BEHP Management Meeting 22 Aug 17
Page%1% of%3%Digital%archive%and%online%systems%management%overview:%22%August%2017%%The%bespoke%nature%of%the%new%online%system%has%many%advantages%(cost%effectiveness,%flexibility,%ability%to%respond%to%new%requirements,%etc.).%However,%unlike%off%the%peg%Archive%Management%systems%it%does%not%come%with%preJdefined%protocols%and%risk%management%procedures%that%simply%need%to%be%learnt%and%followed.%A%bespoke%system%requires%a%much%more%proactive%and%collaborative%decision%making%process%in%terms%of%set%up,%configuration,%and%management.%%Currently,%the%two%major%digital%assets%are%the%website%(hosted%on%Krystal)%and%the%interview%archive%(hosted%on%Google%drive).%The%website%consists%of%Drupal%files,%interview%files%small%enough%to%be%hosted%on%the%server,%and%a%database%that%contains%Drupal%configurations%and%all%website%content.%Interview%data%and%metadata%held%in%the%website%database%can%be%exported%as%a%csv%at%any%time.%The%archive%consists%of%digital%files%(interview%recordings,%photos,%transcripts,%log%sheets%and%other%documentation)%and%a%csv%file%containing%interview%data%and%metadata,%plus%website%backups.%%The%need%for%an%affordable%solution%has%meant%that%not%all%files%can%be%hosted%on%the%web%server,%and%interview%recordings%need%intermediate%media%servers%to%allow%them%to%be%viewed%on%the%website.%This%means%that%the%website%cannot%be%considered%the%same%as%the%digital%archive%on%Google%as%it%does%not%contain%the%most%valuable%files%of%all%–%the%interviews%themselves.%Archive%backups%need%to%be%taken%from%Google,%not%the%website,%and%archive%management%is%required%to%ensure%that%all%files%hosted%and%displayed%on%the%website%are%in%the%Google%archive.%Files%hosted%on%the%website%need%to%be%transferred%to%Google%by%the%website%manager.%All%versions%of%the%interview%recordings%need%to%be%uploaded%directly%by%the%interviewer.%For%security%purposes,%there%may%also%be%other%information%that%it%is%considered%appropriate%to%store%on%Google,%and%not%on%the%website.%%%The%archive%needs%to%be%cared%for%and%managed%in%very%similar%ways%to%the%physical%archive.%Interviewers%are%only%able%to%upload%interviews%(and%any%other%information)%to%archive@historyproject.org.uk.%These%files%then%need%to%be%transferred%to%the%main%archive%on%admin@historyproject.org.uk%and%properly%filed%by%an%Archive%Manager/small%Archive%Management%Team.%%The%diagram%on%page%2%provides%an%overview%of%the%system.%Discussion%is%needed%about%the%fine%details%of%this%process,%and%it%would%be%very%useful%if%those%with%archive%management%knowledge%could%start%this%process%by%questioning%current%arrangements%from%an%archive%management%perspective.%%Online%systems%%The%table%on%page%3%outlines%some%of%the%issues.%It%will%certainly%not%be%possible%to%address%all%within%one%meeting,%and%the%most%important%thing%will%be%to%agree%a%way%forward.%%%It%is%proposed%that%a%list%of%priorities%is%agreed,%that%issue%based%work%groups%are%set%up%accordingly,%and%that%a%group%leader%is%identified%for%each.%It%is%also%proposed%that%work%groups%meet%on%a%regular%basis%via%Skype%(with%digital%development%work,%a%frequent%short%meeting%is%much%more%useful%than%a%longer%less%frequent%meeting)%and%that%the%nominated%group%leader%takes%responsibility%for%maintaining%an%Action%Record%on%the%website.%In%addition%to%making%the%development%process%easier%(by%keeping%all%related%discussions%in%one%place),%the%Action%Record%will%provide%an%up%to%date%report%of%decisions%in%progress%for%all%members%of%the%Management%Team,%and%an%audit%trail.%%In%relation%to%this%proposal,%a%new%‘Actions’%section%has%been%set%up%on%the%website.%It%would%be%useful%to%demonstrate%how%this%would%work,%discuss%amendments%and%agree%use%(it%can%be%renamed/reconfigured%as%appropriate)%–%or%discuss%and%agree%an%alternative%approach.% Page%2%of%3%%Online%systems%overview%%%%%%%% admin@historyproject.org.uk archive@historyproject.org.uk G Suite - 2 Business Users Krystal - Topaz + R1Soft https://historyproject.org.uk Drupal !les Drupal […]