Update and request for Archives project funds

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Nora & Bruce Mai

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Jan 13, 2026, 11:46:31 PMJan 13
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I’ve begun the process of migration for the Archives video holdings from the current digital media to the new M-Disc that will supposedly last up to at least 100 years.  So far, the count is around 130 discs.  It’s a long slog, given that we have somewhere in the neighborhood of 800 -1000 masquerade and other costuming-related videos.

 

I’m making a new request to the Board, at the direction of the Treasurer,  to approve another equipment purchase that would draw from the donations set aside for Archive projects.  While this equipment is not directly related to the migration project, it does pertain to the storage and access of those files prior to migration.  It would also be integral to the creation of future video productions.

Currently, the video files are stored on a RAID hard disk system here at my house.   This contains the only complete record of costuming-related files we’ve collected.  Hard drives typically last 3–5 years, and even unused hardware continues to age.   That RAID system is now 8 years old and well past its reliable service life. The main reason the RAID is still working is because it’s only plugged in when new files are added or copied to my PC for a production.  A failure during retrieval could result in partial or total loss of all those files — representing years of irreplaceable work.  Rather than purchasing a new RAID, I’m proposing to replace the current one with a modern storage unit that’s designed to last a decade or more.

A modern Synology NAS (Network Attached Storage) device provides a long‑term, stable solution that protects the assets and reduces operational risk. In simple terms, a NAS is a self‑contained storage appliance that replaces the aging RAID box. It does not require a network to operate. It functions as a reliable, centralized place to store and retrieve archived video, turning a fragile setup into a dependable, long‑lasting system.

The full upgrade costs approximately $640 (plus tax), including the NAS enclosure and two NAS‑grade hard drives. This system provides 6 TB of usable storage today, with the ability to expand to triple that (if need be). NAS systems are built for long service lives; many remain in operation for 10–12+ years, with only occasional drive replacements. This makes the investment both cost‑effective and durable.

The new system supports the expected growth — the RAID currently stores around 3 TB of video and I anticipate the number of files will double that in the coming years. With two empty drive bays, we can expand storage without replacing existing hardware.

In addition to protecting the video records, the upgrade improves workflow. The NAS powers on only when needed, provides faster and more reliable access to archived footage, and eliminates the plugging and unplugging of the external drive that I do now.

Upgrading now is a low‑cost, high‑impact investment that:

  • Protects years of irreplaceable video assets
  • Eliminates the risk of catastrophic RAID failure
  • Provides a storage platform designed to last a decade or more
  • Supports future growth without additional budget requests
  • Improves reliability and simplifies day‑to‑day work

This upgrade prevents far more expensive problems later and ensures our digital archives remains secure, accessible, and future‑ready.

The Treasurer informed me that there is about $5500 in the Special Project fund.   Other than more M disks, I don’t anticipate a need for any other equipment in the near future.

Bruce
Associate Archivist

 

 

 

  

Nora & Bruce Mai

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Jan 14, 2026, 1:50:42 PMJan 14
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I am amending the estimate for the cost I previously stated below.  I added protection packages, which brings the total closer to $860, including taxes, just to be accurate.

 

Bruce

Associate Archivist

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Kevin Roche

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Jan 14, 2026, 4:47:46 PMJan 14
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As someone who in his day job has to maintain data integrity on our 40 years worth of research files, I absolutely support this. 

Elaine Sims

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Jan 14, 2026, 4:54:06 PMJan 14
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As someone who has lost significant data to hard drive failures I also support this. 
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Cattails Quilts & N Theory Farm


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Randall Whitlock

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Jan 14, 2026, 5:30:00 PMJan 14
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As I try in vain to backup my own work from 20-odd years ago, I also support the idea.

Randall

Jacqueline Ward

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Jan 14, 2026, 5:45:52 PMJan 14
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I’m also in favour of this. We need to safeguard our history for our future.
Jacqui Ward
Sent from my iPhone

On Jan 14, 2026, at 5:30 PM, 'Randall Whitlock' via ICG Board Online Meeting <mee...@board.costume.org> wrote:



Byron Connell

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Jan 14, 2026, 7:14:45 PMJan 14
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Bruce —

I also support this  I do have two questions:

1. These are priceless records. Do we need to keep at least one complete set at a different physical site? If your house burns to the ground, how good the system was becomes irrelevant.

2. Do you need or want a motion to spend not more than $1000 from the Special Project fund?

Byron
 

Nora & Bruce Mai

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Jan 23, 2026, 10:42:06 AMJan 23
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Sorry for the lateness of my reply, Byron.  First, let me give everyone an idea of the state of the Video Archives.

Obviously, when I began work for the Archives, I prioritized digitizing videotapes first.  Digital copies were made for both here in St. Louis and given to Pierre and Sandy, along with the original sources. 

 

By the 2010s, mostly DVDs were commonly being donated.   This gave me some breathing room while continuing to work on the tapes, so those were not immediately duplicated.

 

Now being made aware of supposed “DVD rot”, I stopped the original duplication process to begin the Special Project for re-copying all those DVDs to the new M-disc media, which supposedly will last beyond our lifetimes.  The oldest old-format DVDs (all still in good shape, so, yay) are from around 2003 and I’d guess half or more are over 10 years old.  I’ve been working on making M-Disk copies of all those since I began the Project – I have not given the first batch to the Pettingers yet because we hand collected materials off to them when we see them once or twice a year. 


Older technology DVD donations have slowed to a trickle, but I have been downloading masquerades and other costuming-related material to the RAID drive until such time as I could get them copied to (old) DVD.   I have also been pulling individual clips off the videos I’ve processed so they can be used in our YouTube channel, including the memorials.  (I should mention that I did a complete backup of the Video Archives drive for Pierre a year ago or so, but that’s also on a regular hard disk drive, and that does not contain all the DVDs burned so far)

 

Nora and I went ahead and paid for this needed equipment when it was realized how old the RAID is now.  As I write this I am copying the 1.5T of data there to the new NAS drive.  It’s a slow process that is going pretty much 24 hours a day.  I imagine it’ll take roughly another week before it’s all done.

Now – the short answer, Byron, is one complete “set” exists here in St. Louis.  Pierre has both disk copies and I believe he’s also backing them up to a cloud as well.  The goal has always been to have the Archives in two locations, and is still the goal.  But it’s almost like starting over with the video material, getting the hundreds of masquerades put onto M-disks.

 

Of a more positive note, the entire Photo Archives are in three locations.  Pierre can speak up about how he’s been also backing up to his cloud server.

 

Bruce

.  

Nora & Bruce Mai

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Jan 23, 2026, 12:27:05 PMJan 23
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Probably wouldn’t be the worst idea, just so we have folks on the record, unless the Parliamentarian does not deem it necessary.

 

Bruce

 

From: mee...@board.costume.org <mee...@board.costume.org> On Behalf Of Byron Connell


Sent: Wednesday, January 14, 2026 6:15 PM
To: ICG Board of Directors <mee...@board.costume.org>

Subject: Re: [icg-bod] Update and request for Archives project funds

 

Bruce —

cost...@radiks.net

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Jan 23, 2026, 12:38:47 PMJan 23
to Nora & Bruce Mai, mee...@board.costume.org

Formal motions for these things are usually good so their is a transparent trail for expenditures of funds. 

 

Pierre acting as Parliamentarian 

 

 

Those who fail to learn history

Are doomed to repeat it.

Those who fail to learn history correctly --

Why they are simply doomed.

 

Achem Dro'hm "The Illusion of Historical Fact."

-- CY 4971

Andromeda

 

Kevin Roche

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Jan 23, 2026, 1:00:28 PMJan 23
to mee...@board.costume.org, Nora & Bruce Mai
I will certainly entertain such a motion. 

(Hint: someone just needs to say “I so move” and then someone else says “I second” ;-)

Judy Mitchell

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Jan 23, 2026, 2:19:22 PMJan 23
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I so move.
   -Judy Mitchell,  Northern Lights

Jacqueline Ward

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Jan 23, 2026, 4:19:49 PMJan 23
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I second the motion.
Jacqueline Ward
Fantasy Fibre Artists 
Sent from my iPhone

On Jan 23, 2026, at 2:19 PM, Judy Mitchell <judy...@oldwaylane.net> wrote:



Anne Davenport

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Jan 23, 2026, 8:46:19 PMJan 23
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I have not said anything here because I generally approve of what the Archives are doing and don't have anything to add, but I do want clarification on the wording of what we are moving and seconding.  Based on the first message in this thread, it looks like:

Move to approve another equipment purchase by the ICG Archives that would draw from the donations set aside for Archive projects, not to exceed $1000.00.  

Anne D.

-------------------------------------------------------------------------
Background information from: Bruce Mai message, Associate Archivist

I’m making a new request to the Board, at the direction of the Treasurer,  to approve another equipment purchase that would draw from the donations set aside for Archive projects.  While this equipment is not directly related to the migration project, it does pertain to the storage and access of those files prior to migration.  It would also be integral to the creation of future video productions.

Currently, the video files are stored on a RAID hard disk system here at my house.   This contains the only complete record of costuming-related files we’ve collected.  Hard drives typically last 3–5 years, and even unused hardware continues to age.   That RAID system is now 8 years old and well past its reliable service life. The main reason the RAID is still working is because it’s only plugged in when new files are added or copied to my PC for a production.  A failure during retrieval could result in partial or total loss of all those files — representing years of irreplaceable work.  Rather than purchasing a new RAID, I’m proposing to replace the current one with a modern storage unit that’s designed to last a decade or more.

A modern Synology NAS (Network Attached Storage) device provides a long‑term, stable solution that protects the assets and reduces operational risk. In simple terms, a NAS is a self‑contained storage appliance that replaces the aging RAID box. It does not require a network to operate. It functions as a reliable, centralized place to store and retrieve archived video, turning a fragile setup into a dependable, long‑lasting system.

The full upgrade costs approximately $640 (plus tax), including the NAS enclosure and two NAS‑grade hard drives. This system provides 6 TB of usable storage today, with the ability to expand to triple that (if need be). NAS systems are built for long service lives; many remain in operation for 10–12+ years, with only occasional drive replacements. This makes the investment both cost‑effective and durable.

The new system supports the expected growth — the RAID currently stores around 3 TB of video and I anticipate the number of files will double that in the coming years. With two empty drive bays, we can expand storage without replacing existing hardware.

In addition to protecting the video records, the upgrade improves workflow. The NAS powers on only when needed, provides faster and more reliable access to archived footage, and eliminates the plugging and unplugging of the external drive that I do now.

Upgrading now is a low‑cost, high‑impact investment that:

  • Protects years of irreplaceable video assets
  • Eliminates the risk of catastrophic RAID failure
  • Provides a storage platform designed to last a decade or more
  • Supports future growth without additional budget requests
  • Improves reliability and simplifies day‑to‑day work

This upgrade prevents far more expensive problems later and ensures our digital archives remains secure, accessible, and future‑ready.

The Treasurer informed me that there is about $5500 in the Special Project fund.   Other than more M disks, I don’t anticipate a need for any other equipment in the near future.



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Byron Connell

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Jan 25, 2026, 6:50:19 PMJan 25
to ICG Board of Directors, Jacqueline Ward
That language is acceptable to me.

Byron

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