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Article
Publication date: 15 January 2019

Lale Özdemir

This paper aims to assess how prepared public bodies are for the transfer of born-digital records to the National Archives (TNA) of the UK in line with the reduction in the…

1734

Abstract

Purpose

This paper aims to assess how prepared public bodies are for the transfer of born-digital records to the National Archives (TNA) of the UK in line with the reduction in the transfer rule from 30 to 20 years.

Design/methodology/approach

The change in the transfer rule means that records of UK public bodies will be transferred to TNA for permanent preservation at 20 years as opposed to 30 years old. This move, which has been described as a major change that is going to be introduced in a manageable and affordable way (20-year rule, The National Archives), will inevitably witness the transfer of born-digital records to the archives much earlier than would have been the case if the change in the transfer rule had not been made. This paper reports on research carried out in the winter of 2017 on the extent to which UK public bodies are prepared for the transfer of born-digital records to TNA. Research was based on a survey of 23 public bodies which included ministries, charities and non-departmental public bodies. The target population was predominantly public bodies that had the highest level of transfer of records to TNA. The justification for this lies in the fact that these bodies, amongst others, transfer the most records to TNA, thus it would be interesting to gain an insight into how prepared these relatively larger public bodies are with regard to born-digital transfer. The remaining public bodies were chosen randomly amongst non-ministerial departments. The primary areas under analysis are plans of public bodies for the transfer of born-digital records, processes for transfer to be undertaken such as selection, appraisal etc., the use of technology in sensitivity review and the trigger date for the transfer of records.

Findings

An analysis of the research findings found that while a few UK public bodies surveyed had transferred datasets within the framework of the TNA Government Datasets (NDAD) initiative or as part of an inquiry, only one public body had transferred other born-digital records to TNA. The findings also reveal that most public bodies are yet to plan for, or to adjust, their current archival processes to take into account the different mind-set and skills required for the transfer of born-digital records. The level of preparedness is therefore limited primarily because public bodies have yet to undertake a transfer of born-digital records to the archives. The research findings also revealed that public bodies had not as yet made adjustments or changes to current practice to take into account the issues relating to the processing of born-digital records prior to transfer.

Research limitations/implications

The findings of the research at hand are based on a survey submitted electronically to twenty-three public bodies with the aim of assessing how prepared they are for the transfer of born-digital records to the National Archives (TNA). The survey was sent to 27 public bodies with responses received by 23 public bodies. The survey sent to these bodies comprises eight questions that were deemed to be important in the current digital landscape with regard to the processes involved in the transfer of records, beginning from their creation. Thus, an element of subjectivity exists with regard to the outcome of the research, as the public bodies chosen were guided in prioritising any issues about digital transfer through the questions posed. The research carried out is also limited in that it focuses primarily on ministerial departments (14 of the 23 surveyed) and also constitutes a very small sample of UK public bodies overall. However, the originality of the data obtained through the study carried out by far outweighs the limitations of the research methodology.

Originality/value

This paper highlights that the transfer of born-digital records through original research amongst the 23 public bodies surveyed is not widespread, and that processes and procedures specifically for the management of processes for born-digital records are yet to be implemented. The study concludes that long-term planning for the transfer of born-digital records is yet to be undertaken and that public bodies are more likely to deal with the issue when their digital records are closer to reaching the point of transfer.

Details

Records Management Journal, vol. 29 no. 1/2
Type: Research Article
ISSN: 0956-5698

Keywords

Article
Publication date: 11 November 2014

Anthony Cocciolo

– The purpose of this paper is to highlight the challenges to born-digital institutional archiving using a New York Archive Museum (NYAM) as a case.

2784

Abstract

Purpose

The purpose of this paper is to highlight the challenges to born-digital institutional archiving using a New York Archive Museum (NYAM) as a case.

Design/methodology/approach

The digital record-keeping practices at NYAM were studied using three data sources: focus groups with staff, totaling 81 individuals, or approximately one-third of all staff; analysis of network file storage; and analysis of digital records in archival storage, or specifically removable media in acid-free archive boxes.

Findings

This case study indicates that the greatest challenges to born-digital institutional archiving are not necessarily technological but social and cultural. Or rather, the challenge is getting individuals to transfer material to a digital archive so that it can undergo the technological transformations needed to ensure its long-term availability. However, transfer is impeded by a variety of factors which can be addressed through education, infrastructure development and proactive appraisal for permanent retention.

Practical implications

This paper highlights the challenges to born-digital institutional archiving, yet notes that these challenges can be overcome by following a multi-pronged approach.

Originality/Value

This paper outlines the challenges to born-digital institutional archiving, which is not often discussed in the literature outside of the context of higher education.

Details

Records Management Journal, vol. 24 no. 3
Type: Research Article
ISSN: 0956-5698

Keywords

Content available
Article
Publication date: 12 October 2012

154

Abstract

Details

Library Hi Tech News, vol. 29 no. 8
Type: Research Article
ISSN: 0741-9058

Article
Publication date: 29 July 2021

David Mindel

Digital collections are becoming more commonplace at libraries, archives and museums around the world, creating potential for improved accessibility to information that may…

1567

Abstract

Purpose

Digital collections are becoming more commonplace at libraries, archives and museums around the world, creating potential for improved accessibility to information that may otherwise remain hidden and further support for intellectual exploration. As a result of the growing potential for digital collections to inform and influence, the conversation surrounding ethics and digital collections needs to be continually examined and adapted as technologies evolve, user expectations change and digital information plays an increasing role in our everyday lives. In this context, this paper presents an overview of multifaceted ethical realities that impact the how, why and what digital information is created, accessed and preserved.

Design/methodology/approach

Written from the perspective of a digital collections librarian, this paper relies on existing research in presenting ethical considerations and complements that research with professional observations in providing subsequent reflections on addressing challenges in the age of digital information.

Findings

There are and should be considerations given to not only what information is contained in a given collection, but also how that information is selected, accessed and consumed by the public. The conclusions offered are designed to provoke reflection on the evolving and interconnected nature of information and ethics in the context of digital collections.

Originality/value

Information ethics is multifaceted, with one of those facets relating directly to digital collections. This paper demonstrates that digital collections are more complex than simply a collection of digitized documents and photographs. As the field of information management continually evolves and adapts, so, too, do the ethical realizations identified in this paper, all of which go beyond the (virtual) walls of a library, archive or museum, and carry the potential to have a long-term impact concerning information and its integrity, equity and access.

Article
Publication date: 7 August 2009

G. Mahesh and Rekha Mittal

The purpose of this paper is to identify the modes of digital content creation for digital libraries and discuss the associated copyright issues with the types of digital content.

5527

Abstract

Purpose

The purpose of this paper is to identify the modes of digital content creation for digital libraries and discuss the associated copyright issues with the types of digital content.

Design/methodology/approach

Prevalent copyright laws in India in the context of digital content have been studied and issues related to specific types of digital content have been discussed.

Findings

In addition to two known types of digital content, namely born digital and turned digital, a third type, gained digital has been delineated. It is found that extant copyright laws, particularly in India, allow scope for forming opinions with regard to digital content thereby giving room for insecurity for digital content creators.

Research limitations/implications

Copyright laws in the context of World Intellectual Property Organization and India only have been discussed.

Practical implications

The paper will be useful to digital content creators and digital library managers/administrators to understand copyright issues relevant to the digital library.

Originality/value

The classification of digital libraries based on content as has been delineated in this paper is an original work and has reported for the first time. The linking of digital content with the copyright issues makes it useful.

Details

The Electronic Library, vol. 27 no. 4
Type: Research Article
ISSN: 0264-0473

Keywords

Article
Publication date: 5 June 2007

Marie Wise, Lisa Spiro, Geneva Henry and Sidney Byrd

Rice University has adopted the DSpace platform for its institutional repository, but has pushed the traditional limits of how that is defined. To accommodate a wider range of…

2872

Abstract

Purpose

Rice University has adopted the DSpace platform for its institutional repository, but has pushed the traditional limits of how that is defined. To accommodate a wider range of scholarship that includes digitized multimedia source materials integrated with educational modules and geospatial resources, the technical infrastructure of DSpace has been enriched. The purpose of this paper is to discuss the developments and decisions required to support this range of scholarship beyond born‐digital scholarly pre‐prints and reports.

Design/methodology/approach

This paper presents the Travelers in the Middle East Archive (TIMEA), a digital archive that makes use of DSpace to preserve and present images and texts, as a case study in using DSpace as both a repository and archive framework. TIMEA integrates two additional systems for presenting digital content, Connexions, which focuses on educational modules, and ArcIMS, which makes available dynamic GIS (Geographic Information Systems) maps.

Findings

Although DSpace was originally intended to be an “institutional repository” for born‐digital materials such as scholarly reports, it can also serve as an archive for digitized items such as XML‐encoded texts and digital images. However, making DSpace work as a digital archive for TIMEA has required customization, including building‐in XML support, working with DSpace's flat metadata structure, implementing a customized, XML‐driven user interface using Manakin, and performing additional programming to integrate functionality for GIS and educational modules.

Practical implications

The practical implications of using DSpace as both institutional repository and digital archive have required a number of modifications, including additional functional software development, reworking the metadata structure, redefining repository policies, format access modifications, and customizing the look and feel of the repository.

Originality/value

The discussion in this paper, of the challenges and decisions inherent in using an institutional repository with a digital archive will assist other institutions working to integrate resources as will the portal structure to facilitate harvesting from multiple relevant repositories and direct users to digital resources independent of their native repositories. Likewise, enhancements to DSpace, such as support for XML document presentation, are contributions to the institutional repository community.

Details

OCLC Systems & Services: International digital library perspectives, vol. 23 no. 2
Type: Research Article
ISSN: 1065-075X

Keywords

Article
Publication date: 21 July 2020

Anna L. Neatrour, Jeremy Myntti and Rachel J. Wittmann

When faced with events, such as the global pandemic of coronavirus disease 2019 (COVID-19), libraries have a unique opportunity to develop a community facing response through…

1389

Abstract

Purpose

When faced with events, such as the global pandemic of coronavirus disease 2019 (COVID-19), libraries have a unique opportunity to develop a community facing response through born-digital collections. These collections provide challenges for metadata creation, collection development policies, workflows, and digital preservation. This paper aims to provide an overview of the Utah COVID-19 digital collection, with a discussion of impact and lessons learned.

Design/methodology/approach

This paper provides a case study of a born-digital collection initiative undertaken at the University of Utah in response to the COVID-19 pandemic. The project prompted engagement with the University of Utah communities and people across the state. Workflows, metadata management and partnerships are discussed, to provide a model for institutions developing similar projects during a time of crisis.

Findings

While the project was launched with open-ended and flexible goals, the response from the community has been both surprising and gratifying. Statistics and examples demonstrating reuse of collection materials are provided to highlight the impact and potential of community engagement.

Originality/value

Digital collecting projects during a historical event are not new, however the restrictions placed upon people worldwide during the COVID-19 pandemic created interesting circumstances for building this collection. Several lessons were learned throughout the project which will be useful for other institutions embarking upon related projects.

Details

Digital Library Perspectives, vol. 36 no. 4
Type: Research Article
ISSN: 2059-5816

Keywords

Article
Publication date: 11 November 2014

Valerie Johnson, Sonia Ranade and David Thomas

This paper aims to focus on a highly significant yet under-recognised concern: the huge growth in the volume of digital archival information and the implications of this shift for…

2963

Abstract

Purpose

This paper aims to focus on a highly significant yet under-recognised concern: the huge growth in the volume of digital archival information and the implications of this shift for information professionals.

Design/methodology/approach

Though data loss and format obsolescence are often considered to be the major threats to digital records, the problem of scale remains under-acknowledged. This paper discusses this issue, and the challenges it brings using a case study of a set of Second World War service records.

Findings

TNA’s research has shown that it is possible to digitise large volumes of records to replace paper originals using rigorous procedures. Consequent benefits included being able to link across large data sets so that further records could be released.

Practical implications

The authors will discuss whether the technical capability, plus space and cost savings will result in increased pressure to retain, and what this means in creating a feedback-loop of volume.

Social implications

The work also has implications in terms of new definitions of the “original” archival record. There has been much debate on challenges to the definition of the archival record in the shift from paper to born-digital. The authors will discuss where this leaves the digitised “original” record.

Originality/value

Large volumes of digitised and born-digital records are starting to arrive in records and archive stores, and the implications for retention are far wider than simply digital preservation. By sharing novel research into the practical implications of large-scale data retention, this paper showcases potential issues and some approaches to their management.

Details

Records Management Journal, vol. 24 no. 3
Type: Research Article
ISSN: 0956-5698

Keywords

Article
Publication date: 7 March 2016

Annamarie Klose Hrubes

– The purpose of this paper is to report on the Fall 2015 MARAC Conference.

305

Abstract

Purpose

The purpose of this paper is to report on the Fall 2015 MARAC Conference.

Design/methodology/approach

This paper focuses on the use of technology in archives, libraries and museums, as presented in various sessions at the Fall 2015 MARAC Conference.

Findings

Archives, libraries and museums are harnessing technology to archive Twitter feeds, digitize obsolete media, provide better online access to collections, automate workflows for patron-driven requests, conduct forensic recovery of born-digital objects and manage long-term access and preservation of diverse digital collections.

Originality/value

The paper condenses the authors’ notes from various sessions.

Details

Library Hi Tech News, vol. 33 no. 1
Type: Research Article
ISSN: 0741-9058

Article
Publication date: 21 September 2015

Yan Han

The purpose of this paper is to introduce PDF/A to replace TIFF as the preferred file format for digitization of textual documents. In addition, PDF/A can be used as an open…

1354

Abstract

Purpose

The purpose of this paper is to introduce PDF/A to replace TIFF as the preferred file format for digitization of textual documents. In addition, PDF/A can be used as an open archival information system (OAIS) submission information package (SIP) container to reduce digitization and digital preservation costs.

Design/methodology/approach

The author first reviewed the current digitization guidelines, the OAIS model and provides on an overview of the development PDF and PDF/A as international standards. Then literature review of the uses of PDF/A is presented. The author analyzed pitfalls of TIFFs as the preferred format for digitization, and showed how to use PDF/A to code digitization SIP.

Findings

TIFF file format has been the preferred master file format by Federal Agency Digitization Guidelines Initiative digitization guidelines for the past 20 years. However, there are drawbacks of TIFF format. Literature reviews show that PDF/A has been the preferred standard for coding born-digital documents in court, government and business sectors. PDF/A-2 and PDF/A-3 are relatively new standards released after 2010. However, few understood the standards and have utilized the full potentials in digitization. The author shows that PDF/A can be used as an OAIS SIP container.

Practical implications

In order to delivery OAIS SIPs, current practices require a combination of files, directories and various types of metadata. The author shows that PDF/A (PDF/A-2 and/or PDF/A-3) can be a better file format for textual document digitization with coding various types of metadata in extensible metadata platform and arbitrary file/data can be coded in PDF/A-3. These features in PDF/A provide much better ways to deliver SIPs in a cost-efficient manner.

Originality/value

PDF/A has been recognized as the preferred standard for born-digital documents, but it has not been used as the preferred file format for digitized materials. The author recommends that: PDF/A with lossless JPX compressions as the preferred file format; and PDF/A with lossless JPX compressions along with metadata/data as the preferred OAIS SIP container. As a result, the uses reduce costs in digitization and digital preservation and also increase productivity. The author recommends to update the national and international digitization practices using PDF/A.

Details

Library Hi Tech, vol. 33 no. 3
Type: Research Article
ISSN: 0737-8831

Keywords

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