“Use the basic concepts and principles related to the selection, evaluation, organization, and preservation of physical and digital information items.”
Introduction
Unlike a random collection of books loosely organized and obtained on a whim in a home or thrift store, libraries and archives purposefully manage their collections so that their patrons can access them and find the information they are seeking. Details about each item in a collection is maintained by the institution, so that the whereabouts and authenticity of each item can be established, and any changes recorded. Collections are managed through processes of selection, evaluation, organization, and preservation.
Selection and Evaluation
Space in any collection has a limit, and the hours committed to organizing, preserving, and providing access to the items in the collection are costly and limited. For these reasons, it is vital to establish a collection development policy before deciding what to accept into any collection, whether physical or virtual. A collection development policy (sometimes referred to as an “acquisition policy”) is a plan for what materials to seek out, what materials to keep, and what materials to get rid of. Ham (1993) outlines how archives set up an acquisition policy to determine what donations to accept and what materials to seek out for their collections. Such a policy should be developed based on the resources available to the institution, the goals of the institution, and the intended audience of the institution.
The National Information Standards Organization (NISO, 2007) points out that a collection development policy for a good digital collection should be “agreed upon and documented before building the collection begins.” In addition to considering existing resources, intended audiences, and institutional goals, organizations must also consider “unexpected uses and users.” Disher (2022) discusses how information professionals must keep up to date on current technologies and the preferences of their patrons when considering what materials and formats to acquire. Collection materials will need to be evaluated periodically to determine whether they are still meeting the goals of the institution. Surveys and other ways of gathering data will help institutions understand which materials are being used by patrons and which materials are not.
Organization
Physical organization requires arranging things in a way that makes them accessible and does not cause unnecessary damage to the items. Books and archival materials are often organized by type and size, then by pre-determined categories. Often topical organization systems, such as Dewey Decimal or Library of Congress Classification systems, are used. Items must be clearly labeled, and the system for organizing and labeling materials must be outlined in the institution’s policies, so there is no confusion.
Weinberger (2008) discusses how digital space does not have the same limitations as physical space. In a digital space, items of different sizes and formats can be grouped together, and items that fit into different categories can be listed in each category without making a duplicate of the item and taking up more space. Digital surrogates of physical items can be arranged and described in a catalog, making it easier for users to find items they want. Like physical items, digital items need to be clearly labeled, with rules for labeling and organizing established from the beginning. “Metadata” is the term used to describe the labels and organizational arrangements of digital objects.
Preservation
Preservation means making sure that materials last for as long as they are needed. How long depends on the institutions’ collection development policy, but archives especially may require that some materials are preserved for as long as possible. Preservation involves preventing damage or decay of materials. It requires a knowledge of how materials deteriorate. Different formats of materials deteriorate in different ways, so information professionals need to research formats that are new to them to understand their preservation needs.
Many forms of media produced in the twentieth and twenty-first centuries deteriorate more rapidly than the papers of the past, so require more care to store (Ham, 1993). Sometimes materials are digitized to help preserve them. When users access a high-quality digital copy, they will not cause damage to the original. The digital copy will be sufficient for most users to acquire the information they wish to obtain from the object. Digital materials can deteriorate due to the age of the media they are stored on or become inaccessible because the software needed to display the digital object no longer exists. Because of this, they must be periodically upgraded and checked to ensure integrity and accessibility (Wijngaarden, 2007).
Items of Evidence
Evidence Item 1: Finding Aid for Jet Propulsion Laboratory Mars Video Gallery, 2002-2008
My first item of evidence is a finding aid I created for the course INFO 256: Archives and Manuscripts. The finding aid is for a collection of videos about missions to Mars created by NASA’s Jet Propulsion Laboratory from 2002-2008. This item shows my familiarity with a common form of archival organization: the finding aid. Finding aids list materials in a collection that may come in different formats or different sizes but are grouped together because they came into the archive together or have some other link to each other. Finding aids give background information on the materials and organize them in a list that makes it easy for patrons to find what they need. Finding aids can be used to describe both physical and digital collections.
Evidence Item 2: Research Paper: Adhesives in Photographic Archives
My next piece of evidence is a research paper I wrote for the course INFO 284: Photograph Preservation. In it, I discuss the effects of adhesives on photographic materials, what adhesives are best when photographs must be mounted, and what type of environment is needed to keep the photographs and the adhesives attached to them in good condition. This item shows my understanding of what is required to preserve a specific type of physical information item, as well as my ability to research and find more information on preservation topics.
Evidence Item 3: Digital Asset Management System for a Local History Museum
This item is a report describing a proposed Digital Asset Management (DAM) system for a hypothetical local history museum, based on various local history museums I have known. The report was made for the course INFO 282: Digital Asset Management. The plan includes a description of the metadata fields to be used, how items will be arranged in the search interface, workflows for ingesting content into the system, digital preservation and licensing requirements, and a review of software vendors. This item shows my understanding of collection development as it relates to digital systems, and my ability to create a collection development policy for such a system, while keeping in mind the needs and goals of the institution.
Evidence Item 4: Appraisal and Acquisition Discussion Post
My last piece of evidence is a discussion post I wrote, along with responses from a classmate and the instructor, for the course INFO 256: Archives and Manuscripts. The post outlines an appraisal and acquisition policy for my personal collection of digital photographs, including what should be included in the collection, what formats should be included, and what should not be included. It also describes plans for cooperating with others to acquire and provide copies of materials, as well as plans for the future of the collection. This item shows my understanding of the needs of digital collections, and the considerations that must be made when developing a collection of digital materials. It also shows my ability to outline policies in a simple and easy-to-read format for all stakeholders.
Conclusion
I hope to be involved in organizing materials in my future career. Even if I am not involved directly in the processes of selection, evaluation, organization, or preservation, understanding these concepts will help me better access and help others access the materials they need. Resources I will use to stay current on these issues include newsletters and blogs from leaders in the fields of preservation and digital asset management, including the Image Permanence Institute, The Internet Archive, DAM News, CMS Wire, and Real Story Group.
References
Agnew, G., Wetzel, K. A., Stephenson, C., Koelling, J., Hsieh-Yee, I., Gill, T., Fleischhauer, C., Caplan, P., & Baca, M. (2007). A framework of guidance for building good digital collections: A NISO recommended practice (3rd ed.). National Information Standards Organization (NISO). https://www.niso.org/sites/default/files/2017-08/framework3.pdf
Disher, W. T. (2022). Managing collections. In Hirsh, S. (Ed.) Information services today: An introduction (3rd ed., pp. 332-341). Rowman & Littlefield.
Ham, F. G. (1993). Selecting and appraising archives and manuscripts. Society of American Archivists.
Weinberger, D. (2008). Everything is miscellaneous: The power of the new digital disorder. Holt.
van Wijngaarden, H. (2007). Long-term preservation and permanent access: How to ensure the long-term reuse value of your digital assets. Journal of Digital Asset Management, 3(2), 102–109. https://doi.org/10.1057/palgrave.dam.3650064