Governance and Recordkeeping, January 2025

Internet Archive Canada, in partnership with Library and Archives Canada (LAC), has launched a digitization project to preserve and make accessible up to 100 000 out-of-copyright publications dating from the 1200s to 1920. This initiative, based in Gatineau, Quebec, involves the installation of specialized digitization equipment and aims to enhance access to Canada’s documentary heritage for researchers and the public. The project aligns with both organizations’ missions to broaden digital collections and to ensure cultural preservation.

LAC's Documentary Heritage Communities Program (DHCP) is offering funding for documentary heritage organizations to support initiatives that preserve, promote and provide access to their collections. Eligible organizations, including libraries, museums and archives, can apply for funding until January 23, 2024. The DHCP aims to foster the preservation of Canadian cultural heritage.

LAC collects e-books under its legal deposit program, ensuring the preservation of Canadian digital literature. Since 2007, over 60 000 e-books have been submitted by Canadian publishers. Recent updates include an automated ONIX-based workflow, which simplifies e-book submissions and makes them securely stored and accessible in LAC’s digital catalogue. This initiative supports the preservation of Canadian cultural heritage in digital formats.

In this blog post, Ariane Gauthier, a Reference Archivist at Library and Archives Canada, discusses her path into archival work and shares insights on her daily responsibilities, which include supporting researchers and preserving historical documents. She highlights the unique challenges of government archives, like locating records within varied cataloguing systems, and emphasizes the importance of recent archival ethics. Gauthier is currently working on a research guide to increase awareness of Canada’s wartime internment camps.

Database research has become integral for LAC clients and helps the community connect more directly to source material. In 2023, the Digital Access team at LAC teamed up with Transkribus, a coop specialized in handwritten text recognition (HTR), to see where Artificial Intelligence could fast-track online access. The pilot project focused on the extraction of finding aid data that was only available in paper format to feed databases. Transkribus helped LAC create indexable metadata for the Orders in Council registers and the Canadian Newspaper Index. This pilot project gave LAC a proper introduction to the implementation of AI technologies in their systems and expanded on how partners like Transkribus can help Canadians.

LAC has allocated $912,963 for the 2024–2025 Listen, Hear Our Voices initiative, supporting 14 First Nations, Inuit and Métis organizations. This funding will help digitize and preserve cultural and language materials while enhancing the organizations’ preservation capacities. Recipients were chosen by an independent review committee composed of Indigenous heritage professionals. Detailed project information is available on the initiative's webpage. LAC emphasizes the importance of heritage organizations in preserving Canada's diverse cultural memory.

Libraries must reflect societal needs, remain anchored in their communities and provide access to materials representing diverse viewpoints and opinions, reflective of their historical context. However, in Quebec and elsewhere, instances of censorship, restrictions or judgments raise concerns about the future and the core mission of our cultural institutions. To address this, the Association of Public Libraries of Quebec and Bibliothèque et Archives nationales du Québec have prepared and proposed a motion to recognize the essential role of our libraries.

AI can support Indigenous language revitalization by aiding in tasks like creating digital language-learning tools. However, as many Indigenous languages have limited data available and unique linguistic structures, AI development requires collaboration with Indigenous communities to define language use and maintain data ownership. Advocates like Michael Running Wolf and Robbie Jimerson emphasize the importance of data sovereignty to ensure communities retain control over their languages and cultural information. Their work involves building language-specific AI tools that respect community guidelines, reinforcing the need for Indigenous-led technology initiatives.

The Union of BC Indian Chiefs (UBCIC) is urging the Canadian government to amend Access to Information and Privacy (ATIP) laws to improve access for First Nations to historical records. These records are crucial for land claims, residential school research and other justice efforts. UBCIC leaders emphasize that past government promises have not led to meaningful changes to ATIP laws. Although recent plans address some Indigenous data needs, the UBCIC calls for binding commitments with measurable outcomes.

Mainland China’s Network Data Security Management Regulations will take effect on January 1, 2025, after a three-year review period. While the regulations are less stringent than initially proposed, companies—especially large tech firms operating in China—will need to adapt their data practices due to increased regulatory oversight in the digital space. Nine key points are explored in the article.

The European Commission’s eArchiving initiative emphasizes the urgency of creating durable data archives. Recently updated to version 2.0 and funded for two more years, the initiative focuses on developing open formats and metadata processes to eliminate reliance on outdated IT equipment for accessing old data. Researcher Gregor Završnik highlights challenges in restoring old data, including reading storage media, accessing different file formats and understanding the missing context of extracted data, such as from Excel tables.

Following discussions with major tech firms, sixteen regulators issued a statement with recommendations for protecting against unauthorized data scraping and ensuring compliance with data privacy laws when sharing data. The guidance echoes past statements, includes new considerations and underscores regulators’ ongoing focus on data scraping practices worldwide.

New Zealand's government is amending the Public Records Act to improve record-keeping, especially for those affected by historical abuse in care. The changes, inspired by recommendations from the Royal Commission of Inquiry into Abuse in Care, empower the Chief Archivist to audit agencies more frequently, enforce action plans and enhance documentation accuracy. This legislation aims to ensure better access to records for survivors and improve overall record management in government agencies.

Uganda’s national archives are facing severe challenges due to deteriorating microfilm equipment that holds critical historical records but is now largely unusable. Limited funding, lack of staff training and low prioritization of archiving have hindered preservation efforts. Officials emphasized the need for digitization and professional development to better manage and protect these records. This issue, discussed at a recent conference, underscores the urgency of modernizing Uganda’s archival systems for future accessibility.

The National Archives hosted leaders from the national archives and libraries of Canada, Australia and New Zealand in Washington, D.C. in September 2024. The gathering focused on shared interests, including digital records management, public engagement, AI standards and privacy. The visit featured discussions with U.S. counterparts and the signing of a Cooperation Arrangement to foster collaboration and knowledge exchange among the archives of these countries.

In developing the Reconciliation Framework, the Truth and Reconciliation Commission Taskforce interviewed First Nations, Métis and Inuit archivists in Indigenous archives. Many requested a practical guide to help them build and manage their archives effectively. After several iterations, the Indigenous Matters Working Group recognized that the initial resource guide lacked the appropriate tone, as an Indigenous perspective was crucial for meaningful guidance. To address this, they sought assistance from the Manitoba First Nations Education Resource Centre to ensure the guide aligned better with Indigenous needs and perspectives.

This comprehensive guide serves to safeguard archives. It addresses disaster planning, impact mitigation, team creation, protection of vital records and recovery efforts. Key topics include creating disaster response teams, securing funding, conducting damage assessments and developing salvage and rehabilitation plans. It also offers downloadable forms for disaster management tasks.

Memory institutions are facing challenges with digital carriers in their collections, particularly older formats like floppy disks, which require outdated hardware like 5.25” floppy drives. While tools like KryoFlux can help read some formats, limitations and costs may hinder smaller institutions. This tutorial and workshop will guide participants in setting up a forensic workstation for floppy disks using tools like Hex Editors, navigating complex formats and providing practical tips to manage these legacy carriers effectively.

This year, a series of six policy papers has been developed to propose measures for a Digital Knowledge Act, aimed at enabling libraries, archives, universities and other knowledge institutions to offer equivalent online and offline services. These papers identify digital challenges faced by these institutions and suggest legal solutions for incoming legislators, advocating for a comprehensive approach to unlock their full potential in the digital realm.

Managing an open-access repository requires aligning with user needs and adapting to evolving technical demands. Using AgEcon Search (AES) as an example, this paper highlights how different platforms have supported AES’s international scope over 25 years. Key considerations include ensuring interoperability with other systems and accommodating diverse object types, like data. The paper evaluates metadata schemas, including Dublin Core and MARC 21, from administrative and user perspectives, emphasizing that revisiting metadata approaches could enhance system robustness and sustainability. AES managers provide insights into both technical and operational challenges.

Camille Callison and Dr. Stacy Allison-Cassin are leading a $1.4 million project, funded by the Mellon Foundation, to create a "Respectful Terminology Platform." This multilingual resource will address outdated and offensive language used in libraries and information systems, incorporating Indigenous names and knowledge. The project aligns with Indigenous data sovereignty principles and aims to promote accurate, respectful terminology across various sectors.

Following the Koh Ker Archaeological Site's UNESCO World Heritage listing in September 2023, the National Authority for Preah Vihear/Koh Ker faces an urgent task to safeguard its documentary materials, currently dispersed across various Cambodian institutions, including the National Archives, National Museum and others. Decades of research at archaeological sites have generated extensive records, such as maps, photographs and reports, making their preservation and accessibility essential for effective site management.

PARCO launched the "Digitization of Lands Records" project, transforming paper files into a digital repository. This initiative includes a Lands Management System (LMS) that enables rapid file retrieval and digital workflows for efficient processing. Built on Microsoft Power Platform and SharePoint Online, the LMS is part of a broader digital transformation to modernize and improve land record accessibility and management.

The Kerala government has launched an initiative to preserve heritage records in public archives, including manuscripts, palm leaf inscriptions and historical documents, as part of implementing the Kerala Public Records Acts Bill (2023). Public input was collected, and similar assessments will occur in Kozhikode and Trivandrum. Despite past attempts at digitalization, experts emphasize the need for urgent action and thorough investigation to prevent further loss of historical records.

Italy has launched Italea, a roots-based tourism initiative to help people of Italian ancestry reconnect with their heritage. Developed by the Ministry of Foreign Affairs and International Cooperation, Italea offers a web platform (Italea.com) in four languages, supporting users in exploring family history and organizing personalized travel experiences in Italy. Giovanni Maria De Vita, the project lead, describes it as a guide for travellers for each step of their rediscovery journey.

The LivArch project examines how digital transformation and emergency preservation practices shape archives and influence future historical knowledge, using the ongoing war in Ukraine as a case study. It explores how diverse documentation efforts affect the histories that can be written while reflecting on the evolving relationship between historians and archives.

The article explains the importance of data in decision-making, highlighting the distinction between qualitative and quantitative data. It covers methods of data collection, such as census, surveys, administrative data and crowdsourcing. The piece also addresses how data can be organized (structured vs. unstructured) and its role in providing insights for better government services. Understanding data’s complexities enables evidence-based decisions, improving outcomes while maintaining privacy protections.

The National Archives of Australia faces challenges in technology, cybersecurity, workforce capability and information management. Aiming to protect and promote Australian content and ensure public access to Commonwealth records, the agency is undertaking a transformation to modernize its practices. This effort includes a self-initiated review, supported by the Australian Public Service Commission and led by experienced external reviewers, to guide its future development and strengthen its role among National Collecting Institutions.

Information managers face challenges with vast, dispersed data and rising demands from internal, legal and public inquiries. Legacy systems consume budgets, and with increased security and privacy requirements, blind spots in data usage are common. Managing information is now a shared responsibility, essential for mitigating risks and meeting regulatory needs. AI offers a solution, enhancing governance and streamlining processes, but implementing AI requires a focus on reliability, transparency and fairness to protect all stakeholders effectively.

The objectives of the working group are to improve the archiving of digital audiovisual documents including digitized ones; identify specific metadata (descriptive, management and technical) for audio-visual materials that could be incorporated into standards; and to address the gaps in ‘PRONOM’, a file format registry.

The OCLC research report Improving Open Access Discovery for Academic Library Users explores strategies to make scholarly open access (OA) publications more discoverable for library users. Analyzing efforts from seven institutions in the Netherlands, the report offers insights into library staff practices and user behaviours to help academic libraries worldwide enhance OA discoverability. The findings aim to bridge the gap between OA availability and discovery, encouraging libraries to tailor these strategies to their local contexts and user needs.

This research focuses on Wikimedia Mexico, a non-profit promoting Wikipedia, free knowledge and open culture. It aims to establish digital preservation strategies by identifying the organization's digital records, analyzing their characteristics and addressing challenges. Using the DPC's Bit List of Endangered Digital Species and interviews with Wikimedia Mexico members, the study explores their experiences and needs regarding records management and digital preservation.

AI tools like generative AI, robotic process automation and predictive analytics are gaining attention for their potential to improve government efficiency and services. While Canadians expect personalized, seamless AI-driven experiences, there are concerns about privacy, security and potential risks. To meet public expectations, the Government of Canada must showcase AI's benefits while addressing these challenges to ensure responsible implementation.

Alison Hitchens, associate university librarian at the University of Waterloo, organized a meeting of researchers, librarians and IT professionals to discuss research data management strategies. In an interview, she highlights the value of interdisciplinary discussions and the benefits they bring to collaborative data management.

Dr. Owens draws on two decades of experience in digital history and cultural memory, and he explores how libraries and archives can shift from collection-centred approaches to fostering personal connections and belonging. Referencing his book After Disruption: A Future for Cultural Memory and examples from his work at the Library of Congress and the American Institute of Physics, he highlights how action research in special collections can advance equity, justice and sustainability in communities.

First published in 1980, Copyright explores copyright’s role in regulating cultural and information flows, focusing on policy, international law and technology's impact on copyright. It examines copyright’s development, its influence on new technologies and its complex international implications, particularly between industrialized and developing nations. The book also addresses modern challenges and prospects for copyright in a technologically advanced society.

This book gathers insights from top scholars in law and technology, examining privacy challenges posed by data-driven technologies. It evaluates the adequacy of current EU data protection laws, addressing issues like targeted advertising, AI, blockchain, facial recognition, M2M communication, emotion detection and personal care robots. Balancing innovation with privacy protection, it is a valuable resource for scholars, policymakers and practitioners in law, technology and EU data protection.

To support risk data governance, the Arcateg™ model offers an innovative approach. It considers the full scope of a company’s informational assets, where poor management poses a risk, and establishes management rules (quality, security, durability, access, destruction) from the data’s creation and throughout its risk period.

This book provides an insightful analysis of how heritage supports both individual and societal well-being, using various well-being metrics to assess the impact of heritage engagement. It aligns heritage initiatives with policy goals for healthier, happier societies, highlighting the role of cultural heritage in public well-being.

There is not just one reason to pursue genealogy—there are countless motivations. This guide starts with your interests, guiding you to trace your family history as far back as possible using archives and online resources. It offers tips, stories from passionate genealogists and unexpected leads, showing genealogy as a vibrant, collaborative adventure. Suitable for all ages, genealogy can be explored solo or with others, with or without a budget, and now often through accessible online archives, allowing you to unlock the doors to your family’s past.

This report outlines recommendations for establishing a national persistent identifier (PID) strategy in Ireland. PIDs are essential for modern digital research, uniquely identifying entities like researchers, datasets and publications, enabling structured sharing of information across research systems. The report provides a roadmap to implement this strategy, enhancing research transparency and collaboration.

With over 170 million items in our collection, from Magna Carta to Shakespeare’s First Folio, the British Library is one of the world’s largest national libraries. If you are a mid-career library or archive professional, we invite you to apply to join us for the fifth International Library Leaders Programme (ILLP), running in July 2025. Our intensive week-long programme of workshops, talks and tours given by senior staff from across the Library’s core departments offers the opportunity for an intimate group of international library professionals to meet our experts and learn from their experiences of dealing with the everyday issues facing libraries today.

Applications are now open and we invite you to read more via the British Library website, where you can download the brochure and apply. The deadline for applications is Thursday, February 6, 2025.

If you have any queries or want to find out more, please get in touch with the British Library’s International Office at international@bl.uk.