Sylvina

 

Yeah I agree, and we have issues about HER software and size (we can't include files greater than 20MB at the moment due to IT restrictions….)

 

This discussion has also made me wonder also the role of Museums/CRO's in this - if the site archives are being deposited with them, perhaps that’s a stronger link which needs to be developed?

 

Its something I intend to explore locally anyway

 

 

 

Nick, I really don’t see any option. It does seem ridiculous for every local authority in the UK to be reinventing the wheel to securely store digital material into the future when there are organisations (two anyway) that already have, or are working towards having, the capability to do this. People are already throwing their hands up in horror at the amount of storage capacity the HER requires, and will continue to require. I know there are things I could do to rationalise what we already have, but that takes time and it’s something I do not have a lot of. In fact I don’t really have time to be sat here on HER Forum but this is actually really useful for formulating my thinking as I work on our forward plan.

 

It’s a conversation that we should definitely be having as a sector. Look at the UK and Scottish Governments, for example, who deposit their material with the National Archives for future curation. The difference for HERs is that we still need to actively use the material. There lies the challenge - how to archive material in a way that it is still totally accessible for everyone who needs it.

 

-----Original Message-----
From: Issues related to Historic Environment Records [mailto:[log in to unmask]] On Behalf Of Nick Boldrini
Sent: 01 November 2011 11:04
To: [log in to unmask]
Subject: Re: Why PDF/A for HER's?

 

Hi Sylvina

 

I like the idea of giving it all to ADS and linking to it, that neatly avoids the issue by giving it to someone else to sort out…

 

 I would be interested to know if the ADS would actually be interested/able to carry out such a service - ie becoming a digital HER archive? For a fee I assume…

 

But once costs come in then for DC related GL,moneys no object, as the developer will pay (stop laughing at the back…)

 

best wishes

 

Nick Boldrini

 

Historic Environment Record Officer

Durham County Council

Tel: 0191 3708840

Fax: 0191 3708897

[log in to unmask]

VPN 7777 8840

 

 

Hi Nick/Crispin

 

My thinking here is that we have certainly a responsibility to retain and curate any material that is of relevance to our work as a local authority, however realistically speaking this material will also be subject to our authority’s retention and disposal policy. As we are not actually an archive I think I will struggle to make the case for increasing digital storage capacity ad infinitum to store items beyond the timescale that we as a planning authority would be retaining planning casework. Therefore in the long term I would be ideally looking to establish and maintain links with material that is being properly curated by a recognised digital repository, that would be ADS or RCAHMS I guess. I would possibly be looking to link to reports held in the ADS grey literature library, for example, rather than permanently retaining our own digital copy. It would be good to know if the ADS is planning to convert all the grey literature library contents into PDF/A?

 

I also need to think about whether in the long-long term we look at archiving our older material with someone like the ADS and linking back to it from the active HER records. However until the digital archives held by other organisations are a whole lot more accessible and flexible I see no option but to retain everything here at the council. This is currently all in my head but it is something that is of increasing concern as we get deeper into the digital age and the realities of storing and curating all this digital material become ever more apparent.

 

Cheers

Sylvina

 

-----Original Message-----
From: Issues related to Historic Environment Records [mailto:[log in to unmask]] On Behalf Of Crispin Flower
Sent: 01 November 2011 09:11
To: [log in to unmask]
Subject: Re: Why PDF/A for HER's?

 

Hi Nick

In relation to your comment “We are not archives (or at least I don't think we are)” – yes this tends to be how SMR/HERs have thought of themselves, but remember there is another dimension here, i.e. the local authority also has responsibilities to retain and manage any documentation in relation to its work. And that is increasingly digital. Perhaps any reports and archive from fieldwork undertaken to discharge a planning condition or pre-app requirement of the planning authority comes into this sphere? I don’t know enough detail about the exact responsibilities and legal frameworks here – anyone?

Cheers

Crispin

 

 

 

Hi guys

 

way back in March 2010 there was a bit of a discussion about PDF A on this list (see the archives).

 

I have finally got a round to looking at this a bit and want to re-open old sores…

 

My key question is how important is it for HER's to ensure the digital files we hold are in PDF A format?

 

We are not archives (or at least I don't think we are) and our role is to provide information and sources of information to people, whilst not necessarily having all of those sources of information within our office.

 

Yes we all have collections and want to look after them as best we can, but how many HER paper files are stored in archivally stable circumstances? So why should digital files be different?

 

With that in mind, what would have to actually happen for the PDF files I have now to be unreadable? And how likely is that? And when we work out the risk, how much effort is it worth me putting into preparing for that eventuality, when in theory most of this will be archived somewhere else as part of a site archive (I am mainly thinking PPG16/PPS5/NHPP related GL reports)

 

I am not advocating one thing or another, just asking an honest question and interested in any thoughts about some of the technical issues and peoples views, before I spend a lot of time and effort trying to convert all our PDF's

 

tar

 

best wishes

 

Nick Boldrini

 

Historic Environment Record Officer

Durham County Council

Tel: 0191 3708840

Fax: 0191 3708897

[log in to unmask]

VPN 7777 8840

 

 

 

 

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