MARAC Panel on Digital Archivists and IT Professionals –  David Kay, Spring 2017 (part 1 of 3): 

Recently I participated in a Mid-Atlantic Region Archives Conference MARAC panel discussion n Newark. The topic was on similarities and differences between IT and digital archivists. I was honored to be on the panel with four professional digital archivists whom I respect deeply. The other panelists were very impressive. They also work in academic, medical, and public libraries. To contextualize my unique experience and knowledge with clients in private and not-for-profit sectors, it was important to discuss three types of archival collections because their unique qualities and distinct users determine the archival methodologies, policies, and deliverables.

The two most common types of archives are personal papers (or historical manuscripts), and public archives (or governmental records). Archivists working in these two types of archival institutions constitute two-thirds of the Society of American Archivists’ membership. From my experience working in academic institutions and governmental agencies, I have identified similarities and differences in the needs, uses, and users of business archives compared with the other types.

In all scenarios, like Janus, the two-faced Roman God of Beginnings and Endings, archivists benefit from our own subjectivity and objectivity. By understanding archival theory and practice, digital archivists can build on lessons learned and shared in the past. Our familiarity with content and context is critical regardless of archives type.

Marac Panel – An overview of IT and Digital Archivists

Technological infrastructure and their ecosystem of network servers concerns all IT professionals. While computers, operating systems and software compatibility, they are aware of the risks and challenges they face.  For example, many have faced problems with external portable drives for media storage. Depending on the type of archives, IT may enforce strict information security policies. Their expertise lies in familiarity with firewalls, email systems, servers, network access, and security protocols, as well as information governance. Some IT departments have automated system backups as part of their disaster planning and emergency preparedness programs. In many cases, though, IT professionals will say, “Yes, we archive everything. We do daily backups.” In other words, IT professionals are like digital archivists. They are also concerned with big issues such as access, control, and storage of information and data.

But while IT departments focus on similar objectives, digital archivists see technology as a system and an infrastructure, not simply as a tool. Digital archivists know that the work depends on people, process and technology. As archivists, we often help other select data and interpret information. From experience, we become experts in pattern recognition, data validation and verification, and in quality control. In addition, digital archivists help shape the institutional memory, and their familiarity with practical and cost-effective methods helps improve workflows and increases intellectual control.

So role-based permissions, version control, technological needs assessments are critical for establishing functional requirements. Reviews of business processes and technical specifications are also important.  This is true in selecting and implementing metadata schemas, controlled vocabularies, and taxonomies. As Joan Schwartz wrote years ago” “We make our tools and our tools make us.”

Digital Archivy n. ~ is a digital archiving and information management services firm. We are dedicated to improving awareness of digital archiving.  In addition, we develop strategies and plans by focusing on intellectual control, security, long-term preservation, and access to digital assets. We help clients identify and develop cost-effective solutions. And we use best practice to implement better workflows in digital archiving for institutions and individuals.

Archivy n. ~ The discipline of archives.

Digital adj. ~ Signals or data expressed as a series of the digits 0 and 1. In retrospect, this definition is best.  “Digital creates value at the new frontiers of the business world, creates value in the processes that execute a vision of user experiences, and builds foundational capabilities to support the entire structure.”  (McKinsey Insights, “What Digital Really Means, 2015)

Digital Archivy is more than a business, it’s a platform, mindset and method for strategic problem-solving. We specialize in digital archiving and active information management. We help clients identify challenges, evaluate answers, and implement and deliver cost-effective and efficient solutions.

Understanding Digital Archiving

For clients to understand their unique problems and requirements, we often have candid conversations.  We help guide them by using our subject matter expertise. Also, we draw from and apply solutions based on best practice.  We evaluate the big challenges and then tailor solutions.  In addition, we deliver significant results. We communicate common sense answers and develop cost-effective solutions.  In addition, we also build quality control and quality assurance into everything we do.

Our ability to identify risks and challenges related to successful digitization projects is built on a familiarity with archival practices. In addition, it also draws from our experience managing digital collections. We have learned, for example, that short-term solutions may not provide the best long-term benefits.

Digitization Projects

Every project benefits from collaboration between stakeholders familiar with collections, procedures, network architecture, and mission. By drawing on this internal knowledge, a multi-step phased approach can be implemented so digitization projects are successful, an appropriate content management system is selected and installed, and efficient processes and workflows can be established. These steps include:

• creating effective use cases
• determining technical specifications
• outlining functional requirements
• working with IT and Legal Counsel to recognize information security requirements.

• Digital surrogates are a representation, but not a replacement for originals.
• Mass digitization may increase an institution’s exposure to loss of control and risk of unlicensed or accidental usage.
• Digitization does not necessarily make documents text-searchable.
• Metadata describes and simplifies finding assets, and embedded metadata embedded in files offers protection against unauthorized usage or access.
• Access is not preservation, though it can serve many functions.
• Many of yesterday’s and today’s file formats are at risk of format obsolescence.
• Archival masters must accommodate future migrations and technological innovations.
• Failure rates of magnetic and optical storage media increase significantly over time.

In an ideal world, institutions would create digital masters from hard copy and analog sources. This would enable them to provide immediate access to digital assets, and preserve digital resources in stable formats forever. However, formats evolve and technologies change. As a result, technical requirements, standards, and goals change. And there are significant risks and high-costs associated with mass digitization.

Lessons on Success

We have learned that any strategy, good or bad, will provide measurable results. However, it may not offer scalable solutions. Without a practical plan it is difficult to addressing clearly-defined use cases and functional requirements. Further, institutions may not benefit directly from a mass digitization project. In fact, many institutions recognize that projects fail and many turn out to be be a waste. If you are pragmatic and realistic, you  can create a strategy with well-defined and effective solutions. Also you can implement a plan to ensure that your digital content add value, context, and meaning to the institution itself.

For a complete list of clients with whom we have worked, please see our Clients List.