A digital file inventory of the Queens College Special Collections and Archives

Abstract

Purpose – This paper aimed to conduct an inventory of digital resources for the Queens College Special Collections and Archives and had two purposes. The first was to assess the digital resources for a department too understaffed to address digital preservation and to provide a step-by-step program for them to start thinking in the long-term. The second was to show how these steps can be generalized for many institutions just starting to have digital holdings and looking to create a long-term digital preservation plan. Design/methodology/approach – The main method for research involved taking a significant sampling of the department’s digital holdings and conducting an inventory of them, analyzing such characteristics as file size, names, formats and metadata. After the inventory was conducted, recommendations were made to the department based on best practices in the field of digital preservation. Findings – We found that while the department generally does not follow industry-best practices for preservation, the files were relatively new and, therefore, many issues could still be fixed. With a concrete plan and a bit of effort, their digital files can be more easily accessible and protected against future threats. Originality/value – The issues that the Department of Special Collections had with their digital holdings are similar to those at many other institutions – especially educational ones where staff turnover is high. This case study could help similar small organizations start to access their digital holdings and start formulating a plan for long-term preservation.

Digital preservation practices in university libraries

“…According to Dolan-Mescal et al (2014). "long-term digital preservation is not just about tomorrow, it is also about formulating a plan for today that will make your digital files more organized, efficient, professional, secure and useful.…”

Digital archives from the ground up

“…Recognizing that storing files without metadata is "the equivalent of throwing all of one's paper's in one disorganized pile in a large drawer (Rinehart and Prud'homme, 2014)", the librarians need to think about other long-term storage strategies in the future and consider the NDSA levels of digital preservation (National Digital Stewardship Alliance, 2017). Ideally, the library will also implement ideas presented by Queens College such as storing files with metadata in an Excel file or in a product such as ArchivesSpace or DSpace and deleting duplicate files on the server to free up valuable space (Dolan-Mescal et al, 2014). While Omeka.net serves its role as the host of a searchable digital archives, the platform does not guarantee long-term preservation.…”