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Selection Strategy for Legacy Collections
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a new project led by the P&P Commission
Background and objectives
The Commission has identified two different projects regarding
selection of archive content :
Update of the existing FIAT Selection Recommendations
This document covers
selection rules and procedures that apply mainly to incoming material to the
archive post production or transmission. It has been clearly designed for use
by archivists. It was drafted in 1996 at a time when very few digital materials
were being received into media archives. Therefore, it would be useful to contextualise
the existing guidelines and to review them to current state of archive management.
Selection Charter for Migration of legacy archives
This new document will answer the questions addressed in Emmanuel
Hoog's keynote speech in Antalya : selection for
preservation and digitisation of legacy archives.
It will contextualise the challenge to archive managers, broadcasters
or national archives executives and politicians, offer strategic guidelines,
provide cost benefit analysis and international examples of current approaches
to the challenge and potential solutions.
As it is intended for different audiences, it will be necessary
to use different approaches, and probably to prepare different documents.
The Charter will answer such questions as :
- For Archive managers : What they can do at their level ? What are the possible
migration strategies ? The charter would provide guidelines for selection
priorities and procedures as well as evaluate technical options.
- For Brodcasters and National Archives executives : Why do Archive need
more resources to achieve their migration plan ? What is the cost ? What
are the expected benefits for the company and the users ? What will happen
if not ?
- For political officials : Why should they get involved in the question
of Archive preservation and access ? What is their share of responsibility
?
Workplan
Update of the existing FIAT selection guidelines
One work package : review of current FIAT Selection Guidelines
- Contextualise the existing guidelines
- Review application to current state of archive management
- Focus on selection,de-selection and disposal criteria and process for rushes
Output
- a revised version of the Guidelines, introduced by a foreword explaining
the new context and questions arising from it eg the impact of increased
production output ; benefits and costs of new technology
- to be published on the FIAT web site, and printed if needed
Participants
- Project leader : Vit CHAROUS
- Collaboration : Sue Malden and P&P Commission
Calendar
- Jan 2003 for first re-draft
- May 2003 Final review at P&P meeting
- Sept 2003 for publication and presentation at the Annual Conference
Selection charter for migration (first draft)
Eight work packages
WP 1 : Contextualise the challenge
This chapter is intended for all audiences
- Growth in television, radio and cinema output requiring storage & management
- Diversification of sources of archive material
- High technical costs of transfer
- Frequently there is a need to enhance the metadata (cataloguing)
- Need for an interface between new production and the legacy holdings
- Address the operational management issues of managing both digital and
analogue holdings
- Limited accessibility of legacy formats
- Limited commercial value of the holdings because of unclear third party/neighbouring
rights situation and international duplication of content, especially News
- Digitising to both preserve content and improve access
WP 2 : Current migration strategies
This chapter will be of benefit to those archive managers who
already have their strategy, as well as those that are yet to face this challenge
- Begin with new intake eg SVT
- Begin with legacy holdings eg INA
- Tackle both ends of the spectrum eg RAI and BBC
Action : Birgitte Rathsach, DR, Ruth Stifter, ORF
WP 3 : Criteria for prioritising transfer / digitisation
This chapter is intended for archive managers
- Fragility / vulnerability of physical material
- Most in demand
- Commercial value
- Heritage value
Action : Dominique Saintville, INA, Ruth Stifter, ORF
WP 4 : Processes & methods
This chapter is intended for archive managers
- Create a hierarchy of genres of programme content
- Analysis of the range of media i.e. Film, video, audio
WP 5 : Technical options
This chapter is intended for archive managers
- Technical choices
- Presto farm
- P/meta
- How to dispose of transferred material
Action : Roberto, Rossetto, Rai, Ricard Wright, BBC, the Media
Management Commission
WP 6 : Cost benefit analysis
This chapter is intended for Broadcasters and National Archives
Executives
Who are the stakeholders ?
- Producers
- Commercial sales
- Broadcaster
- Heritage
- Education learning and research
- New platforms e.g. On demand, new channels
Processes
- Measure benefits
- Funding model
- Collecting statistics to demonstrate usage and benefits
- Set up user groups
Action : Ruth Stifter, ORF
WP 7 : Time has run out
This chapter is intended for archive managers and political
officials
If all the required funding is not forthcoming or time runs
out !
- Destroy untransferred material or not ?
- Does it all need to be transferred - are selection criteria or sampling
needed ?
- Share the problem of de-selection, face the responsibility together
- Identify costs saved in the future by this investment to reduce costs in
the future
International examples of solutions
- A BBC video is being made for the Director general to demonstrate to politicians,
influencers, etc. why the archvie is valuable
- RAI is exploring the educational use and access to their archives to be
funded by the equivalent of 1 Euro increase in the license fee per family
p.a. All 100 Italian universities are part of one network that will access
the RAI catalogue
- INA producing a leaflet for use in lobbying officials
- British Pathe successfully obtained UK Lottery/Heritage money to digitise
and make available their collection
- Work in partnership with a National Archive e.g. SVT
Action : Ruth Stifter, ORF
WP 8 : Edition of the charter
- The charter will probably include several versions depending on the audience
e.g. archive managers, Broadcasters or National Archive executives, politicians,
using different styles and content
- It will include appendices of examples from specific archives
Output
- The FIAT Selection Charter for Migration of Legacy Archives
- to be published on the FIAT web site, and printed to be avaiable at the
brussels conference
Action : Sue Malden
Participants
- Project leader : Sue Malden
- Collaboration : P&P + MMC interested members, plus FIAT members interested
in the project and representing various level of advancement
in the migration process
Calendar
- Jan 2003 : detailed proposal and allocation of work packages to the project
participants
- April 2003 : first draft of the 7 chapters
- May 2003 : second draft of the 7 chapters
- Aug 2003 : edition of the charter
- Sept 2003 : publication and presentation at the Annual Conference
Sue Malden, Chair of the P&P Commission
- sue.malden@btopenworld.com
Dec 2002, Updated 15 Jan 2003
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EDITORS: Steve Bryant - BFI, Dominique Saintville - INA, Sue Malden
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