Post on 15-Feb-2016
description
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
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