RECOMMENDATIONS SCIENTIFIC SEMINAR ON DIGITIZATION OF ARCHIVAL RECORDS – SHARING EXPERIENCES 01 – 02 OCTOBER 2009 HANOI, SOCIALIST REPUBLIC OF VIETNAM

PREAMBLE: The Seminar acknowledges that digitization has become an essential technical process for archives since the beginning of 21st century, but it remains a tool and not an end in managing archives and that In the case of archives: the process could either advance its course or put collections at risk, let alone wasting precious resources. The effectiveness of this tool should therefore be thoroughly planned, carefully executed and reviewed periodically, fine-tuning for it to meeting archives objectives.

The seminar recognizes: 1.The importance of adequate planning and control prior to any digitization project: –Manpower –Resources/Budget –Organisation of scanned materials

2. For digitization of archival records, it is important to choose the right type of scanning equipment so as to ensure that in the process the archival documents will not be harmed.

3. Quality control in archival scanning is most important as it will affect long-term accessibility of the content.

4. Microfilm remains a viable medium for certain digital-born archives that require long term preservation as it is not dependent on software in rendering the content and it is reversible as records captured on microfilm can be digitized easily.

5. National Archives should play an active and leading role in assisting and advising records creating agencies in managing records, from the perspective of long term access.

6. Capacity building is very important to ensure human resources of all levels are equipped with the necessary skill and ability to carry out and sustain digitization projects.

7. The need to organize concerted effort and create opportunities to ensure continuous co-operation and sharing of experience in digitization project especially in SARBICA member countries.

The Executive Board of SARBICA will ensure the deliberations and recommendations of this seminar is fully recognized and taken to the attention of the ICA Secretariat for further action.