Digital Archiving

Digital Archiving Requirements

It is a contractual requirement for projects funded through the Historic Environment Commissions Programme that digital archives be deposited with the Archaeology Data Service (ADS) or similar acceptable digital archiving organisations.

This note sets out when this is relevant, what the commissioned organisation needs to do, and how Historic Environment Commissions will handle resources for the process.

What constitutes a digital archive?

Digital archiving is distinct from digital dissemination. By requiring deposition of a digital archive we are ensuring that the data is preserved for the future in a format that can be migrated as and when operating systems and software usage changes. A MoRPHE Technical Guidance Note on digital archiving can be accessed here.

Which projects will be required to archive digital data?

All projects creating primary digital data must archive that data. However, if a project has already passed through one or more stages (for example EVAL to MAIN, ASS to ANL) and there are significant disparities in digital recording and data handling between stages then a strategy to ensure a coherent digital archive will be needed. Ideally the full dataset from all project stages should be prepared and archived to a similar standard. However, if cost and/or time prohibit recapturing large volumes of non-digital data from earlier stages, we will waive the need for digital archiving of data from these earlier stages. In all cases the digital archiving strategy must be set out explicitly in project documentation.

How is digital archiving resourced and who applies for funding?

Preparation

Preparation of the digital archive by the commissioned organisation will be funded as a direct project cost in the same way as preparation of non-digital project archives.

The project team should prepare and organise the datasets so that they can quantify exact number of files, format of files, and size of files, as part of any final reporting or archiving stage. Please note that it is the commissioned organisation’s responsibility to agree any issues of copyright.

Deposition

Storage grants are available for digital archives as for non-digital archives.  The organisation which is receiving the archive should apply for payment by submitting form S1 to the Historic Environment  Commissions Team at Waterhouse Square.

Project planning

Early discussion with ADS (or others) for projects that are expected to create digital archives is essential. More specific advice on the different aspects of digital archiving along with contact details are available on the ADS website (http://ads.ahds.ac.uk/). Applicants must ensure that this discussion has taken place in advance of submission of a formal Project Design.

Further guidance

Your Project Assurance Officer or the Historic Environment Commissions Team at Waterhouse Square will be happy to advise further as necessary.