Vet Story Projects Failing? Avoid These Mistakes

Collecting and preserving veteran stories is vital for honoring their service and ensuring future generations understand the sacrifices made. However, many well-intentioned projects stumble, leading to incomplete or unusable archives. Are you making these common mistakes that could undermine your efforts to preserve these invaluable narratives?

1. Failing to Prepare a Structured Interview

One of the biggest pitfalls is going into an interview without a plan. Winging it might feel natural, but it usually results in a disjointed and incomplete story. You’ll likely miss key details and end up with information that’s difficult to organize and analyze.

Pro Tip: Develop a standardized interview protocol. This ensures you cover essential topics with every veteran, making comparison and analysis much easier.

Start by outlining major life events: pre-military life, training, deployment(s), post-military life, and reflections on their service. Under each category, list specific questions. For instance, under “Deployment(s),” you might ask: “Where were you deployed?” “What were your primary responsibilities?” and “Can you describe a typical day?”

Common Mistake: Only focusing on combat experiences. While important, a veteran’s story is much richer than just their time in battle. Explore their motivations for joining, their relationships with fellow service members, and their transition back to civilian life. I had a client last year who spent his entire career in logistics; his stories about keeping the supply chain running were just as compelling as any combat narrative.

2. Neglecting Audio and Video Quality

Imagine spending hours interviewing a veteran, only to discover that the audio is riddled with static or the video is too dark to see. Poor quality recordings are a common and heartbreaking problem.

Step 1: Invest in Decent Equipment. You don’t need to break the bank, but a dedicated audio recorder like the Zoom H1n Zoom H1n and a decent external microphone are essential. For video, use a camera that can record in at least 1080p. Your smartphone might work in a pinch, but dedicated equipment will yield far better results.

Step 2: Test Your Setup. Before the interview, do a test recording. Listen carefully for background noise, microphone placement issues, and video clarity. Adjust your settings and equipment placement as needed.

Step 3: Control Your Environment. Choose a quiet location with good lighting. Avoid rooms with echoes or excessive background noise. If possible, use a neutral background for video recordings.

Pro Tip: Use an external microphone, even if your camera has a built-in one. The difference in audio quality is significant. A lavalier microphone clipped to the veteran’s shirt is a great option.

3. Overlooking Legal Releases and Permissions

This is a critical step that many overlook, often with serious consequences. You cannot legally share or archive a veteran’s story without their explicit permission. This includes audio, video, transcripts, and any other materials related to the interview. It’s not enough to just assume they’re okay with it; you need a signed legal release.

Step 1: Draft a Comprehensive Release Form. This document should clearly outline how the interview will be used, who will have access to it, and the veteran’s rights regarding their story. Include clauses about archiving, distribution, and potential commercial use (even if you don’t plan to use it commercially, cover your bases). Consult with an attorney to ensure your release form is legally sound in Georgia, referencing applicable laws such as O.C.G.A. Section 10-1-393 regarding privacy.

Step 2: Explain the Release Form Clearly. Before the interview begins, take the time to explain the release form to the veteran in plain language. Answer any questions they have and make sure they fully understand their rights. I had a situation at my previous firm where a project was stalled for months because we hadn’t properly explained the implications of the release form, causing the veteran to hesitate.

Step 3: Obtain a Signed Copy. Have the veteran sign and date the release form before the interview starts. Keep a copy for your records and provide a copy to the veteran. Store the original release form securely.

Common Mistake: Using a generic release form downloaded from the internet. These forms may not be legally valid in your state or may not adequately protect the veteran’s rights. Tailor your release form to your specific project and consult with legal counsel.

4. Failing to Establish a Clear Chain of Custody

Chain of custody refers to the documented history of who has handled the interview materials and where they have been stored. This is crucial for maintaining the integrity and authenticity of the archive. Without a clear chain of custody, you can’t prove that the materials haven’t been tampered with or altered.

Step 1: Document Every Step. From the moment the interview is recorded, keep a detailed log of who has access to the files, when they accessed them, and what changes (if any) were made. This log should include dates, times, names, and a brief description of the action taken.

Step 2: Use Secure Storage. Store the original recordings and transcripts in a secure location, both physically and digitally. For physical storage, use a locked cabinet or safe. For digital storage, use password-protected cloud storage or encrypted hard drives. Consider using services like Box Box or OneDrive for secure cloud storage.

Step 3: Control Access. Limit access to the interview materials to only those who need it. Require users to log in with unique usernames and passwords. Regularly review access logs to ensure that only authorized individuals are accessing the files.

Pro Tip: Create a backup of all interview materials and store it in a separate location. This will protect against data loss due to hardware failure, natural disasters, or other unforeseen events.

5. Ignoring Metadata and Tagging

Metadata is “data about data.” In the context of veteran stories, it includes information such as the veteran’s name, rank, dates of service, locations served, interview date, interviewer’s name, and keywords related to the interview content. Tagging involves assigning these metadata tags to the interview files, making them searchable and discoverable.

Step 1: Create a Metadata Schema. Develop a standardized set of metadata fields that you will use for every interview. This will ensure consistency and facilitate searching and filtering. Include fields for biographical information, military service details, and keywords related to the interview content.

Step 2: Tag Your Files Consistently. Use a consistent naming convention for your files and folders. For example, you might use a format like “LastName_FirstName_InterviewDate.mp4” for video files. Add metadata tags to each file using software like Adobe Bridge Adobe Bridge or dedicated archival software. Be thorough and accurate in your tagging.

Step 3: Use Controlled Vocabularies. To ensure consistency in your tagging, use controlled vocabularies or thesauri. These are standardized lists of terms that you can use to describe the interview content. For example, you might use the Library of Congress Subject Headings or a military-specific thesaurus.

Common Mistake: Neglecting to transcribe interviews. While audio and video recordings are valuable, transcripts make the content much more accessible and searchable. Consider using transcription services like Otter.ai or Descript to create accurate transcripts quickly.

6. Neglecting Post-Interview Follow-Up

The interview itself is just one part of the process. What happens afterward is equally important. Neglecting post-interview follow-up can lead to missed opportunities and incomplete stories.

Step 1: Review the Interview. Immediately after the interview, review the recording and transcript (if available). Identify any gaps in the story or areas that need clarification. Note any follow-up questions you need to ask.

Step 2: Follow Up with the Veteran. Contact the veteran to thank them for their time and to ask any follow-up questions you have. This is also an opportunity to clarify any ambiguities or to gather additional information. Sometimes, a veteran will remember additional details after reflecting on the interview.

Step 3: Obtain Additional Materials. Ask the veteran if they have any photographs, documents, or other materials that they would be willing to share. These materials can add valuable context and depth to the story.

It’s important to remember that many veterans feel misunderstood, so sensitivity is key.

7. Failing to Preserve the Stories Properly

All your hard work will be for naught if you don’t take steps to preserve the veteran stories for the long term. Digital files are fragile and can easily be lost or corrupted if not properly managed.

Step 1: Create Multiple Backups. Create at least three backups of all interview materials. Store one backup on-site (e.g., on an external hard drive), one backup off-site (e.g., in the cloud), and one backup in a geographically separate location (e.g., at a trusted friend’s house or in a secure storage facility). A hard drive in your office at the Varsity is not enough.

Step 2: Use Archival-Quality Media. Transfer the interview materials to archival-quality media, such as gold CDs or DVDs. These media are designed to last for decades, unlike standard CDs and DVDs, which can degrade quickly.

Step 3: Migrate to New Formats Regularly. As technology evolves, file formats become obsolete. Regularly migrate your interview materials to new formats to ensure that they remain accessible. For example, you might need to convert older video files to a newer codec.

Pro Tip: Consider partnering with a local historical society or university archive. These institutions have the expertise and resources to preserve veteran stories for the long term.

By avoiding these common mistakes, you can ensure that your efforts to preserve veteran stories are successful and that these invaluable narratives are available for generations to come. Don’t let these stories fade away; take the necessary steps to capture, preserve, and share them effectively.

These steps will ensure that your efforts to preserve veterans‘ legacies stand the test of time. Don’t let these stories be lost; start planning today to capture and protect these invaluable pieces of history.

And remember to avoid these veteran storytelling mistakes.