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Annual Email Update Workflow
The GaNCH website has a semi-automated mailer that will send pre-formatted messages to every email address stored locally on the GaNCH website.
- This tool should only be used once per year, to avoid spamming the NCH organizations.
- This annual email update will only go out to organizations who publicly supply email addresses on their websites -- many organizations do not supply an email address publicly on their websites (i.e., they only supply a web form for sending email messages to the organization). Therefore, the email blast is a low-effort way to reach many organizations easily to check for updates. We do not expect a manual review of every organization on the GaNCH list.
- The email blast is sent from GALILEO's email servers, but the reply-to email address is ganch.project@gmail.com . Any bounced messages will be received at this address for follow-up.
- Note that this workflow requires you to log into three different websites (Wikidata, GaNCH, and Gmail) and do general web research, all at the same time. Work carefully to avoid making mistakes.
- Create a Wikidata account. You'll stay logged in with this account while you edit Wikidata to keep all your edits recorded together.
- Login to the GaNCH website at: https://ganch.auctr.edu/login (Contact Cliff or Mandy for the login credentials)
- Go to the Recipients page: https://ganch.auctr.edu/recipients
- Click on the blue "Send Reminders" link
- Confirm! to send the email blast
- Log into Gmail using the ganch.project@gmail.com account (Contact Cliff or Mandy for the login credentials)
- Look at each bounced email (i.e. "Undeliverable:", "Delivery Status Notification (Failure)", etc.)
- For each bounced email, review the organization's website / Facebook to see if a new email address is listed
- If not, reach out via phone, Facebook DM, or Twitter DM to request an active email address for the organization
- You may also receive email responses with information that needs to be updated. (see step 14)
- If the website / Facebook no longer lists any email addresses, delete the statement "e-mail address (P968)" from the organization's Wikidata item
- To do this, in Wikidata, scroll to “email address” and click "edit" then “remove” (icon with trash can).
- Check the organization's website, Facebook, and the Georgia Corporations Business Search to see if the organization has dissolved
- If the organization is dissolved, add a "dissolved, abolished or demolished date (P576)" statement on the Wikidata item to indicate that the organization no longer exists (examples: Atlanta Heritage Row, Dawn of Time Museum)
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Use the Wayback Machine to get a snapshot of the web page that shows the date that the organization dissolved. Add that Wayback link as a Reference link to show where you found out that the organization is dissolved. 2023 Note: The Georgia Corporations Business Search now blocks the Wayback Machine and archive.today. If you need to cite GCBS, use the plain URL (i.e. "https://ecorp.sos.ga.gov/BusinessSearch/BusinessInformation?businessId=825842"), and a Retrieved date. See below.
Go to the Wayback Machine website and paste the URL you want to snapshot. Click Save Page.
Next 1) right-click the snapshot URL and 2) left-click on Copy Link
Back on Wikidata, 1) click on "add reference", then 2) add a reference URL with 3) the snapshot URL, and 4) click on publish
Note: If you can't get a Wayback Machine snapshot, just include 1) the regular URL for the Reference URL and 2) a Retrieved date.
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Add the word "former" to the beginning of the Description field to help indicate that the organization is dissolved.
- If you find updated information (either from an email response or by looking at an organization's website/Facebook), update the information in Wikidata and include a Wayback Machine snapshot reference URL (step 12 above).