Request for Proposal Project: Pitch for Rob Boss Studio
Project Description: In the Art Documentation Course, students were tasked with responding to hypothetical Requests for Proposal sent out from collection-holding entities, like a museum, artist foundation, or living artist studio. My group was assigned the living artist RFP, which presented the following scenario: an artist studio is moving to a larger space and is seeking a sustainable system of archiving all completed works, process documentation, and administrative files. While the studio has created several systems of organization over the years, there has never been a consistent method. Students are asked to present a proposal to the artist studio that includes a detailed report outlining the plan with a budget and supplies breakdown, a metadata application profile, sample database records, and a presentation. 


Methods: My group approached the prompt with a fine tooth comb and planned out every step of the process, strategically thinking through the process and order of operations for physically rearranging, digitizing, cataloging, and ingesting material en masse into the database. For this large scale project we weighed out what the most effective order of operations would be, and drafted our plan accordingly. Our group identified high quality technologies that won’t break the bank, and selected CollectiveAccess as our database software as a platform that is free, yet well maintained by a wide user base. We priced out the cost of all technologies, archival quality storage materials, labor, and developed a timeline for completion. With the complex relationshiop between artworks and documentation of artworks in mind, we developed a metadata application profile and accession numbering system that represents these formats in addition to the administrative records. 


My role: I developed the accession number format that communicates the medium, year, and related materials of works and documentation of works. It was important to me to find a way to clearly link artworks with their photo documentation through database channels, and to make the relationship known via the accession number. and the method for linking artworks to documentation of artworks. I took the lead mapping out the phases of the project and writing the report, and assigned sections to group members to flesh out. 


Learning outcome achieved: Foundations

Rationale: This project demonstrates my ability to take on an archival project from start to finish. To complete the proposal, I applied my knowledge of a range of archival processes including: inventorying, systems and standards for organization, purchasing archival quality materials, digitization, object relationships, and database design. We referred to best practices in the field to make our decisions, while customizing the project to the unique needs of the studio. 


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