Developing a Digital Archive at RCAHMS

Sharon McMeekinDigital Archivist, Royal Commission on the Ancient and Historical Monuments of Scotland

Digital Archives and RCAHMS• Brief introduction to RCAHMS’ Collections• Developing a Digital Archive

– First iteration of development– Motivations for change– Recent work– What’s next?

• Other relevant projects at RCAHMS

• RCAHMS:– Identifies, surveys and analyses the historic and built

environment of Scotland– Preserves, cares for and adds to the information and

items in the national collection– Promotes understanding, education and enjoyment

through interpretation of the information it collects and the items it looks after

• Archive collections roughly split into:– Outputs of RCAHMS’ own survey work– Archives from external depositors

RCAHMS

Buildings Survey

Archaeological Survey

Thematic Survey

Aerial Survey

Architects’ Drawings

Archaeological Archives

Photographic Collections

RCAHMS’ Database

Development of the First Digital Archive

• First received digital data in 1992• Report produced in partnership with ADS• Contract to develop systems in 2003• Limited standards and tools available• Systems:

– Area in database to record metadata– Dedicated storage area– Batch processing for digital images

• No preservation or dissemination systems

Motivations for a Redevelopment • Exponential growth of digital deposits

– Systems no longer fit for purpose– c. 500,000 digital objects in the archive

• Emergence of new standards and tools– Not meeting minimum standards for

curation

• A more strategic approach to management and development required– Limited resources could be better utilised

• New and more complex data types

New Survey Methods, New File Types

GPS Survey: Mingulay

Digital Archive: Archaeology

© Headland Archaeology Ltd

Digital Archive: Architecture

© RMJM

Digital Archive: Laser Scanning

© Historic Scotland

Developing a Plan of Action• Questions considered:

– What was our ultimate goal?– How could we secure buy-in from stakeholders?– How to identify useful standards and tools?

• Needed to breakdown the problem into more easily manageable issues– Information gathering– Establish digital curation as a core organisational

objective– Open a dialogue with depositors– Gap analysis using OAIS

OAIS• Open Archival Information System

–ISO 14721:2003• Developed by Consultative

Committee for Space Data Systems• Sets out high level requirements for

digital repositories

An OAIS Must:• Negotiate for and accept information• Obtain sufficient control for preservation

purposes• Determine the Designated Consumer

Community• Ensure information is independently

understandable• Make the information available• Follow established preservation policies

and procedures

Comparison to OAIS

OAIS Functional Model

Gap Analysis: Ingest and Dissemination

Where We Are Now• Trying to learn as much as possible

– Workshops and training– Visits/discussions with peers

• TDR Programme established– Included as an aim in ‘Future RCAHMS’ document– Digital Archive Policy

• Tentative discussions with depositors• Initial gap analysis completed

– Indentified stress points– A modular approach to development would be

required– Ingest systems and procedures a priority

What Next for RCAHMS?• Investigate opportunities to develop

systems in partnership with RCAHMW• Carry-out a full data audit• Upgrade network and storage systems• Work on laser scanning data with HS and

other partners• Incorporate developments from other

RCAHMS projects

Collections Enhancement• Redevelopment of cataloguing and

collections management systems• Implementing ISAD(G)• Direct access to catalogue records• More contextual information for users• Dissemination of additional digital object

types through Canmore

SURE• Specialist User Recording Environment• Allows trusted users to add data directly

into RCAHMS database• Pilot project carried out with NTS

– Didn’t have a Trust-wide sites and monuments record

– Same interface as RCAHMS staff– Can enter information on sites, events,

people and bibliographic references

• Access likely to be expanded in future

SRP• Scotland’s Rural Past• Working with volunteer groups to

research, record and interpret historic rural settlements and landscapes– Groups produced digital images, drawings

and reports– Uploaded via SRP website to RCAHMS

database and digital archive

• To be continued and expanded as part of new projects

The EndWebsite:

http://www.rcahms.gov.uk

Canmore:http://canmore.rcahms.gov.uk/

General Enquiries:info@rcahms.gov.uk

Depositing Archives:iain.fraser@rcahms.gov.uk

sharon.mcmeekin@rcahms.gov.uk