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Discarding AV carriers after digitisation: A five-step decision framework
Brecht Declercq, VIAA - FIAT/IFTA World Conference - Warsaw, 12.10.2016
WHY?HOW?
5 STEPSNEXT STEPS
Slide 4
DIGITISATION STATUS @VIAA
AT THIS POINT:
8 digitisation projects 357.600+ carriers involved 18 carrier types 100+ Content Partners 8 digitisation service providers
WHY?VIAA Content Partners
Regional broadcasters and the public broadcaster (VRT)• NO preservation mission -> production is core• Tendency to discard to make way in the vaults
Cultural heritage institutions• Very diverse, but DO HAVE a preservation mission • Tendency to keep
> vaults get overcrowded = not sustainable
ADVISENEEDED
WHY?
IASA TC 03: “... because of the potential for improvements in primary and secondary information retrieval and the availability of ever increasing digital resolutions, all transfers should be considered preliminary. Hence the original carriers and suitable play-back equipment must be preserved whenever possible.”
OK, but what if it is *not* possible?
HOW?
EXPERTSFARO
PACKEDVVBAD
DISCUSSION
PARTNERBRAIN-STORM
SESSIONS
ARGUMENTSLISTED
INTER- NATIONAL
EXPERTDEBATE
MOREEXPERTS
FIVESTEP
FRAME-WORK
WORKINGINSTRUMENT
USECASES
TEST INPRACTICE
HOW?
Decision tree based on: possibilities (can we do it?) desirability (is it opportune?)
CP’s asked us to make it also: A practical guide for discarding Possible to do a trade-off of pro’s and contra’s Crisp, clear, to the point argumentation Good definitions for every step Guiding flowchart: yes, yes but, no, no unless, etc. Indication on which level to apply it: collection,
subcollection, object, ...
HOW?
STARTIs there a qualitative and sustainable digital copy
of the non-file-based original available?NO - stop here. YES – go to step 1.
Step 1: Is it desirable ?NO - stop here. YES – go to step 2.
Step 2: Is it possible ?NO - stop here. YES – go to step 3.
Step 3: Is the carrier valuable in itself?NO – go to step 4. YES - stop here.
Step 4: Are the storage conditions suited?NO – go to step 5. YES - stop here.
Step 5: Is the carrier threatened?NO - stop here. YES – this carrier is ready to be discarded.
HOW TO DISCARD?
Five steps
Five steps
PREAMBLE STOP
12
STOP
3
STOP
4
STOP
5
STOP
DISCARD
CAUTIOUS BUT REALISTIC
PREAMBLE
Is there a qualitative and sustainable digital copy of the non-file-based original available?
decent digitisation – decent QC – decent collection mgmt
be aware: there’s a world behind “authenticity”, “trustworthy”, ...
STEP 1Is it desirable to discard the carrier?
In other words: is there a need to discard? will the remaining analog / digital collection benefit from it?
Only favorable if it can enhance the collection / the heritage Will the disposal effectively improve the collection?
=> reallocation of storage, staff time, funds Is there capacity to carry out a discarding project?
=> project approach: preparation, project team, ...
STEP 2
Is it allowed to discard the carrier?
In other words: Do you have the legal right to discard? Is it documented? Consulting may be required
Certain rights may block you: Do property rights apply to the item or collection?
=> what is the agreement with the depositor? Do copyrights apply to the item or collection?
=> are these rights connected to the physical object itself?
STEP 3Is the carrier valuable in itself?
In other words: In most cases only the content is digitised. Do the object, technology, history, scent, ... have a value?
Considerations about the carrier itself: Does the content or carrier have a significant value within the
collection? => Institutional mission, collection plan, ... Does the carrier have an important link with the content?
=> often linked with the intenstion of the creator Is the carrier format technically unique or rare?
=> illustration of history, description of the content
STEP 4Are the preservation conditions suitable?
In other words: Appropriate storage conditions, varying per carrier type Deterioration requires checking, influences digicost
Storage space considerations Are the storage conditions unsuitable for this carrier type?
=> Separate storage may be unaffordable, especially for small archives
Is there a pressing lack of space?=> Other collections might benefit from AVcarriers being discarded
STEP 5Is the carrier at risk or a risk in itself?
In other words: Bad storage, but also ageing can make carriers unplayable Technology become obsolete, emulation is very unlikely
Considerations about the carrier itself: Is the carrier contaminated, or degrading? Does it harm other
carriers? => e.g. moulds spread quick, vinegar syndrome is contageous
Is the carrier obsolete, or is the content unreadable? Is the playback equipment (spare parts, expertise) rare or
nonexistent? => Influences digitisation cost and likelihood of re-digitisation
STRONG Clear Accountability (direction,
funders, audience) Could be a standard Documented decision taking Pushes for quality control!
WEAK
Time and labour intensive Not (yet) a standard Optional Not watertight
OPPORTUNITIES
Starting point for broader policy Internal and external
accountability Convincing funders of the use
THREATS
Can be a cumbersome instrument
Pressure to discard can increase
Five steps: SWOT
The decision tree: working instrument that needs testing
Test cases needed, o Every case is differento Content Partners didn’t make enough progress with
QC Not yet mature enough to take decisions Animate the discussion
VIAA’s task: guide content partners in their decision.
NEXT STEPS: TEST IN PRACTICE
WHAT WE DON’T WANT
ARCHIVE
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