Arrangement & Description Simon Wilson Hull University Archives
Purpose of Arrangement & Description  <ul><li>The general objectives for Arrangement & Description are: </li></ul><ul><li>...
Elements of Arrangement  and Description  <ul><li>Prerequisites  </li></ul><ul><li>Plan for processing  </li></ul><ul><li>...
Challenges faced <ul><li>Each collection is unique, approach will vary:  </li></ul><ul><li>need to integrate the born-digi...
Challenges faced <ul><li>Volume of material : </li></ul><ul><li>   - 'storage is cheap' – does this mean we shouldn’t appr...
Hypatia <ul><li>Digital archivists' experiences defined the requirements for a new tool  </li></ul><ul><li>Key features id...
Case Studies <ul><li>Peter Chan, Digital Archivist,  Stanford University </li></ul><ul><li>2. Gabriela Redwine, Archivist ...
Discussion  <ul><li>Are the professional skills of appraisal, arrangement  </li></ul><ul><li>and description still relevan...
Discussion - results  <ul><li>1. Appraisal – many said this was key professional skill </li></ul><ul><li>2. Flexibility – ...
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AIMS Workshop pt. 3: Arrangement and Description

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  • SAA definition for description puts emphasis on minimizing the amount of handling needs to be updated to consider preservation actions due to file format obsolescence etc
  • What is sensitive will vary from collection to collection information (social security; personal e-mail address/mobile no etc) - Could also be discussion behind a decision (Larkin 25 funding)
  • As a result of experiences to tackle arrangement and description, the AIMS digital archivists&apos; defined the requirements for a new tool - designed to work with technical and professional standards - use drag&apos;n&apos;drop to create intellectual arrangement, changes a relationship between digital assets (asset doesn’t move) using Fedora &amp;quot;sets“   - rights &amp; permissions to single file, a discrete series or the entire collection
  • 1 being the most important
  • 1 being the most important
  • AIMS Workshop pt. 3: Arrangement and Description

    1. 1. Arrangement & Description Simon Wilson Hull University Archives
    2. 2. Purpose of Arrangement & Description <ul><li>The general objectives for Arrangement & Description are: </li></ul><ul><li>- to preserve context </li></ul><ul><li>- to establish control of the material </li></ul><ul><li>- to provide a means of discovery  </li></ul><ul><li>SAA definition for description puts emphasis on minimizing the amount of handling </li></ul><ul><li>AIMS Framework </li></ul><ul><li>Processes which establish intellectual control of the material including implementation of policies and agreements with donors, etc. to enable subsequent discovery and access </li></ul>
    3. 3. Elements of Arrangement and Description <ul><li>Prerequisites  </li></ul><ul><li>Plan for processing  </li></ul><ul><li>     - gather supporting information; files captured from media </li></ul><ul><li>(accessioning); convert files (for viewing); appraisal strategy; </li></ul><ul><li>assess arrangement options; consider preservation issues </li></ul><ul><li>Processing  </li></ul><ul><li>  - implement arrangement strategy; add descriptive metadata and wider context (eg Collection Level Description); copyright & other legal considerations   </li></ul><ul><li>4. Prepare for Discovery & Access - remove restricted access to b-d material during processing </li></ul>
    4. 4. Challenges faced <ul><li>Each collection is unique, approach will vary:  </li></ul><ul><li>need to integrate the born-digital material with existing material / arrangement?  </li></ul><ul><li>one-off collection (eg project) or likely to be subsequent accruals? </li></ul><ul><li>collection type; different for personal papers & organisation records  </li></ul><ul><li>same personnel work on the paper and born-digital components?   </li></ul><ul><li>can we appraise without knowing the contents? - similar to (paper) </li></ul><ul><li>material that is in a different language? </li></ul>
    5. 5. Challenges faced <ul><li>Volume of material : </li></ul><ul><li>  - 'storage is cheap' – does this mean we shouldn’t appraise? </li></ul><ul><li>   - wide range of file types encountered   </li></ul><ul><li>  - not practical to describe each and every file </li></ul><ul><li>- risk management if you don’t check every file for sensitive information </li></ul><ul><li>    </li></ul><ul><li>     - we need to automate as much of the processing as possible </li></ul>
    6. 6. Hypatia <ul><li>Digital archivists' experiences defined the requirements for a new tool </li></ul><ul><li>Key features identified :  </li></ul><ul><li>need an intuitive (for archivists) graphical interface </li></ul><ul><li>use drag'n'drop to create intellectual arrangement </li></ul><ul><li>ability to return to original order of the material </li></ul><ul><li>view some file types, add descriptive metadata etc </li></ul><ul><li>high level of granularity when applying rights & permissions </li></ul>
    7. 7. Case Studies <ul><li>Peter Chan, Digital Archivist, Stanford University </li></ul><ul><li>2. Gabriela Redwine, Archivist and Electronic Records/Metadata Specialist, Harry Ransom Center in Austin, Tx </li></ul>
    8. 8. Discussion <ul><li>Are the professional skills of appraisal, arrangement </li></ul><ul><li>and description still relevant for born-digital archives? - What other skills does your organisation need? </li></ul><ul><li>Discuss this on your table and list the top three skills </li></ul>Skill Comments 1 st 2 nd 3 rd
    9. 9. Discussion - results <ul><li>1. Appraisal – many said this was key professional skill </li></ul><ul><li>2. Flexibility – adaptability / learning new skills </li></ul><ul><li>3. Technology – changes, especially software </li></ul><ul><li>4. Less “arrangement” & more “access” </li></ul><ul><li>5. Collaboration with ICT staff </li></ul><ul><li>Others: Awareness of digital context; Persistence; </li></ul><ul><li>User perspective </li></ul>

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