Every archive is unique, and we adjust our process to work with each archive. This is an overview of the general steps and the usual order we do them in.
- Make an agreement with the moderator of the archive (also referred to as the archivist).
- Generate a list of creators and their works, so we can keep track of creator preferences if they tell us they’ve updated their email or don’t want their works imported. Depending on the format and size of the archive, this may be generated by technical volunteers. Otherwise, it will need to be created manually, either by the archivist or with the help of our import assistants.
- Generate a list of tags used on the archive, and ask the AO3 Tag Wrangling Committee to map the original archive tags to AO3 canonical tags. You as the archivist can choose to keep the original tags instead, and creators can always update the tags on their works when they claim them.
- We announce the import on AO3 and OTW social media, ask the archivist to announce it on the site and any social media, and send emails to the creators of the original archive if we have their email address.
- Search AO3 for works in the archive. We know some creators have already posted their works on AO3 or may have cross-posted to another archive Open Doors has already imported.
- Import the works! Depending on the format and size of the archive, we may have our technical volunteers help. Otherwise, each work will be posted manually either by the moderator or with the help of our import assistants.
- We do our best to remove email addresses and other sensitive information from the import, but we don’t read every work.
- If the archivist will be managing the collection, Open Doors leaves the collection to the archivist and sends any future creator queries to the archivist. If Open Doors will be managing the collection, we continue to own the collection and archivist account.