Operations Handbook

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ToFF Attunement ​

Powered by KaraKeep
Managed by CultureOS

ToFF Attunement (https://listen.tomoffinland.org) is the Foundation's dedicated sensory post for listening to contemporary cultural discourse, community sentiment, press dialogues, and public resonance.

Institutional Scope Clarification

ToFF Attunement is strictly distinct from the Foundation's permanent art collections and historical physical archives. It functions as the Foundation's external sensory apparatus—tuning into public conversation, preserving community perspectives, and observing contemporary reception across digital channels.

System Operations & Engineering

This operational system is configured, deployed, and managed by CultureOS. CultureOS is an AI-native practice helping cultural institutions modernize digital infrastructure, archives, and research workflows responsibly.

Access Details ​

  • Portal URL: https://listen.tomoffinland.org
  • Infrastructure Engineering: Configured, deployed, and managed by CultureOS
  • Account Provisioning: Managed centrally by the Foundation Administrator. Public registrations are disabled to preserve institutional data integrity.
  • Authentication: Email-based credential authentication.

Feature Highlights ​

Core operational capabilities available to Foundation personnel across desktop, mobile, and communication channels:

Desktop Ingress: Browser Extension ​

Personnel monitoring public conversations, exhibitions, or research literature should utilize the browser extension to gather external articles and discourse with a single click.

Installation Instructions ​

  1. Access the Chrome Web Store or Firefox Add-ons repository.
  2. Search for KaraKeep (or Hoarder).
  3. Confirm installation and pin the extension to the browser toolbar.

Configuration ​

  1. Open the extension settings panel.
  2. Configure the Server Address field to:
    text
    https://listen.tomoffinland.org
  3. Enter your assigned institutional credentials or API token.
  4. When encountering relevant community discussions, reviews, or news coverage, click the extension icon to channel the record into ToFF Attunement.
Browser Extension Configuration Demonstration
Demonstration: Browser Extension Ingress WorkflowSOP-ATT-01

Mobile Ingress: KaraKeep App (iOS & Android) ​

To capture community interactions and public media directly from mobile devices, personnel should install the official client.

Application Downloads ​

  • Apple App Store (iOS): Search for KaraKeep App
  • Google Play Store (Android): Search for KaraKeep App

Critical Authentication Requirement ​

Mandatory Server Configuration Notice

When launching the mobile application for the first time, you must not attempt to log in using only your email and password on the default screen. Directly underneath the primary sign-in button, tap the server configuration field and input the Foundation instance URL: https://listen.tomoffinland.org. Failure to set this server URL will result in connection failure.

Mobile Configuration Procedure ​

  1. Launch the application on your mobile device.
  2. Locate the Server Address field positioned beneath the sign-in button.
  3. Input:
    text
    https://listen.tomoffinland.org
  4. Enter your institutional email address and assigned password.
  5. Authorize the application.
  6. Enable the KaraKeep Action Extension in the native iOS or Android Share Sheet to enable one-tap archiving from Safari, Chrome, and social applications.
Video Walkthrough: Mobile Client Configuration ProtocolWalkthrough

Institutional Feature: Forward-to-Keep Email Ingress & Board Archival Routing ​

Staff & Board Ingress Protocol
Automated Board Briefing

To eliminate manual copying, downloading, and fragmented correspondence across personal devices, ToFF Attunement provides Forward-to-Keep—an institutional email gateway designed for frictionless archival intake and board briefings directly from any desktop or mobile email client (Gmail, Apple Mail, Outlook).

Institutional Access Architecture: Universal Ingress, Restricted Board Repository

Universal Ingress Authorization: All Foundation staff members, coordinators, curators, and trustees are authorized to forward records to the gateway address: keep@tomoffinland.org.

Automated Board Routing: All forwarded emails are ingested and partitioned directly into the Board Members Only workspace. This repository is strictly restricted to Foundation Trustees. Non-board staff cannot view this workspace or access archived records.

Institutional Purpose: When staff members receive vital external correspondence, critical press inquiries, artist letters, or donor communications, forwarding them to keep@tomoffinland.org serves as the official mechanism to preserve organizational memory and immediately brief the Board of Trustees without compromising board privacy.

System Architecture: What Happens Upon Forwarding? ​

Personnel need only remember a single institutional gateway address:

text
keep@tomoffinland.org

When an email is forwarded or dispatched to this address:

  1. Autonomous Cloud Listener: The ingestion daemon polls incoming correspondence continuously, processing new records within 30 to 60 seconds.
  2. Intelligent Multi-Modal Processing:
    • Articles and Press Links: If the email contains links to external journalism, critical essays, or social media discussions (such as ARTnews, The New York Times, or X posts), the backend autonomously dispatches a headless browser worker to capture a full-page high-definition screenshot, convert the page into an archival PDF, extract complete article text, and synthesize automated AI metadata and summary tags.
    • Correspondence, Inquiries & Memos: If the email represents a dialogue, formal inquiry, or plain-text memorandum, the engine extracts and preserves sender identity, timestamp, subject header, and the complete email body into an immutably formatted archival card.
  3. Confidential Workspace Segregation: Every ingested record is automatically deposited into the Board Members Only list, completely invisible to non-board accounts.

Operational Scenarios ​

Staff and trustees should utilize Forward-to-Keep across three primary operational scenarios:

Scenario A: Critical Press Coverage & External Journalism ​

  • Operational Context: While reviewing industry newsletters or press alerts, staff or trustees encounter significant coverage concerning the Foundation, queer culture, or contemporary art market developments.
  • Procedure: Open the email, select Forward, set recipient to keep@tomoffinland.org, and send.
  • Result: The system captures an immutable full-page web snapshot and textual backup. Even if the publisher alters or removes the online article in the future, the Foundation retains an authoritative archival copy.

Scenario B: Sensitive External Inquiries & Stakeholder Outreach ​

  • Operational Context: Staff receive formal communications from journalists (e.g., ARTnews), institutional partners, participating artists, or major benefactors that require board-level visibility and historical documentation.
  • Procedure: Forward the thread directly to keep@tomoffinland.org.
  • Result: Sender identity, date stamps, and full thread context are indexed into the Board workspace, instantly accessible to trustees for governance decisions and full-text search.

Scenario C: Direct Administrative Memos & Field Notes ​

  • Operational Context: A board member or staff coordinator requires a rapid, friction-free way to document spontaneous curatorial ideas, exhibition thoughts, or meeting takeaways while away from a computer.
  • Procedure: Compose a new email addressed to keep@tomoffinland.org with the subject and body containing the observations.
  • Result: The message is converted into an independent searchable memo asset within the Board repository.

Privacy Boundaries & Security Governance ​

Institutional privacy and data boundaries are enforced at the infrastructure level:

  • Explicit Forwarding Boundary: The archival gateway only processes messages explicitly and intentionally dispatched or forwarded to keep@tomoffinland.org. Routine correspondence received in individual staff inboxes (such as personal @tomoffinland.org accounts) is physically segregated, inaccessible, and never scanned or synchronized by the archival engine.
  • Access Isolation: Ingested records reside exclusively in the Board Members Only repository. Institutional personnel with standard operational roles (such as social media managers or external contractors) have no visibility into this workspace.

Onboarding FAQ for Staff & Trustees ​

How long does it take for a forwarded email to appear in Attunement? ​

Ingestion typically completes within 30 to 60 seconds. The background polling worker inspects the institutional queue every minute. To view the record, open listen.tomoffinland.org, navigate to the left sidebar, and select Board Members Only.

Are email attachments and multimedia preserved? ​

The entire email body, typography, formatting, and hyperlinked references are 100% preserved. In addition, when an email contains primary article links, the engine autonomously converts the target external webpage into full-resolution archival assets (screenshots and extracted text).

Can personnel forward emails from personal email accounts? ​

For identity verification and spam prevention, personnel are strongly advised to forward messages using their official @tomoffinland.org institutional email address. If a trustee or senior staff member requires authorization to forward from a personal address (such as a personal Gmail), contact Administrator Nolan to register the address on the institutional whitelist.

Institutional Feature: Autonomous Video Ingress & Preservation Engine ​

In-House Institutional Capability

ToFF Attunement incorporates an in-house engineered media extraction and streaming preservation engine. Powered by an integrated background yt-dlp daemon and internal object storage, the system autonomously downloads, converts, and permanently retains high-resolution video assets. This guarantees that cultural memory and community records remain accessible to the Foundation even if external publishers delete posts, privatize feeds, or alter public links.

Ingress Modalities ​

Staff and curators may ingest video records through two primary pathways:

Mode 1: Automated Social Media Capture (Offline Preservation) ​

This is the recommended workflow for social listening, public relations monitoring, and community media tracking across Instagram, YouTube, TikTok, and X (Twitter):

  1. Copy the Source URL: Copy the permalink of any public post, reel, short, or video.
  2. Submit to Ingress Bar: Paste the link into the ingress input field at the top of https://listen.tomoffinland.org and press Enter (or dispatch via the mobile Share Sheet or browser extension).
  3. Autonomous Server Processing: The Foundation's backend worker triggers yt-dlp in the background, extracts the highest available resolution video container along with original cover art and metadata, and commits the file directly to Foundation-controlled persistent storage.
  4. Permanent Resilience: If the original creator subsequently deletes the post, marks it private, or removes the account, the Foundation retains an immutable, high-fidelity offline copy ready for playback and research.

Mode 2: Direct High-Resolution Local Media Ingress (MP4 / WebM / MKV) ​

For unpublished event recordings, institutional interviews, gallery walkthroughs, or footage produced internally:

  1. Navigate to https://listen.tomoffinland.org on any modern desktop browser.
  2. Drag and drop raw video files (supported formats: .mp4, .webm, .mkv) directly into the active viewport.
  3. The platform processes the file immediately, initializes metadata indexing, and generates a dedicated streaming asset card.

Operational Curation Workflow ​

Once ingested into the system, video records should be managed according to the following five-step protocol:

1. Workstream Segregation & Access Governance ​

Assign each video asset to its appropriate institutional list to ensure correct visibility:

  • Click the asset options menu (...) and select Add to list.
  • Public Communications & Media: Assign to Social Media & Public Updates. This workspace is accessible to media managers (including Allen) and the communications team for public relations and outreach.
  • Executive & Confidential Proceedings: Assign to Board Members Only. This workspace is strictly restricted to Foundation trustees and leadership for confidential discussions, oral history sessions, and internal affairs.

2. Direct In-Browser HTML5 Streaming Playback ​

Personnel do not need to download multi-gigabyte media files to their local devices to review content:

  • Click any video card on desktop or mobile to launch the embedded HTML5 player.
  • Features include instant scrubbing, variable playback speed, full-screen expansion, and native audio leveling.

3. Systematic Categorization & Semantic Tagging ​

Apply standardized tags to ensure rapid retrieval across research initiatives:

  • Source platforms: #Instagram, #YouTube, #TikTok, #X
  • Event or program context: #Exhibition2026, #TomHouse, #ArtFair, #Interview
  • Curatorial attribution: #ArchivedByAllen, #PressArchive
  • Clicking any tag in the navigation sidebar filters the entire repository instantaneously.

4. Contextual Archival Annotation ​

Social media captions frequently lack institutional context. Add notes to enhance historical provenance:

  • Select the Note section on the asset card.
  • Enter structured provenance details (e.g., "Curator walkthrough at Tom House discussing 1970s graphite works with visiting Scandinavian delegation").
  • All contextual notes are fully indexed by the platform search engine, enabling full-text retrieval by speaker, event, or topic.

5. Lossless Master Export & Editorial Reuse ​

When creative or social media teams require footage for promotional reels, newsletters, or institutional retrospectives:

  • Open the target video asset.
  • Select Download from the options menu to retrieve the unmodified, high-bitrate master MP4 file.
  • This eliminates the need to request original files from external platforms or reconstruct deleted footage.

Ingress Categorization ​

When channeling records into ToFF Attunement, classify entries using standardized institutional tags:

  • dialogue: Community discussions, public commentary, and audience reflections.
  • press: Critical essays, mainstream news coverage, and periodical reviews.
  • exhibition: Public responses to Foundation exhibitions, events, and screenings.
  • cultural: Broader socio-political discourse relevant to the Foundation's mission.

Advanced Technical Reference ​

For complex queries using Boolean operators, automated visual OCR pipelines, or integrating AI research agents via the Model Context Protocol (MCP), consult the technical reference collection:

Configured, deployed, and managed by CultureOS. CultureOS is an AI-native practice helping cultural institutions modernize digital infrastructure, archives, and research workflows responsibly.

Copyright (c) 2026 Tom of Finland Foundation. Technical infrastructure sponsored by CultureOS.