Email Archiving Concerns Lightning Talk MW 2014
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Email Archiving Concerns Lightning Talk MW 2014

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Museums and the Web 2014 Deep Dive Workshop: Email Preservation. Lightning talk examining issues that the cultural heritage sector faces in preserving and providing access to history via email......

Museums and the Web 2014 Deep Dive Workshop: Email Preservation. Lightning talk examining issues that the cultural heritage sector faces in preserving and providing access to history via email correspondence. #MW2014 #deepdive

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  • 1. Email Archiving: Issues and Concerns Deep Dive: Assessing Tools and Best Practices for Email Preservation and Access in Art Museums
  • 2. A few things about official email correspondence that keep me up at night …
  • 3. Correspondence as primary source material • Organizational history • Object acquisition • Artworks … what is today’s equivalent to Van Gogh’s letters? • Incomplete threads • Inconsistent (or non-existent) archiving practices - Multiple formats - Print & paper file: inconsistent practice, no guidelines, can’t monitor - Idiosyncratic approaches
  • 4. Questions of intellectual property • Who owns the content? • Reliance on cloud-based systems - Terms of service vary widely
  • 5. Scary Technology Stuff • Years of inbox size limits - IT had real resource limits – treated as a cost center - IT ordered deletion, offered no alternative • Migration from system-to-system - Migration can be “lossy”
  • 6. Archiving versus Backup • Um … they aren’t the same thing … • Confuses senior decision-makers • Even if archiving is taking place: - Lack of policies - Unfiltered content (loads of garbage) - Versioning issues - Failures & inadvertent deletes
  • 7. Inbox used as de facto DAM system • File attachments galore • Storage, search, retrieval challenges • Content disappears when staff depart
  • 8. Legal Stuff • Provenance • Subpoena/Discovery • Other (mainly HR) issues: bias, discrimination, harassment, etc.
  • 9. Media-based artwork: documentation • Artist’s instructions & preferences • Troubleshooting & problem-solving • Stated and/or implied permissions - File conversion - Equipment upgrade or replacement
  • 10. Complexity & expense • Do we have the resources? • Staffing? • Standards?
  • 11. History Help! Objects Threads Inconsistency Print Incomplete Formats Storage Provenance Subpoena Ownership HR issues Cloud Confusion Back up Attachments Paper Unfiltered DAMs Permissions Artists UpgradeResources Staffing Standards
  • 12. Thank you! Douglas Hegley, Director of Technology Minneapolis Institute of Arts dhegley@artsmia.org @dhegley