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Email Archiving: Issues and Concerns
Deep Dive: Assessing Tools and Best Practices for Email Preservation and Access in Art Museums
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A few things about official email correspondence
that keep me up at night …
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Correspondence as primary source material
• Organizational history
• Object acquisition
• Artworks … what is today’s equivalent to Van Gogh’s letters?
• Incomplete threads
• Inconsistent (or non-existent) archiving practices- Multiple formats- Print & paper file: inconsistent practice, no guidelines, can’t monitor- Idiosyncratic approaches
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Questions of intellectual property
• Who owns the content?
• Reliance on cloud-based systems- Terms of service vary widely
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Scary Technology Stuff
• Years of inbox size limits- IT had real resource limits – treated as a cost center- IT ordered deletion, offered no alternative
• Migration from system-to-system- Migration can be “lossy”
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Archiving versus Backup
• Um … they aren’t the same thing …
• Confuses senior decision-makers
• Even if archiving is taking place:- Lack of policies- Unfiltered content (loads of garbage)- Versioning issues- Failures & inadvertent deletes
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Inbox used as de facto DAM system
• File attachments galore
• Storage, search, retrieval challenges
• Content disappears when staff depart
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Legal Stuff
• Provenance
• Subpoena/Discovery
• Other (mainly HR) issues: bias, discrimination, harassment, etc.
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Media-based artwork: documentation
• Artist’s instructions & preferences
• Troubleshooting & problem-solving
• Stated and/or implied permissions- File conversion- Equipment upgrade or replacement
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Complexity & expense
• Do we have the resources?
• Staffing?
• Standards?
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History
Help!
Objects
Threads
Inconsistency
Incomplete
Formats
Storage
Provenance
Subpoena
Ownership
HR issues
Cloud
Confusion
Back up
Attachments
PaperUnfiltered
DAMs
Permissions
Artists
UpgradeResources
Staffing
Standards
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Thank you!
Douglas Hegley, Director of TechnologyMinneapolis Institute of Arts
@dhegley