At the end of August, members of the Archives and Records Association gathered in Birmingham for conference, and I was grateful to be among them for a day. I chose to attend the first day, partially for that early-days energy, but mostly because one of the themes was ‘Digital Recordkeeping and the Cloud’. As a trainee in digital archiving, this seemed too on-the-nose to miss.
The venue was as practical as the location, but the sun shone in on a cosy array of sponsor stands and bleary-eyed delegates as we shuffled to find our preferred caffeinated medium. Then took our seats for the keynote. Alistair Brown shared with us his observations on the archive – and wider heritage sector – from the perspective of a funder. He touched on key challenges ahead, particularly climate change and ecosystem concerns which intersect with issues of digitalisation and data use; as well as giving us an overview of the National Lottery’s Heritage 2033 strategy.
Alistair’s keynote foreshadowed the themes of the day: Climate Advocacy and Education, Conservation, Passive and Sustainable Storage, and, of course, Digital Recordkeeping and the Cloud. The last of these proved much more popular than perhaps even the organisers were anticipating and a full lecture room meant that for the first session I instead dipped into a talk focussed on converting existing buildings into suitable archives. A thought-provoking offering from Oberlanders Architects, and an attractive option for those with buildings of note to make use of, potentially the only option for those of limited means, and potentially a greener solution that pleases the local planning committee.
I left lunch early to get a spot in the Digital theme for the afternoon and left the tea-break even earlier so I might get a spot on a chair rather than the floor for the second afternoon session! Across these, six speakers brought their take on topics such as: the carbon footprint of our data, the tension between what to keep and what to delete, encouraging better data storage practise, and of course what methods we might use to achieve these aims.
Anne Grzybowski (Heriot-Watt University) reminded us all of the carbon-footprint incurred by the ROT – the redundant, obsolete, or transitory documents and records we haphazardly accumulate unless management is routine and effective. ROT has always been a challenge for record managers, but are we more tempted to seek ways to simply increase our data budget than sort it out? The digital sphere has the potential to be “out of sight, out of mind” in a way that physical records cannot hope to be, but those charged with managing those records need to have a holistic view of the costs of storage, above and beyond the financial. Laura Peaurt took this further, looking at the options considered by the University of Nottingham for digital storage and how sustainable these were.
Buzzing in my mind as I stretched my legs around Birmingham’s canals between the talks and supper were a couple of thoughts: forefront of these is the trust organisations, particularly archives, must now place in external commercial organisations for the safe-keeping of their records and materials. Very few speakers started from a position other than a subscription to Microsoft 365. We spoke at length about the Cloud – a storage reality that means remote infrastructure, potentially residing in entirely different nations. While the available options are not entirely within our control, it would be naive to think that recordkeeping or archiving will be exempt from issues such as the mass outage Microsoft saw at the end of July. I was surprised that rather than being discussed at all, it seemed taken for granted that we would pin our digital preservation hopes on commerical cloud servers (and such like).
Not far behind this thought was “how will we sort it all out?!” We know that we are creating veritable digi-tonnes of data every day, both as individuals and organisations. Across the speakers I had heard, many attested to the truth we all suspect: many of us are poor at organising our digital lives, wasteful with the space we use, irresponsible with what we keep and what we don’t. So, what will the archivists of the future inherit? As I have discovered in my own work, the best intentions of archivists-past can leave archivists-present scratching their heads (or worse, shaking their fists).
If nothing else the ARA conference has inspired me to keep thinking big, and encourage those around me to do so as well. To forge future-oriented solutions, not simply plug the gaps now. With half an eye on what AI might do in this sphere, the time is ripe for us to build systems that just might cause Archivists of the future to say “I’m glad they thought of that”.