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Expert Tips: How to Keep an Archive
Rhythm Foundation's Laura Quinlan on how to save nonprofit stuff
This month the Rhythm Foundation, a nonprofit that brings the very best music from around the world to Miami, celebrates its 20th anniversary with an unusual twist: a retrospective exhibition at the CIFO art space. Do-Gooder is all for seeing popular music treated as art — but what really impresses us is that a modestly sized nonprofit has managed to keep such an extensive archive. We asked Rhythm Foundation director Laura Quinlan for tips on safeguarding a nonprofit legacy.
Not all nonprofits do as well at archiving as the Rhythm Foundation. Why do you think that is?
Documenting and archiving our work is probably the most difficult aspect of production because we get so focused on the immediate aspects and forget about the importance of the archives. It is really helpful to have professional photos and videos of your work if you are trying to apply for grants or sponsorships. Time passes so quickly, and if you keep on producing, you can amass a collection that really means something.
What kind of material does Rhythm Foundation archive?
About five years ago we had the great fortune to begin working with Luis Olazabal, our official photographer. Having a dedicated photographer, especially one as talented as Luis, has made a huge difference in everything we do. We have a beautiful record of our work, and we don't have to reinvent the wheel with each show.
Now we are also working regularly with a video guy, Luis Cavallo. We ask the artist for permission to videotape one or two songs for our archives, and so far they have all said yes. For each concert, we have a flyer and a poster, which we make sure to get signed by the artist. My colleague [development director] Gene de Souza is in charge of remembering that! As well, we keep a record of press clippings by scanning them and creating a pdf file for each concert.
Not all nonprofits do as well at archiving as the Rhythm Foundation. Why do you think that is?
Documenting and archiving our work is probably the most difficult aspect of production because we get so focused on the immediate aspects and forget about the importance of the archives. It is really helpful to have professional photos and videos of your work if you are trying to apply for grants or sponsorships. Time passes so quickly, and if you keep on producing, you can amass a collection that really means something.
What kind of material does Rhythm Foundation archive?
About five years ago we had the great fortune to begin working with Luis Olazabal, our official photographer. Having a dedicated photographer, especially one as talented as Luis, has made a huge difference in everything we do. We have a beautiful record of our work, and we don't have to reinvent the wheel with each show.
Now we are also working regularly with a video guy, Luis Cavallo. We ask the artist for permission to videotape one or two songs for our archives, and so far they have all said yes. For each concert, we have a flyer and a poster, which we make sure to get signed by the artist. My colleague [development director] Gene de Souza is in charge of remembering that! As well, we keep a record of press clippings by scanning them and creating a pdf file for each concert.
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