Selection of digital material for preservation in libraries, archives and museums

Digital material has different preservation requirements than non-digital and is at greater risk of loss unless deliberate preservation activities are undertaken. Digital preservation is an on-going managed process designed to enable continued use of digital material for as long as necessary. Much of the digital preservation research to date has focused on understanding technical steps in preserving digital objects and there has been less attention paid to assumptions about selection and the conceptual underpinnings of practice. Selection is done, not conceptualised. Therefore the aim of this research was to investigate the theory and practice of selection for digital preservation in UK memory institutions. The objectives employed to achieve this aim were firstly to examine the underlying theory relating to selection in libraries, archives and museums of non-digital material. The research then went on to investigate who the stakeholders are in selection, how selection of digital material is performed and identifying the key influential factors in selection. An intensive, qualitative approach was used to complete these objectives. A thorough review of the literature provided a theoretical background to selection in libraries, archives and museums. Then preliminary data were gathered through a set of exploratory interviews with eight digital preservation experts in order to provide an overview of selection for digital preservation. The findings from these interviews then formed the basis for the second set of interviews with twenty five practitioners working in libraries, archives and museums. The views of practitioners were under-explored in the literature although it is they that perform selection. In addition to these interviews, twenty two current digital preservation policies were examined. This research has found that there is on the whole little change required for selecting digital material, in comparison to selecting non-digital material, although technical criteria relating to the ability of the institution to manage and preserve the material are of high importance. There is a clear assumption in institutions of selection leading only to permanent collecting, which should be questioned. This research has uncovered drivers to selection, including external funders, and barriers, which include a lack of confidence and knowledge on the part of practitioners in how to select and manage digital material. Concepts identified through this research provide a deeper understanding of selection for digital preservation in different contexts and encapsulate key factors underpinning selection. The concept of professionalism is a key factor; the need to be professional and ethical guide s practitioners through specific professional skills and knowledge. The practitioners become engaged with digital material and the level of engagement mirrors the way digital material is conceptualised by practitioners. Many stakeholders were identified, including managers, senior managers, users, creators and donors, funders, other organisations and IT staff. Relationships with stakeholders and the possible roles they play in selection were found to be key factors in selection. These findings contributed to the achievement of the final objective, which was to develop a conceptual model of key factors underpinning selection for of digital material for preservation. The conceptual model consists of five main concepts and their relationships: professionalism; relationships; organisational capabilities; material properties; and boundaries. There is a clear need for greater availability and access to training and networking opportunities for practitioners in order to increase engagement with digital material. Through this research, factors relating to selection have been identified and conceptualised. It has uncovered issues not previously addressed, in particular relating to the social aspect of selection. This research provides an understanding of the complexities of selection and the influences upon it

Business archives and local communities: corporate heritage in Loughborough, UK

The LoCHe project investigated corporate archives, focusing on the case of Loughborough, a market town in Leicestershire, UK. The potential benefits for the business from creating and managing a company archive are great and the local community also benefits, but this reciprocal relationship and its associated challenges has not been widely examined. Through analysis of interviews and focus groups with a variety of stakeholders, it explored the relationship between businesses, archives and the local community. The project found that corporate archives are considered important to local enthusiasts as a source for historic research, and help inform local and work identity. Individuals are key to collecting and preserving material both in the community and the business, but community members are often unable to contribute to or access business archives. Also there is a disconnection between stakeholders which results in an ad hoc and confused local picture. The impact of digital is yet to be felt except in limited ways. It also revealed that corporate archives are often treated as an afterthought by businesses, which potentially leads to the loss of archives due to lack of interest, resources or skill to manage it appropriately

Stakeholders in the selection of digital material for preservation: relationships, responsibilities, and influence

Selecting digital material for preservation in libraries, archives, and museums is a necessary task but has not been widely examined, although the nature of digital material challenges traditional methods of selecting. This article examines the social context of selection in institutions, in which the responsibilities of stakeholders and relationships between them can affect the material chosen for preservation by practitioners. A range of stakeholders is identified; relationships between practitioners, information technology staff, and sources of material are found to be crucial. The influence of senior managers is important in providing a mandate and encouraging shared working and networks of expertise

Complexity in decision making: Determining university library opening hours.

Making decisions on academic library opening hours is complex with many pressures on managers. This research surveys senior academic library managers from the UK, using a questionnaire to reveal views on library opening hours, the decision making process, and the pressures which influenced their decisions. A variety of factors were found, in particular satisfying undergraduate demands. The research also revealed the sources of information important in making decisions on opening hours and the influence of ‘political’ issues in the decision making process. Some institutions remove complexity by utilising 24/7 opening, though this is not an option for many

Complexity in decision making: Determining university library opening hours

Making decisions on academic library opening hours is complex with many pressures on managers. This research surveys senior academic library managers from the UK, using a questionnaire to reveal views on library opening hours, the decision making process, and the pressures which influenced their decisions. A variety of factors were found, in particular satisfying undergraduate demands. The research also revealed the sources of information important in making decisions on opening hours and the influence of ‘political’ issues in the decision making process. Some institutions remove complexity by utilising 24/7 opening, though this is not an option for many

RUTHVEN, I. and CHOWDHURY, G.G. (eds) Cultural Heritage Information Access and Management. London: Facet Publishing. 2015. [Book review]

This is a book review of RUTHVEN, I. and CHOWDHURY, G.G. (eds) Cultural Heritage Information Access and Management. London: Facet Publishing. 2015.</p

Selection of digital material for preservation in libraries

The process of selection underpins many important questions facing those libraries which have responsibility for preservation. Properties of digital material present challenges to established preservation selection drivers and practices, including the increasing volume of digital material; the complexity of some digital objects; changing forms of cultural object creation and ownership; and the need for early interventions to keep material useable over time. This paper examines relevant library and related literature to identify and conceptualise factors which affect selection decision making relating to the preservation of digital material in libraries. It describes six organisational areas of concern: resources and volume; criteria; policy; legal and ethical issues; roles and responsibility; and user aspects of selection. Particular challenges include the need to revisit criteria and develop policies for preservation and selection along with the effect of unclear roles, responsibilities and expectations of a wide range of stakeholders

Rival records management models in an era of partial automation

Two rival records management models emerged during the 1990s. Duranti’s model involved moving records out of business applications into a repository which has a structure/schema optimised for recordkeeping. Bearman’s model involved intervening in business applications to ensure that their functionality and structure/schema are optimised for record keeping. In 2013 the US National Archives and Records Administration began asking Federal agencies to schedule important email accounts for permanent preservation. This approach cannot be mapped to either Duranti or Bearman’s model. A third records management model has therefore emerged, a model in which records are managed in place within business applications even where those applications have a sub-optimal structure/schema. This model can also be seen in the records retention features of the Microsoft 365 cloud suite. This paper asks whether there are any circumstances in which the in-place model could be preferable to Duranti and Bearman’s models. It explores the question by examining the evolution of archival theory on the organisation of records. The main perspectives deployed are those of realism and of records continuum theory. The paper characterises the frst two decades of this century as an era of partial automation, during which organisations have had a general capability to automate the assignment of business correspondence to a sub-optimal structure/schema (that of their email system and/or other messaging system) but not to an optimal structure/schema. In such an era any insistence on optimising the structure/schema within which correspondence is managed may paradoxically result in a reduction in recordkeeping efciency and reliability