Thursday, February 22, 2018

Please Provide Soft Copies...

Sharing my post from September 2013.

Five years down the track I understand that presenters are concerned about genies onsharing handouts they are given at Conferences. Somehow, as well as providing soft copies, we must educate our audiences to respect our intellectual property.

It is easier for organisers if they put the handouts in a secure area from which they can be downloaded by attendees but sadly some still haven't got this message.

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Please Provide Soft Copies...

A simple system - Fling it in the folder
...we might even save a few trees.

I am trying really hard to cut down on the amount of paper I keep in my Geneacave.

This morning finds me scanning handouts from a conference I recently attended. Only one of the presenters in the sessions I attended (thank you Cora Num) at that conference offered handouts in a digital format. At the beginning of her talk Cora gave us the URL for her handouts, I was able to download the handout onto my tablet and annotate it as Cora proceeded with her talk.

I must say that I prefer a hard copy handout to no handout at all but soft copy is the way to go in the 21st century.

I don't keep hard copies of handouts, I scan them and file them into the Family History -
Presentations folder on the external hard drive where I keep all my genie stuff. (I have previously discussed my filing method in the Fling it in the Folder and subsequent posts).  The hard copies then find themselves in my recycling bin.

The scans are filed by presenter name and title eg Num, Cora Research tools for the digital age. If I was really organised I could add some tags but I find that I can usually find a document I need via the Windows search facility. I find it much easier to file a soft copy than to have to go through the whole scanning process.

There are many options for sharing handouts in various formats on the internet:  one's own website, Dropbox, Facebook, Google DrivePrezi, and Slideshare are just some options.

I realise that presenters may be concerned about the intellectual property of their work and not want to post in a public forum. In this case they could collect the email addresses of those who want a soft copy and send it out; this could be rather tedious if several hundred people want the presentation. They could offer to send copies of the presentation by return email to those who request it. Handouts could be saved to a private page on Facebook. Where there's a will there's a way.
Organisers of large conferences should make provision for the storage and delivery of  presentation notes to attendees. Smaller local groups and societies may not have the resources or expertise to manage this; presenters need to be mindful of this and ensure that their audiences can easily access digital copies of presentation notes.

I am wondering if other genies prefer hard or soft copy handouts.

5 comments:

crgalvin said...

Definitely digital only not just from presentations at conferences but all that other stuff too. I really don’t like receiving a bag full of advertising material, conference gizmos etc that just end up in the recycling.

Jill Ball said...

Agree. Volunteers are busy stuffing our Congress bags with printed materials. Mine will be bin bound.

Cassmob (Pauleen) said...

I like Chris Paton’s strategy of sharing a link with attendees. I’ve never checked but I imagine it has a limited “shelf” life.

Tanya said...

I use screen shots to add on my iPad for syllabus and my personal family tree.
This way I don't need internet that is often unavailable at churches during conferences or reunions.
I can usually go to photos and find what I'm looking for or want to show others. Its easy to zoom in also.
Make notes either on paper or a note page on iPad to add later at home.

Ruth said...

I don't normally carry devices around with me so wouldn't be able to download a handout during a talk. So, as long as I didn't need the handout during the talk but more as a reference for later, I'm quite happy with soft copies. But, if it is needed during the talk, then I'd need a hard copy. Mind you, I often find handouts distracting during a talk anyway. Instead of listening to the speaker, I'm reading the handout. And I definitely agree about the bag stuffers for Congress. Most will end up in the bin. Noting: I only got my first smart phone a couple of weeks ago and that was only because they are closing down the 2G network! - not everyone enjoys using technology. :)

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