TOWARDS FEDERATION 2001: Linking Australians with Their Heritage Review Meeting 1993

Progress Reports 1994-1996

Section A - G: Preservation Issues


RG1(a) That the National Preservation Office promote the importance of adding information on preservation intentions to records on the NBD.

AUGUST 1994

National Preservation Office reports that action cannot be taken until the new standards for entering preservation data onto ABN, that were developed by the ABN Standards Committee, behave been endorsed by the ABN Committee. These standards cover the cataloguing of microfilm masters and information relating to preservation intentions. Endorsement is expected to take place in mid-1994. Activities planned to promote the importance of placing such data onto the NBD include: an article in Gateways; and national distribution of a flier to community groups announcing the willingness of the National Library of Australia to assist small libraries and other collecting institutions enter such data.

JUNE 1995

The National Library of Australia reports that the standard was recommended by ABN Standards Committee and endorsed by Network Committee in August 1994. Standard was publicised at the National Preservation Office conference in May 1994, in NLA Gateways in September 1994, and also documented in ABN cataloguing manuals

National Preservation Office reports that promotion of the standard has continued. A statement of what the standard was designed to achieve and instructions for cataloguing preservation microform masters was posted on the Collibs list server and hard copies distributed to members of the ACT microfilming special interest group in early May 1995. Recommendations regarding the inclusion of notes about acetate based film are being developed and will be distributed to all ABN libraries in July 1995.

JUNE 1996

The National Preservation Office reports that promotion has not been very successful. The National Library of Australia records intentions. The State Library of Victoria and the State Library of New South Wales are considering using the facility. The current procedures for use of field 583 (where this data now is entered) is under review in the USA. Progress will be monitored.

RG1(b) That the National Preservation Office, in consultation with Australian Archives and the National Film and Sound Archive, and in cooperation with the Heritage Collections Committee, coordinate and promote the development of national preservation plans for documentary heritage in all formats, which acknowledge the independent programs and responsibilities of all organisations; these include the National Film and Sound Archive's continuing developments of a national plan for audio-visual media, and CASL's existing plan for Australian newspapers, and foreshadowed plan for Australian journals

AUGUST 1994

This resolution, when passed at the TF2001 Review Meeting gave prime carriage to the National Preservation Office but indicated that it should be carried out in consultation with Australian Archives and the national Film and Sound Archive, and with the involvement of the Heritage Collections Committee (HCC). At that time Jan Lyall, Director of the National Preservation Office, was not a member of the Conservation Working Group of the HCC. Now that she is on that Working Group, the strategy for acting on this resolution has altered. Proposed action consists of:

Cooperation with Australian Archives and National Film and Sound Archive will be initially through the activities of the HCC.

JUNE 1995

The draft National Conservation and Preservation Policy, developed by the Conservation Working Group of the Heritage Collections Committee, has been approved in principle by the Standing Committee of the Cultural Ministers Council. The policy will be considered at the next meeting of the Cultural Ministers on 6 July 1995. The National Preservation Office prepared a paper addressing preservation issues for the Round Table on Libraries and Asia meeting held on 16 February 1995. The recommendations from the meeting are now being actioned

JUNE 1996

The Cultural Ministers Council, Heritage Collections Committee, published the National Conservation & Preservation Policy for Movable Cultural Heritage in

August 1995 and widely distributed. Electronic copies are available at http://www.nla.gov.au/preserve/natpol.html

The National Preservation Office, in association with a large number of stakeholders has developed a Statement of Principles for the Preservation of and Long Term Access to Australian Digital Objects. (http://www.nla.gov.au/preserve/digital/princ.html) These principles are intended to underpin strategies for the preservation of a wide variety of digital objects.

RG2 That the National Preservation Office, the Australian Archives and the Federal Libraries Information Network, actively encourage and promote the use of permanent paper and other suitable materials for documents likely to form part of the Australian documentary heritage.

AUGUST 1994

The National Preservation Office report that kits describing various properties of permanent papers and identifying the names and availability of these papers have been distributed to approximately 2000 publishers.. Returned questionnaires from these kits are being analysed. Staff from the Printing Section of AGPS have agreed to cooperate in keeping this information up to date. A strategy is being developed to target writers informing them of the properties and availability of permanent paper. A strategy is also being developed to inform printers of the issues associated with permanent paper. No action will take place until the new Australian standard for Permanent Paper is released later this year.

The Federal Libraries Information Network advised its members of the importance of this issue at its Annual General Meeting in May 1994. To be included in next Federal Libraries Information Network report in ACLIS News

JUNE 1995

National Preservation Office reports that a database has been developed to analyse the returned questionnaires from the Permanent Paper kits. The results will be used in developing a strategy for promoting permanent paper. Promotional activity has been delayed due to a delay within Standards Australia in appointing a new secretary of MS/48 - the committee responsible for developing the standard. It is now anticipated that a meeting of the committee will be held in late July 1995.

Federal Libraries Information Network reported on the need for the use of permanent paper at AGM on 8 October 1994. Members discussed this topic considering both the resource limitations which generally mean they store material in the form in which it is acquired and the need for preservation. Members may in fact be moving as much to permanent storage through electronic means as the use of permanent paper. All member were advised of this discussion and the need for permanent preservation in November 1994.

Australian Archives continues the distribution of 'Guidelines on Papers for Use by Commonwealth Agencies" issued in 1993. The guidelines recommend the use of permanent paper in records that need to be kept for longer than ten years.

Joint development of Archival Paper Products. In June 1994, the Minister of Communications and the Arts, the Honourable Michael Lee, launched the Joint Development of Low Cost Archival Quality Paper and Packaging Materials. The launch represented the culmination of a two-year development process by Archives in conjunction with Shoalhaven Mill (Australian Paper), Visy Board Pty Ltd, and Unistat Pty Ltd. The purpose of the project was the development and manufacture of cost-effective acid-free archival paper products including office paper, file covers, and corrugated boards for containers and boxes. Previously, such products were only available as prohibitively expensive imports. Now, the availability of archival quality materials at low cost means that records and other cultural heritage materials can be better preserved for future generations. Kits with samples of new products, a brief documentary from the launch, and a video promoting the Archives' Preservation Products are available on request from Custody and Preservation program, phone 2093 948, fax 2093 534.

Availability of the Australian Archives Watermarked Permanent Paper - Arrangements with DAS Purchasing Australia. Australian Archives watermarked paper is now available from DAS Common Use Contracts (CUCs). This includes watermarked paper of 80 GSM and 110 GSM in A4 size and in sheets of 580x910 mm and 650x910 mm suitable for printing and for various preservation purposes. Arrangements have been made to include the full range of the Archives' archival products, including boxes, on Common Use Contracts from January 1996

Collaborative research with ADFA Collaborative research and paper testing is undertaken with Chemistry Department of ADFA. The main purpose of this research project is to investigate chemical and physical aspects of paper aging. It is anticipated that results of this research would assist the development of Australian standard for permanent papers.

Educational Video Promote Sound Practices for Records Creation and Preservation Development and production of a video on the use of permanent paper and archival quality packaging materials has been undertaken at the beginning of this year. The video focuses on the significant role records play in our lives, and promotes the need for sound practices for records creation, protection and handling. The video will be completed by the end of April 1995.

JUNE 1996

The Australian standard for Permanent Paper has still not been approved. Standards Australia are now responsible for the final stages of the process. A letter is to be sent from the Advisory Body of NPO to Standards Australia expressing concern over their tardiness. Promotional activities have been delayed until standard is released.

RG3 That the National Film and Sound Archive in collaboration with The National Library of Australia and other organisations, develop and promote the use of technical standards for use in oral history and folklore recording projects, to ensure future preservation of this important documentary heritage resource

AUGUST 1994

The National Film and Sound Archive will shortly move to establish a consultative mechanism for this purpose. They see this process as being linked to RG1(b) in as much as together they involve the definition of basic technical parameters, for all AV media, compatible with preservation requirements.

JUNE 1996

The guidelines developed by the National Library of Australia will be used at the present time. These have been reviewed and approved by the National Film and Sound Archive. A further review will take place in 12 months to ensure they account for newly developed technology and other guidelines currently in use such as The Oral History Handbook (Beth Robertson), the Information Sheets from the Battye Library, and other references such as "Oral History Projects..." by Ronda Jamieson.

RG4 That the National Film and Sound Archive and other appropriate organisations (noting in particular the responsibility of Australian Archives vis-à-vis the ABC and SBS) maintain ongoing programs to ensure the acquisition and preservation of an adequate coverage of Australian radio and TV programs as part of the national documentary heritage.

AUGUST 1994

The National Film and Sound Archive will pick up this Resolution as part of their responsibility under RG3 and RG1(b).

JUNE 1995

While covered under the broader resolutions, specific activities cover the sampling of television with emphasis on special events and Government supported programs (e.g. View FFC, AFC). Television news is acquired, ½ - 1 hr per day, from around Australia.

JUNE 1996

The National Film and Sound Archive has begun a consultative process with collecting organisations to implement a revised Collection Development Policy. This will help to clarify areas of collecting and preservation responsibilities as part of the Distributed National Collection (DNC).

Acquisition of television news and selected radio programs continues as per the report in June 1995 and will continue into the foreseeable future.

RG5 That the Australian Archives, ACLIS, the National Preservation Office and the National Film and Sound Archive establish a working party to develop guidelines for the management of material in electronic format, building on work already done by the Australian Archives and the ACLIS Task Force on the Preservation of Australian Electronic Information

AUGUST 1994

Australian Archives accepted carriage of this resolution in August 1994. Keith Parrott, Acting Director, Documentation Standards Project, Australian Archives is convenor of the Management of Material in Electronic Format Working Party. The first meeting of the Working Party will take place on 2 September. ACLIS, The National Film and Sound Archive, and the National Preservation Office (National Preservation Office) have all been asked to send delegates to the meeting . Dr Richard Jones, a member of the National Preservation Office Advisory Board has also been invited to attend.

The Working Party will aim to link institutional preservation policies into a cooperative national framework; and create wider understanding of preservation concerns resulting increased support for desirable preservation activities.

JUNE 1995

Two meetings of the working party were held in the period August 1994 to March 1995. The working party is currently working to produce a draft guidelines for material in electronic format that links institutional preservation policies into a cooperative national framework. It is the aim of the working party to develop a draft by the end of November 1995 to coincide with the National Preservation Office Conference 'Multimedia Preservation: Capturing the Rainbow'. A representative from the National Museum of Australia has been invited to joint the Working Party.

The cross sectoral working group convened by Australian Archives has met twice this year. At the first meeting of the year Karl Schmude, the ACLIS representative, announced that the ACLIS National Taskforce on the Preservation of Electronic Information would no longer operate and that ACLIS would continue its involvement through the RG5 (TF2001) Working Group. The Membership of the group has been expanded to include the National Museum of Australia.

The group decided to seek additional funds. Jan Lyall and Maggie Jones prepared a submission requesting funding to support a research officer to assist the RG5 (TF2001) Working Group in the development of the guidelines. The application was submitted to ACLIS, the High Priority Cross Sectoral Projects Fund and to the Australian Vice Chancellors Electronic Publishing Working Group. The bid to ACLIS was not successful, but the WGHPCSP fund allocated $5000 to the task. The outcome of the bid to the AVCC working group is not yet known.

Contact has been made with the US Digital Archiving Task Force convened by the Commission on Preservation and Access and Research Libraries Group.

JUNE 1996

Dr Bob Jansen, CSIRO joined the working party in July 1995.

Funding of $25,000 for a consultancy was obtained from the TF2001 Working Group on High Priority Cross Sectoral Projects and the Australian Vice-Chancellor's Committee's (AVCC) Electronic Publishing Working Group.

The consultants Sanger and Associates were engaged to develop a framework for guidelines for the management of material in electronic format. The consultancy will present a final report in July 1996.

Comments were provided to the US Task Force on the Archiving of Digital Information convened by the Commission on Preservation and Access and the

Research Libraries Group. A number of the comments were incorporated into the final report published in May 1996 and the submission of the working party was acknowledged.

A World Wide Web home page on the Internet was set up for the working party and CSIRO has provided a dedicated electronic mail list server to be used for discussion and the distribution of information to working party members.

Papers were presented on the work of the working party at the 2nd National Preservation Office Conference, Capturing the Rainbow, November 1995 and the AVCC Symposium on Australian Electronic Publishing, May 1996. The working party announced a name change at the NPO conference. The working party is now called the TF2001 Preservation of Australian Digital Information Working Party. The new name more accurately reflects the group's preservation origin. A flyer about the working party was printed for the NPO conference and the national museum conference.

The working party provided comments on the National Preservation Office principles developed at the National Workshop on the Preservation of Digital Objects held in December 1995.


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