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Grants:PEG/Wikimedia Ghana User Group/GLAM GHANA

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GLAM Ghana is a project aimed at promoting contents from Ghanaian Libraries, Archives, Monuments and Museums on Wikimedia Commons and its sister projects under free licenses for easy and free accessibility to anyone who requires that knowledge.
targetWikimedia Commons, Wikipedia, Wikisource
strategic priorityImprove the quantity and quality of Ghanaian and African contents online.
start date1st April 1st May March 15
start year2016 2017
end date15th October 15th November 15 October
end year2016 2017
budget (USD)$8,173
grant typeOpen
non-profit statusNo
contact(s)• rberchie@gmail.com• flixtey@gmail.com
organization• Wikimedia Ghana Usergroup
created on15:32, 3 July 2015 (UTC)

Project idea


What is the problem you're trying to solve?


Lack of backup or evidence of historical artifacts and facts due to damages, loss or sheer mismanagement is removing the level of accuracy in our history.

Inability to globally share our history removes the benefit of accessibility to resourceful information on the global Web for the use of researchers or individuals with an interest in Ghana. Most of these records can be found in the archives but most of them are in bad conditions that if care is not taken they will be lost forever. According to PRAADmost of these records are deteriorating and there is an urgent call for digitization of these records. Again, editors writing about Ghanaians and other things of Ghanaian origin find it very difficult to establish their notability because of lack of information of these people or facts; and even if they exist, they are normally poorly covered on the web and mostly on the Libraries etc that can be accessed on the web.

What is your solution?


To promote Ghanaian culture and heritage through multimedia content uploads on Wikimedia Commons and source documents on Wikisource that will compliment existing or future articles on Wikipedia and other sister projects. The Wikipedia Library (TWL) may also benefit indirectly from this cause, through our partnership with the Ghana Libraries Authority. Our focus is to promote open and free learning of historical contents about the Ghanaian culture, heritage, etc. This project will help us to reduce the tendency of future losses of Ghanaian data through fires and other disasters or even mismanagement.

Activities will include taking pictures or scanning, if necessary and cataloging Ghanaian contents and uploading them onto Wikimedia Commons and Wikisource to ensure accuracy of historical facts and to eliminate possible loss of evidence. In situations where necessary, applicable documents would be digitized before uploading and (or) placed in formats that will directly benefit other Wikimedia Projects such as Wikisource, Wikipedia, etc.

In gathering views on this project, we posted this idea via idea lab to gather relevant knowledge, expertise and advice to augment our activities towards this project. Link to idea lab here.

Pilot and Feasibility Testing


To ensure that we pursued a good cause and to satisfy our reason for this quest, users Flixtey and Rberchie conducted a pilot of the anticipated project with PRAAD and The National Museum in Accra. We also used the opportunity to explain our intentions and to secure partnerships for the project ahead. Below is a copy of the Memorandum of Understanding (MOU) between us and the institution, and we will be working with.

Gallery of photos covered under the pilot phase



Please briefly describe what will be accomplished if the project is successful (2–3 sentences).

Our goal is to increase Ghanaian content on Wikipedia.This will be done by creating a depository for Ghanaian content which hitherto were not on Wikipedia and its sister projects which will enhance accessibility of Ghanaian history and heritage and also make it easier for editors to establish notability of Ghanaian contents.

  • This will include taking pictures of various museums and mausoleums as well as buildings of historical importance and national monuments.
  • Pictures of artifacts, paintings, wood carvings and metal work in the museums which will be permitted.
  • Maps, city plans, plans of major buildings, etc.
  • Government documents such as agreements, treaties, bonds, etc.



Project scope


We hope to undertake this project (Photo Expeditions, Edit-a-thons and content gathering by WIRs) within a period of six (6) months.

  1. Wikipedia in Residence (WIR) Program - For the entire 6 months duration.
  2. Photo-Expeditions - Two (2) within the project duration of 6 months.
  3. Edit-a-thons/Upload Session - One (1) every other month during the 6 months duration.

Below are a list of the places to be possibly visited;

Greater Accra
  • PRAAD National HQ
  • National Musuem
  • Ussher Fort Museum
  • The Museum of Science and Technology
  • Fort Vernon, Prampram
  • Augustaborg Teshie Accra
  • Fort Fredensborg Old Ningo
  • James Fort
  • National Library
  • George Padmore Library
  • Balme Library
Ashanti Region
  • Kwame Nkrumah University of Science and Technology Museum
  • Manhyia Palace Museum
  • Nurom Hats Museum
  • Yaa Asantewaa Museum
  • Bonwire & Adanwomasi Kente weaving
  • Ahwiaa wood carvings
  • Pankrono pottery
  • Ntonso Adinkra
  • KNUST Library
Central Region
  • Cape Coast Castle Museum
  • Elmina Castle Museum
  • William Lighhouse
  • Fort Good Hope Senya Breku
  • Fort Vrendenberg Komenda
  • Fort Patience Apam
  • Fort Nassau Apam
  • Fort St Georeges D'Elmina Elmina
  • Fort Amsterdam Abandzi
  • Cape Coast Castle
  • University of Cape Coast Library
Upper East
  • Upper East Regional Museum
  • Old Navrongo Catholic Cathedral
  • Wuriyanga Mosque
Volta Region
  • Volta Region Museum
  • Fort Prezensten Keta
Western Region
  • Museum of Nzema Culture and History
  • Fort San Antonio Museum
  • Fort Appolonia Benyin
  • Fort Batenstein
  • Fort Groot Fredericksborg
  • Fort Metalcross Dixcove
  • Fort Orange Sekondi
  • Fort St Anthony Axim
  • Fort San Sebastien Shama
  • Fort Dorothea Akwida
  • Nzulezu Stilt Settlement
Northern Region
  • Tongo Tenzuk Cultural Landscape
  • Larabanga Mosque
  • Bole Mosque
  • Maluwe Mosque
  • Banda Nkwanta Mosque
  • Dakrupe Mosque
Upper West
  • Gwollu and Nareligu Defence Walls
  • Wa Naa's Palace
  • Wechiau Mosque
  • Dondoli Mosque
  • Nakore Mosque

PRAAD (WIR Program)


Public Records and Archives Administration Department Ghana have agreed to partner with us on the project. This institution will host our WIR for the entire duration of the project. For the pilot phase of this project, the WIR will be situated at the Accra PRAAD office. Below are a list of items that may be collated for use on the various Wikimedia Projects;

  • Maps (country maps, city maps, vegetation maps, minerals distribution maps, etc.)
  • Government documents (such as;contracts,MOUs etc.)
  • Official letters
  • Pictures (postal stamps, agreements, bonds, etc.)
  • Records of events
  • Sessional address of the Presidents of Ghana before and after independence.
Detail Activities Timeline
  • Month 1 - Historical agreements (bonds, treaties, and pacts of colonial and modern times including referendum).
  • Month 2 - City maps, plans, drawings, land boundaries and plans of historical buildings in the capital (Precolonial and postcolonial).
  • Month 3 - Sessional addresses of various Presidents and Parliament of different republic Head of States.
  • Month 4 - Pictures of various important public figures (colonial administrators, presidents, etc.) and various landmark projects including their commissioning + Various important newspapers or filings that will support some key articles we intend to write on.
  • Month 5 - Court cases, Judgements and rulings of key issues (Woyome against the state, etc.)
  • Month 6 - Land & Conversion bulletins + Reporting and storytelling

Museums and Monuments Board (Photo-Expeditions)


The Ghana Museums and Monuments Board has given us the go ahead to capture all encyclopedic contents on all forts, castles, museums and sites across all the 10 regions of Ghana. However under the project duration (6 months) we will cover 2 regions across the country. Activities in this section will be in the form of photo-expeditions where at least 2-3 people travel from Accra to meet up with other photographers and photo fanatics in the communities of visit. This approach we believe will cut down on cost of travel and increase our reach that may later translate into new contributors to commons.

We have categorized 2 activities for the period of the project to cover museum, monuments and eco-tourist sites in each region we visit.

Detail Activities Timeline
  • Month 1 - Ashanti Region
  • Month 2 - Volta Region

Activities Summary

  • Contents gathering by WIR throughout the 6 month period.
  • 3 edit-a-thons/upload sessions throughout the project duration (6 months).
  • 2 photo-expeditions throughout the entire project duration (6 months).


Target readership

This project due to the the wider remit of GLAM will involve most of Wikimedia projects.

  • Wikimedia Commons a repository for Ghanaian contents that will be gathered
  • Wikipedia creation and improvement of articles of Libraries,museums,monuments and archives.
  • Wikisource will incorporate it into the Library project if training is received.
Fit with strategy

What crucial thing will the project try to change or benefit in the Wikimedia movement? Please select the Wikimedia strategic priority(ies) that your project most directly aims to impact and explain how your project fits. Most projects fit all strategic priorities. However, we would like project managers to focus their efforts on impacting 1-2 strategic priorities. Examples of strategic priorities can be found at here.

Increasing quality

This project will focus on increasing quality of sources for the (re) use of editors.

  1. Increasing accessibility to reliable sources for editors
  2. Increasing participation by subject matter experts to perform surface and in-depth reviews
  3. Photo events with associated edit-a-thons focused on integrating media on wiki projects

Increasing participation

Through the 3 edit-a-thons designed for this project, new editors may be recruited or existing editors may be engaged with edits (to be active).

  1. Active interest-group collaboration on identifying articles for improvement
  2. Topic-specific edit-a-thon (on forts and castles, museums, other relevant documents)
  3. The Photo-Expeditions will engage people from all walks of life (both Wikimedians and non-wikimedians).
Measures of success
Measures of success for WIR Program
  • Scan and upload a minimum of 100 essential documents of Ghanaian origin per month.
  • Take and upload over 100 pictures of historical relevance per month.
  • Create an article for PRAAD and update it with some of the documents in their depository.
  • Number of relationships and partnerships to be established 4-9
Measures of success for Photo-Expeditions
  • Upload at least a minimum of 200 quality images per trip from Ghanaian museums, monuments and eco-tourism sites.
  • Upload a total of 400 quality images after the two (2) trips (photo expeditions)
  • Take and upload pictures of all the Forts, Castles, monuments and eco-tourism sites in the aforementioned regions including their holdings.
  • Upload pictures of museums and monuments in Ghana and items that we will be allowed to be captured.
  • Take and upload pictures of landmarks, important buildings and monuments in Ghana.
  • Create and (or) improve articles of places of visit.
  • Establish relationships with 5 partners.

Project Management and Administration


This explains the framework of the entire project and how clearly work intends to be done in order to achieve the level of success expected. The project will engage the activities one (1) coordinator (volunteer role, will be called on as and when there is the need) and one (1) Wikipedia in Residence (WIR) for the GLAM.

Project Coordinator


The one project coordinator (will be a volunteer to execute particular tasks as and when the need arises, may not necessarily be a particular volunteer, as it may vary due to availability) will be responsible for the administration works of the project. His/Her duties include;

  • Call for WIR and recruitment of WIR
  • Monitoring and supervision of WIR to ensure efficiency and effectiveness at post.
  • Social media and PR management.
  • Forging partnerships with GLAM bodies in Ghana for future or similar Wikimedia projects.

Prospective Partnerships

  • Ghana Library Authority
  • Ghana Broadcasting Corporation
  • Institute of African Studies
  • Ministry of Tourism and creative arts
  • National Film and Television Institute
  • Ministry of Information

Wikipedia in Residence (WIR)


The WIR will be responsible for the collation of contents to Wikimedia Projects. Their duties include;

  • Take and upload or scan quality pictures or contents from GLAM partners.
  • Look for information from partners to help improve articles already on Wikipedia or yet to be created.
  • Preservation of information.(Digitization)
  • Scanning of books and pictures for upload.

Resources and risks




Project Team username or email



Risk Outcome Mitigation
Lack of interest by organisations in promoting the project
  • People don't really understand Wikipedia and how it works
  • Lack of interst as a result of no monetary returns for people within the organisation
  • Explicit explanation of the scope of the project to all GLAM partners
  • Sign MoUs before commencement of project
Time needed to complete project
  • Project not completed on time
  • Need for request of extension
  • All positions involved will be a fulltime position
  • Necessary groundwork will be done before commencement of project
  • Continuous monitoring of WIRs with provision of weekly reports.
Low quality images of pictures and documents
  • Non sharp pictures
  • Blurred scanned images

WIR and Coordinator will undergo a 1 day training prior to the project

Selection of the right people for the position of WIR
  • Possible selection of people who can meet the obligation
  • Possible selection of capable Wikimedians who might be busy with other engagements
We will advertise the role of the WIR to ensure maximum applications are received and proper screening done before selection.



Please provide a detailed breakdown of project expenses according to the instructions here. See Budget Guidelines. Grantees are subject to line-item scrutiny of expenses. Changes to the approved budget beyond 10% in any category must be approved in advance.

Project budget table

Project Staffing
Coordinator 6 months As and when required 1,338 Will recruit and manage the WIR as assigned to the institutions he/she manages. Will also train the WIRs to ensure their works are perfectly done and manage other campaigns including PR and social media engagements within the project duration. Will also be responsible in the organisation of the expeditions as well seek partnerships.
WIR 1*6 months $1,000 per month $6,000 Will be assigned to an institution to collate information or data for WMF projects. Will also help in coordinating the Edit-a-thons and upload sessions that will be held during the project span.
Transportation 1*6 months 140

@7/day 20 days a month

840 This allocation will cater for the transportation of both the Coordinator and WIR to and from their places of work.
Feeding 1*6 months 300

@15/day 20 days a month

1800 This amount is meant to cater for the feeding of both contractors on the job. It seeks to provide at least two meals (breakfast and late lunch or perhaps almost dinner for the two appointed to the respective roles).
Project Expense
Media 1 400 200 400 200 This amount is meant to enable us give some honorarium to media persons who will cover some part of the project (mini/press conference) and an advertisement in the dailies to PR our works and promote the activities of Wikimedia Ghana Usergroup and GLAM Ghana Project as haven solved one of the key problems of archiving in the country.( The practice in Ghana is that an event organizer pays for the transportation and feeding of press who come to take coverage of projects. This will also help foment ties with media as a community and makes it easier to call on the media for coverage of subsequent projects.)
Badges/Tags 1 pcs 15 30 15 For easy identification at the premises of partner institutions
T-shirts 10 pcs 5 50 For presence and free advertisement. Also to award participants of the photo donation campaign as well as contact persons at the partner institutions for publicity and a parting gift for participating organizations. Other souvenirs available will be attached.
Internet 2 1 155 310 155 To enable uploads of WIR work, and photo donation upload sessions and edit-a-thons.
Edit-a-thons/Upload Sessions 3 180 540 To build/write texts around contents we have gathered and to also enable people who have photos that they may wish to donate to commons for the period.
Photo-Expeditions 2 480 1080 To gain community participation in a photo hunt exercise while we cover the museums, monuments and eco-tourist sites across 8 regions.
Hand Scanners 1 565 565 A ScanSnap SV600 to enable scanning of documents and books of all types. 
Laptops 2 1 500 1,000 500 For storing, processing and uploading content and also aid in all administrative work.
Camera Lens 1 420 420 To augment the use of the current community camera which rather has long range (zoom) lens. This new lens (Sigma 885 18-200mm F3.5-6.3 DC OS HSM Fixed-Zoom Lens for Canon EF-S Cameras) will make it possible to take both long and short range shots.
Camera 1 800 800 To complement the existing community camera and to enable WIRs take pictures concurrently at their assigned respective institutions. A [Http://www.amazon.com/gp/product/B004J3V90Y/ref=s9 ri bw g421 i2?pf rd m=ATVPDKIKX0DER&pf rd s=merchandised-search-9&pf rd r=1KNNY7D14E23FF7PCAKW&pf rd t=101&pf rd p=1973731842&pf rd i=3017941 Canon EOS Rebel T3i Digital SLR Camera with EF-S 18-135mm f/3.5-5.6 IS Lens]. Will make up 2 cameras for 2 WIRs targeting photo-centric part of the projects.
Contingency Expenses 1 197.50 Cover other petty costs uncounted for, that might be incurred in the course of the project. (eg: payment of some scanned documents at PRAAD, buying batteries for hand scanners, etc) this also take care of unforeseen expenditure that may not be readily known or budgeted for.

Details of Photo-Expeditions

  • Travel 3 (number of participants) * $100 = $300 * 2 (locations) = $600
  • Feeding 15 (number of participants) * $6 = $90 * 2 (locations) = $180
  • Accommodation 3 (number of participants) * $50 = $150 * 2 (locations) = $300
  • Total $480 + $180+ $300 = $1080

Coordinator tasks breakdown

Task Duration Cost Comments
Recruitment of WIR 24 hours for 3 days @ 8 hours per day $168 Sending out a call for WIRs and selecting the best for the job. This will include 8 hours of work for 3 days.
Monitoring of WIR 90 hours for 6 months @ 15 hours per month $630 On site visitations to monitor progress of WIR, will also include project budgeting & expenses and project report at the end of every month, It will mainly consist of work for 15 hours (in 2 days) every month.
Meeting with partner institutions 6 institutional visits $540 This includes transportation, feeding, calls, stationary materials (printing, photocopies, etc.) to be used. We have also made provision for more than one visits as we can't ascertain the number of visits till an agreement is reached.
Total $1,338

Edit-a-thon Breakdown

Item Quantity (Number of People) Unit Cost Budget Comments
Water 3 cartons $10 $30 A carton contains 24 pieces of water, meaning a person is entitled to at least 2 pcs at the event.
Pastries / Finger Foods (Snack) 30 pcs $3 $90 The only snack that will be shared for the event. It will be a set of finger foods to pick from throughout the meeting.
Drinks 30 pcs $2 $60 A drink to compliment the pastries that will be served.
Total $180

Media Breakdown

Item Cost Narration
Honorarium $200 Includes transportation and feeding for 4 media personnel.
Advert in Dailies $135 To PR our works as haven solved one of the critical issues of archiving and safeguarding our history from getting lost over time. An avenue to also gain partnership with other institutions who face similar challenges and share our efforts in making education open and easily accessible.
Transportation to invited TV/Radio shows $65 This is an allotment made towards the possibility of been invited to speak on TV/Radio shows.
Total $200

Total cost of project



Total amount requested


Total amount requested from the Project and Event Grants Program.$13,592.50 $8,173

Additional sources of revenue


Venue costs for the three (3) edit-a-thons have been catered for and not included in the budget. Our patnership with the Goethe Institute and the Linux Accra will give the venues for the named events for free. Ordinarily that should value around:

3 venues * GHC 500 = GHC 1,500 appx. $412.10

Non-financial requirements


See a description of non financial assistance available. Please inform the Wikimedia Foundation (WMF) of any requirements for non-financial assistance now.



Community notification


You are responsible for notifying relevant communities of your proposal, so that they can help you! Depending on your project, notification may be most appropriate on a village pump, talkpage, mailing list. Please paste a link below to where the relevant communities have been notified of this proposal, and to any other relevant community discussions. Need notification tips?

  • The Glam mailing list has been notified here
  • The Wikimedia Ghana User Group has been notified
  • The project has been shared on social media
  • The Wikipedia Library
  • Wikisource User Group
  • Africa Wikimedian Mailing List
  • GLAM Discussion page on Outreach



Do you think this project should be selected for a Project and Event Grant? Please add your name and rationale for endorsing this project in the list below. Other feedback, questions or concerns from community members are also highly valued, but please post them on the talk page of this proposal.

  • Ghana needs to be highlighted in the global arena and this is a key project to achieve that. 19:52, 8 September 2015 (UTC)
  • I like both premises and extent of this project. Very important. Support. --Virginia Gentilini (talk) 11:42, 9 September 2015 (UTC)
  • I really like the Wikisource part :-) Aubrey (talk) 14:47, 9 September 2015 (UTC)
  • I personally saw an artifact at a museum in Accra, which is damaging slowly; and if care is not taken, it will eventually be lost forever. This project I believe will keep this artifact of historical importance safe for future referencing. Evemahmoud (talk) 15:50, 10 September 2015 (UTC)
  • Much to like about this project — it addresses an area where we have rather poor coverage, it strengthens the GLAM activities in Africa, it spans across Wikimedia projects. Can't say whether the budget is appropriate, though, nor do I think I know the people involved. -- Daniel Mietchen (talk) 22:54, 11 September 2015 (UTC)
  • It seems very important to me, I think they really need this support. --Phyrexian ɸ 17:04, 24 September 2015 (UTC)
  • It is important that we ensure we support initiatives in Ghana to make more historical information available. Leutha (talk) 22:25, 16 November 2015 (UTC)
  • Strong support for this, especially the WikiSource aspect. Battleofalma (talk) 18:11, 17 November 2015 (UTC)
For grantees

If you are the grantee or representative that wrote this grant submission, you may request changes by using these links:

  • Samsung@gmail.com 04:32, 28 January 2018 (UTC)