The Artist as Archivist: Processing the Physical with the Digital

Acetate cel with an example of folding and crinkling, due to the poor environment

Session Outline

• Definitions• Principles of good record management• Listing/Documenting• Preservation• Appraisal

Definitions

Record management: Records management is the systematic control of an organisation's records, throughout their life cycle, in order to meet operational business needs, statutory and fiscal requirements, and community expectations. Effective management of corporate information allows fast, accurate and reliable access to records, ensuring the timely destruction of redundant information and the identification and protection of vital and historically important records. (National Archives of Scotland)

Archives: Materials created or received by a person, family, or organization, public or private, in the conduct of their affairs and preserved because of the enduring value contained in the information they contain or as evidence of the functions and responsibilities of their creator, especially those materials maintained using the principles of provenance, original order, and collective control; permanent records. (Society of American Archivists, Glossary)

Principles of good record management

• Authentic• Accurate• Accessible• Complete• Comprehensive• Compliant• Effective(National Archives of Scotland http://www.nas.gov.uk/recordKeeping/recordsManagement.asp)

Documenting Data

Bob Godfrey Archive – (Animation)

Henry’s Cat RoobarbMargaret Thatcher, Where Am I Now

Pre Production Pre Production Pre Production

Research material First draft scripts

Standards: ISAD (G) – Archival description

Accessibility: documenting Data

• Metadata (data about data) title, description, location, quantity of the material, creators, dates, type of material, legislation, preservation issues, how long should the item be retained

• File referencing (in pencil – don’t use sticky tape, pen etc)

Accessibility: Listing and documenting DataBox Number/s

Title Dates

Number of boxes/files

Contents/Description

Further notes

Location

1 Travel 2012 1 box, 10 files

Receipts To shred Storage Cabinet

2-5 Interview transcripts

2012 4 boxes Interviews of school of art alumnis (1960s)

Interviews saved on z drive. Data protection

6 Costumes 2012 1 box Costumes for exhibition display. Lace material

Conservation work needed

Listing and documenting DataBox number

Title/dates Date Number of boxes/items

Contents/description

Location Further notes

7 Interviews 1 Interviews of alumni school of art

Storage cabinet

7. File 1 Documentation relating to Farnham School of Art

2 files

7. File 1A

Letter of consent signed files

1 file Data protection

7. File 1B

Interview transcripts

1 file

7. File 1B.1

Interview of Gerald Larn

1 item

National Archives: How to Manage Your Information

http://bit.ly/1n4Jc7C

Preservation: Security– Secure storage (lockable, be aware of windows)– Be aware of legislation, e.g. data protection– Ensure signatures are used for authenticity– Any further information added on documents

signed and dated– Ensure up to date box list

Preservation: Environment• Standards – PD5454, PAS198

Material Relative Humidity

Temperature

Light (lux) Warning signs Probable cause

B&W photographs

35-40 (optimum) 35-55 (acceptable)

Low <50 Fading, bleaching

Embrittlement

Light too high,

RH too low

Textiles (costumes and accessories)

50 to 55% stable

<50 Mould and fungus, cracks, warping

RH too high or fluctuating too much

Preservation: packaging

• Acid Free packaging• Brass paperclips• Pencils

Preservation: useful links

Preservation/conservation companies• Preservation equipment limited http://www.preservationequipment.com/• Conservation by Design http://

www.conservation-by-design.co.uk/home.aspx?pagename=home

Online information • Collection Care: British Library http://bit.ly/1rj8kss• Archiving the Arts: http://bit.ly/1k8lBDY• National Media Museum: http://bit.ly/1nNCZby

AppraisalAppraisal: The process of identifying materials offered to an archives that have sufficient value to be accessioned. – 2. The process of determining the length of time records should be retained, based on legal requirements and on their current and potential usefulness. – 3. The process of determining the market value of an item; monetary appraisal. (Society of American Archivists, Glossary)

The definition of 'document' and 'record' A document is any piece of written information in any form, produced or received by an organisation or person. It can include databases, website, email messages, word and excel files, letters, and memos. Some of these documents will be ephemeral or of very short-term value and should never end up in a records management system (such as invitations to lunch).

Some documents will need to be kept as evidence of business transactions, routine activities or as a result of legal obligations, such as policy documents. These should be placed into an official filing system and at this point, they become official records. In other words, all records start off as documents, but not all documents will ultimately become records.

(The National Archives of Scotland)

Useful links

• Archiving the Arts Resources http://bit.ly/1k8lBDY• Basic Skills for non archivists http://bit.ly/1qwAd2p• How to manage your information National Archives

http://bit.ly/1n4Jc7C• UCA, Understanding and Researching archives http://

bit.ly/1hfqKsa