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

Documenting Data Bob Godfrey Archive – (Animation) Henry’s Cat Roobarb Margaret Thatcher, Where Am I Now 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 Data Box Numb er/s TitleDate s Number of boxes/fil es Contents/ Descriptio n Further notes Location 1Travel20121 box, 10 files ReceiptsTo shredStorage Cabinet 2-5Interview transcripts boxesInterviews of school of art alumnis (1960s) Interviews saved on z drive. Data protection 6Costumes20121 boxCostumes for exhibition display. Lace material Conservation work needed

Listing and documenting Data Box numbe r Title/datesDateNumber of boxes/it ems Contents/ descriptio n LocationFurther notes 7Interviews1Interviews of alumni school of art Storage cabinet 7. File 1Documentation relating to Farnham School of Art 2 files 7. File 1A Letter of consent signed files 1 fileData 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

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 MaterialRelative Humidity Tempera ture Light (lux)Warning signsProbable cause B&W photographs (optimum) (acceptable) Low<50Fading, bleaching Embrittlement Light too high, RH too low Textiles (costumes and accessories) 50 to 55% stable <50Mould 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 Conservation by Design design.co.uk/home.aspx?pagename=homehttp:// design.co.uk/home.aspx?pagename=home Online information Collection Care: British Library Archiving the Arts: National Media Museum:

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, 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 Basic Skills for non archivists How to manage your information National Archives UCA, Understanding and Researching archives