Rejection Letter Sample
A co-visitor of an exhibition meeting asked me what I am still working on.
“I digitize, preserve, and archive my professional exhibition files and related data for the repositories …” I said, watching his eyes glaze as he nodded to my words. “And to secure files of my ongoing works, in case … bla, bla, bla.” I gave up. Do you ever feel like talking to a bobblehead?
“Why,” he asked, a little dazed. “Are not repositories places where things should rest?”
Repositories, I thought. That was his only take away from what I said?
“No, repositories are places where things live,” I said. “They confuse repositories with cemeteries, repositories collect and preserve institutional and individual intellectual production for posterity and research, and I also create an alternate location for my work files when … bla, bla, bla …”
I know by his glassy look that I lose him again. How little does this poor soul know about our technological future, I think. In fact, the preservation of the world, as we know it, seems to be the farthest thing for most people. Everyone seems to accept the myth that data once on the Internet or on a storage device will live forever. As a writer, you produce an enormous amount of copies that only last forever if you take responsibility for not disappearing. Files stored in various formats, including paper, become old and die, meaning that they are no longer machine or human-readable.
If you believe all these files on large floppy disks, compact disks, CD-ROMs, CDs, Zip drives, flash drives, memory cards, expansion chips, cassettes, reels, computer hard drives, external hard drives, tablets, mobile phones and clouds and more will be accessible in the future or even be visible, unfortunately you can be wrong. The average lifespan of a website is 2-5 years. Other static media may last 5-7 years if handled with care and stored properly. That is why the government and the companies burden and train the file management staff. Agencies and companies are setting up complete file management departments to meet the legal requirements for creating, maintaining, and using records, as well as their disposal.
What is a record?
A record is evidence of procedures, decisions, policies, correspondence, drafts, and other activities that have been electronically collected or stored in a physical state or on a digital medium.
As a professional author, you’ve created thousands of records throughout your career. Her book and article manuscripts and their designs are notes. Your records include publisher and publisher queries, publishing agreements, related emails, book reviews of you and your book, newspaper article articles and coverage, fan mail, project reports, grant and competition applications, awards and rejection letters. Voice recordings, video, audio, etc. These are records in the form of files that you need to manage. The most important aspect of record management is the filenames. Vague, unrelated filenames are essentially useless. Give files meaningful titles that make sense to keep them available over time.
Records management generally handles two types of records: temporary and permanent.
Temporary – records that can be deleted as an agency policy will lose usefulness or your records that are no longer needed.
Permanent – Records that need to be protected for all eternity, such as For example, records in the national archive or records that you store for repository archives.
At the individual professional level, the management of records may be a legal matter to challenge anyone’s infringement of your copyright. If you are trying to prove your ownership and set a timeline for ownership of a particular literary work, it may be helpful if you have retained and received the lifecycle of your document files to support your claim to ownership.
The least you can do to save your records is:
Inventory of files
Select the files to save
Assign unique names to selected files
Organize selected files in folders named by category
Copy selected folders and files to two or more file storage devices
Place storage devices in different physical locations
Do you remember the desk drawer filled with old floppy disks? Let’s hope you did not delay your file transfers too long. Do all these disks have the same size or even the same size? And what machine do you own today that will open these outdated files? Do not forget the outdated software that you used to create the files – old word processing and scripting software that you have not used for decades. In fact, the software could be so old now that it can no longer be used on your current computer. You need a device with a drive to read these disks. Hopefully, you still have such a machine to retrieve the potential National Book Award novels and Oscar films you and your family promised to get done and get published and produced.
Does your current computer have a ROM drive?
Did you use a CD-ROM or DVD-ROM drive to install the old software that you used to create the files you want to keep? Find the box that contains the software? Which box, you may ask. We now download most of the software directly from the Internet. Did we call software at that time, software, in the days before the APPs?
First of all, I tried to maintain a working technology museum to keep track of old files. This is a fancy name for a legacy of legacy computers and devices that still worked, so I could access old data formats for later migration. A fancy term for copying files into new formats and devices. As old file formats disappeared, I believed that my outdated files were safe as long as I protected them from insects, dust, light, friction, and evil witches. I literally buried myself under mountains of bulky equipment that I had forgotten to use for a long time. Why did I find it so hard to live in the confusion? Because I thought I could delay the file migration a bit longer.
Old devices, technology and file formats are just that! Old!
Old devices broken.
Who is in business or still alive to repair 40 year old recorders?
What are betadata anyway?
Is there anyone left who knows?
Well, there is such thing as beta data nowadays, but due to semantic changes in computer technology and language, new beta data is not the same as records on your obsolete, broken beta max video recorder, for which there are no efficient or affordable means to access dusty beta tapes in boxes of four generations ago. Although I still have a hard time throwing them out. Maybe someday an old soul, trained in the repair of Betamax technology, will need work. Crinkled VHS tapes, as well as Betamax and early digital Zip drives, were banned to the cemetery for analog cassettes! I do not have Stone Age Betamax or Zip drives, but I’ll admit I’m talking to some VHS machines to transfer and convert my VHS recordings to the Mp4 video format. I also have an audio cassette recorder to transcribe the oral interviews and speeches I have done. But do not come to my door with your VHS and audio cassette boxes, hoping for a conversion.
If your old device can start up, do not be too excited. Your old files probably will not open. File formats spoil with age as uncooled perishable foods stored in a carton under the sink. Did I say cardboard? Storing archives of all kinds in normal boxes is like feeding uncooled, perishable food stored in a box under the sink. Both the archive and the cat will die – the cat at a food poisoning; and the archive of cardboard acid poisoning.
Do not wait any longer for your photos, digital images, electronic documents, storage device contents, paper files, social media posts, emails, and other web content. Begin before old devices, computers and storage devices crash and burn in front of your eyes.
You can start archiving with the following steps:
Write a file organization chart
Set up a data migration schedule
Make two to three copies for storage in multiple locations
If you think you have finished migrating the files, do not think you’re done. Test the copies for accessibility and file integrity. Some of this outdated file data is not copied in the same way as new file data. I found this out the hard way and had to repeat most of the work. I had to change my copying technique. I split files into smaller packages and grouped like-files before I copied them as clusters. For example, instead of copying an entire folder to another device, I found it helpful to open the old file folder to view its contents. Then I created a folder on the target device and copied filesets to the target device with the same extensions.
If my folder contains large JPEG or TIFF image files, I will send them one by one to their destination. Small gif images can be successfully migrated to clusters. Audio and video files, depending on the format, especially WAV for audio and AVI for video, are enormous files that may require separate storage devices. Text files are smaller than picture, audio or video files. entire folders can be migrated.
If you work with files designed for 3D printing, you can expect them to be larger than other file types. For 3D files, I would reserve a separate device for each file. Portable storage devices are inexpensive enough to have a reserve for these cases. I practice buying flash drives for every project. I number each flash drive in the project and create a content file on drive 1 with a list of the file and folder names of each drive. I buy external multi-terabyte hard drives, flash drives and SD cards with enough storage space for whole project archives.
As with any good operation, building your archive starts with a plan. My daughter used to say boringly when I asked, “What is the plan when she asked permission to do something, buy something, or go somewhere. An inadequate answer to the question leads to an unsuccessful operation or in the case of my daughter to “no”.
When planning a digital archive, the first part of the problem is figuring out what’s possible with my resources.
Do I have the training to do this work myself?
Can I afford to buy what I need?
Do I have to hire a consultant?
Do I have time to devote myself to a conservation project?
Will it last the rest of my life?
The second step is to test a small sample of data and evaluate the way forward. Sampling allows me to set priorities that I think are important enough to sustain them. By prioritizing, I will not spend much money and time on activities that do not work or do not contribute to my business. I can reduce, refine and rethink my process to create a template for my retention plan that can be as simple as an outline or as sophisticated as a workflow document. I also use random checks to see if I’m able to do the bigger job. In this case, I can create a conservation plan that will be presented to my adviser.
Here are my steps to create a personal conservation plan.
Inventory my physical and digital content
Sort my physical things in categories
Sort my digital content into files on your computer’s hard drive
Decide what I want to preserve
Digitize my physical data with a camera or scanner
Find out if I have the proper equipment to access old data
Find professional services for accessing and converting old data
Consider which storage methods to use for converted files
Select appropriate file formats for retention
Capture and preserve web content
Archive social media posts
Protect and retain emails
Decide where you want to keep everything
As a published author, I’ve created several files that relate to the same piece of work as the work went through its lifecycle. Sometimes it took years to finish, if it was ever completed. What do I do with all the paper copies that I have printed out for security reasons if my computer’s hard drive fails? Paper occupies a large amount of real estate that many people do not have, so digital storage can be done efficiently.
After working in the media and in the production, I’ve witnessed the emergence and disappearance of so many analog and digital capture and storage devices that my thoughts turn their heads. As a result, much of my digital footprint ended up in a drawer or box that I never wanted to investigate. Boxes filled with various media grew into boxes, then cupboards, paper chambers, the garage, and the loft. After all, I had to dump a lot of it in the trash; it was no longer accessible or unreadable on paper. Do you remember early faxes? I recently looked at a folder and found old faxes that contained hardly any ink but only stains on thin, yellowed paper. I do not fax anymore and do not do business with others. If you have old faxes that add value to your archive, check them for readability and scan them. In the scanner software, I was able to adjust the contrast and saturation of some images and save them as JPEG files. Why fax when you design a full-color, original-signature business document on our own letterhead and attach a package for immediate delivery via email?
We replaced e-mail envelopes the postman picked up once, or we stood in line at the post office to get a postmark to meet a deadline. Many e-mails related to projects must be tracked, kept and archived with appropriate project files. Most e-mail services offer options for printing e-mails to PDF files that you can save in corresponding project folders. In addition, e-mail security requires special treatment. Print them out as PDF, save them and remove them from the server. This may include emails with legal implications such as correspondence affecting the ownership of intellectual property, expert cases or other litigation cases.
Keeping files, managing records, and backing up at work sound like a lot of work, and that’s it, but we need to do it if we want to keep protected copies of projects we work on in emergencies, and if We want to leave proof of what we have done to our lives.