Information for Depositors
IMPORTANT ANNOUNCEMENT: Due to the AILLA technology upgrade that is taking place during 2015, AILLA is NOT able to accept any digital materials to be added to the archive until further notice. If you have any materials--digital or analog--that you would like to add to AILLA, please contact the AILLA manager for more information. After the upgrade, AILLA will have a new deposit procedure that all depositors will be asked to follow. The new procedure will be posted on this webpage (Information for Depositors) as soon as it is available. We apologize for any inconveniences caused by this temporary ingestion freeze. Thank you for your patience as we work through this major transition.
How to make a deposit
If you plan to deposit at AILLA any materials that will be collected, digitized or organized as part of a grant-funded research project that requires a Data Management Plan (DMP), there is a service fee of 8% of the budgeted direct costs (please read this information carefully). Otherwise, archiving with AILLA is free of charge. AILLA does not pay for any archive resources; all are donated by our depositors.
The AILLA Depositor Packet includes all the forms you need, including the license agreement, contributor information forms, and definitions of access levels. If you prefer, you can use the spreadsheet template for resource information (titles, dates, etc). Many researchers use AILLA's metadata spreadsheet as their main collection catalog.
The kinds of materials we accept are described below. The following quick links will take you to specific topics. If you have more questions, please contact us.
What kinds of materials do we accept?
AILLA welcomes any legitimate materials in or about the indigenous languages of Latin America. Legitimate materials are those produced by or in collaboration with native speakers of those languages. For example, we will gladly archive an original poem written in Kuna by a native speaker of Kuna, but we will not archive a poem written in Kuna by a non-native speaker; not even Joel Sherzer.
Literature: original writings or recordings produced by native speakers of indigenous languages in their native languages, including poetry, fiction, documentaries, and essays. Also works of oral literature performed by native speakers and recorded in any medium by non-native researchers.
Scholarly works: recordings of all kinds, transcriptions, translations, grammars, dictionaries, commentaries, etc. We can also accept books and journal articles whose copyrights have reverted to the author.
Be advised that we are unable to preserve some kinds of highly structured materials, such as databases or websites. If you have databases, hyperlinked documents, or other complex materials, please review the information about formats carefully.
Educational materials: textbooks, primers, workbooks, community event materials, etc. Anything you produce that speaker communities might find useful is most welcome.
Please note: your materials do not have to be perfect and complete to submit them to the archive. You can restrict access to them and update them whenever you choose. It is important to safeguard primary materials, like recordings, as soon as possible.
Please label all the materials clearly and pack them carefully, padding all breakable items. Include metadata forms in the package, on paper or a CD.
United States Postal Service address (please use this address only for small packages):
Other delivery services e.g., FedEx, UPS, or DHL (use this address/delivery method for large or small packages):
The easiest way to deliver a large deposit of digital media is to ship an external hard disk containing all the files, organized into folders, and the metadata spreadsheet. Flash drives of 20 GB or smaller can easily be sent through regular mail.
Small digital files, such as texts (pdf, photos, etc) can be emailed. Please do not email large files.
We are not permitted to provide ftp uploads to AILLA's servers. We can download files from your server, if you are able to establish such a protocol. You can also deliver smaller deposits of media files via services such as DropBox.
Please remember that we can not archive any materials not accompanied by metadata.
Once your materials have been accessioned, you can review and augment your metadata by logging in and choosing the first link on your welcome page. If you do not see a link to the Depositor Metadata Editor, please contact us.
This interface allows you to edit most metadata fields, including titles, descriptions and genres. You can add and edit Contributor information. You can also produce summaries of the materials in your collections, which may be useful for grant proposals and reports.