Digital Records Program

Purpose

The Esther Clark Wright Archives preserves and provides access to two distinct groups of archival materials: (1) the institutional records of Acadia University, including administrative records, and (2) private records that support teaching, learning, and research at Acadia University and preserve the history of the Annapolis Valley.

Recordkeeping practices have shifted from physical to digital formats over the past several decades. As the Archives works to document institutional and community history, it is imperative that the Esther Clark Wright Archives takes steps to identify, preserve, and provide access to significant records created in digital formats.

The purpose of this digital records program statement is to describe the Archives’ commitment to acquiring, preserving, and providing access to digital records.

Scope

The digital preservation program at the Esther Clark Wright Archives covers the following materials:

  • Unique digital materials produced by Acadia University or members of the University community deemed to have permanent archival value that have been transferred to and accessioned by the Archives
  • Unique digital materials that document the heritage of the Annapolis Valley and support student, faculty, and community research, that are deemed to have permanent archival value, and that have been legally donated to and accessioned by the Archives
  • Digital surrogates created by the Archives which are deemed to have permanent archival value

Guiding Values

  • We will strive to implement the Open Archival Information System (OAIS) Reference Model standards (ISO 14721:2012) and meet best practices for storing digital records whenever possible
  • We understand that digital preservation is an ongoing activity that must be maintained over time
  • We will consider the preservation implications of systems designed to manage digital content, and we will work with leadership and other departments across the university to build an interoperable and reliable digital archives
  • We will work to establish procedures to ensure the integrity and authenticity of digital records to meet archival requirements pertaining to provenance and chain of custody
  • We will document policies and procedures clearly and consistently
  • We will comply with intellectual property laws and guidelines
  • We will work with leadership and other departments across Acadia to develop and implement adequate and secure backups

Challenges

The Esther Clark Wright Archives recognizes the following challenges in designing, implementing, and maintaining an effective digital records program:

  • Expertise: The Library and Archives must continue to invest in updating staff expertise to work with new technologies
  • Rapid growth: The large quantity of digital records produced can make it difficult to identify and select records for long-term preservation. The digital records program must be flexible and responsive to changes in digital formats and new developments in records creation
  • Sustainability: Developing and maintaining a sustainable digital preservation program requires adequate funding and staffing. The digital records program must not promise more than can be delivered considering resource constraints
  • Partnerships: The Archives must develop and maintain relationships with records creators, particularly for institutional records, to ensure that records are being effectively managed prior to transfer
  • Rights: Intellectual property issues can create challenges for preserving and providing access to digital records

Pre-Deposit Services

Before records are transferred, we will work with donors and records creators whenever possible to help ensure that records are easier to identify, authenticate, organize, preserve, and disseminate. This may include consulting regarding the design or implementation of digital filing and storage systems and providing input on records management plans and disposal authorizations to help identify critical records for permanent preservation.

Access & Use

The Esther Clark Wright Archives acquires, maintains, and preserves digital resources to ensure long-term accessibility. Limitations may be placed on access due to legal and ethical reasons and donor requirements, among other reasons.

Program Review

This program statement will be reviewed annually, or more often, as the need arises, to ensure that the digital records program is up to date with new technology and best practices.