Digitization and Archives

1 Canadian Council of ArchivesConseil canadien des archivesDigitization and ArchivesTable of ContentsDeclaration of Principles Concerning the Relationship of Digitizationto Preservation of Archival Records ..1 Decision Tree for Digitization Projects ..2 Selective Bibliography ..6 Case Studies ..8iiCanadian Council of ArchivesPreservation CommitteeOctober 2002 Declaration of Principles Concerning theRelationship of Digitization to Preservationof Archival Records1 Digitization is the transformation of analog information (from whatever form and fromwhatever support) to digital Preservation Committee of the Canadian Council of Archives supports the followingprinciples as a guide to the development of Digitization programs in Digitization encourages preservation by limiting the handling of original Digitization is, above all, part of an access The process of Digitization must not place original records at risk of damage fromhandling or The establishment of a Digitization service must not violate the physical or intellectualrights (property rights, copyright or privacy) of Digitization must strive to preserve to the greatest extent possible the authenticityand integrity of the original information.

2 Digital enhancements may be performed oncopies to improve access, but an authentic unaltered version (the original analogdocument or a digital version) must always be The institution must define clear objectives (access, or a combination of access andpreservation) before implementing a Digitization Records should be chosen for Digitization only after a careful selection process. Theymust meet project objectives, not present legal constraints, be capable of being digitizedand match available The technological approach to Digitization must satisfy project objectives and mustaccommodate the characteristics of the Search tools are an essential part of a Digitization project and must meet the needsof Since digital information is at risk of loss due to technological obsolescence (physicalsupports, logical formats, as well as software for searching and displaying the infor-mation)

3 , institutions embarking on a program for the long-term preservation of digitalrecords must be aware of these dangers, the complexity of such a program, and thecosts that are Institutions must not neglect other activities when allocating resources for the estab-lishment and maintenance of a Digitization and Archives 11 Among the interesting examinations of the relationship between preservation and Digitization in Archives , see Conway in Sitts (2000),Dorr and Hartmut (1997), Gertz (1999), Kenney and Rieger (2000), Menne-Haritz and Br bach (1999), Smith (1999) and SAA (1997).2It is essential to evaluate the recurring costs of a Digitization program (the cost of converting digital formats every three to five years).12. The impact of a Digitization program on the institution s other public service activities(research room use, orders for copies, etc.)

4 Must be considered as a factor ofinformed Realizing the costs and complexities inherent in the development of a digitizationprogram, institutions should try to share resources (financial, material, human) andcollaborate with others, where Council of ArchivesDecision Tree for Digitization ProjectsThis decision tree is meant to assist archivists in identifying records for Digitization projectsby reviewing fundamental issues: first, that project objectives are clear and lead to identifying and obtainingthe technology and resources necessary to achieve project goals; secondly, that the long-term costs of a Digitization capacity must bemaintained and supported by the institution and its parent organization. This document addresses the steps in a Digitization project at a macro level.

5 To resolvetechnical issues at a higher level of detail, the reader is provided with a list of referencesfor further reading. The reader will note that this document describes the management ofdigitization by project . The characteristics of records, the objectives possible and themeans to reach them are so diverse that specific solutions are difficult to and Archives 3 Fragile documents may requireconservation treatment and/orspecial care or handling beforethey can be safely digitized. Averification of their conditionmust be completed by theappropriate the records chosen forthe Digitization project3besafely digitized? It is essential to clearly identifyproject objectives. Methods andresources necessary for projectsuccess must be in tune withobjectives.

6 The institution must identify theobjectives of the project. Are objectives of the digitizationproject clearly identified? Access Access and PreservationNOYES123 Several publications present criteria aimed at helping archivists select records for Digitization projects. Notable among these are Ayris(1998), Colombia University (1998), De Stefano in Kenney and Rieger (2000), Gertz (1999), Menne-Haritz ant Br bach (1999) as well asVogt-O Connor in Sitts (2000). Other methods of reproductionmay also be considered as partof the project. If preservation isan objective of the institution,analog techniques, such asmicrofilming, may still be thebest approach for preservationcopying of certain Digitization is, above all,part of an access strategy, theinstitution may consider accessas the sole objective of theproject.

7 Will Digitization provideenhanced preservation?3 YESNOYESNO4 Canadian Council of ArchivesMaking digital copies of recordsaccessible generally means anincreased level of processing(selection, description andindexing) of the records isrequired. The institution must plan toachieve intellectual control overthe records before beginningthe Digitization project. Is there a sufficient level ofintellectual control to permitaccess to digital copies?8 NODigitization of records, andmaking them accessible via theInternet, may also be consideredas a way to stimulate interest incertain records, or to enhancethe profile of the institution. Itshould be noted that digitizationmay lead to an increased demandto consult both digitized and nondigitized records.

8 This may resultin increased preservation Digitization does not improveaccess to the records, anotherproject should be chosen. Will Digitization provideenhanced access to the records?NOYESA high demand for records mayjustify a Digitization project as ameans of preventive of surrogates protects theoriginals from unnecessaryhandling and risk. Unless trying to encourage theconsultation of certain recordsor restricting the circulation oforiginals, it is generally notadvised to digitize records thatare not in demand by the recordsfrequently consulted?NOYES45If existing copies satisfy projectobjectives, there is no need tocontinue with a digitizationproject. If they do not satisfyobjectives, the institution mayconsider Digitization fromthese institution should considerproducing preservation qualitycopies at the same time copies of the recordsalready exist in another format?

9 6 YESNOThe institution must documentthat all physical and intellectualrights, including property andcopyright, have been clearedand that credit and compensationis provided where necessary. The institution must be assuredthat project objectives, particu-larly those concerned withenhanced distribution, areattainable within the context ofthe Copyright Act (RSC, chapterC-42, 1997, paragraph a f) , laws pertaining to theprotection of privacy and accessto information, as well as acqui-sition agreements between thedonor and the the institution aware of allrelevant laws and agreementsrespecting rights associatedwith the reproduction anddistribution of archival records? 7 NOYESYESD igitization and Archives 5 Has the institution attempted tofind partners for the project?

10 Digitization in the private sector Sharing of resources betweensimilar institutions An inadequate level of human,financial, material, and techno-logical resources available maylead to a change in the scopeof the project or the selectionof other records for the institution and its parentorganization prepared to dedicatethe resources necessary (human,financial, material, technological)to reach the objective(s) of thedigitization project and tomaintain it in the long term? Intellectual control Preparation of records4 Digitization Quality control5 File Storage Search and Retrieval Distribution Migration and ConversionNO9 YESThe technical specificationsselected have a considerableimpact on the project s budget,on the management of the project,on the current and future use ofdigital copies, as well as the long-term preservation of the the available optionsand chose those which bestsatisfy the project objectives.