Jody Thompson CAD/BIM Task Force Design Records Section

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Presentation transcript:

Deeds of Gifts: Tools to Facilitate Born Digital Processing and Preservation Jody Thompson CAD/BIM Task Force Design Records Section SAA Research Forum August 14, 2018

Abstract Architecture and design records have many challenges. Legal and collection complications around software licensing and accessibility. CAD/BIM Task Force investigated legal and collecting challenges through deed of gift analysis.

Challenges with born digital files Architecture and design records have complex collection lifecycles. Born digital design records have many challenges: Types of software and licensing Accessibility of proprietary software Variety of software and software vendors File extensions Complicated design process Accurate representation of design files File dependencies Subject and technological expertise Lack of curatorial and/or admin buy-in

Focus of research Research the legal and collecting challenges through a deed of gift analysis. Deeds of gift could be the way to minimize some of the difficulties with design files. More active approach with acquisition process.

Task Force’s research Get better understanding of how institutions address acquisition of digital materials. Task Force examined deed of gifts Task Force asked SAA members to contribute institutional documents

Task Force’s Results Received 9 deeds from various size institutions Special collection departments at medium to large state universities Museum Large digitization Center SAA’s deeds of gift section on Appraisal and Acquisition/Accession website page

Task Force’s findings Born digital design files not sufficiently addressed in deeds. If addressed, language about digital files minimally dealt with personal identification information. Some included a separate survey that dealt with born digital content. These surveys should be required addendum to complete a deed of gift.

Recommendations and further research Continue to acquire more deeds of gifts to analyze Address minimum fundamental requirements Seek engagement from SAA leadership around best practice language Create best practice language for software dependent files, digital preservation and access Find ways to make active approach with acquisition process

Thank you. jody.thompson@library.gatech.edu