Mapping your digital archive risks
Managing information comes with risks. And, when it comes to digital information management, there are specific risks that are best identified and understood in order to minimise them. By being aware of these risks, you can take action in good time to prevent any surprises caused by a lost, unreadable or unusable digital archive.
Having a clear understanding of the risks of digital information management is important from the moment a document is created. At that stage, you make decisions that can either increase or decrease certain risks, e.g. choosing the file format or the location to store the file.
Risks to your digital archive include:
- lack of awareness, policies and resources for achieving sustainable preservation;
- lack of organisation, knowledge and monitoring regarding digital preservation;
- document management issues;
- IT infrastructure challenges;
- lack of a sustainability policy;
- lack of user-friendliness.
How do you map these risks?
Flanders Architecture Institute (VAi), in collaboration with the Province of Antwerp, has developed a tool that can help you map these risks. While the template is primarily designed for architectural firms, the underlying principles can also inspire artists and arts organisations.
Who does this?
De afspraken die binnen de organisatie zijn gemaakt, maken in principe duidelijk wie verantwoordelijk is voor het in kaart brengen van de risico's (zie tool Maak afspraken en bepaal verantwoordelijkheden omtrent archief- en collectiezorg). In het nakomen van de afspraken over naamgeving en mappenstructuur draagt elke medewerker een verantwoordelijkheid. De verantwoordelijke binnen een organisatie kan de risico's in kaart brengen. Om die risico's daadwerkelijk terug te dringen is een gedragenheid binnen de organisatie en dus ieders medewerking nodig.