Synopsis
The contributor database serves as a centralized record of individuals who have joined The InterPlex contributor network. It is intended to support ongoing collaboration, content planning, outreach, and institutional memory by maintaining key information about contributors, their expertise, contribution history, and current status within the network. Individuals should only be added to this database after accepting an invitation to join the contributor network or otherwise making a substantive contribution to The InterPlex. Individuals formerly tracked in the 3.6 Recruitment database should be moved to the contributor database when they accept an invitation to join the contributor network.
1. Asana database template
Assuming use of Asana as task manager, I suggest using the following fields in a database template for tracking contributors:
| Field | Type | Purpose |
|---|---|---|
| Name | Text | Full name of prospective contributor |
| Affiliation(s) | Text | Institution, organization, or primary affiliation |
| Role(s) | Text | Relevant expertise, discipline, profession, or area of contribution |
| Contribution Type | Multi-select | InterArticle, InterDialogue, Other (specify in Notes) |
| Gender | Dropdown | Male, Female, Non-Binary |
| Geographic Region | Text | Country, region, or primary location |
| Website(s) | URL | Personal website, institutional profile, LinkedIn, ORCID, etc. |
| Contact Method | Dropdown | Email, LinkedIn, Referral, Website Form, Social Media, etc. |
| Contact Information | Text | Primary email address or preferred contact method |
| Contributor Status | Dropdown | Active, Inactive, Contribution in Progress |
| Join Date | Date | Date contributor joined the network |
| Last Contact Date | Date | Most recent communication with contributor |
| Last Contribution Date | Date | Date of most recent published or completed contribution |
| Contribution Count | Number | Total number of contributions completed |
| Associated Projects | Text | Relevant projects, series, or collaborations |
| Notes | Long Text | Relevant information about interests, collaboration history, availability, or future opportunities |
One of the advantages of maintaining contributor information in a structured database is the ability to sort, filter, group, and create custom views based on different fields. For example, filtering contributors by Geographic Region would facilitate planning projects based in specific areas, while sorting by Last Contribution Date would allow us to distinguish active contributors from those who could benefit from reengagement.
2. Basic governance norms
- Create one record per contributor
- Update contributor status when circumstances change
- Record new contributions and collaborations promptly
- Maintain accurate contact information
- Use Notes to document relevant context
Related
3.6 Recruitment database
3.8 Task management
4.1 Fundraising database
4.2 Institutional partnership database