Governance and Recordkeeping, September 2024

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ISSN 1916-5714

In this issue

Section 1 — General News

Library and Archives Canada News

Did you know Library and Archives Canada has a blog?

The Online Content team’s mission is to showcase fascinating stories and useful resources at Library and Archives Canada (LAC). Through behind-the-scenes blog posts, exploration of the collections, search tips, and more, LAC aims to engage and inspire audiences.

A small step forward for transparency

Last month, LAC began posting archival documents online that were released in response to access-to-information requests. These documents are now available for download by anyone with Internet access. The searchable database started with over 900 recent release packages and will expand to include almost all 4,000 packages delivered over the past decade, totaling more than 2.5 million pages by March 31, 2025. LAC’s initiative to post documents online in their original language and format is a significant step forward for access and transparency.

Project Naming: Decolonizing Archival Practices at Library and Archives Canada

Project Naming originated in 2002 as a partnership between Nunavut Sivuniksavut, an Ottawa-based college for Inuit, the Government of Nunavut, and Library and Archives Canada. Inuit youth brought photos back to their communities and shared them with Elders and family members. During this initial phase, 75% of the photos taken home were successfully named. In 2015, the program expanded to include First Nations and Métis Nation communities.

Every week, Project Naming shares photos of unidentified Indigenous individuals from the LAC collection across four social media platforms, inviting followers to provide names or any related information. When details are contributed, the records are updated and made searchable. The original historical language is preserved, while new, inclusive terms are added in square brackets for clarity. Approximately 30% of the photos posted receive new information, reconnecting Indigenous communities with their histories and helping to preserve their stories for future generations.

Upcoming Events

Digital Preservation Summit

Library and Archives Canada (LAC) will be hosting @RiskNorth3, Canada’s third national Digital Preservation Summit, November 21–22, 2024. This event will be held in Gatineau, Québec, and include in-person discussions on digital preservation policies, tools, and practices. All members of Canadian institutions are invited to attend. The event will feature presentations and panel discussions organized by the Digital Preservation Coalition, the International Internet Preservation Consortium, the Canadian Association of Research Libraries (CARL), Internet Archive Canada, LAC, Bibliothèque et Archives nationales du Québec, the Digital Research Alliance of Canada, and the Canadian Research Knowledge Network.

Registration is open through November 15, 2024.

Highlights

Leslie Weir nominated as President-Elect of the International Federation of Library Associations

The Canadian Federation of Library Associations (CFLA) congratulates Librarian and Archivist of Canada, Leslie Weir, on being elected President-Elect of the International Federation of Library Associations (IFLA). As president for the 2023–2025 term, Weir will provide strategic leadership to the international library community. The Canadian presence is strong in IFLA's governance, and CFLA-FCAB thanks several individuals for representing Canada's library interests internationally through their participation in IFLA.

Global News

Canada

Senate report calls for Canada to compel Catholic entities to release residential school records

A recent report by the Senate standing committee titled Missing Records, Missing Children highlights ongoing challenges Indigenous peoples face in accessing complete and timely records about Indian Residential Schools. The report, released on July 25, 2024, contains 11 recommendations aimed at improving access to these records. Key suggestions include pressuring Catholic entities to release documents to the National Centre for Truth and Reconciliation. The committee, having conducted additional hearings between September 2023 and April 2024, found various obstacles—legal, policy-related, and resource-based—hindering access to crucial information about the lives and deaths of Indigenous children in these schools.

The Library of Parliament is about more than books

The Library supports its clients through nearly 100 analysts and policy experts who assist around 60 parliamentary committees and associations, including multilateral groups like Canada-NATO. These experts handle thousands of research and analysis requests. The Library also serves the public by welcoming visitors to Parliament and offering educational resources. Committed to professional development, the Library invests in conference attendance, webinars, seminars, and subsidized tuition for relevant courses. They offer training programs in project management, strategic analysis, and virtual management. Employees are encouraged to stay updated on emerging trends, such as artificial intelligence.

Algeria

A joint commission of French and Algerian historians finalizes proposals for historical reconciliation

A joint commission of French and Algerian historians has unveiled its recommendations for resolving historical disputes between the two nations. A plenary session determined measures to address issues related to the memory and history of French colonization of Algeria. Regarding archives, the commission recommends the restitution of 5 linear metres of Ottoman Algerian archives and the digitization of 2 million documents from the overseas national archives. It has also defined the period, nature, and typology of these archives, emphasizing the need to prioritize the digitization of 19th-century military and diplomatic archives.

India

Beware: Fake government e-notices on the rise, MHA issues guidelines to handle suspicious mails

The Union Home Ministry's cyber crime unit advised citizens to verify suspicious e-notices received via email. The Indian Cyber Crime Coordination Centre (I4C) urged people to check the Internet for the names of officials mentioned and to call the listed department to confirm legitimacy. I4C warned of fake emails posing as government e-notices that could lead to cyber fraud. To avoid scams, they recommend verifying that emails originate from a legitimate government website ending in "gov.in," researching the officials online for additional information, and directly contacting the relevant department to confirm the email's authenticity.

Philippines

President Marcos pushes for digitalization in first 2 State of the Nation Addresses

President Marcos emphasized digitalization in his first two State of the Nation Addresses, aiming to improve government services, business efficiency, and economic growth. The "BroadBand ng Masa" project seeks to enhance connectivity through fiber optics, wireless, and satellite technology. The Philippines aims to rank third in Southeast Asia for internet connectivity by 2028, with current penetration at 73.6%. The administration also launched the Philippine Digital Infrastructure Project and the National Fiber Backbone to extend connectivity, particularly in remote areas like Mindanao.

United States

President Biden Issues Executive Order to Protect Americans’ Sensitive Personal Data

The President’s Executive Order addresses the protection of Americans' sensitive data, including genomic, biometric, health, geolocation, financial data, and certain personal identifiers. It highlights the risks posed by those who would exploit this data to track individuals, including military personnel, invade their privacy, and pass information to data brokers and foreign intelligence services. Such data misuse can lead to intrusive surveillance, scams, blackmail, and privacy violations.

NARA takes on digitizing modern textual records and other formats

The deadline for agencies to submit digitized records to the National Archives and Records Administration (NARA) has passed. Lisa Haralampus and Denise Henderson from NARA provided updates on modern textual records and digitization efforts. NARA has been digitizing since the early 2000s and recently expanded their capacity with a state-of-the-art digitization centre at Archives II in College Park. This 18,000 square foot facility integrates archival prep, metadata capture, and scanning processes, featuring advanced imaging equipment to increase online record availability.

Section 2 — Events

Notice

The following is the most recent information available at date of publication.

Annual Meetings and Conferences

Virtual

September 2024

NAGARA Webinar: Your Record Retention Schedule—Why, How, and When you Create it and Enforce it

National

October 2024

Dublin Core Metadata Initiative

International

September 2024

Stage technique international d’archives

September 23–November 29, Paris, France

October 2024

InfoCon 2024

October 14–16, Houston, United States

November 2024

Deathscapes: Histories of Photography and Contemporary Photographic Practices

November 7–9, Nicosia, Cyprus

December 2024

Gartner IT Infrastructure, Operations & Cloud Strategies Conference

December 10–12, Las Vegas, United States

The International Conference on Information Systems

December 15–18, Bangkok, Thailand

Section 3 — Current Trends and Products

Developments, Projects and Future Initiatives

Canada

Niagara Falls Public Library putting on the miles with the bookmobile

After three years of preparation, the Niagara Falls Public Library Bookmobile began service on May 3 and has been operating six days a week since. The bookmobile has travelled over 2,000 kilometres with 110 stops, 220 hours of service, and 2,000 visitors. It is a fully functional library inside a Sprinter 3500 van, with a map and schedule available at nflibrary.ca/Bookmobile. Following the closure of the Chippawa Library, the bookmobile now also serves Chippawa Lions Park and Chippawa Willoughby Memorial Arena three days a week, as plans for a permanent library service are developed.

Belgium

Belgium museum wrestles with colonial past, with 40,000 objects tainted with violence

The AfricaMuseum in Brussels, Belgium, founded in 1898 during a brutal colonial era under King Léopold II, is confronting its past. Thousands of objects from Congo, including art and human remains, were brought to Brussels during Leopold’s violent regime. The museum, like others in Europe, faces increasing demands for the restitution of these colonial-era artifacts. Bart Ouvry, the museum’s director, acknowledges that returning some items to the Congolese government is inevitable. Restitution will take decades, but Ouvry hopes to make progress during his five-year mandate. Although the collection belongs to the Belgian state, a 2022 law allows for the return of items acquired under duress or violence, following historical research and treaties with former colonies like the DRC, Rwanda, and Burundi.

India

Archival records to be digitized

The Directorate of Archives in Goa has announced plans to digitize various archival materials. This initiative aims to preserve the region's cultural and historical legacy for future generations. The Directorate of Archives in Goa is digitizing land records in North Goa and notarial records. This project includes scanning 44,437 pages from 453volumes of notary records.

Thailand

Photographic reminiscences: the Royal Photographic Glass Plate Negatives and Original Prints Collection provides fascinating insights into historically significant personalities, places and events

Dating from 1855 to 1935, a collection of over 35,000 glass plate negatives and around 50,000 prints, originally from the private collections of King Chulalongkorn (Rama V), King Vajiravudh (Rama VI), and Prince Damrong Rajanubhab, was kept at the Phra Vajirayana Royal Library, the precursor to Thailand's National Library. This extensive collection documents royal ceremonies and traditions, such as funerals and barge processions, capturing significant historical and cultural moments, including photos of Prince Asdang Dejavudh from childhood.

Turkey

Turkish Cooperation and Coordination Agency (TIKA) Established a Manuscript Digitization Laboratory in Tunisia

The aim is to digitize manuscripts in a safe environment where they will not be damaged. The laboratory is equipped with state-of-the-art devices provided by TİKA, whose goal is to preserve the cultural heritage and make it accessible to future generations. In addition to this initiative, TİKA’s coordinator outlines future activities, such as personnel training and other collaborations.

United States

The National Archives Needs Your Help Transcribing Revolutionary War Records

The National Park Service and the National Archives and Records Administration are seeking "citizen archivists" to help preserve over 83,000 Revolutionary War pension records in preparation for the conflict's 250th anniversary in 2026. These records, which include reviews of pensions and land grants given to soldiers, widows, and children, may also reveal long-forgotten stories. Volunteers are needed to review and transcribe these documents to uncover these hidden histories.

Making Access Happen: Subject Matter Experts Dig Deep into History

Navigating the billions of records at the National Archives can be challenging, as they are not organized by subject but by record groups representing major government entities. To improve the researcher experience, the National Archives initiated the Subject Matter Expert Program in 2018 with five experts. The team has since grown to 12 experts, including a recent addition specializing in women's history hired in March 2024. These experts also serve as ambassadors for the Archives, participating in media interviews, writing articles, and engaging in professional organizations, thereby fostering community and strengthening collaborations with agencies whose records are archived.

Global

Schneider Electric Launches New Sustainability Data Management and Reporting Solutions

Schneider Electric has upgraded its EcoStruxure Resource Advisor platform to help companies meet evolving sustainability regulations and enhance their ESG (Environmental, Social, and Governance) reporting. The enhancements include new features to address sustainability challenges such as ESG reporting, renewable energy management, and carbon footprint reduction. Key updates involve a library of ESG indicators aligned with global standards, an AI-driven data hub, multi-entity reporting, and custom visualizations. The platform now also supports intelligent tracking of renewable energy and carbon offset purchases, aiding in allocation planning, performance assessment, and decarbonization strategies.

Products and Tools from Around the World

Canada

Aide-mémoire en matière de protection de la vie privée et de sécurité des renseignements personnels

In recognition of International Data Protection Day and the recent updates to Quebec's Act Respecting the Protection of Personal Information in the Private Sector (Law 25), this page offers seven essential tips to help you establish your list of priorities for privacy and personal information protection in 2024.

India

Archival documents; Five years imprisonment among punishments in new bill

Minister Kadannappalli Ramachandran introduced a new law in the Legislative Assembly prescribing up to five years imprisonment and a fine of Rs 25,000 for destroying archival documents. He also announced the creation of a records management system to protect the records of government departments, local bodies, public sector bodies, government commissions, and committees.

South Africa

South Africans fight cybercrime with data

South Africa is combating cybercrime by leveraging data and advanced technologies. The country is shifting its cybersecurity approach to include multilayered security, enhanced email protection, and AI-driven security measures. These strategies are crucial as South Africa contends with numerous cyber threats and economic pressures. Cyber insurance is becoming a standard business expense, underscoring the critical role of cybersecurity in risk management. Additionally, the adoption of flexible vendor options and monthly payment structures for security services reflects consumer preferences, all aimed at fostering a safer digital landscape.

United States

Cerabyte Unveils Transformative Ceramic-Based Technology for Accessible Permanent Data Storage; Expands into the U.S.

Cerabyte, a leader in ceramic-based data storage, has introduced its groundbreaking permanent data storage technology to the United States. By leveraging cost-effective flexible glass material, Cerabyte delivers high-capacity storage with fast write/read speeds. This technology can store data indefinitely and significantly reduces data centre storage costs. Its resilience and speed make it ideal for long-term archival storage, eliminating the need for periodic data migration and enabling efficient active archive solutions.

Wales

Magazine archive goes online thanks to family bequest

A bequest from Ruth Stephens of her late husband Meic Stephens’s print archive has allowed New Welsh Review to launch a complete digital archive. All 135 issues of the magazine are now available to subscribers via Exact Editions’ digital platform, providing over 30 years of searchable content, including new issues. As Wales’s leading English-language literary magazine, New Welsh Review showcases new fiction, creative non-fiction, poetry, critical debates, and in-depth reviews.

Asia

Digital Collections : Archives Portal Europe Provides Intro to the Southeast Asian Sound Archives Online

The DeCoSEAS project (Decolonizing Southeast Asian Sound Archives) launched the web platform Pratinada.net, which hosts 7,200 recordings from Southeast Asia. This platform provides searchable and accessible online archives of music, interviews, speeches, and environmental sounds recorded in Southeast Asia during the 20th century. These recordings, originally stored in former colonial cities like Amsterdam, London, and Paris, are now available to the public.

Global

How to Properly Archive Your Digital Files

The original proposal for the World Wide Web, written by Tim Berners-Lee in 1989, cannot be opened on modern computers using common software. British software engineer John Graham-Cumming found that neither contemporary versions of Microsoft Word nor Apple's Pages could open the document. Ultimately, Graham-Cumming used a PDF exported by CERN in 1998 to view the document. Updates to software like Microsoft Word have rendered many older files inaccessible today, partly because Microsoft controls the file format. To ensure long-term accessibility, it is recommended to export important documents in an open file format such as PDF/A, which is supported by Microsoft Office, LibreOffice, and Adobe Acrobat.

Instabase Wins Innovation Showcase at VentureBeat’s Transform 2024 Event

AI company Instabase was named "most likely to succeed" at VentureBeat’s Transform 2024 event. Instabase specializes in accelerating enterprise decision-making by unlocking unstructured data such as voice, video, images, and text messages. Clemens Mewald, head of product, noted that the company’s AI Hub is used by major enterprises in banking, insurance, consumer products, and transportation, including by four of the top five banks. Instabase excels in automating document workflows, enabling businesses to act on insights from all data types. With 277 employees, $177 million in funding, and a valuation of $2 billion, Instabase is a significant player in the AI industry.

Studies and Surveys

Scotland

Scottish Government Records Management Plan Progress Update Review
Published by: Scottish Government

The Progress Update Review is a voluntary annual process through which the Scottish Government receives feedback from National Records of Scotland. This review assesses the Scottish Government's progress in managing records and the improvements made to their published Records Management Plan.

Switzerland

Deployment of the Records in Contexts for Standard for the Management of Collections at the SAPA Foundation
Published by: Baptiste de Coulin, Responsable plateforme en ligne, Fondation SAPA

In 2021, the Swiss Archives of the Performing Arts (SAPA Foundation) migrated its collections' metadata to RDF, aligning with the new Records in Contexts standard. This migration was accompanied by the launch of a new portal based on Linked Open Data principles. After two years of implementation, the Foundation aimed to evaluate its experience to provide insights for other institutions considering a similar approach.

United States

Study: National Institute of Standards and Technology Releases Version 2.0 of Research Data Framework
Published by: National Institute of Standards and Technology, U.S. Department of Commerce

On February 8, 2024, the National Institute of Standards and Technology (NIST) released Version 2.0 of the NIST Research Data Framework (RDaF). This international effort helps organizations develop strategies for managing research data. The RDaF addresses the complexity of the research data ecosystem by providing guidance on data retention and quality assessment, and by measuring research data value based on community best practices.

United Kingdom

Study: What Does the UK Public Think About AI?
Published by: Information Technology & Innovation Foundation

A nationally representative survey of over 2,000 UK adults, conducted by Public First and the Center for Data Innovation, explored public attitudes towards artificial intelligence (AI). The survey reveals that while most adults remain optimistic about AI's impact, they also express a blend of curiosity and concern. Some see AI as a force for good, offering benefits in areas like productivity, education, healthcare, and research. However, others are apprehensive to its potential risks to jobs, privacy, and democracy. This nuanced perspective is reflected in the UK's approach to AI governance, which aims to balance fostering innovation with addressing these concerns.

Global (online)

Educause: 2024 Artificial Intelligence Landscape Study
Published by: EDUCAUSE

Higher education stakeholders are actively exploring AI's potential in teaching, learning, and work while being cautious of its risks. The inaugural EDUCAUSE AI Landscape Study summarizes the higher education community's current sentiments and experiences related to strategic planning, policies, workforce, and AI's future in education. Conducted between November 27 and December 8, 2023, the survey focuses on the impacts AI has had since the mainstreaming of generative AI tools.

Section 4 — Selected Readings and Recordings

Articles, White Papers, Presentations, Reports, Videos and Podcasts

Canada

Blog: Driving forward: navigating the AI landscape in the Government of Canada

Automated tools like generative AI, robotic process automation, and predictive analytics are increasingly recognized for their transformative potential. In the Government of Canada, generative AI has generated excitement for its ability to improve services and efficiency, though concerns about its implications remain. Canadians now expect AI-enhanced services that are seamless, immediate, and personalized. However, they also worry about AI-related risks, particularly regarding privacy and security. To meet these expectations, it is crucial to explore and showcase AI's benefits while mitigating associated risks. This blog post is aimed at federal institutions and public servants interested in using AI to enhance their operations and daily work.

Report: Canadian Association of Research Libraries Brief to the Department of Finance Canada: 2024 Federal Budget

The Canadian Association of Research Libraries (CARL) is the leading organization for Canada's research library community, comprising the 29 largest university libraries in the country. CARL's mission is to enhance the capacity of these libraries to support research and higher education through effective scholarly communication and public policy that promote research and broad access to scholarly information. The report outlines 6 recommendations for the Government of Canada.

Australia

Report: Collecting, Curating, Preserving, and Researching Media Arts: A good practice report
Published by: Swinburne University of Technology

This report outlines the progress of the “Archiving Australian Media Arts: Towards a method and a national collection” ARC Linkage Project. The project aims to develop best practices for preserving and emulating historic digital media artworks from various case studies. These case studies are drawn from exhibitions and media art collections within Australian cultural institutions participating in the project.

Eastern Sudan

Report: Digitalization and Preservation of Ancient Manuscripts in Easter Sudan Workshop
Published by: UNESCO

Funded by Japan, UNESCO's "Preservation and Accessibility of Ancient Manuscripts in Sahel" project held a workshop at the Beja Cultural Center in Port Sudan June 12–13, 2024, focusing on digitizing and preserving Eastern Sudan's ancient manuscripts. This initiative is especially critical in light of recent conflicts in Sudan. Key accomplishments include:

  • Provision of equipment: The center received essential digitization tools like scanners, workstations, and storage devices, which will be used both at the center and during field missions.
  • Capacity building: Training programs were launched to teach youth digitization techniques, archival management, and community outreach, ensuring the preservation of manuscripts while imparting valuable skills to the younger generation.

United States

Video: Practical Applications of AI in Libraries
Published by: Forbes

Join Megan Bratton and Conrrado Saldivar from Natrona County Library as they share practical insights on how they incorporate AI into various aspects of their work, including their monthly newsletter, web copy, cataloguing, and technical services. The session, facilitated by Paige Bredenkamp from the Wyoming State Library, also features a Q&A. Megan and Conrrado’s slide decks are available online.

Global

Article: Reassembling digital archives—strategies for counter-archiving

This article examines how new digital archives continue existing archival practices while at the same time discontinuing them. It introduces novel methodologies and tools that change memory and power dynamics in digital archives by reassembling marginalized and non-canonical entities. The materiality and algorithmic processes of digital collections can be used to highlight lost voices and ignored differences. Digital archives are dynamic, evolving with new research and political inquiries, and are defined by these questions. The article presents six techniques and strategies for reassembling digital archives and categorizes them into three types of new digital archives, addressing both the inclusion of discarded evidence and the provision of intensive, non-discriminatory perspectives on existing collections.

Global (United States)

Journal: Journal of the Association for Information Science and Technology, Volume 75, Issue 2

The Journal of the Association for Information Science and Technology (JASIST) is a leading international forum for peer-reviewed research in information science. For over 50 years, JASIST has offered intellectual leadership by publishing original research on various aspects of information science, including the production, discovery, recording, storage, representation, retrieval, presentation, manipulation, dissemination, use, and evaluation of information, as well as the tools and techniques related to these processes.

Books

Selected Readings

Few, Janet, Tracing Your Marginalised Ancestors, 2024.

This book helps readers explore ancestors who faced societal stigma, including those who struggled with alcoholism, worked as prostitutes, or were accused of witchcraft. It addresses uncomfortable subjects but emphasizes the importance of understanding these ancestors and their societal context. Tracing your Marginalised Ancestors offers suggestions for uncovering the stories of these elusive individuals, encouraging readers to accept the challenge of telling their stories.

Mower, Allyson, Developing Authorship and Copyright Ownership Policies, 2024.

This book uniquely combines details on copyright ownership and authorship, providing best practices for administrators, journal publishers, research managers, and policy drafters. It explores the definition of “author”—from data gatherer to writer—to guide policy development while understanding the interconnected relationships between authorship, copyright ownership, and scholarly communication. Additionally, the book demonstrates how to create inclusive and equitable authorship policies that reflect the range of diversity within research and scholarly publishing.

Marco Valeri, Knowledge Management and Knowledge Sharing: Business Strategies and an Emerging Theoretical Field, 2024.

This book offers new insights into both traditional and innovative paradigms, approaches, and methods in knowledge management. It explores the historical evolution of knowledge interaction and emphasizes the importance of an organization’s ability to recognize, assimilate, and apply new external information and knowledge. The book highlights knowledge-sharing performance, particularly analyzing its impact on a firm's innovation capability and performance. It is a valuable resource for researchers and practitioners in the field.

Rendu, Jean-Baptiste, Robert, Richard, Une brève histoire du droit d’auteur, 2024. (French only)

Artificial intelligence, NFTs, 3D printing... Contemporary technological revolutions challenge the status of artworks and the defence of artists' rights. To understand these 21st-century issues, it is crucial to comprehend the long struggle artists have waged to protect their works. Drawing on the most significant moments that have marked the French and international political, legal, and cultural scenes, this book offers an insightful and fascinating dive into the history of copyright law, allowing readers to understand how artistic property has gradually been shaped.