Towards a common understanding?

Cambridge Outreach and Training Fellow, Lee, describes the rationale behind trialling a recent workshop on archival science for developers, as well as reflecting on the workshop itself. Its aim was to get those all those working in digital preservation within the organisation to have a better understanding of each other’s work to improve co-operation for a sustainable digital preservation effort.


Quite often, there is a perceived language barrier due to the wide range of practitioners that work in digital preservation. We may be using the same words, but there’s not always a shared common understanding of what they mean. This became clear when I was sitting next to my colleague, a systems integration manager, at an Archivematica workshop in September. Whilst not a member of the core Cambridge DPOC team, our colleague is a key member of our extended digital preservation network at Cambridge University Library a is a key member for development for understanding and retaining digital preservation knowledge in the institution.

For those from a recordkeeping background, the design principles behind the front end of Archivematica should be obvious, as it incorporates both traditional principles of archival practice and features of the OAIS model. However, coming from a systems integration point of view, there was a need to have to translate for my colleague words such as ‘accession’, ‘appraisal’ and ‘arrangement’, which many of us with archival education take their meanings for granted.

I asked my colleague if an introductory workshop on archival science would be useful, and she said, “yes, please!” Thus, the workshop was born. Last week, a two and a half hour workshop was trialled for members of our developer and systems integration colleagues. The aim of the workshop was to enable them to understand what archivists are taught on postgraduate courses and how this teaching informs their practice. After understanding the attendees’ impressions of an archivist and the things that they do (see image) the workshop then practically explored how an archivist would acquire and describe a collection. The workshop was based on an imaginary company, complete with a history and description of the business units and examples of potential records they would deposit. There were practical exercises on making an accession record, appraising a collection, artificial arrangement and subsequent description through ISAD(G).

Sticky notes about archivists

Sticky notes about archivists from a developer point of view.

Having then seen how an archivist would approach a collection, the workshop moved into explaining physical storage and preservation before moving onto digital preservation, specifically looking at OAIS and then examples of digital preservation software systems. One exercise was to get the attendees to use what they had learned in the workshop to see where archival ideas mapped onto the systems.

The workshop tried to demonstrate how archivists have approached digital preservation armed with the professional skills and knowledge that they have. The idea was to inform to teams working with archivists and the digital preservation of how archivists think and how and why some of the tools and products are design in the way that they are. My hope was for ‘IT’ to understand the depth of knowledge that archivists have in order to help everyone work together on a collaborative digital preservation solution.

Feedback was positive and it will be run again in the New Year. Similarly, I’m hoping to devise a course from a developer perspective that will help archivists communicate more effectively with developers. Ultimately, both will be working from a better level of understanding each other’s professional skill sets. Co-operation and collaboration on digital preservation projects will become much easier across disciplines and we’ll have a better informed (and relaxed) environment to share practices and thoughts.

Advocating for digital preservation

Bodleian Libraries and Cambridge University Library are entering into the last phase of the DPOC project, where they are starting to write up business cases for digital preservation. In preparation, the Fellows attended DPC’s “advocacy briefing day” in London.  Policy and Planning Fellow, Edith, blogs about some of the highlights and lessons from the day.


This week I had the pleasure of attending DPC’s advocacy training day. It was ran by Catherine Heaney, the founder of DHR Communications, and a veteran when it comes to advocating for supporting digital heritage. Before the event I thought I had a clear idea of what advocacy means in broad terms. You invite yourself into formal meetings and try to deliver measured facts and figures which will be compelling to the people in front of you – right?

Well… not quite it turns out. Many of these assumptions were put on their head during this session. Here are my four favourite pieces of (sometimes surprising) advocacy advice from Catherine.

Tip 1: Advocacy requires tenaciousness

The scenario which was described above is what communications professionals might call “the speech” – but it is only one little part of effective advocacy. “The digital preservation speech” is important, but it is not necessarily where you will get the most buy-in for digital preservation. Research has shown that one-off communications like these are usually not effective.

In fact, all of those informal connections and conversations you have with colleagues also come under advocacy and may reap greater benefits due to their frequency. And if one of these colleagues are themselves talented at influencing others, they can be invaluable in advocating for digital preservation when you are not there in person.

Lesson learnt: you need to keep communicating the message whenever and wherever you can if you want it to seep in to peoples’ consciousness. Since digital preservation issues do not crop up that often in popular culture and the news, it is up to us to deliver, re-deliver… and then re-deliver the message if we want it to stick.

Tip 2: Do your background research

When you know that you will be interacting with colleagues and senior management, it is important to do your background research and find out what argument will most appeal to the person you are meeting. Having a bog-standard ‘speech’ about digital preservation which you pull out at all occasions is not the most effective approach. In order to make your case, the problem you are attempting to solve should also reflect the goals and the challenges which the person you are trying to advocate to are facing.

The aspects which appeal about digital preservation will be different depending on the role, concerns and responsibilities of the person you are advocating to. Are they concerned with:

  • Legal or reputational risk?
  • Financial costs and return on investment?
  • About being seen as someone at the forefront of the digital preservation fields?
  • Creating reproducible research?
  • Collecting unique collections?
  • Or perhaps about the opportunity to collaborate cross-institutionally?

Tip 3: Ensure that you have material for a “stump speech” ready

Tailoring your message to the audience is important, and this will be easier if you have material ready at hand which you can pick and choose from. Catherine suggested preparing a folder of stories, case studies, data and facts about digital preservation which you can cut and paste from to suit the occasion.

What is interesting though is the order of that list of “things to collect”:

  1. Stories
  2. Case studies
  3. Data and facts

The ranking is intentional. We tend to think that statistics and raw data will convince people, as this appeals to their logic. In fact, your argument will be stronger if your pitch starts with a narrative (a story) about WHY we need digital preservation and case studies to illustrate your point.  Catherine advises that it is then when the audience is listening that you bring out the data and facts. This approach is both more memorable and more effective in capturing your audience’s attention.

Tip 4: Personalise your follow up

This connects to tip 2 – about knowing your audience. Catherine advised that, although it may feel strange at first, writing a personalised follow up message is a very effective tool. When you do have the chance to present your case to an important group within your organisation, the follow up message can further solidify that initial pitch (again – see tip 1 about repeated communication).

By taking notes about the concerns or points that have been made during a meeting, you have the opportunity to write personalised messages which captures and refers back to the concerns raised by that particular person. The personalised message also has the additional benefit of opening up a channel for future communication.


This was just a small subsection of all the interesting things we talked about on the advocacy briefing day. For some more information have a look at the hashtag for the day #DPAdvocacy.