The Archives Manager provided an update on managing Digital reports. The Chair outlined that he had been aware that at the meeting of 5 September 2018, a report was presented to the committee requesting additonal funding to allow for the provision of a digital preservation system to allow Teesside Archives to care for digital records to recognised standards.
Following on from that meeting, it was approved that members sought 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 Archives Manager outlined that whilst 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. 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.
The Director of Culture, Communities and Communications advised that the Archives service had been awarded accrediation, however this was only awarded for 2 years (normally 5) on the provisio that there was an introduction of digital records and improvements / move of accomodation.
The panel had a general discussion and was agreed that local autoirities would be approached regarding the increase of fees and that the business case would be circulated to members.
AGREED as follows:
That the local authorities be approached and a decision on the incrase of fees to cover the £12,000 (split between the authorities) be approved.
The budget of Teesside Archives would increase by £12,000 per annum and a digital preservation system would be procured.