CSUJAD

18. Ishibashi Family Party
DECEMBER 6, 1941
CSUDH Archives

19. Ishibashi Family & Friends at Poston in 1942
CSUDH Archives

20. Digital Archivist’s Perspective:
Implementing the Grant
http://kingofwallpapers.com/iceberg.html

21. http://www.boatus.com/magazine/2013/August/the-nuts-and-bolts-of-nuts-and-
bolts.asp
Getting Down to Business...

22. Digital
Archivist
The Many Hats of the Digital Archivist

23. Excel Spreadsheet
Tab-Delimited File
Digital Object

24. ContentDM Project Client

25. California State University Japanese American Digitization Project
Website: www. CSUJAD.com

26. Digital
Archivist
Project Manager
The Many Hats of the Digital Archivist

27. Basecamp

28. Digital
Archivist
Project Manager
Supervisor
The Many Hats of the Digital Archivist

29. Training Students and Scanners
● Scanning standards and best practices
● Metadata project standards, file naming conventions
● Handling fragile archival material

30. Fragile Archival
Materials

31. Digital
Archivist
Project Manager
Supervisor
Cataloger
The Many Hats of the Digital Archivist

32. Cataloger
● Solidify project metadata
standards
● Actually CATALOG the
materials that CSUDH is
contributing….. (*remember
Greg’s 15K figure?)

33. http://www.jonsherwood.com/single-post/2016/06/17/Living-in-the-
Tension
Reconciling the Past, Present,
and Future

34. http://www.gabi-software.com/software/gabi-software/gabi/benefits/
Focusing on the Pros
● New skills
● New people
● New resource
● New
Possibilities!

35. MORE INFORMATION

36. CONTACTS
Gregory L. Williams
Director Archives and Special Collections
gwilliams@csudh.edu
http://archives.csudh.edu
Rachel Mandell
CSUJAD Digital Archivist
rmandell@csudh.edu
Maureen Burns
IMAGinED Consulting
moaburns@gmail.com
http://imageminders.net/