Introduction
As is true for physical archives, in the case of digital archiving preservation and access are two sides of the same coin. The Access chapter in the Digital Preservation Coalition’s Handbook states:
Preserving access to digital objectives is the key objective of digital preservation programmes but requires more active management throughout the lifecycle of the resource before it can be assured
There is little point in preserving digital records if a collecting repository lacks the infrastructure or intention to at least begin making their digital assets accessible. Various elements of bitstream and lifecycle preservation which help guarantee long-term survival of digital assets have been discussed in previous posts.
This post looks less at more general theoretical and practical aspects of digital preservation and access, and instead looks at some steps I am taking to improve remote access to our digital collections, particularly “born-digital” resources.
Preservica and Access
Over the past two years I have been developing our Preservica digital preservation repository system – around two terabytes of content are now actively managed within the system. Workflows and processes are in place to monitor, integrity check and perform necessary preservation actions, helping guarantee long-term survival of, and therefore access to our digital resources.
Recently, it was decided to soft launch the public front end of our Preservica system. Based on WordPress, Universal Access comprises the user side of the platform. Content is given one of three security tags – “closed”, “open” and “public”. Anything “public” becomes visible and technically discoverable online.
Universal Access – where is it, what’s on it?
Our Universal Access page can be found at https://birmingham.access.preservica.com/. You can browse various broad collection types by clicking the link buttons or conduct a basic search of the digital repository. Search functionality is currently limited as we are making a deliberately select batch of content live to begin with, pending feedback and further site development.
A few resources available via Universal Access are detailed below, please follow links provided.
- Birmingham City Council Host City Team – Digital photos and film of Commonwealth Games Volunteers, July/August 2022
- Birmingham Collection – Content from our Local Studies Collections
- Birmingham Rate Books – Digitised PDFs of Birmingham Rate Books 1901 to 1918
- Map Collections – Digitised maps of Birmingham and West Midlands
- MS 5027 – Born-digital records deposited by Friends of Manor Farm Park in 2023
We have the potential to render online a larger range of file formats than before, including multi-page/part content, audio visual material, email, and archived websites.
Feedback and other potential solutions to access
I welcome any feedback our users have about Universal Access – it is work in progress and I’m hoping to make more content available here over time. Please send any feedback to archives.heritage@birmingham.gov.uk.
There are modifications I want to make in terms of the display settings – for example, files are not yet being displayed in filename or reference number order. We are hoping to eventually integrate and link content in Preservica sync with our CalmView online catalogue, making it easier to search digital resources, whilst ensuring assets are displayed in a manner that mirrors their intellectual arrangement in Calm.
This work is part of a longer-term plan to improve remote access to our digital collections, possibly requiring a combination of approaches – for example attaching digital files directly to Calm catalogue entries and/or uploading content to other web-based resources such as Flickr.
Content tagged “open” in Preservica would be items which we would not consider sensitive in terms of personal or confidential data sensitivity, but which rights restrictions which govern copying and display meaning we do not have the rights to provide access to these online. If we cannot provide online access to something we need to consider how to do so on site, for example via a dedicated public workstation with read-only user access ID to Preservica system.
Concluding remarks
How best to provide access to historical digital materials can seem as challenging a question to answer as how best to preserve them in the first place. A combination of approaches might be required.
It is satisfying to have a batch of accessible content in Preservica available online, but I am conscious more work needs to be done. Much of content being managed in Preservica comprises the legacies of earlier ground-breaking mass digitisation projects, as well as evidencing the historical memory of the city and its people more generally.
Please note, significant quantities of digitised content from our collections can be found on the websites like Connecting Histories and Birmingham Images. These and other similar resources are detailed here.
Michael Hunkin, Digital Preservation Officer
The Iron Room 