The Head of Archives presented a report the purpose of which was to request additional funding to allow for the provision of a digital preservation system to allow Teesside Archives to care for digital records to recognised standards.
The report outlined that Teesside Archives required additional funding to allow for the provision of a digital
preservation system so the service can care for digital records to recognised standards.
While systems and processes for the management of paper records have been in place for decades, the management of digital records presents an entirely new challenge. Born digital and digitised records are currently stored on a variety of servers and hard drives without any provision for their long-term preservation. The service is not able to adequately provide access to these records and cannot offer safe storage to records created in digital formats by the four Teesside Boroughs such as Council Minutes and reports.
Teesside Archives has limited staffing and resources and requires an increase in funding to allow for the procurement of a dedicated digital preservation solution. This web hosted solution would provide 100% data integrity and file format preservation to ensure the records will remain accessible in the long-term.
Online access to selected digital resources would revolutionise the use of key collections for people living in the four Teesside Boroughs and wider communities reducing the need for people to travel into Middlesbrough to benefit from the service.
The provision of a dedicated digital preservation solution would allow the service to conform to best practice and save time and money by reducing the requirement for on-site digital storage while improving search functions to make the records easier to locate.
A general discussion took place regarding the necessity for digital records and there was a general conscious that a conservation would take place within each local authority to discuss how the funding would be allocated, and discussions to take place with information governance.
That members seek views from their authorities regarding the increase of funding to Teesside Archives (percentages previously agreed), which would approve a proposed budget increase of £12,000 per annum from 2019/20 to allow for the provision of an appropriate digital preservation system. With the set-up fees coming out of the existing budget.
The budget of Teesside Archives would increase by £12,000 per annum and a digital preservation system would be procured.