1. 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

2. 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.

3. 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

4. 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.

5. 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

6. 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

7. 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.

8. 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

9. Thank you.