Hello Sarah!
This is Chris Brusatte, an Interpretive Planner for Taylor Studios (an exhibit design firm), and we work with a lot of parks who have this same problem! Rest assured, it is a much better "problem" than another one that we often see - that of not having any archived information, interpretive content, etc. It is always a lot of work to organize content, but it is always better to have this rich content than to not have it! It sounds like your parks are blessed with such remarkable content, simply needing to be organized in order to be utilized.
It is never easy to organize and it often is so time-consuming, so I don't envy you at all! But you are already in the right mindset - the first thing that you have to do is set up a plan of how you will organize the content. This is so important, and so many places "jump into" organizing before they have their plan of how to organize. All that that does is waste time and duplicate work. So you are already on the right track knowing that you first have to plan how to organize the content and resources.
I like your idea of organizing your resources by park, which I think is probably the highest "level" to organize things by. Especially if your parks are pretty independent and have individual identities, it is definitely important to separate/organize content by each individual park. Next, perhaps, I would suggest thinking about a "central theme" that your park system exists for. Do you exist to preserve nature? To offer outdoor recreation? A combination of both? Something else entirely? Think about why your parks exist, and come up with a sentence or two about this "central theme." This will then help you when you are organizing your docs. For example, if your "central theme" and main reason for existing is the preservation of nature, then you might start organizing material by subtopics such as "material relating to certain habitats," "material relating to certain endangered species," "material relating to management practices that enable preservation," etc. These subtopics can be the main "buckets" that you organize content by. Rather than organizing by resource type (e.g. paper docs, AV materials, photographs, academic studies, etc.), I would suggest organizing by theme / subtopics.
I don't know if this even helped, but it is what we usually tell our clients - if they know their "central theme" and main purposes for existing, they can begin to realize what docs are most important to preserve, what materials they need to keep closest at hand, how to best organize, etc.
Chris Brusatte (and Betty Brennan)
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Betty Brennan
President
Taylor Studios, Inc.
Rantoul IL
Original Message:
Sent: 01-06-2017 09:26 AM
From: Ty Pierce
Subject: Organizing interpretive content
That's a good bit of work right there!
Is your goal to organize for internal reference, for public consumption, or both?
It sounds like some form of a Digital Asset Management system would be best for the former (and possibly the latter). While some specialize in certain types of media (photography, etc.) there are quite a few that handle just about anything.
We started researching DAMs for photography a while back, but it was deprioritized. I'll try to find my notes from that work and see if anything's worth revisiting.
Also, there are open source DAMs out there, but I don't have direct experience with any of them.
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Ty Pierce
Manager, Education and Multimedia Services
Ohio History Center - Ohio History Connection
Columbus, OH