Margot Note's Blog, page 3

The Role of Technology in Archives

Digital preservation is crucial to safeguarding cultural and historical heritage for future generations.

Technology is pivotal in enhancing digital preservation efforts in this digital age. Technology ensures the integrity of digital materials, facilitates engagement, and streamlines workflows for archivists.

The core objective of digital preservation is to prevent technological obsolescence, ensuring that digital materials remain accessible over time. Archivists leverage technology to migrate digital materials to newer formats, mitigating the risks of changing technologies. This proactive approach safeguards the longevity and accessibility of historical resources.

One of the remarkable ways technology contributes to the field of archiving is by enabling remote access to archival materials. Archivists recognize the importance of breaking down geographical barriers to provide stakeholders access to historical resources. Through online platforms, archivists make digitized materials accessible, fostering engagement regardless of the user’s location.

Utilizing Tools

Technology has opened new avenues for engagement through social media platforms, blogs, podcasts, and other digital tools. Archivists leverage these platforms to reach a wider audience, sharing fascinating finds from the archives, highlighting their work, and initiating meaningful conversations about history.

As technology evolves, archivists find themselves at the intersection of preserving historical records and adapting to the dynamic digital landscape. The accessibility and immediacy offered by social media platforms enable archivists to connect with diverse audiences instantaneously. Tweets, Instagram posts, and Facebook updates can provide glimpses into historical treasures, creating a virtual bridge between the past and present. Podcasts and blogs further amplify their ability to narrate compelling stories, offering a more immersive experience for enthusiasts curious about the intricacies of archival work. This shift towards digital engagement broadens the reach of archival content. It fosters a sense of community involvement in preserving and appreciating shared history.

However, as archivists embrace these technological advancements, they also grapple with the challenges of digital preservation. The rapid pace of innovation means that formats and platforms become obsolete, raising concerns about the long-term accessibility of digital records. Archivists must navigate the complexities of ensuring that the valuable records they curate today remain accessible and intact for future generations. As custodians of history in both the physical and digital realms, this dual role underscores the evolving nature of archival practices in the contemporary era.

Streamlining Workflows

The integration of technology has revolutionized the way archivists manage their workflows. Digital tools play a crucial role in automating repetitive tasks, allowing archivists to redirect their focus toward more complex and intellectually demanding aspects of their work. Optical character recognition (OCR) software automates transcription processes, and machine learning algorithms categorize archival materials efficiently, saving time and resources.

In the age of technology, archivists serve as the bridge between the past and the present. Archivists engage stakeholders with historical materials and create a dynamic ecosystem where historical knowledge informs current projects. This interaction fosters a deeper understanding of the organization’s rich history, making it an integral part of its narrative.

As archivists embrace technology as a conduit for engagement, they contribute to a culture where an organization’s history is archived. This utilization becomes a driving force for success in the future. Historical insights gained through technology-driven archival practices provide valuable perspectives that guide decision-making and inspire organizational innovation.

Technology has become an indispensable tool for archivists, enhancing digital preservation, facilitating remote access, and streamlining workflows. By embracing technology, archivists not only ensure the accessibility of historical resources but also engage with the public, contributing to a culture where the past is a vibrant part of the present and a catalyst for future success. The marriage of technology and archiving is a testament to the evolving nature of preserving the rich cultural heritage in the digital era.

The blog was originally published on Lucidea's blog. 

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The Archivist’s Tech-Powered Journey

Archivists play a crucial role in safeguarding the past and extracting valuable insights using cutting-edge technology

They leverage technology to unearth data-driven revelations from historical materials.

By employing text mining, data analysis, and visualization tools, they unravel patterns, trends, and correlations within datasets, offering stakeholders evidence-based information that fuels strategic decision-making.

Moreover, the integration of artificial intelligence (AI) has further revolutionized the field of archival work. Archivists can now employ advanced machine learning algorithms to automate the categorization and indexing of archival collections. Doing so expedites the information retrieval process and enhances data organization accuracy. AI-powered systems can recognize subtle nuances and contextual relationships within documents, providing archivists a more nuanced understanding of historical content. As technology evolves, archivists will likely find increasingly innovative ways to harness its power, ensuring that our collective history is preserved, analyzed, and made accessible for future generations.

Evaluating Tools

Archivists are tech-savvy evaluators and enhancers of tools that facilitate their mission.Through their adeptness in technology, archivists play a crucial role in shaping the landscape of archival processes. Beyond being custodians, they engage as evaluators and enhancers of technological tools essential to their mission. This tech-savvy approach involves reviewing tools and considering user criteria, added values, and system processes. Such scrutiny not only aids in enhancing existing tools but also leads to developing new systems or exploring competitive offerings. The prioritization of value criteria is a nuanced process influenced by individual preferences, situational requirements, and user-centered considerations. Software requirement specifications then serve as a guiding light, clarifying project goals, features, and limitations, ultimately improving project efficiency and providing a blueprint for software procurement for archives.

Collaboration Beyond Boundaries

Technology acts as a bridge, connecting archivists across geographical and departmental divides. Collaborative tools like shared cloud platforms, project management software, and communication apps facilitate cross-functional engagement with historical materials. Legal teams may partner with archivists to ensure compliance with records retention schedules. In contrast, marketing teams tap into historical content to weave narratives into branding efforts. This collaboration enhances knowledge sharing and streamlines workflows, fostering a culture of cross-functional cooperation vital in today’s dynamic organizational landscape.

Furthermore, the integration of advanced technologies has revolutionized the preservation and accessibility of archival records. Digitization initiatives have allowed archivists to convert physical documents into digital formats, expanding the reach of historical materials beyond the confines of traditional repositories. Doing so safeguards delicate documents from deterioration and democratizes access, enabling colleagues to explore historical records remotely.

Additionally, artificial intelligence (AI) tools have emerged as valuable allies, automating the categorization and indexing of archival collections and making it easier for archivists to manage and search for specific materials. As technology continues to evolve, it not only strengthens the collaborative efforts within organizations but also democratizes historical knowledge, making it more widely accessible and relevant in an increasingly digital world.

Empowering Stakeholders

Archivists understand the importance of empowering stakeholders with the skills to navigate and harness technological tools for accessing archival materials. Training sessions cover advanced search techniques, navigating digital repositories, and interpreting historical data visualizations. By imparting these skills, archivists ensure that historical resources remain accessible for organizational needs. Doing so preserves the past and ensures stakeholders can engage with and derive insights from historical materials.

In the digital age, archivists are breaking down barriers and creating a more inclusive historical representation. By digitizing and making primary sources available, they open the door to exploring multiple perspectives. Inclusivity enriches the historical record, reflecting the diverse tapestry of human experiences. This broadens our understanding of the past and fosters a sense of belonging among stakeholders who see their experiences mirrored in the organization’s history.

Armed with technology, archivists are pioneers in extracting meaningful insights from historical materials. Archivists are shaping a future where the understanding of history is preserved and enriched by evaluating and enhancing technological tools, fostering collaboration, empowering stakeholders through training, and championing inclusive historical representation. In this tech-powered historical journey, archivists stand at the forefront, ensuring that the past is a living, breathing source of wisdom.

The blog was originally published on Lucidea's blog. 

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Embracing Technology for Archival Engagement

Archivists should embrace technology, focusing on digitization benefits, digital platforms, interactive resources, and data-driven insights.

They find themselves at a unique juncture, presented with an extraordinary opportunity to leverage technology for stakeholder engagement, to bridge the digital chasm, and unlock the potential of records of enduring value.

Transforming Artifacts

Digitization is a pivotal tool archivists use to transform historical artifacts into searchable and shareable resources. By digitizing materials, archivists open the doors for stakeholders to access invaluable primary sources. Digital accessibility facilitates the retrieval of materials and supports stakeholders in their projects, research endeavors, and day-to-day processes.

Digital platforms serve as interactive knowledge hubs, acting as bridges that connect stakeholders to historical resources. Archivists take the initiative to create dedicated intranet portals or digital repositories where stakeholders can explore records and multimedia materials. These platforms boast user-friendly interfaces, advanced search functionalities, and interactive elements encouraging engagement. By centralizing historical information in a digital space, archivists provide stakeholders with an engaging and efficient means to access historical materials.

Technology-Enabled Experiences

The transformative power of technology goes beyond digitization. Archivists curate virtual exhibitions, timelines, and interactive maps highlighting an organization’s history. These resources allow stakeholders to immerse themselves in the past, gain insights into historical events, and understand the context surrounding records. Such interactive resources educate stakeholders and foster a profound connection to the organization’s heritage.

In addition to virtual exhibitions and interactive maps, technology has revolutionized how organizations communicate and collaborate internally and externally. Cloud-based platforms and collaboration tools enable information sharing, facilitating real-time collaboration among team members regardless of geographical location. This connectivity enhances efficiency, accelerates decision-making processes, and promotes a more agile work environment. Teams can transcend physical boundaries through video conferencing, instant messaging, and collaborative document editing, fostering a culture of inclusivity and innovation.

Furthermore, integrating artificial intelligence (AI) and machine learning (ML) into archival processes has improved the efficiency of information management. These technologies can analyze vast amounts of data, helping archivists identify patterns, correlations, and valuable insights within historical records. AI-powered search algorithms streamline the retrieval of specific information, making it easier for stakeholders to access relevant content. Doing so saves time and enhances the accessibility and usability of archival resources, ensuring that the wealth of historical knowledge is readily available to those seeking it.

Embracing Change

The digital age has revolutionized how information is created, stored, and accessed. Archivists must embrace technology to enhance their work and influence organizational culture. Staying updated with technological advancements is crucial as it empowers archivists to implement solutions for digitization, digital preservation, and accessibility. Technological literacy becomes the key to collaboration with IT departments, ensuring secure storage of digital records.

Archivists should use an incremental, collaborative, and iterative approach to preserving digital objects. Technological innovation, however, comes with challenges. Forecasting is challenging in the dynamic landscape, where changing technology and resource availability impact predictions. The archival profession has uncertainties, especially in addressing electronic records and transitioning professional leadership from generation to generation.

Adaptability

The integration of technology into archival practices showcases archivists’ adaptability. Technological innovation depends on the ease of implementation and the level of risk involved. Archivists should strive to reinforce a culture that embraces change, recognizing that technological advancements are tools and transformative agents shaping the future of archival work.

Archivists stand at the intersection of tradition and innovation. Embracing technology allows them to preserve the past and engage stakeholders. The journey involves navigating uncertainties, staying technologically literate, and fostering a culture that welcomes change. As archivists continue to unlock the potential of historical records, they play a pivotal role in ensuring that the rich tapestry of our past remains accessible, engaging, and relevant in the digital age.

The blog was originally published on Lucidea's blog. 

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Preserving Legacy with Family Office Archives

Families establish family offices for several reasons, primarily to manage their wealth, preserve their legacy, and facilitate intergenerational continuity.

These offices serve as centralized hubs for overseeing financial and non-financial affairs tailored to each family’s needs and goals.

Family offices play a pivotal role in preserving and growing the financial legacy of high-net-worth families. Beyond investment strategies and financial planning, archives are a powerful tool that often goes unnoticed but is integral to the sustainability of family wealth. These repositories of historical documents, records, and artifacts contain the family’s narrative.

Unraveling Family History

At the heart of any family office lies the recognition that wealth is not just about numbers but people, stories, and values. Archives serve as a treasure trove, preserving a family’s history. From letters and photographs to legal documents and financial records, these archives offer a comprehensive view of the family’s journey, providing invaluable insights into the decisions and experiences that have shaped its legacy.

Understanding a family’s roots allows family offices to make informed decisions aligned with the family’s core values and vision. Delving into the archives gives advisors a holistic perspective, enabling them to tailor their strategies to align with the family’s long-term goals.

Mitigating Risks and Enhancing Governance

Effective governance is fundamental to the success of any family office. Archives mitigate risks by documenting legal structures, compliance records, and governance protocols. A well-maintained archives ensures that essential documents are readily accessible, facilitating smooth transitions during generational shifts or unforeseen events.

Moreover, archives provide a historical context that can guide current decision-making processes. Understanding how previous generations navigated economic downturns, market fluctuations, or regulatory changes can offer invaluable lessons for the present and future stewards of family wealth.

Family offices rely heavily on robust support systems to navigate the complexities of decision-making and governance. With a keen eye on preserving wealth and legacy, these offices understand the critical role of historical records. They gain invaluable insights that shape future strategies by organizing and analyzing past decisions and their consequences. This historical perspective serves as a compass, guiding them through the intricate terrain of wealth management and ensuring that each decision contributes to the family’s long-term prosperity.

In family governance, archivists play a pivotal role in upholding the continuity and coherence of intricate structures. Families often operate within elaborate governance frameworks, from constitutions to policies preserving unity across generations. Archivists document and maintain these frameworks, ensuring they remain relevant and accessible to current and future stakeholders. By safeguarding these governance structures, archivists contribute to the stability and resilience of the family’s legacy, fostering a sense of cohesion and direction amidst evolving circumstances.

Strengthening Bonds

Within an environment of complex family dynamics, archives become a bridge connecting generations. Archives foster a sense of identity and continuity by preserving and sharing stories, traditions, and values. Family members can better understand their roots, instilling a sense of pride and responsibility in safeguarding the family legacy.

Archives also serve as a platform for family education, offering a tangible and personal way to teach younger generations about the family’s unique history. This initiative-taking approach ensures that the family’s values and principles are passed down seamlessly through the ages.

Building a Legacy

The actual value of family wealth extends beyond financial assets. It lies in the legacy created and sustained over generations. Archives play a pivotal role in crafting and preserving this legacy. They serve as a repository of wisdom, allowing family offices to learn from the past, navigate the present, and plan for the future.

As family offices increasingly recognize the importance of holistic wealth management, integrating archives into their practices becomes paramount. Beyond the administrative benefits, archives contribute to wealth’s intangible yet invaluable aspects: a sense of continuity, identity, and purpose.

The blog was originally published on Lucidea's blog. 

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Looking for archival advising, records management, and historical research services? Click below to speak with an expert consultant.

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The Strategic Implementation of Collections Management Systems

Some organizations manage collections with spreadsheets, documents, rudimentary in-house software, library automation systems, or open-source software that requires costly customization and maintenance. These tools tend to offer limited support and often fall short of professional standards. The best collections management systems (CMSs) deliver powerful functionality out-of-the-box while being configurable for a collections’ unique needs without time-consuming consulting, programming, and training.

“CMS” can also refer to a content management system which can be used as a web or digital content publishing platform. Both collections management systems and content management systems can have some overlapping features and underlying software technologies. In the context of this article, CMS refers to a collections-oriented system with specialized capabilities used to manage cultural heritage collections from acquisition to outreach. A collections management system is not dissimilar to digital asset management (DAM) or media asset management (MAM) systems, which are built to organize media files but lack repository capabilities. While this article focuses on collections management systems, many of the suggestions conveyed can help professionals evaluate and migrate to DAM, MAM, and other content systems.

A CMS improves workflows and expands online accessibility, as well as offering other benefits:

More productive use of resources, labor, and time

Elimination of redundant data entry and effort

Faster, more accurate reporting

Swifter onboarding of staff members

Improved preservation and security

Enriched searching across collections

Increased research and educational opportunities

Greater visibility and use

Better standards application

More granular and material-responsive arrangement levels

More user-responsive and increased description levels

More potential for growth, partnerships, and outreach

The ability to maintain complete physical and intellectual control of collections is a significant advantage. Nancy Richey, a librarian for the Kentucky Research Collections at Western Kentucky University, states: “We knew that we needed a CMS not only because our collections were underused, but also because they were more vulnerable to theft. You cannot protect, process, or promote what you do not know you have.”[1]

While most information professionals understand a collections management system’s importance, selecting and implementing a CMS or any other information management system is less widely understood. Yeh and Walter categorized critical success factors in integrated library systems implementation case studies as strategic and tactical:

From the strategic perspective, top management involvement, vendor support, staff user involvement, interdepartmental communication, and staff user emotion management are critical. From the tactical perspective, project team competence, project management and project tracking, data analysis and conversion, and staff user education and training to break down the technical barrier greatly affect implementation outcome. In addition, selection of the final system from a variety of choices and options requires a careful consideration of both strategic and tactical issues.[2]

Similarly, the successful implementation of a CMS depends on a balance of strategic and tactical issues within the organization. A CMS offers a variety of features to meet institutional needs, but no one-size-fits-all solution exists. Each system differs in usability, functionality, and purpose. Just as collections are unique, so are the needs of an organization seeking a CMS.

Inception

The discovery process to document system needs begins with choosing selection committee members, such as budget decision-makers, subject matter experts, and potential power users. Involving the right people allows organizations to increase adoption, consider different perspectives, and ensure desired results.

IT involvement is critical to a successful implementation and the department understands the organization’s network and the potential system’s technical requirements. Their expertise helps select a solution that integrates with infrastructure, applications, and workflows. When evaluating a CMS, information professionals consider how their options will interact with other institutional systems. To optimize performance with the chosen system, bring the hardware and software vendors together for systems integration meetings.

Ensure that the organization employs enough experienced staff for the project. If not, hire experts to fill functionality gaps. Involving colleagues across the organization underscores the initiative’s importance, solidifying commitment to the new system. Assigning the project to a single staff member or a department is ineffective. For a project rooted in change management, such as a CMS implementation, the culture shift cannot rest with a sole champion. Institution-wide embrace of the solution ensures success.

Once the team assembles, designate the project manager, and find a project sponsor who provides resources, support, and influence. Set up meetings to address questions and meet milestones. The team should interview key stakeholders for information about requirements and system expectations. Discover what other projects are scheduled near the potential go-live date and determine if any other system changes are in discussion or pending. Ask what systems and software are pivotal to essential job functions and discuss the systems’ interoperability.

The inception process offers opportunities to inspect processes, policies, procedures, and structures. The team should ask:

What is the collection size and scope?

Who enters what information, where, and how?

Who has access to information, where, and how?

How complicated are the workflows?

Where are the process redundancies?

How do users access the collections?

How is information shared between departments?

Organizations should address the management and technology challenges of leveraging a new system integration to redesign their operations. They should determine CMS requirements by prioritizing the findings from these questions:

How will the CMS help achieve the institution’s goals?

What problems will the CMS solve?

What should be solved first? What can be addressed later?

How can the CMS enhance research?

What search and discovery features does the team desire?

How will the CMS reach new audiences?

What are the desired features?

How sustainable is it? Will the CMS support growth?

How much IT support is needed?

Is the data storage adequate?

Where or how would the CMS be hosted?

How will the CMS integrate with existing IT systems?

What is the best option: open-source or commercial?

What is the budget? What are the up-front and hidden costs?

What are the measures of success?

Create a weighted feature checklist, noting necessary and desired features. Mandatory features must be included in the systems considered.

Once the organization determines its requirements, it may issue a Request for Proposal (RFP) that contains information about the organization, its requirements, and the review process. Vendors who meet the conditions will respond. The right vendor delivers and supports powerful collections management systems and understands the institution’s needs.

At the end of the discovery period, the institution will better understand its system requirements. If issues surface related to how the organization manages information, the project will identify and improve them.

Selection

Once the team decides on requirements, they should research offerings to choose the best one for their needs, and assess their skills and resources to determine whether to install a proprietary or open-source system. Although an open-source solution can suit institutional needs, it may be cost-effective to buy a proprietary one. Open source is not free; consider administrative, programming, maintenance, and training costs for open-source systems. Open-source technologies may be backed by support arrangements, which can make them costly.

Some organizations custom-build systems, but the costs exceed a proprietary product’s price. The organization is the first to use the program, discover problems, and fix them. Depending on the collection type, size, and documentation level, a commercial product may be the best option.

As institutions implement off-the-shelf products, vendors improve the software based on client needs, so the system brings other institutions’ accumulated experience. Proprietary systems offer support, training, and customization. With user communities, systems evolve with customer demands, ensuring functionality.

The total cost of ownership measures more than licenses and support; it considers the cost over a longer period when variations can shift value perceptions. The budget includes the purchase and installation of software and hardware, annual fees, licenses, data transfer, training, support, upgrades, and maintenance. Budget hours to attend project meetings, test systems, and clean up data.

Organizations may ask for a rough estimate of costs early in vendor discussions. As the vendor selection narrows, a better idea of costs emerges, with a closing quote based on a three- to five-year contract.

Team members should browse sites with the software installed to view it outside the ideal demonstration environment. They may also wish to visit organizations using the systems on their vendor shortlist, watch webinars, experiment in sandbox environments, and utilize listservs and user groups for information. They should talk to vendors and explore features through demonstrations.

A CMS should support descriptive metadata authoring and encoding, streamlining making collections discoverable online. Choose a software package compliant with a metadata schema appropriate for the collections. The CMS follows standards, such as DACS, EAD, MARC, ISAD(G), or Dublin Core, to make repurposing or exporting data easier. Selecting the appropriate metadata standard and a package that can use controlled vocabularies narrows the selection.

A CMS should also provide flexible support within the full hierarchical model of collections, series, containers, and items. Organizations need to determine the descriptive level appropriate for whole collections or individual items. In a study of digital archival practices, Zhang and Mauney examine how practitioners struggle to build connections between context and content: “The traditional minimal metadata approach that relies on archival context to retrieve archival items may lead to limited digital accessibility, but it is equally unacceptable when granular access to digital content may have to be achieved at the expense of archival context.”[3] Catalogers can use as much of the hierarchy as necessary to balance layered description against item-level description, striving to increase access without overwhelming users. In analyzing collection documentation, Jones states:

The detail found in museum-style item-level description is no doubt useful, but the repetition required to do so without linked description at different levels of the collection puts an unnecessary strain on resources and creates significant maintenance issues for collections management systems and their administrators. Meanwhile, online users can quickly become lost among thousands, even millions, of online records with few pathways available to higher level descriptions which provide an overview of sets of content.[4]

A CMS should link collections to related materials to make these connections evident. As systems evolve, these relationships provide the knowledge necessary to understand collections and their context more deeply. Jones continues:

Collection documentation also needs to be viewed as a knowledge management process. Where things are identified as related to other things, they should be explicitly related rather than relying on the implicit knowledge of staff to navigate through collections. Instead, we have a wealth of connections between and within collections already documented in print catalogues, or in journal articles, book chapters, exhibition text, presentations and gallery tours, while many current systems are still not able to capture this inherently relational knowledge in useful, preservable and retrievable forms. At best, the result is that users relying on collection documentation will need to repeat prior work; at worst, there is a risk of significant organizational knowledge loss.[5]

A CMS, therefore, not only documents information about items, collections, and the organization but also should focus on the management and sharing of knowledge captured in the system.

Arrange for software demonstrations using a sample of institutional data. Evaluating systems with real data gives a higher chance of uncovering issues. Outline real-world scenarios and ask the representative to demonstrate how their product accommodates the situations. Report the issues encountered; if a modification resolves the problem, the system may still prove a good fit. Encourage follow-up questions after colleagues reflect on the demonstrations.

Once the system is selected, examine the vendor contract, and ask the organization’s legal counsel to review it. Request changes until the organization is satisfied.

Migration

When transitioning to a CMS, clean up the data to minimize problems. If multiple people clean the data, ensure they apply the same standards, and use a task management system to track collaboration. Team members can search data fields or a keyword or phrase and then replace it with a case sensitive change, correct spelling, or a different word. If the organization lacks the expertise to clean data, see if the vendor offers such services. Delete outdated records because fewer records result in an easier, less expensive migration. In discussing cleaning collection data before migration, Buchholz advises:

Finding a good balance between fixing old errors and getting the project done can be challenging. The first collections that I tackled had been processed in such a way that, to migrate them, I essentially ended up reprocessing them. That quickly sucked up available time, and I learned to only fix what would be difficult and very time-consuming to fix post-migration.[6]

Before cleaning up data, organizations should decide on the mandatory work necessary to ensure a smooth data migration rather than to devote resources to discretionary clean-up projects.

Clean-up work typically rectifies past institutional practices rather than conforming to CMS features. Responding to a survey of 103 institutions implementing an archival collections management system, a participant noted that issues that arose stemmed from local descriptive practices, not the system itself:

We as a profession are constantly having to develop workarounds for complications due to poor encoding and/or descriptive legacies…Most of the difficulty that institutions are likely to have in implementation are because staff will have to reckon with certain historical or idiosyncratic practices.[7]

If the organization imports legacy data, fields are unlikely to correspond to those in the new CMS. Data mapping matches old fields to new ones in the software, so the post-migration fields are uniform and display data correctly. Work with the vendor to map data and review audit trails of the importing procedures and sample records within the new software to ensure data quality.

Controlled data creates reliable query results. A data standards policy provides guidelines for the records structure and identifies mandatory fields, formats, and contents. It also enables information sharing and ensures against data loss.

Three elements of data standards enable consistent ways to find related items. Data structure standards determine the information the organization wants to be recorded; they identify required or optional fields. Data content standards describe the field’s content, such as what catalogers enter as information. Create guidelines for data entry, such as style, grammar, and abbreviations. Data value standards define the terminology and authority lists used for fields that guarantee consistency.

Policies establish guidelines for documentation and ensure access to collection information. They may include a maintenance and authority policy, which identifies staff permitted to add, modify, or delete records, clarifies procedures for editing information, and notes procedures for maintaining database backups. An access authority policy denotes who has access to information.

Before migrating, understand the team’s skills, especially for a migration with minimal vendor support. Ensure that stakeholders understand who handles migration phases. Many systems have import applications, enabling data transfer from programs and files. Information professionals should convert the data into forms the CMS accepts, such as Comma-Separated Value (CSV) or Extensible Markup Language (XML) files.

Implementation

A realistic implementation schedule ensures devotion to the project and sensible expectations without affecting day-to-day productivity. In discussing a project to migrate 5,000 finding aids into a new CMS, Calahan and Dietrick note:

Dividing the implementation into distinct categories helped the Department in many ways—it allowed staff to take reasonable, focused chunks of work on a large and daunting project; it allowed the Implementation Team to provide clear work expectations over a targeted timeline; and it allowed for focused staff trainings during the time period, where staff would be working on those tasks. [8]

If many departments work together, implementation in waves makes the process easier. A pilot project focuses on a set of employees, then waves increase in time. Once the installation completes, verify that the system works without issues.

Although the project involves many colleagues, having a full-time person responsible for the software maintains its integrity. An administrator troubleshoots the system and assigns user access levels. For example, archivists may be assigned to an access group capable of correcting information in designated fields but unable to change information within a conservator’s purview. Likewise, the administrator could prohibit interns from viewing personal donor information.

Roles and permissions support allows different users to see or edit only information relevant to them. Organizations wish to use a system that all departments can access, even if the data was gathered for different purposes. Data that is centrally located and accessed mitigates the creation of information silos within the organization, limiting duplicated, lost, or outdated data. Being able to access current data throughout the organization allows for better information governance and more efficient workflows.

Commit to training. By establishing an ongoing training program, the organization increases user acceptance and skill development across departments. Consider the different expertise levels of colleagues, and class users by roles to target their training, with the implementation team and administrative trained at the highest level. Some institutions may require the vendor to train colleagues who will teach others. Schedule follow-up sessions to address questions that arise after initial system use.

Once the institution implements a CMS, redefine workflows and adapt them as circumstances change. Often, before an organization used a CMS, many applications were required to complete one workflow. For example, some tasks spanned different systems or relied heavily on email or spreadsheets. A fragmented workflow wastes time and leads to lost or duplicated data. Systems should allow practitioners to complete most, if not all, of the business process steps within the software. Continue to run the legacy system post-migration for a few months so colleagues can access information unable to migrate. Running systems simultaneously ensures that the organization resolves problems in the new system before decommissioning the old system.

Review the data once transferred. Audit the system to ensure that colleagues enter new data into the system properly, and check data during testing and during and after migration. Catching problems early results in fewer problems to fix later.

Collections management systems present data as reports and leverage third-party programs for more complicated reporting. Other systems report into Excel, Word, PDF, or a proprietary format. A CMS can export data for backup, data transfer, system migration, or collaborative purposes. Experiment with available reports and see what may be needed in the future.

Maximizing Value

Cultural heritage institutions recognize that contextual information about their collections is as important as the objects themselves. Organizations communicate such information through exhibitions, publications, lectures, tours, and programs. The Internet allows institutions to present their collections to larger, dispersed audiences. A system’s web presentation empowers users to pursue the stories that most interest them.

The CMS should support publishing curatorial, educational, and marketing content from the collection to a diverse range of formats, platforms, and media channels. Publishing formats include mobile apps, blogs, websites, RSS feeds, and large-scale collaborative repositories like Digital Public Library of America and HathiTrust. By doing so, information professionals aim to provide rich authoring and publishing and boost the complexity of the data relationships established within and between institutions.

Before the advent of collections management systems, most research work required traveling on site or depending on an organization’s staff to do the work. With a CMS, an organization makes its collections accessible to researchers worldwide, opening materials to the community and extending its reach significantly. Freeing collections from traditional structures allows for new interactions between users and repositories and the possibilities inherent in granting greater autonomy to users.

Systems offer analytical tools to determine what collections interest users. Discoveries may lead the organizations to re-evaluate their priorities. For example, the Museum of Fine Arts, Houston, used an archival CMS to track reference statistics and requests:

With the data captured in the CMS, they can understand the quantity of requests, their difficulty, the length of time it takes to fulfill them, and which collections are being used (or not used). Assumptions about what engages people aren’t always accurate, but with ArchivEra they have an “ongoing digital record” that gives a real sense of what collections people care about. That can inform both collecting policy and exhibition strategy.[9]

Collections benefit from both usage metrics and the user-responsive description levels that a CMS offers. Popular collections might be inventoried more granularly. Conversely, overlooked collections may be finally given the attention they deserve. For example, an Arizona State Library archivist notes how a CMS has allowed her team to uncover holdings:

We can present researchers with real time results of what is in our collections, because with SKCA we have made huge progress towards eliminating our backlog. In fact, Archives staff are now able to look at collections we never had time to focus on; I call this “the rediscovery process,” where we find out long forgotten things about our own materials. With public access enabled by SKCA, our collections are much more visible—they are no longer hidden behind a curtain.[10]

By processing backlogs, more materials become available to users, spurring more requests and research projects. If users access collections frequently, archivists could create richer descriptions and publish updated inventories.

Information professionals should offer interpretation or curatorial description and arrangement to their collections. They could create “highlights tours, defined by audiences or themes. Images can be shown individually, in slideshows, lightboxes, or thumbnails, with captions varying from selections of data fields or longer narratives. Mobile apps can convert CMS data into immersive user experiences and virtual tours.

Investigate the best technology for collection needs. One organization may develop walking tours that access local collections, whereas another institution may offer downloadable maps. To ensure adoption of the technology, encourage feedback from users, integrating their suggestions. Colleagues can build some projects, whereas others require external assistance. Partnerships with other institutions share development time and costs and make collections more discoverable to new audiences.

Conclusion

In an evolving technological environment, information professionals face challenges in locating representation tools to provide accessible content while maintaining context. The twenty-first century offers challenges and opportunities for access, including the suspension of geographical and temporal boundaries through the digital representation of collections, and renewed collaboration efforts between organizations and users.

Collections management systems are robust tools for inventory, accessibility, and contextualization. Because of the enhanced discoverability offered by a CMS, institutions see significant increases in the use of their holdings online and in-person.

A collections management system requires work to ensure the project is successful. Organizations will be surprised at its capabilities and the opportunities to maximize their investment. Implementing a CMS positions information professionals to add value to collections and enhance the organization’s scholarship, pedagogy, and recreational learning competencies.

The digital age offers new opportunities for collections, evidenced by enhanced discoverability, outreach, and services. A properly deployed collections management system improves accessibility, resulting in higher productivity, lower operational costs, and the increased satisfaction of internal and external users, building a compelling future for collections everywhere.  

[1] Nancy Richey, “WKU Libraries: Using PastPerfect to Open Hidden Collections,” Infotoday.com, (July/
August 2014): 12.

[2] Shea-Tinn Yeh and Zhiping Walter, “Critical Success Factors for Integrated Library System Implementation in Academic Libraries: A Qualitative Study,” Information Technology and Libraries 35 (2016): 38. DOI:10.6017/ital.v35i2.9255.

[3] Jane Zhang and Dayne Mauney, “When Archival Description Meets Digital Object Metadata: A Typological Study of Digital Archival Representation,” The American Archivist 76, no. 1 (2013): 191.

[4] Michael Jones, “From Catalogues to Contextual Networks: Reconfiguring Collection Documentation in Museums,” Archives and Records, 39, no.1 (2018): 11-12. DOI: 10.1080/23257962.2017.1407750.

[5] Michael Jones, “From Catalogues to Contextual Networks: Reconfiguring Collection Documentation in Museums,” Archives and Records, 39, no.1 (2018): 12. DOI: 10.1080/23257962.2017.1407750.

[6] Laura Buchholz, “Out With the Old, in With the … ArchivesSpace,” OLA Quarterly 25, no. 1 (2019): 33. DOI: 10.7710/1093-7374.1973.

[7] Rebecca Toov and Amanda Wick, “Making it Work – Understanding and Expanding the Utility of ArchivesSpace,” Journal of Archival Organization 14 (2017): 38, DOI:10.1080/15332748.2018.1503019.

[8] Lisa Calahan and Kate Dietrick, “Setting the Stage and Keeping Sane: Implementing ArchivesSpace at the University of Minnesota,” Journal of Archival Organization 13 (2016): 122. DOI: 10.1080/15332748.2018.1443502.

[9] “Moving Beyond the Archival Collections Management Status Quo: An Archivera Success Story,” Lucidea,  Accessed January 26, 2021, https://lucidea.com/success/archivera....

[10] “Arizona State Library, Archives & Public Records and CuadraSTAR SKCA,” Lucidea, accessed January 26, 2021, https://lucidea.com/success/arizona-s....

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Archival Collaborations

Archivists are crucial in preserving and organizing historical records in the ever-evolving information management landscape.

Beyond the traditional aspects of their work, archivists leverage technology to enhance collaboration within their teams and across organizations. When archivists embrace digital platforms, they integrate archival practices into strategic planning, foster continuous learning, seek feedback, and build meaningful partnerships.

Embracing Platforms

In the digital age, archivists have adopted technology to transform collaborations. Digital platforms are a communication, project management, and resource-sharing hub. By utilizing these tools, archivists facilitate coordination among team members, enabling them to track progress, assign tasks, and share updates. This digital integration streamlines workflow and creates an inclusive work environment where information flows and collaboration becomes second nature.

Moreover, integrating technology into archival practices has revolutionized collaboration and affected the preservation and accessibility of historical records. Digital archives allow archivists to digitize and catalog vast amounts of documents, photos, and artifacts, making them searchable and available to a broader audience. This shift towards digital preservation ensures the longevity of valuable historical materials and broadens public access to cultural heritage. Data management and storage technology advancements also provide archivists with robust tools to safeguard fragile and aging materials, ensuring their continued existence for future generations. As the digital landscape evolves, archivists find themselves at the forefront of innovation, adapting and embracing new technologies to fulfill their crucial role in preserving our collective past.

Aligning Practices with Planning

Archivists are not confined to preserving historical documents; they contribute to an organization’s strategic planning. By aligning their work with the organization’s mission and goals, archivists showcase the relevance of archival practices. This strategic alignment positions archivists as integral contributors to the organizational vision. The past becomes a guide for the present, and archivists play a pivotal role in shaping an empowered future through cross-functional alliances.

Archivists shape the trajectory of an organization. Beyond the preservation of documents, they are key participants in the strategic planning process, ensuring that their efforts align with the overarching mission and objectives of the organization. By showcasing the relevance of archival practices, archivists connect the past to the present and position themselves as contributors to realizing the organizational vision. The records curated by archivists serve as a guide, offering insights that aid decision-making and strategic foresight. Through fostering cross-functional alliances, archivists contribute to creating a foundation for an empowered future, where the lessons of the past inform and empower the organization in its ongoing endeavors. Archivists emerge as dynamic agents shaping the narrative of history and the organization’s future.

Fostering Continuous Learning

Continuous learning is at the core of archival success. Archivists are facilitators of knowledge growth within their teams. Archivists stimulate innovative thinking and problem solving by advancing a culture of curiosity and exploration. Training sessions, workshops, and seminars equip team members with the skills and knowledge required for collaborative archival projects. In doing so, archivists ensure that their teams remain dynamic and adaptable to the evolving information management landscape.

The pursuit of excellence requires a willingness to receive constructive criticism. Archivists understand the value of feedback in improving their services. Regular evaluations of collaborations provide insights into the effectiveness of archival projects and ensure that they align with their intended aims. By seeking and implementing feedback, archivists demonstrate their commitment to continuous improvement and dedication to delivering value to all parties involved.

Building Trust

Building collaborative relationships is an art that archivists master over time. It involves patience, trust-building, and consistent reliability. Archivists solidify their reputation as dependable allies by delivering on promises and exceeding expectations. Identifying common goals, nurturing relationships, and embracing reciprocity are key elements in forging meaningful partnerships. Through these partnerships, archivists expand the influence of archival services, contributing to innovation within organizations.

As archivists embark on their collaboration journey, they contribute to an empowered organizational future. The integration of technology, alignment with strategic goals, commitment to continuous learning, openness to feedback, and the cultivation of meaningful partnerships collectively shape an environment where the past informs the present and cross-functional alliances drive future success. Archivists are architects of an organizational legacy that thrives on collaboration and innovation.

The blog was originally published on Lucidea's blog. 

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Unlocking Collaborative Archival Potential

As custodians of knowledge, archivists play a crucial role in fostering partnerships beyond conventional research.

Archival collaborations emphasize the importance of understanding collections, tailoring resources to meet unique needs, and communicating the value proposition to potential allies.

Understanding Collections

The first step for archivists in building effective partnerships is a profound understanding of their collections. Beyond the surface-level categorization, archivists must delve into the nuances of their holdings. This in-depth knowledge allows archivists to identify potential partners whose needs align with the unique attributes of their collections.

Archivists should recognize that allies within their organizations may have distinctive requirements that differ from traditional researchers. This acknowledgment lays the foundation for tailoring collections to address specific partner needs. Whether it is a niche area of study or a specialized project, archivists can position their collections to cater to the diverse demands of potential allies.

Archivists must highlight their activities, collections, and partnerships to engage potential allies. By showcasing their achievements, archivists demonstrate the value of their work and create a platform for collaboration. Project development gains momentum as archivists involve partners in their success stories, creating a sense of shared accomplishment.

Remaining vigilant for unforeseen collaborative opportunities is equally crucial. Some projects may require time to mature, while others are ripe for implementation. Archivists must stay agile in identifying and capitalizing on opportunities aligning with their program’s goals.

Communicating the Value Proposition

Winning allies involves effective communication of the archival expertise and services value proposition. Archivists should articulate how their resources enhance colleagues’ projects, streamline workflows, and contribute to informed decision-making.

Value propositions play a crucial role in determining the success of products and services, offering a myriad of benefits to users. One key aspect is the creation of savings in terms of time, money, and effort. Information that can streamline processes and workflows enhances productivity and saves time and cost. Additionally, meeting or exceeding users’ expectations and delivering outcomes that align with their needs contribute to the value of a product or service. By addressing user requirements, reducing frustrations, and eliminating obstacles, value propositions aim to enhance user experiences, fostering satisfaction.

Furthermore, value propositions extend beyond functionality and encompass elements that contribute to the quality of user interactions. These elements include improving usability accessibility and providing a range of services. Reducing financial, social, and technical risks is another critical dimension, instilling user confidence. Offering scalability, flexibility, and customization options ensures that products and services can adapt to changing needs, providing long-term value. Support for continuous learning and improvement through resources adds to the value. It fosters a sense of growth and development for users. A well-crafted value proposition addresses user needs, creating a positive and enduring relationship between users and the offered services.

Demonstrating partnership benefits is pivotal. Archivists can achieve this by presenting compelling case studies and success stories. Highlighting positive outcomes resonates with potential allies and showcases the practical applications of archival services.

Showcasing Impact

Archivists can solidify their position as valuable collaborators by showcasing the tangible impact of their contributions. Sharing how archival resources influenced projects, informed strategies, or resolved challenges provides concrete evidence of the value archivists bring. Quantifying the time and effort saved through efficient information retrieval further strengthens this narrative.

Presenting evidence of improved resolutions through context is equally important. Archivists should highlight instances where their expertise led to enhanced decision-making and problem-solving. This evidence-based approach reinforces the credibility of archival services.

Fostering Collaborations

Collaboration thrives on reciprocity. Archivists should not only seek to benefit from partnerships but also contribute to the success of their allies. By sharing skills and expertise, archivists create a mutually beneficial environment. This approach fosters teamwork, ensuring partners feel supported and valued in their collaborative efforts.

Archivists play a pivotal role in building collaborative partnerships that extend beyond the traditional realms of research. Understanding collections, showcasing achievements, practical communication, and fostering collaboration are critical elements in this endeavor. As archivists embrace these strategies, they unlock the full potential of partnerships, contributing to a more prosperous and interconnected landscape of knowledge preservation.

The blog was originally published on Lucidea's blog. 

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Collaborative Archival Relationships

The key to unlocking potential lies in forging strategic alliances. Archivists can amplify their impact by seeking allies who share their vision and goals.

Collaborative relationships in the archival field create the benefits of interdisciplinary teamwork, strategic networking, and shared goals.

These partnerships create an environment where exchanging knowledge and resources fosters innovation and growth. Through strategic alliances, archivists broaden their reach and gain access to diverse perspectives and expertise. This collaborative approach transcends organizational boundaries, promoting a collective effort toward preserving and disseminating information. As archivists join forces with like-minded individuals, the collective impact becomes more significant than the sum of its parts. In this interconnected landscape, the archival community becomes a powerful force, driving positive change and ensuring the longevity of cultural heritage.

The Power of Collaborative Projects

Collaborative projects are instrumental in showcasing how archival collections can benefit various organizational departments. However, to contribute to such projects, archivists must be involved in or, at the very least, acquainted with the strategic documents that express the organization’s vision, direction, and current priorities.

The foundation of effective collaboration lies in identifying common categories and factors. Archivists should seek departments whose projects align with the utilization of records. Whether collaborating with legal teams requiring accurate documentation, or with marketing departments needing historical context for campaigns, archivists play a crucial role in initiating conversations that uncover shared interests. By framing collaboration within shared goals, archivists illustrate how their expertise enhances the endeavors of their colleagues.

Bridging Gaps

With their interdisciplinary perspective, archivists become the bridge that spans across departments. This perspective is a powerful tool for breaking down silos and fostering collaboration. By cultivating relationships with colleagues, archivists create a network of opportunities for knowledge exchange. Interdisciplinary alliances enrich individual projects and contribute to holistic problem-solving within the organization.

Archival leaders must connect with potential allies. Attending departmental meetings, cross-functional workshops, and organization-wide events provides archivists a platform to share their expertise, understand colleagues’ needs, and strengthen collaboration. They take the initiative in outreach efforts and position archivists as valuable collaborators, paving the way for fruitful partnerships that transcend traditional boundaries.

Strategic Networking

Strategic networking plays a pivotal role in the success of collaborative initiatives. Archival leaders must be contributors to the organization’s broader objectives. By aligning their expertise with the goals of different departments, archivists become integral to the organization’s fabric. Doing so ensures the preservation of historical records and enhances the organization’s overall efficiency and effectiveness.

Effective strategic networking requires archivists to align their expertise with organizational goals and cultivate meaningful relationships with key stakeholders. Building connections with colleagues, decision-makers, and external partners is essential for staying informed about upcoming projects, priority changes, and potential collaborations. By participating in cross-functional teams and engaging in open communication channels, archivists can foster a collaborative environment that facilitates the seamless integration of archival processes into organizational strategies.

Moreover, archivists play a crucial role in knowledge management, leveraging their expertise to identify and prioritize critical information within the organization. They can bridge the gap between departments through strategic networking, ensuring valuable insights and historical records are accessible to relevant teams. This strengthens the organization’s knowledge base and contributes to informed decision-making. In essence, strategic networking transforms archivists into key contributors who preserve the past and shape the organization’s future success through their proactive involvement in its objectives.

Building a Culture of Knowledge-Sharing

Collaboration is about working together on specific projects and cultivating a culture of knowledge-sharing and innovation. Archivists can contribute to an organization’s creative and innovative processes with their wealth of historical insights. Archivists catalyze continuous improvement and growth by fostering an environment where information flows between departments.

Unlocking the potential of archivists requires a strategic and intentional approach to collaboration. By seeking allies, framing collaboration within shared goals, bridging gaps between departments, and taking the initiative in outreach efforts, archivists can position themselves as indispensable assets to their organizations. The strength of archival impact lies in the preserved records and the collaborative relationships built and nurtured.

The blog was originally published on Lucidea's blog. 

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Informational, Evidential, and Intrinsic Values within Archives

Archives play a crucial role in preserving the collective memory of societies and institutions, serving as repositories for valuable information.

These repositories curate collections of records chosen for their enduring importance and contribution to historical understanding. The significance of archives lies in their ability to chronicle events and the layers of meaning they offer researchers. By safeguarding primary sources that capture the essence of the past, archives provide a window into the evolution of cultures, institutions, and individuals.

Archival Values

Archives are physical and digital records selected for long-term preservation because of their enduring significance. As primary sources, they provide authentic, reliable information about the past and hold values that reflect their functions and uses:

Informational value as they contain data and facts that can be analyzed and interpreted.

Evidential value is evident as they document the rights and responsibilities of individuals and institutions.

Intrinsic value as they possess unique or rare characteristics that make them irreplaceable.

The informational value of archives lies in their capacity to serve as repositories of data and facts, illuminating the pathways of bygone eras for present and future generations. Whether stored in boxes or databases, these archival materials offer a window into the past, allowing researchers and historians to analyze and interpret the events that have shaped the world.

The evidential value of archives is akin to a legal testimony documenting the rights and responsibilities of individuals and institutions. In their preserved pages, one can find contracts, agreements, and official correspondence evidence of transactions, decisions, and commitments made throughout history. These documents provide insight into the mechanics of societies and organizations and serve as vital tools in resolving disputes, unraveling the intricacies of legal matters, and ensuring accountability.

The intrinsic value of archives lends an almost sacred quality to these repositories of history. The aura of uniqueness and rarity surrounding certain documents elevates them beyond records; they become artifacts, each with a story. Whether a handwritten letter from a historical figure, an ancient manuscript, or a photograph capturing a moment frozen in time, these items possess an irreplaceable quality that transcends their informational and evidential functions.

Consider, for instance, the discovery of a long-lost letter written by a renowned author detailing the inspiration behind a celebrated work. This document provides valuable insights into the creative process and connects to the past. It allows readers and scholars to commune with the author’s mind across the expanse of time.

Challenges and Opportunities

In the digital age, the challenges and opportunities for archivists have multiplied. While the ease of creating and disseminating information has grown exponentially, it needs curation and preservation. Digital archives, with their vast repositories of emails, documents, and multimedia files, present a unique set of challenges in terms of longevity and accessibility. The ephemeral nature of digital formats, coupled with the rapid evolution of technology, underscores the importance of proactive strategies to ensure the continued preservation of these invaluable records.

Archivists are the custodians of collective memory, balancing preserving the past and adapting to the future. Their work extends beyond the confines of physical and digital storage; it involves selecting, organizing, and maintaining records that encapsulate the essence of human experience. As individuals continue to generate an ever-expanding volume of information, the role of archives in shaping the understanding of the past and guiding the path forward becomes increasingly crucial.

Archives are dynamic entities that breathe life into history. Their informational, evidential, and intrinsic values foster a deeper connection to the past, offering a profound appreciation of events unfolding over time. As people recognize and cherish the enduring significance of archives, they acknowledge their role in preserving history, shaping collective identity, and informing narratives.

The blog was originally published on Lucidea's blog. 

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Sustainable Archives

In an age defined by environmental challenges and a growing commitment to sustainability, archivists play a crucial role in the broader effort to preserve not only the historical record but also the planet itself.

Sustainability is an ethical imperative and a responsibility embedded in the archivist’s code of ethics and core values. Archivists, as stewards of the historical record, recognize that their professional work can either be a harmful force on the environment or a reparative resource. Therefore, they embrace the principles of sustainability, rooted in an ethics of care, to guide their practices and policies.

Archivists hold a unique position in society, entrusted with preserving and caring for the historical record. Their responsibilities extend to identifying, organizing, maintaining, and providing access to materials documenting society’s cultural heritage. This role, however, comes with a dual responsibility. Archivists are not just stewards of history but also the environment.

Maximizing the Positive

As they care for collections and serve their communities, archivists must maintain an awareness of the impact of their work on the environment. Archivists understand that traditional archival practices of acquiring, processing, storing, and providing access to materials can have positive and negative environmental consequences. Their goal is to minimize the harmful impact and maximize the reparative potential of their work.

Archivists root their work in an ethics of care, a moral compass that guides them to prioritize sustainable practices and policies. In this context, sustainability is not just a buzzword but an ethical imperative informing every archival practice aspect.

Finding a Balance

At its core, sustainability is about finding a balance between preserving cultural heritage and preserving the planet. Archivists strive to create a harmonious coexistence between their role as stewards of history and their duty to protect the environment. This ethical commitment extends to critical areas of archival work, such as acquisition, processing, storage, service models, and education.

Archivists consider the materials they acquire, focusing on relevance, significance, and long-term preservation. By selecting materials judiciously, they minimize the environmental impact associated with the long-term storage and care of these collections.

Archivists employ efficient and environmentally responsible processing methods. They seek to reduce waste, energy consumption, and the use of harmful chemicals. Digital processing and preservation techniques are often preferred to minimize physical storage needs and environmental footprint.

Archivists recognize the importance of proper storage conditions for preserving materials. They implement climate control systems, utilize energy-efficient technologies, and employ sustainable storage solutions to reduce the environmental costs of preserving historical records.

Archivists develop service models mindful of sustainability. Such practices include reducing travel for access, digitizing remote access, and using eco-friendly materials in outreach efforts.

Sustainability in archival work is not the sole responsibility of archivists. It is a shared commitment that involves the collaboration of all stakeholders, from creators and donors to users and communities.

Heritage and Sustainability

Archivists occupy a unique intersection between heritage and sustainability. Their role as stewards of the historical record brings the responsibility to ensure that the environment is preserved for future generations. The commitment to sustainability is an obligation deeply embedded in the archivist’s code of ethics and core values.

Archivists strive to transform their professional work from a potentially harmful force into a reparative resource. Through sustainable practices and ethical choices, they ensure that the historical record remains accessible while preserving the environment. In this endeavor, archivists inspire a broader commitment to sustainability within their communities and promote harmonious coexistence between heritage and the planet.

The blog was originally published on Lucidea's blog. 

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