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The Artist as Archivist: Processing the Physical with the Digital

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.

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The Artist as Archivist: Processing the Physical with the Digital

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  1. The Artist as Archivist: Processing the Physical with the Digital Acetate cel with an example of folding and crinkling, due to the poor environment

  2. Session Outline • Definitions • Principles of good record management • Listing/Documenting • Preservation • Appraisal

  3. 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)

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

  5. Documenting Data Standards: ISAD (G) – Archival description Bob Godfrey Archive – (Animation) Margaret Thatcher, Where Am I Now Henry’s Cat Roobarb Pre Production Pre Production Pre Production First draft scripts Research material

  6. 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)

  7. Accessibility: Listing and documenting Data

  8. Listing and documenting Data

  9. National Archives: How to Manage Your Information http://bit.ly/1n4Jc7C

  10. 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

  11. Preservation: Environment • Standards – PD5454, PAS198

  12. Preservation: packaging • Acid Free packaging • Brass paperclips • Pencils

  13. 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

  14. Appraisal Appraisal: 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)

  15. 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

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