A content collection plan for your school’s first launch
Most schools have more material than they think, spread across a coach’s binder, an alumni volunteer’s hard drive and a trophy case. A collection plan lists each source, what it covers and who will gather it, so data entry starts from a complete picture.
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Why it matters
The records exist, but nobody knows where they all are
Hall of fame bios sit in a former athletic director’s email, team photos live in the library and the record book is painted on a wall. Without a plan, gaps show up halfway through entry, when they’re hardest to fix.
Ideas for Content Collection Plan
A source list by collection
For each collection, note the files that feed it: honoree spreadsheet, portrait folder, induction programs or plaque photos.
Where each source lives
Record the location and owner, such as the main office filing cabinet or the booster club’s shared drive.
What format it’s in
Mark whether a source is already digital or still on paper, plaques or bound books. That decides which route it takes.
Who gathers each item
Give each source a named person and a hand-over date, so collection doesn’t fall to one overloaded staff member.
Known gaps and missing years
Flag missing photos, unknown graduation years or seasons with no records, so you can decide whether to research them or launch without them.
Photo permission notes
Note who can confirm permission to use each set of photos, especially images from local newspapers or families.
How it works with Data Entry & Project Management
Content Collection Plan, step by step.
Three steps
Share what you’ve gathered
Send the spreadsheets, photos and documents that are already digital. For loose paper, plaques and programs, describe what you have and Rocket confirms the work involved.
Rocket organizes the agreed sources
Rocket enters the agreed material and lists the details your sources don’t answer.
Close the gaps together
Your contact fills in what’s missing or decides it can wait, then your reviewer checks the entries before launch.
Setups vary by school; your demo confirms what yours will use.
Best practices
Tips to get it right.
Content Collection Plan tips
Start the list before the first call
A rough inventory, even a few lines in an email, makes the first conversation far more useful.
Don’t scan everything first
You don’t need to digitize loose paper and plaques before talking to Rocket. Describe them and the route is confirmed with you.
Route bound yearbooks separately
Bound yearbooks follow a separate partner scanning route with Rocket’s partner discount, so give them their own line in the plan.
Keep one shared folder
Ask everyone to drop digital files into one shared folder, with subfolders named by collection or sport.
Keep exploring
More Data Entry & Project Management use cases
Questions
Content Collection Plan questions
List each collection you want to launch, the sources that feed it, where they live and who will gather them. Add known gaps and who can confirm photo permissions.
Rocket helps you sort material by route: digital files for data entry, bound yearbooks for the partner scanning process and loose paper or plaques for a scoping conversation. Rocket then organizes the agreed material and flags what’s still missing.
Note the gap and decide with your team whether to research it or launch without it. A first collection can go live with what you have, and earlier years can follow.
No. A sample helps but isn’t required, and Rocket can discuss what’s usable and what needs preparation. That work is listed in your proposal before anything starts.
Your next step
Talk through your content project.
We'll scope a first collection and agree who does what before any work starts.
