building advocacy and support for digital archives instructor: fynnette eaton february 20, 2015...
TRANSCRIPT
Building Advocacy and Supportfor
Digital Archives
Instructor: Fynnette Eaton
February 20, 2015©2012 Society of American Archivists
Your name and your institution Why are you taking this workshop An interesting story about you and
electronic records
Good morning!
Four tiers: Foundational Courses (4)Tactical and Strategic (3)Tools and Services (1)Transformational (1)
Optional Quiz if interested in certificate program
DAS Curriculum and Certificate Program
Engagement Collaboration Case Study Managing your message Demonstrating/measuring success Group exercise Developing template for your local context Recap and evaluations
Schedule
Determine who the relevant stakeholders are in your institution surrounding
digital archives;
Know how to communicate with donors about their
born-digital material
Articulate the importance of digital preservation to identified stakeholders
Understand how to build a digital archives program within the context of your
institution
Learning Objectives
Same tactics, different audience Goals are the same
Understanding your goal(s) Identify who is working with you to achieve
themMaintaining/building on relationship
Inreach vs. Outreach/Advocacy
Think strategically
Kenny and McGovern. “The three-legged stool: institutional response to digital preservation.” 2005
Acknowledge: understanding that digital preservation is a local concern
Act: initiating digital preservation projects Consolidate: segueing from projects to programs Institutionalize: incorporating the larger
environment and rationalizing programs Externalize: embracing inter-institutional
collaboration and dependency
Approach should fit within current organizational stage:
Kenny and McGovern. “The three-legged stool: institutional response to digital preservation.” 2005
Terminology
OAIS Designated Communities Producer Consumer SIP AIP DIP
Tech Stakeholder Power-user Beta tester User acceptance
OAIS Reference Model
Provides a framework for the understanding and increased awareness of archival concepts
Provides concepts needed by non-archival organizations (techies) to be effective participants in the preservation process
Provides a framework, including terminology and concepts, for describing and comparing architectures and operations of existing and future archives
Provides a framework for describing and comparing different long term preservation strategies and techniques
OAIS Reference Model
Submission Information Package (SIP) is the information sent from the producer to the archive
Archival Information Package (AIP) is the information stored by the Archive
Dissemination Information Package (DIP) is the information sent to a user when requested
OAIS Reference Model has three types of information packages
Engaging stakeholders, whoever they may be at your institutionWho needs to be involved?Curators, IT, library directors, donors, staffWho could be your champion? Who needs a nudge before they will engage?
Surveying the landscape
Has five functional entities: IngestArchival StorageData ManagementAdministrationAccess
OAIS Reference Model
Most of the time there isn’t another “you” in your organizationFind a colleague in a similar situation
Reach out on listservs Contact presenters you see at SAA Schedule a phone call to chat
Share documents, tools, use cases, successes, failures, etc.
Engaging with the community
Contact
Loose structure
Basic communication
Cooperation
Roles are starting to form
Some conflict with greater engagement
Coordination
Resource sharing for shared goals
Decisions made in group with clear roles
Collaboration
Formal commitments on shared goals
Convergence
Shared vision
High level of trust
Stages of collaborative behavior
What has been your experience with collaborating with others to accomplish a specific task?
Good/Bad/Ugly
Explain
Discussion/Case Study -- Collaboration
The Director of the Archives wants to implement a records management application to manage the electronic records created by the archives. She puts you in charge of determining which system to purchase and of overseeing the implementation of this system by the staff so all electronic records are properly managed.
What activities are necessary for a successful implementation?
Who needs to be involved? What problems needs to be overcomed?
Case Study
Collaboration is Key: How do you ensure success?
Partnerships/Collaborations depend on the combination of complementarySkillsKnowledgePerspectivesDecision-making stylesExperience
Partnership/Collaboration: What Makes it Work?
Measurement and control Is the partnership meeting its goals Are mutual benefits being realized Any evaluation or measurement system must be
designed and implemented jointly Effective use of teams
Team-based organization can coordinate diverse knowledge
Create social networks (the basis for trust) Create stability
Partnership/Collaboration: What Makes it Work?
Education Skill transfer and cross training Social and cultural dimension-understanding new
points of viewJoint planning
Ongoing and iterative (not just a one-shot effort) Method of negotiating mutual benefit and creating
common goals
Partnership/Collaboration: What Makes it Work?
Multi-level Human Resource Strategy Essential to involve staff and management at multiple
levels Allocate time of key staff
Group Composition Common Goal Mutual Benefit Joint Investment of Resources Working Process Mutual Accountability
Key Characteristics of Teams, Collaborations, Partnerships
What are the impediments that you have encountered in trying to change a process in your organization?
Group Discussion
Build trust Reach out to your IT person/dep’t
Share values and commitments Get a curator to champion digital archives
Cultural change/change in viewpoint Get digital archives issues on your institution’s
strategic plan Better communication
Staff are adopting workflows, getting in touch proactively.
Where are you? How do you move in the continuum?
With staff Start dialogue about digital preservation issues Show small steps in building out competency and
capacity With donors
Demonstrate commitment to preserve digital content
Communicate about the challenges of digital preservation
Building trust
“You are your own brand manager” Generate your brand around digital
archives at your institution What do you want it to look like? What is
your message?Check your toneHow do you want people to view your
services surrounding born-digital content?
Managing your message
Getting the word outTo staffTo donors
Awareness-raising with donorsExistingNew
Managing your message
What is success to you?Ability to acquire born-digital materialsDonors willing to give you born-digital
materialsAbility to have staff work with born-digital
materialsHave safe space to store digital archivesOther?
Demonstrating success
How do you measure it? By winter 2016, we will have surveyed our holdings
for digital media and have accession tools to manage existing and new content
By spring 2016, we will have a digital archives working group and a plan for establishing workflows and procedures for handling born-digital content
By summer 2016, I will have gained knowledge to develop a plan for how to establish basic bit-level preservation for born-digital archives in our collections.
Success defined
To whom do you need to articulate success factors?Your bossYour donorsYour colleaguesWho else?
Communicating success
What are the key issues that you see in the two case studies by Aprille McKay?
How would you approach the challenges she faced?
Case Study
Turning new knowledge into informational tools
Conveying information to different audiences
Understanding new workflows for digital materials
Workflow Discussion
Acquire content
• Protect contents during transfer• Create disk image
Prepare content
• Virus scan• Document details in accession log• Select out relevant content
Ingest content
• Prep SIP• Deposit into
storage/repository
High level workflow
Questions?
Exercises Work in groups
Pick group reporter Answer questions Regroup and report out to the larger group Discuss
Group exercises
Using a template you will build a plan for your digital archives program. Taking into consideration:Local contextConstraintsOpportunities
Taking it home
Strategic Intent• Goal and objectives
Process• Core steps to achieving success
Risks/Constraints• Known inhibitors or blockers to success
Dependencies• Activities that need to happen before this process can finish
Timeline• Duration of steps within process
Work with a partnerFill out templateNote where more information/research is
neededDecide on a deadline to finish up your plan
Assignment
Outreach/Advocacy is as much political and organizationally situated as it is about building a new set of services
Building relationships is key Outreach is important, regardless of the
size or scope of your archives
Recap
Please fill out evaluations Links to quiz will be emailed
Necessary to gain credit for DAS Certificate
Evaluations and quiz