Preservation for diverse users: digital preservation and the “Designated Community” at the Ontario Jewish Archives

Abstract

PurposeConventional approaches to digital preservation posit that archives should define a Designated Community, or future user group, for whom they preserve digital information. Archivists can then use their knowledge of these users as a reference to help them deliver digital information that is intelligible and usable. However, this approach is challenging for archives with mandates to serve wide and diverse audiences; these archives risk undermining their efforts by focusing on the interests of a narrow user group.Design/methodology/approachA unique approach to this challenge was developed in the context of a project to build a digital preservation program at the Ontario Jewish Archives (OJA). It draws from previous research on this topic and is based on a combination of practical and theoretical considerations.FindingsThe approach described here replaces the reference of a Designated Community with three core components: a re-articulation of the Open Archival Information System (OAIS) mandatory responsibilities; the identification of three distinct tiers of access for digital records; and the implementation of an access portal that allows digital records to be accessed and rendered online. Together with supplemental shifts in reference points, they provide an alternative to the concept of a Designated Community in the determination of preservation requirements, the identification of significant properties, the creation of Representation Information and in the evaluation of success.Originality/valueThis article contributes a novel approach to the ongoing conversation about the Designated Community in digital preservation, its application and its limitations in an archival context.

Designated Community: uncertainty and risk

“…Since that time, others have noted that the concept is difficult to implement (e.g., Donaldson, 2020), and that it forces institutions that serve broad publics to instead narrow their focus to a specific set of potential consumers (e.g., Bettivia, 2016). Scholars have also argued that by focusing on a narrowly-defined DC, repositories risk failing to provide meaningful access to digital information for more broadly conceptualized user communities (Boutard, 2020;Moles, 2022).…”

“…Information about how to implement the DC in practice is sparse. The lack of information about how to apply this concept has been noted by several studies (e.g., Bettivia, 2016;Donaldson et al, 2020;Kärberg, 2014;Locher, 2017;Moles, 2022;Parsons and Duerr, 2006). Scholarship that emphasizes the importance of the DC for long-term preservation largely aligns with the definitions in the OAIS model, but does not address arguments about the impracticality of implementing the DC (e.g., Bountouri et al, 2018;Clarke and Shiue, 2020;Giaretta, 2011).…”

“…Bettivia, 2016; Donaldson et al. , 2020; Kärberg, 2014; Locher, 2017; Moles, 2022; Parsons and Duerr, 2006). Scholarship that emphasizes the importance of the DC for long-term preservation largely aligns with the definitions in the OAIS model, but does not address arguments about the impracticality of implementing the DC (e.g.…”

Existential dependence relations of documents in the context of preservation

“…The increasing proportion of articles on digital preservation (e.g. Moles, 2022; Abrams, 2021) shows the issue has been an important archival subject for two decades or more, while the output tends to be in practical publications rather than academic literature as Maemura et al. (2017) illustrated.…”

“…The increasing proportion of articles on digital preservation (e.g. Moles, 2022;Abrams, 2021) shows the issue has been an important archival subject for two decades or more, while the output tends to be in practical publications rather than academic literature as Maemura et al (2017) illustrated. Even though an article without the descriptor of "digital preservation" may cover the subject, the "X" in the category of "Preservation of X" includes various types of materials such as animated films (e.g.…”