Archive Notes

*** Archiving Notes ***
What have I learned? What are some important points?

December 2018

1) Web Strategy
– Minimal pages stored on website (welcome, bio, artist statement, archive guide, how to buy, events, contact)
– Store backup webpages on Google Drive
– Web blog function acts as archive
– News function is created manually

2) Metadata Strategy
– Preservation files contain no metadata
– Access files contain embedded metadata (copyright) and stamp on file
– Accession log contains descriptive, technical and administrative metadata

3) Digital Preservation (Online)
– store preservation and master files
– preservation files include working (i.e. PSD, scans) and hi-res files
– preservation files stored on Amazon Cloud (AWS)
– Access files stored on Amazon Cloud, website and Google Drive
– Website (wordpress) storage for access files

4) Digital Preservation (Offline)
– Buffalo drives and flash drive storage

December 2017

1) Electronic vs. physical storage of items.
– Best e-storage is by “year-project” in folders.
– create a portfolio by type of work (i.e. quilts, paintings, photos, etc.)

2) Create an archive vault. (i.e. separate terabyte Buff drive)
– Items go in but don’t come out.
– This is the official archive for the studio.
– Most valuable for replicating, documenting studio over long period of time.
– decide on official formats and types of files to be stored.
For instance, quilt project folders should contain artist statement/copy, front and back view of quilt, detail photos.
– sort out photos for duplication/bad quality BEFORE saving into archive vault.

3) Best e-preservation

– store in multiple places (redundancy)
– store in free and paid sites (blogspot, wordpress, AWS-cloud, flicker)
– free sites live on while paid sites will expire upon death
– consider documenting old websites, website copy and screenshots of old websites.
When creating sites from services such as wix, weebly, etc., take screenshots and store these.

4) Start with a plan to archive
a. (goals and intentions)
figure out your intentions for the archive, what you want to archive and why
b. (initial inventory)
do an initial inventory of what you have in the studio. Go through files, boxes, drawers and write down what you see
c. (define collections within the archive)
from the initial inventory, groups of related items will emerge. Define these as mini-collections.
d. (technology)
figure out what technology you will use to capture the collections in. For instance, I used my website at first to capture the collections.
– criteria for technology
e. (schedule)
set aside time weekly to archive each collection.

5) Think about preservation, portability and sustainability
– permanency of archive materials (i.e. Evernote)
– portability of website materials (i.e. text pages, blog posts from Evernote instead of custom galleries)

6) Think about system for displaying/presenting archive materials
– use of text based pages that are stored in Evernote.
– So, if website changes, I can copy these pages from Evernote into a new website.

7) Organize a permanent storage location for archive materials
– importance of an initial inventory
– importance of creating categories for types of work
– using a spreadsheet for the inventory to see the overall collection and patterns

8) Inventorying and setting up archive as you go along instead of finishing inventorying and then archiving.

9) Maintain the portfolio as a living archive.
Portfolios vs. Archives. Portfolios are for selected, best works while archives are for everything. Archives show progression.
Why living archive? Archive are traditionally contain historical work. Living archives contain historical and current work.
– Using the website blog system to maintain archive with categories and tags. The blog feature automatically contains a tagging system that sorts the entries by various access points for viewing.
– Create an archive guide for users to view archive.