Williams College Archives and Special Collections Digital Collection Development Policy

The digital collection services of the Williams College Archives and Special Collections (Archives) seeks to collect, manage, preserve and disseminate digital objects that support the educational mission of the College, are in need of preservation, are part of the history of the College, and are rare and unique.

The development of digital collections is in keeping with the Archives' intention to describe, arrange, digitize, and disseminate our collections and to provide "the retention, preservation, and research use of its collections." Digital collection development involves the Archives and others as appropriate.

Digital Collections are composed of digital objects, whether born-digital or digitized, regardless of item type.  Text, audio, still and moving images, datasets, etc. are all included.  Collecting activities focus on content that can be made accessible to a wide audience. In some cases we may need to restrict access to the College's records in order to adhere to copyright laws or restriction periods.

Scope
The focus of the Williams College Archives Digital Collections is unique or rare content from collections owned by the Archives or the College at large. Unique and rare content may be created through digitization of selected analog materials or through the transfer of born-digital content. Williams College Archives Digital Collections may also include other types of open access scholarly materials (for example, data sets, creative works, publications, etc.) as the need arises.  

Items and collections encouraged:
1. Be produced, submitted or sponsored by Williams College faculty, staff, or students.
2. Be scholarly, research-oriented, pedagogical, or illuminate the history of the College and support the overall educational mission of Williams College.
3. Have enduring value.
4. Have copyright clearance if the copyright is not held by the submitter/s or Williams College.
5. Comply with local, state and federal content and privacy laws, and with College policies and standards of conduct.

The Archives is highly supportive of collections that:
1. Represent the cultural, geographic, economic, and political diversity of Williams College.
2. Constitute objects for which access would be improved by inclusion in the Archives: linking between items, innovative ways to comprehend the material, etc.
3. May be difficult to access physically.
4. Comprise materials that are in need of preservation.
5. Complement existing digital content.
6. Have materials that are dispersed.

As a rule, we do not digitize or accept digitized versions of inactive analog records of enduring value that have not been officially transferred to the College Archives and Special Collections, though the Archives reserves the right to make exceptions if warranted. While the Library and the Center for Educational Technology (CET) will continue to digitize non-unique images for teaching based on faculty demand, those materials are not in scope for this document. This document will be reviewed periodically and updated as needed.   

Context
The Archives is responsible for the selection, creation, delivery, and preservation of the Williams College Archives digital collections. We adhere to national and international community-based standards and best practices, including A Framework of Guidance for Building Good Digital Collections (NISO) and the Federal Agencies Digitization Initiative Still Image Working Group's Technical Guidelines for Digitizing Cultural Heritage Materials (FADGI), in all our work.

Through our small digital production studio and the outsourcing of special formats, the Archives is responsible for programmatic digitization of rare and unique materials. In other words, we produce preservation-quality digital objects as part of the development of coherent digital collections that support the mission of the Archives and the College. Digitization decisions will be guided in part by the Collection Development Policy for Archives & Special Collections, which outlines specific subject areas collected and states the department's commitment  to "to appraise, collect, organize, describe, preserve, and make available the College's records of permanent administrative, legal, fiscal, and historical value."  

Selecting content, whether born-digital or digitized, is only one piece in the ongoing process of building digital collections. The development and management of digital collections also involves project management and strategic planning; metadata architecture, creation, and management; the development and use of UNBOUND: the Williams Digital Commons and ArchivesSpace to create, manage, preserve, and deliver digital content; and the ongoing assessment of digital collections and the previously mentioned services. We work closely with other units in the Williams College Libraries and the Office of Information Technology (OIT) to develop and realize our goals, and collaborate with other units in the College and with external institutions and organizations when appropriate.

Personal Archiving
We encourage potential contributors interested in digitizing their own content in preparation to be added to the Archives, to coordinate with the Digital Resources Archivist/Records Manager in advance to establish the correct digitization methods.

Associated Analog Material
Inactive records of enduring value, held in analog form in offices and departments on campus (regardless of whether those records have already been digitized by the current holder), must be transferred to the Archives before that content can be added to the digital collections. This is in keeping with the ongoing role of the Archives, allowing staff to have continued access to analog original materials in case re-digitization is ever necessary.

Organization and Metadata
The Archives will collect and produce metadata to describe collections and items in the Archives.  Different schema may be employed to support different projects/collections.  Metadata Object Description Schema (MODS) is Archives standard schema.

Collections must be organized and described before it can be digitized.  Books must be cataloged. Archives and manuscript materials must be processed and have a resource record in ArchivesSpace, though item-level metadata may be created as part of the development of a digital collection. Metadata must follow current digital collections standards, as well as guidelines developed by Archives.

Digitization
Digitization activities will likely fall into one of three categories:

  • Ongoing digitization of entire collections or large portions of collections- Ongoing digitization is carried out by the Digital Resources Archivist/Records Manager and student workers. These projects are generally not subject to specific deadlines.
  • Specially-funded digitization projects made possible through grants or gifts- These may involve additional short-term staff and will likely be subject to specific deadlines and special project parameters.
  • Scan on Demand- Digitization based on user requests of materials that are rare or unique, fit the selection criteria, and receive regular use. This includes material requested by researchers using the Archives and by faculty for teaching purposes.


Maintenance and Removal

These guidelines are designed in part to ensure the development of digital collections that are of high quality, useful and usable, and cohesive. It is possible, however, that individual objects or entire collections may need to be removed or de-accessioned for reasons of  violation of copyright or copyright dispute, inaccurate data or facts, collection weeding, storage, or the material is no longer in support of the Williams scholarly community. These decisions will be made in conjunction with the Digital Resources Archivist/Records Manager, College Archivist, Director of Libraries, and others as appropriate and will be handled on a case by case basis. Under some circumstances, objects will be removed from view, but to avoid loss of the historical record, all such transactions will be traced in the form of a note in the metadata.

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