Preservation
Paper / Digital
"Preserving archival records not only requires a repository or a computerised system. A long-term management strategy is what matters more."
Apart from aged and yellowing photos and documents, you may have some personal files and digital copies of old photos in the computer. So are the collections of the Government Records Service (GRS). Mr Lai Wing-fai and Ms Grace Lo Yu-ching from the Curator grade, together with Mr Jason Wai Kam-sun and Mr Edmund Tse Wing-chiu from the Archivist grade, are going to share their experience in managing paper and digital repositories.
Paper Records: from Identification to Grouping
GRS holds more than 1.74 million archival records which were mainly transferred from various government bureaux and departments (B/Ds). Upon transfer to GRS, the records will first go through an identification process involving stringent arrangement and accessioning procedures before they are added to the archives.
So, how do archivists arrange records? Mr Tse explained, "We organise and arrange the records according to their provenance and original order. Since the records were created by B/Ds during their course of official business, the order in which they were created reflects the B/Ds' business context. So we group records from the same organisation into the same records series, and organise them in their original order. Such practice is useful for reflecting the formulation process of the records series and the relationships among the records to facilitate the use of records."
Archivists will transfer records with damages immediately to the Preservation Service Office for follow-up and conservation. Ms Lo and her conservation team will "diagnose" the records and prioritise treatment for records with serious damages such as mould, pests or those severely "injured".
The "Ideal Home" for Archives
Proper preservation of archives requires strict environmental standards and control. The Hong Kong Public Records Building purpose-built for preserving archives provides an "Ideal home" for GRS' holdings. Ms Lo pointed out the following four features of the Building which help protect the holdings: 1). exterior structure of the repository; 2). humidity and temperature control; 3). reduction of pollutants; and 4). Lighting system.
Ms Lo added, "Our repository has 24-hour real-time monitoring equipment for recording, analysing and monitoring the humidity and temperature to ensure normal conditions in the repository. If any abnormalities are observed, we will immediately conduct an environmental assessment at the repository and inspect the condition of holdings with archivists and other colleagues. We will also notify relevant B/Ds for inspection and maintenance whenever necessary."
Digital Repository: More than a Computerised System
Just like paper records, digital records also need an "ideal home". In order to properly preserve digital records, GRS has established and operated its digital repository in accordance with the international standard i.e. OAIS (Open Archival Information System).
Mr Lai believes that digital records management requires not just a computerised system. How so? "Preserving digital records requires a long-term preservation strategy. In the fast-paced digital world, digital records may become inaccessible once their format is obsolete. So we need to be forward-looking and draw up a digital records preservation strategy for B/Ds in advance. Through the eyes of risk assessment, we identify records that need special attention, update and transform their format regularly and make backup copies so as to ensure the long-term accessibility of digital records."
When it comes to practice, the key to long-term preservation of digital records is the availability of sufficient metadata. "Metadata serves as the activity logs of digital records, documenting their format migration, access and transfer process," Mr Lai explained. "It is essential to preserving, searching, understanding, using and accessing digital records." This is exactly why GRS needs to provide advice and assistance to B/Ds well before the creation of digital records to ensure the timely provision of adequate metadata and the use of persistent format. "We must proactively communicate, co-ordinate and co-operate with B/Ds over the proper preservation of digital records," Mr Lai emphasised.
Paper and Digital: the Same Goal
Paper records stored in a physical repository are retrieved and accessed manually, while digital records stored in a computerised system are preserved and accessed through hardware and software. Both approaches look different. Is that really so? "Both paper and digital archives are managed towards the same goal: selecting records with archival value for permanent preservation to ensure they are accessible and usable by the public," explained Mr Wai.
So, what is the difference in managing these two different forms of records? Mr Wai pointed out, "When managing paper records, we focus more on archival knowledge and practices such as selection and preservation, and most of the management work begins when records become part of our holdings. However, managing digital archives involves multi-disciplinary knowledge and work, including system design, information management, risk assessment and collections management. We may need to select and preserve records well before their transfer, even before creation. This process not only requires communication and co-operation with B/Ds, but also relies on the division of work among GRS colleagues from various grades. With a concerted effort, we formulate policies and guidelines, design the digital repository, manage electronic records and provide training and advisory services to B/Ds for the proper preservation of electronic records."
In this regard, "archivists have to move on from the traditional and relatively passive role of 'keeper' to the proactive roles of 'collaborator', 'planner', and even 'consultant' by providing professional advice to various B/Ds," Mr Wai emphasised.
GRS will continue to manage digital records properly through co-ordination with B/Ds and co-operation among various grades internally, and carry on its mission to preserve the documentary heritage for the public in this digital age.
