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+# Etherpad Archiving Guide for OLS cohort calls
+
+## Purpose:
+
+For OLS (since OLS-4), we're using Etherpad for collaborative call notes to ensure accessibility, especially for the screen readers. 
+The Etherpad instance hosted by the Software Freedom Conservancy only hosts inactive etherpads for 90 days - so early OLS etherpads will disappear as they fall out of use.  
+We need to archive these notes manually if we want to save them.
+
+In the future, this will be done on a weekly basis by whoever processes the call videos. 
+
+## Archiving steps: 
+
+1. In Etherpad, go the the **Import/Export** dialogue, usually denoted by two arrows on the top right or bottom of the screen. ![import/export menu](https://i.imgur.com/yNNqhto.png)
+2. Select **Markdown** and download the file onto your computer. 
+3. You'll need to edit the etherpad before we archive it. 
+    - **HackMD is probably the easiest option** as it doesn't require installing anything and gives a preview of the text when it's nicely formatted. 
+    - Alternatively, this could be a program on your computer like [Atom](https://atom.io/) or [VSCode](https://code.visualstudio.com/), or in a Google Docs document.
+4. **Important: Anonymise the doc for cohort participants:** Go through the document and review all names and contact details through the entire document, including the icebreaker, rollcall, Q&A sections, etc. 
+    a. If the name is an **Expert guest speaker or cohort call host - leave it** in the document, since their materials and recordings will be shared online publicly. 
+    b. If the name is a **cohort member, remove it**, since there may be private or semi-private reflections or notes. 
+5. Upload it to GitHub on the OLS repo for the cohort (see [OLS-4 repo](https://github.com/open-life-science/ols-4) - this section is deliberately left vague as there are many ways to do this, but we'll be happy to help if you get stuck:
+    1.  Navigate to the correct folder for this week. You might need to create it yourself by typing it in the file name field: ![preview of the week name typed into the file name field](https://i.imgur.com/SUiPcax.png)
+    2.  Create a new file, and either upload the file you edited or copy/paste the info into the GitHub editor. 
+    3.  Make a pull request to the OLS repo! 
+