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Building Advocacy and Support for Digital Archives Instructor: Fynnette Eaton February 20, 2015 ©2012 Society of American Archivists.

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Presentation on theme: "Building Advocacy and Support for Digital Archives Instructor: Fynnette Eaton February 20, 2015 ©2012 Society of American Archivists."— Presentation transcript:

1 Building Advocacy and Support for Digital Archives Instructor: Fynnette Eaton February 20, 2015 ©2012 Society of American Archivists

2 Your name and your institution Why are you taking this workshop An interesting story about you and electronic records Good morning!

3 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

4 Engagement Collaboration Case Study Managing your message Demonstrating/measuring success Group exercise Developing template for your local context Recap and evaluations Schedule

5 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

6 Same tactics, different audience Goals are the same  Understanding your goal(s)  Identify who is working with you to achieve them  Maintaining/building on relationship Inreach vs. Outreach/Advocacy

7 Think strategically Kenny and McGovern. “The three-legged stool: institutional response to digital preservation.” 2005

8 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

9 Terminology OAIS Designated Communities Producer Consumer SIP AIP DIP Tech Stakeholder Power-user Beta tester User acceptance

10 OAIS Reference Model

11 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

12 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

13 Engaging stakeholders, whoever they may be at your institution  Who needs to be involved?  Curators, IT, library directors, donors, staff  Who could be your champion?  Who needs a nudge before they will engage? Surveying the landscape

14 Has five functional entities:  Ingest  Archival Storage  Data Management  Administration  Access OAIS Reference Model

15 Most of the time there isn’t another “you” in your organization  Find 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

16 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

17 What has been your experience with collaborating with others to accomplish a specific task? Good/Bad/Ugly Explain Discussion/Case Study -- Collaboration

18 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


20 Collaboration is Key: How do you ensure success? Partnerships/Collaborations depend on the combination of complementary  Skills  Knowledge  Perspectives  Decision-making styles  Experience

21 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

22 Partnership/Collaboration: What Makes it Work?  Education Skill transfer and cross training Social and cultural dimension-understanding new points of view  Joint planning Ongoing and iterative (not just a one-shot effort) Method of negotiating mutual benefit and creating common goals

23 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

24 Group Composition Common Goal Mutual Benefit Joint Investment of Resources Working Process Mutual Accountability Key Characteristics of Teams, Collaborations, Partnerships

25 What are the impediments that you have encountered in trying to change a process in your organization? Group Discussion

26 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?

27 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

28 “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 tone  How do you want people to view your services surrounding born-digital content? Managing your message

29 Getting the word out  To staff  To donors Awareness-raising with donors  Existing  New Managing your message

30 What is success to you?  Ability to acquire born-digital materials  Donors willing to give you born-digital materials  Ability to have staff work with born-digital materials  Have safe space to store digital archives  Other? Demonstrating success

31 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

32 To whom do you need to articulate success factors?  Your boss  Your donors  Your colleagues  Who else? Communicating success

33 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

34 Turning new knowledge into informational tools Conveying information to different audiences Understanding new workflows for digital materials Workflow Discussion

35 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

36 Questions?

37 Exercises Work in groups  Pick group reporter Answer questions Regroup and report out to the larger group Discuss Group exercises

38 Using a template you will build a plan for your digital archives program. Taking into consideration:  Local context  Constraints  Opportunities Taking it home

39 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

40 Work with a partner  Fill out template  Note where more information/research is needed  Decide on a deadline to finish up your plan Assignment

41 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

42 Fynnette Eaton Archives Consultant Eaton Consulting Questions?

43 Please fill out evaluations Links to quiz will be emailed  Necessary to gain credit for DAS Certificate Evaluations and quiz

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