Thursday, 13 November 2014

How do we Digitise?

Today was the second instalment of The National Archive's digitisation workshop, which focused on the 'How' as opposed to the 'Why'.  This is obviously a massive topic and TNA chose not to focus on file formats and other such technical information, which could form a whole study day in itself but rather on the strategy and planning required around licensing and joining with commercial partners and the advantages and pitfalls of such paths of digitisation.
The National Archive swans
It is encouraging to find out that TNA are also grappling with cloud storage, in-house vs. commercial digitisation and other such issues, which are flummoxing many others in the profession.  The roles of archivists are expanding out of collection management into marketing, IT, outreach etc. and we need to move with the times.  Not only are researchers now expecting material to be digitised and searchable but archivists are now expected to be masters of many arts and, indeed, sciences.

One of the most interesting parts of today was the trip to the conservation lab and digitisation suite at TNA.  There is a dedicated team of paper conservators who work on all material before it is digitised, either in-house or for commercial purposes, to ensure that text can be as legible as possible and the material is stable.  Material is then sent to the internal digitisation suite or the area set aside for external commercial companies to come in and scan on site.  If only we all had these facilities!!

Nearest tube station...with a very shiny sign
There was much discussion around commercial partnerships and the questions you must ask yourselves and your institution before embarking on such a relationship.  It has been really helpful to have a think about issues that need to be ironed out before you sign a contract and also to know that TNA are there for dispensing advice if you feel alone!  Many archives do not have the luxury of a legal department as we do and so having the back-up of TNA is invaluable.

A lot of time was spent discussing cloud storage, which is something that the NT is currently taking a look at.  I am now more knowledgeable about general and specialist cloud storage suppliers and the merits and downfalls of each.  As a result, I'll be more capable of having an informed discussion with IT when the time comes to consider where all of our data is stored and backed up.

A worrying amount of time was spent explaining that
data is not stored in actual clouds...
The Head of Digitisation Services for TNA helpfully pointed out to those struggling with the concept of cloud storage that all we are doing is outsourcing storage to a data centre.  It needn't be a big scary unknown quantity, we're just asking someone else to store our data and we need to put certain rules and guidelines in place to ensure its safe keeping.  If you want to take a look at the TNA's guidance on cloud storage and digital preservation, click here.

We covered far too much to include here but TNA have said that they would like to make these digitisation workshops a regular thing and I would encourage anyone undertaking digitisation projects or thinking about planning one or applying for funding to tag along.  They are great networking opportunities too and it is always encouraging to realise that you are not missing out on a cover-all solution - we are all grappling with the same issues and, in a spirit of communication and good will, we will get there!

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