Recorded Presentation Script

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School

La Trobe University *

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Course

INF210

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Information Systems

Date

Dec 6, 2023

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docx

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Part A: Presentation - Presentation script b) Provide the 1200 (+/- 10%) word presentation script as a Word document. This document contains the words you speak in the recorded presentation and should be clearly aligned to the presentation. Referencing: References for your presentation will be listed in APA format on the final slide (or a few slides, as needed) of your presentation and will not be included in the time allocation. In-text references for content delivered in your presentation should be included discreetly (for example, small font at the bottom of the slide) throughout your presentation as appropriate. Part B: Reflection – 500 words As part of this assessment, you will submit 500 words reflecting on the activity and what you learnt about the topics during the development of the presentation. References used for your reflection will be cited in APA format and are not included in the 500-word count.  Introduction (100 words)  Challenges to the organisation's collection (380-400 words)  Disaster planning (380-400 words)  Collection preservation (380-400 words)  Summary (100 words)

Part A: Presentation - Presentation script Slide 1 – Title Page Slide 2 – Introduction 182 Introduce myself and presentation. Hello, my name is Alison, my presentations the future of the Bendigo Regional Archives Centre (BRAC) collection and how preservation and disaster planning apply to their collection. Due to Bendigo Regional Archives working in conjunction with the Public Records Office Victoria (PROV) and the National Archives of Australia (NAA), as part of Places of Deposit. With the Bendigo Regional Archives Centre holding and preserving regional records dating from 1856 through to the 1970s The discussion on the challenges, collection preservation and disaster planning with the policies governed by the depository requirements of the prior mentioned organisations. Bendigo Regional Archives Centre as part of Places of Deposit, appointed to hold original, public records from local state government agencies, which may be of interest to a local community, and which are on open access to the public. A collaborative partnership between Public Records Office Victoria (PROV), the City of Greater Bendigo and the Goldfields Library Corporation (NGLC). With two types of PODs, being. 1. Class A PODs can hold permanent and temporary public records 2. Class B PODs can only hold temporary public records Slide 3 – Challenges to the collection BRAC like any other archive collection, challenges are that that like many community-based organisations across Victoria the care of access provide to these records, is that the groups providing access are often small volunteer-run organisations with limited resources, including historical societies, sporting clubs, community museums and charities. Slide 4 – Challenges to the collection (190 - 200 words) 185 The c ollection challenges being: • Ensuring Library staff are trained in the care and handling of collections, including paintings, textiles, objects, photographs, negatives (glass plate and flexible), large format items like maps and newspapers, flat paper items, books, and microforms. • Monitoring the temperature and humidity in storage areas and advising on its suitability for long term storage. • Ensuring that disaster equipment is maintained in all stack areas and staff are trained in its use. • Advising on the appropriate storage of collections in boxes, folders, drawers, hanging screens, plan cabinet drawers. • Working closely with special collection areas to provide advice on the preservation requirements of new acquisitions. • Have preservation staff responsible for carrying out stabilization treatments on collection items, as well as intensive treatment where required. • Preparing items for reformatting, such as digitization and microfilm; and • Providing training for preservation students and interns.

Through training, in collaboration with PROVE, BRAC can provide valuable information that can help community collecting groups better manage and care for their collections and contribute in a small way to the amazing work these groups are doing in maintaining our state’s cultural heritage. Slide 5 – Challenges to Collection Preservation (190-200 words) 92 Challenges of any archival collection preservation • Technical obsolescence • The availability of systems that access or play records. • Legacy storage that holds unknown and inaccessible data • Loss and degradation • Skills retention and development. • The deterioration and reservation of archival collections Some key challenges can relate to • The availability of the skills of Staff • Availability of equipment that is required to access or play records, such as video players, microfiche readers, film projectors. • Software that can open obsolete digital file formats. • Data integrity • Metadata and schema selection • Covid-19 pandemic • Acquiring archives Slide 6 – Disaster planning (380 - 400 words) (422) The National Library Australia: disaster plan allows the Bendigo Regional Archives centre to have a clear guideline on Disaster Preparedness, how we manage disasters and risks and prevention. with their policy outlines a clear plan to follow as follows. National Library Australia: disaster plan - Part 1: Disaster Preparedness and Prevention Policy The first part deals with disaster preparedness and preparation and is used by Preservation Staff as a manual in routine disaster preparedness and prevention activities. It contains: • Information on collection area checks for potential disasters. • Policy and actions to assist in the management of the library’s collection disaster preparedness strategies. • Disaster preparedness and response personnel: roles, functions, and membership for • Collections Emergency Coordinator • Collections Disaster Coordinator • Emergency Planning Committee (EPC) • Managers with a specific role in disaster planning • Salvage Teams • Preservation Services staff • Emergency supply inventories and maintenance lists for in-house supplies Slide 7 – Disaster planning (130 – 135 words) 64 National Library Australia: disaster plan - Part 2: Disaster Actions. The second part is intended for use by those responsible for managing a disaster: • Collections Emergency Coordinator • Collections Disaster Coordinator

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• Emergency Planning Committee (EPC) • Managers with a specific role in disaster planning • Preservation Services staff • This part provides a guide to progressively deal with collection related disasters. It is not intended for wider use. Slide 8 – Disaster Preparedness • Disaster Preparedness Planning is a strategy for prevention of disasters and the damage that can result to the collections • Risk assessment followed by risk minimization are the initial steps in the planning process. • Prevention of disaster is the preferred outcome, but inevitably it is impossible to prevent all potential disasters. •Being prepared for any identified disasters will help minimize damage to collections. • Disaster Recovery Plan for collections also needs to be in place. Slide 9 – Disaster planning Recommendations: Disaster preparedness • Implement a Disaster Preparedness Plan. Seek funding for resources if required. • Investigate training opportunities offered by Museums Australia (Victoria) or discuss specific needs with GCS. • Add the Disaster Preparedness Plan to the KHS Policies and Procedures. • Assemble a disaster bin for the storage areas with necessary equipment. • All staff and appropriate volunteers should be familiar with the plan and all staff and volunteers should undertake training in use of the plan and disaster recovery techniques How we manage disasters and risks • We plan for disasters and risks. Under the Archives Act 1983, we must conserve and preserve the collection and protect records from damage or destruction. This is a core part of our work. • Work with Public Records Office Victoria (PROV), National Archives Australia (NAA) and National Library Australia (NLA) Slide 10 – Collection Preservation (380 - 400 words) Preventative and protective measures • Access to Trove, Historical, Genealogical & Family History Societies, through the PROV website has detailed information about records, how to use records, or to order records to the Bendigo Reading Room. • Which enables records related to central and north-western Victoria to be preserved, housed, and accessed, in or near to their place of origin. A two, purpose- built approved places of deposit (POD), house records that can be accessed at the BRAC Reading Room upstairs in the Bendigo Library building. Slide 11 – Collection Preservation With the BRAC collection • The primary responsibility of any collection the preservation of who to care for the collection through its re-housing programs. • Range from the creation of custom enclosures for small individual objects to the re-housing, labelling, and listing of large paper-based manuscript and photographic collections. • Collection material re-housed in Preservation.

• Facilitators: help provide access to materials to everyone • Most materials accessible online • Finding aids and indexes are placed online and are indexed so search engines can find materials. • More materials being shared in mega-repositories, like DPLA to increase chances of finding related materials “on your own.” • Receive expert help online from an archivist or archivist-created tutorials to find information. Slide 12 – Collection Preservation Slide 13 – Collection Preservation Slide 14 – Summary (100) The collection into the future There is a lot of discussion in the academic literature of disaster planning and preservation being extended beyond just traditional asset recovery activities, particularly in the case of public libraries. Instead of focusing largely on recovery of physical materials, and digital material with many shifting their focus to include continuation of services throughout a disaster. While public libraries have often become the default centre for the wider community in a crisis, and with the collection increasingly online through archives (not to mention access to government services and other emergency-related information). Likewise, and with many the population living either regionally or from rural areas and with the recent Covid-19 pandemic, It seems logical that the collection into the future will need access to the Internet maintained wherever possible, is now a key part of disaster planning. Collection management in the digital age must look outwards and consider continuity of access to be crucial no matter the local conditions. Slide 15 – Thank you Slide 16 – References

Part B: Reflection – 500 words As part of this assessment, you will submit 500 words reflecting on the activity and what you learnt about the topics during the development of the presentation. References used for your reflection will be cited in APA format and are not included in the 500-word count.

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Reference ANU librarians begin urgent salvage job after precious books, documents damaged in Canberra flood. Retrieved from https://www.abc.net.au/news/2018-03-02/anu-staff-begin-urgent-salvage-job-of- books-at-chifley-library/9500414 . Bendigo Regional Archives Centre, (2023). Collection. Retrieved from https://www.brac.vic.gov.au/collection . Accessed January 20, 2023. Glausiusz, J. (2019). When disaster strikes. Nature (London) , 571 (7765), 435–437. https://doi.org/10.1038/d41586-019-02151-0 Halsted, D. D., Clifton, S. C., & Wilson, D. T. (2014). Library as Safe Haven Disaster Planning, Response, and Recovery; A How-To-Do-It Manual for Librarians. American Library Association. Hamilton, R., & Brown, D. (2016). Disaster management and continuity planning in libraries: Literature review. International Journal of Risk and Contingency Management, 5 (1), 26- 41. doi:10.4018/IJRCM.2016010103 Humphrey, V. (2018). A progression through risk management for collections: Ground-up to enterprise-wide. Journal of the Institute of Conservation, 41 (1), 46- 57. http://www.tandfonline.com/doi/full/10.1080/19455224.2017.1419500 Kurin, R. (2019) Rescuing Bahaman Culture from Dorian's wrath, Smithsonian.com. Retrieved from https://www.smithsonianmag.com/smithsonian-institution/rescuing-bahamian-culture-dorians- wrath-180973588/ Lloyd, J. () National Library of Australia reflects on the organisation’s experience with disasters: Disaster preparedness at the National Library of Australia. National Archives of Australia (2023). Collection Preservation Policy 2021-2025. Retrieved from https://www.naa.gov.au/about-us/our-organisation/accountability-and-reporting/archival-policy- and-planning/preservation-policy-2021-2025 . Accessed January 23, 2023. National Library of Australia (2023). Collection Preservation. Retrieved from https://www.nla.gov.au/collections/preserving-our-collections/preservation . Accessed January 23, 2023. National Library of Australia (2023). National Collection Disaster Plan. Retrieved from https://www.nla.gov.au/policy-and-planning/collection-disaster-plan . Accessed January 23, 2023. Netshakhuma, N. S. (2021). The impact of climate change on the Mpumalanga Provincial Archives and records management activities. Records Management Journal (London, England) , 31 (3), 269– 283. https://doi.org/10.1108/RMJ-09-2020-0031 Prasad, Prabhu. (2020). The Importance of Disaster Recovery Planning. 2020. Public Records Office Victoria, (2023). Disaster Management: Considerations for disaster planning, management, and recovery for records. Retrieved from https://prov.vic.gov.au/recordkeeping- government/a-z-topics/disaster-management . Accessed January 20 2023.

Public Records Office Victoria, (2023). Community Collection: Places of Deposit, preserving collections across Victoria. Retrieved from https://prov.vic.gov.au/about-uscommunity-collections- and-pods/community-collections . Accessed January 20 2023. Public Records Office Victoria, (2023). Regional Archives: Centre locations, news and information. Retrieved from https://prov.vic.gov.au/regional-archives . Accessed January 20 2023. Velasquez, D. L., Evans, N., & Kaeding, J. (2016). Risk management and disaster recovery in public libraries in South Australia: A pilot study. Information Research, 21 (4), paper 735. Retrieved from http://www.informationr.net/ir/21-4/paper735.html .

Recorded Presentation Script

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