|The Culture Company’s Asset Bank which contains thousands of image and video files|
There are some huge advantages to this approach. We know that working with digital archives can present a complex set of issues surrounding ownership, software, file types and beyond. We’re in the brilliant position that where there is doubt we are able to approach the record creators directly and seek clarification. I have been able to sit down with members of different teams to talk to them about how they create, store and share records.
The City of Culture team are extremely busy delivering a packed programme of cultural events and activities. Whilst they are very supportive of the development of the archive, on a day-to-day basis they often have limited time to engage in the administrative activities that would help make processing the archive at a later stage easier. This means that in some cases, records that should be on the team SharePoint or Asset Bank sites are liable to linger on personal drives and that files are stuck with meaningless titles or are stored in labyrinthine folder structures.
|The Culture Company’s team SharePoint site where they store and share records|
On Archive Day no meetings will be allowed and everyone will be asked to concentrate solely on sorting out their digital files. This will help the Culture Company as much as it helps us as it will help to ensure that staff don’t leave at the end of their contracts with important records still saved locally and will also give them the opportunity to flag any records with commercial or other sensitivity that we, without that insiders’ perspective, may not immediately recognise. It makes sense for the people who know the records best to do this work.
Hopefully by the time the next International Digital Preservation day rolls around we’ll be in a good position to talk about some of the technical components of digital preservation. In the meantime my tips for the early stages of a digital archive project are:
- Be prepared to encounter a small amount of jitters from depositors – I’m sure we’d all be a little daunted at the prospect of all our records suddenly being made public! Reassure them that this is not the case and come prepared with a good knowledge of the legal landscape in this regard. Encourage questions.
- Advocate for the digital archive at a high level within the organisation you are collecting from – they are the ones with the authority to ensure that records are managed well!
- Get out there and talk to digital preservation colleagues at other institutions – we’re all in a great position to learn from each other.
Laura Giles, City of Culture Digital Archivist