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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…

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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.

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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

153

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…

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.

Book part
Publication date: 15 December 2017

Sylvia James

Abstract

Details

The Emerald Handbook of Modern Information Management
Type: Book
ISBN: 978-1-78714-525-2

Keywords

Book part
Publication date: 11 February 2019

Wim van Lent and Andrew D. Smith

It is commonly acknowledged that history matters in strategy. However, the strategy literature mainly discusses history in terms of path dependency, leaving little room…

Abstract

It is commonly acknowledged that history matters in strategy. However, the strategy literature mainly discusses history in terms of path dependency, leaving little room for managerial agency, despite growing anecdotal evidence that managers can actively draw on corporate history to improve decision-making. An emerging literature on how managers use the past to give sense to internal and external stakeholders has given rise to a more agent-based approach to history, but while sense-giving is commonly connected to sense-making as a driver of strategic change, the role of history in sense-making remains unexplored. Drawing on the concept of analogical reasoning, this chapter theorizes the connection between corporate archives and managerial sense-making, arguing that analogies drawn from past experience can reduce uncertainty and foster learning. This theory leads to the suggestion that consulting the corporate archive can promote strategic renewal and thus boost performance.

Details

Strategic Responsiveness and Adaptive Organizations: New Research Frontiers in International Strategic Management
Type: Book
ISBN: 978-1-78973-011-1

Keywords

Article
Publication date: 9 May 2016

Ana Krahmer

The Texas Digital Newspaper Program (TDNP) supports newspaper preservation and access for any title in Texas, from any date, any location and representing any community…

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Abstract

Purpose

The Texas Digital Newspaper Program (TDNP) supports newspaper preservation and access for any title in Texas, from any date, any location and representing any community. As an active member of the Texas Press Association, TDNP also supports large-scale preservation of born-digital newspaper PDF issues for member publishers. This paper aims to explore how the early days of TDNP built a strong foundation of collaboration and support for large-scale preservation projects, including support for preserving a state press association PDF newspaper collection.

Design/methodology/approach

This paper is a case study of a collaborative endeavor to create a large-scale, statewide digital newspaper preservation hub in Texas. This paper details how individual partnerships led to new and larger partnerships. Figures and tables represent numbers of partner institutions served, numbers of newspapers preserved and screenshots of how these items appear within collections on the digital repository environment of The Portal to Texas History. This paper concludes with recommendations for groups interested in developing their own collaborative projects.

Findings

As a case study, the data explored include numbers of partnering institutions, materials contributed by partnering institutions and how these numbers help to forward the TDNP agenda.

Practical Implications

The final recommendations are lessons learned through collaboration, and the implications are real-world advice from the partners developed through the TDNP.

Originality/value

Hosting over 3.25 million pages of newspapers, the TDNP has become an enormous hub of newspaper preservation in Texas, and it is unique in the numbers of partners it supports and the numbers of pages it is able to host for free access via The Portal to Texas History. This paper is intended to help other groups across the world build their own collaborative preservation efforts, and it offers pragmatic advice derived from hands-on experience.

Details

Digital Library Perspectives, vol. 32 no. 2
Type: Research Article
ISSN: 2059-5816

Keywords

Content available
Book part
Publication date: 15 December 2017

Abstract

Details

The Emerald Handbook of Modern Information Management
Type: Book
ISBN: 978-1-78714-525-2

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.

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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: 21 March 2016

Anthony Cocciolo

The purpose of this study is to evaluate strategies to appraise email correspondence to select significant email for permanent preservation without capturing trivial or…

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Abstract

Purpose

The purpose of this study is to evaluate strategies to appraise email correspondence to select significant email for permanent preservation without capturing trivial or personal emails. The strategies were tested on the actual email accounts of selected individuals occupying important roles within an important cultural institution in the Northeastern USA.

Design/methodology/approach

Treating this art museum as a case study site, email messages are manually appraised for retention using a rubric. Following the appraisal, strategies for expediting this appraisal process, using what is learned from the manual appraisal process, are explored.

Findings

A major finding of this study is that sent mail is almost always significant, although preserving only sent mail, or preserving sent mail in combination with inbox items that have been acted upon (replied to or forwarded), are not sufficient to capture significant correspondence. Rather, a social network approach holds the most promise to accelerate the process of email appraisal.

Originality/value

This study provides empirically grounded strategies for appraising email for permanent retention.

Details

Records Management Journal, vol. 26 no. 1
Type: Research Article
ISSN: 0956-5698

Keywords

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