Digital collections are challenging beasts. Technology is continuously evolving, and managing a digital collection requires both tools and processes. We also find ourselves facing increasing digital precarity as digital files and devices age.
In a previous post, I introduced the concept of building resilient digital collections, shared foundational questions to ask regarding digital preservation at your museum, and recommended a shift from just preservation toward developing digital resiliency.
But before we can build up resilience, we need to understand the challenges museums face. So, in this post, I’ll address both the technical challenges and logistical obstacles that can pop up when attempting to create a resilient digital collection.
Technical Challenges Facing Museum Digital Collections
Technical challenges abound when it comes to preserving a digital collection. Presently, one of the most common issues we see is the loss of file access, which can occur for a few different reasons:
- Loss of key parts of the file
- Loss of a software program that can open the file
- Loss or failure of a storage device
Any one of these issues is enough to trigger complete file loss. If these risks are not carefully monitored and proactively mitigated, it can result in catastrophe.
Additionally, it is not just the files that are at risk; it is also possible to lose the data associated with the lost files. Many museums utilize embedded metadata—information about the file and its contents stored within the file itself. While embedded metadata has obvious convenience factors, it also increases the scope of potential loss. In a total loss scenario, both the digital file and the embedded data would be gone.
Finally, human error and natural disasters also pose risks. Humans have the potential to either accidentally or maliciously cause digital file loss. Nature, typically in the form of natural disasters, can destroy both physical and digital collections through earthquakes, tornados, tsunamis, fires, and floods.
To summarize, the main technical challenges to tackle are:
- Loss of access
- Loss of data
- Loss caused by human error or natural disasters
Logistical Obstacles to Building Resilient Digital Collections
In addition to the technical challenges, we must also confront obstacles of a non-technical or nature. The challenges in this category are related to a lack of resources, insufficient prioritization, and a frustrating gap in understanding the importance of building a resilient digital collection.
To boil it down, the logistical challenges relate to deficiencies in four key areas:
- Understanding
- Perception
- Priorities
- Budget
1. A Poor Understanding of Digital Collections
An absence of understanding can mean a lack of knowledge or training in digital preservation. Or more broadly, a lack of knowledge regarding the size, scope, and importance of the digital collection. This can lead to underestimating just how easy it is to lose vast swaths of the digital collection if digital resilience isn’t improved.
2. Inaccurate Perceptions of the Value (and Requirements)
Museum staff who are not stewards of the digital collection may not accurately perceive how important digital collections are and may not realize the level of resources necessary to build digital resilience. Sadly, this means many museum staff view all things related to digital collections as “optional,” rather than central to the museum mission.
3. Competing Projects and Priorities
For the majority of museums, digital collections aren’t a high-priority area of museum work. This is in part due to a shared misperception—though that’s not the only reason. Museums are constantly faced with too many priorities and not enough resources to adequately address all of them.
4. Insufficient Budget Allocation
As with priorities, it’s common for a museum to have insufficient funds allocated to digital collection resiliency efforts. Digital collections are rarely accounted for accurately in both annual and reserve budgets. This is an exasperating reality especially when collection stewardship (as a concept) does include the digital collections. Too often it takes a digital crisis before attention and resources are allocated.
Overcoming the Challenges
This post provided insight into both the technical and logistical challenges present with a museum digital collection. Building on the overview of challenges provided here, the next few posts in this series will explore how to build digital resilience and centralize preservation in your digital endeavors. Please join us for the next post in this series: Building Resilient Digital Collections: File Integrity and Access.
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