Blog 2017/18

  • 2017-2018 Final Reports Available

    Friday August 24th, 2018 admin

    Final reports from the 2017-2018 residencies are now available. These reports document their projects, activities completed, deliverables, lessons learned, outcomes, and recommendations for future projects. See the 2017-2018 Projects page for more.

    • Minneapolis Institute of Art – Final Report, NDSR Art Resident Erin Barsan
    • Philadelphia Museum of Art – Final Report, NDSR Art Resident Elise Tanner
    • University of Pennsylvania – Final Report, NDSR Art Resident Coral Salomón
    • Yale Center for British Art – Final Report, NDSR Art Resident Cate Peebles
  • Is This Permanence: Preservation of Born-digital Artists’ Archives – Recording Available

    Tuesday July 31st, 2018 admin


    Is This Permanence: Preservation of Born-digital Artists’ Archives
    Friday, May 11, 2018, 10 am–5 pm
    Yale Center for British Art, New Haven, Connecticut

    The internet pioneer Vint Cerf has said, “Preservation by accident is not a plan.” Without a plan, will born-digital art last even one lifetime? If we do not develop solutions now, we risk losing not only born-digital art but artists’ archives as well, effectively erasing the work and memory of this generation and subsequent generations’ art history.

    Today, an artist’s studio ephemera likely consists of old laptops and iPhones, professional websites and social media accounts, as well as traditional analog materials. Artists’ archives are increasingly hybrid collections, requiring adaptable preservation methods. This symposium will explore the challenges of born-digital preservation and artists’ archives, including: artists’ use of born-digital methods as part of their practice and as a means of documentation, the state of the digital preservation field for artists and those who steward their archives, and preservation strategies for artists, museums, collectors, archives, and libraries.

    The keynote speaker is Jon Ippolito, Professor of New Media and Director of the Digital Curation graduate program, University of Maine.

    In addition to Ippolito’s talk, this program featured presentations by Clifford Allen and Deb Verhoff, Watermill Center, Robert Wilson Archives and New York University; John Bell, Dartmouth College; Deena Engel and Glenn Wharton, New York University; Sara England and Mikhel Proulx, Concordia University; Josh Franco and Hilary Price, Archives of American Art, Smithsonian Institution; Laura Molloy, University of Oxford; Colin Post, University of North Carolina, Chapel Hill; and Farris Wahbeh, Whitney Museum of American Art.

    This event was co-sponsored by the Yale Center for British Art, the Robert B. Haas Family Arts Library, Yale University Library Digital Preservation Services, Art Libraries Society of North America (ARLIS/ NA), and the National Digital Stewardship Residency for Art Information (NDSR Art).


  • 2018 NDSR Art Capstone – Recording Available

    Tuesday July 31st, 2018 admin

    2018 Capstone Closing Remarks.

    NDSR Art Capstone: Preserving Media Art & Digital Art Information

    On Friday, June 29, 2018 the 2018-2019 NDSR Art cohort hosted a one-day capstone event to discuss their year-long projects and offer new perspectives on preserving media art and digital art information. The capstone examined the residents’ work at the Philadelphia Museum of Art, the University of Pennsylvania Fisher Fine Arts Library, the Yale Center for British Art, and the Minneapolis Institute of Art and their efforts aspire to contribute to the larger conversation surrounding arts-related preservation issues. The event was bolstered by perspectives from practitioners in the field, including new media curators, time-based media artists, conservators, and preservationists.

    Recording available on ARLIS/NA Learning Portal

    Welcome and Introduction
    Kimberly Eke, Assoc. University Librarian for Teaching, Research & Learning Services, University of Pennsylvania
    Kristen Regina, Arcadia Director of the Library and Archives, Philadelphia Museum of Art

    NDSR Art Hosts Panel Discussion
    Frances Lloyd-Baynes, Content Database Specialist, Minneapolis Institute of Art
    Margaret Huang, Digital Archivist, Philadelphia Museum of Art
    Hannah Bennett, Director of Fisher Fine Arts & Museum Libraries, University of Pennsylvania
    Rachel Chatalbash, Senior Archivist, Yale Center for British Art

    Lesson Learned and Moving Forward: Creating Stewardship Strategies for Digital GLAM Assets from Scratch
    Erin Barsan, NDSR Art Resident, Minneapolis Institute of Art
    Elise Tanner, NDSR Art Resident, Philadelphia Museum of Art
    Coral Salomón, NDSR Art Resident, University of Pennsylvania
    Cate Peebles, NDSR Art Resident, Yale Center for British Art

    Practices of Care: Artists Discuss the Practical and Philosophical Considerations of Time-Based Media Works
    Lionel Cruet, Contemporary audiovisual and geopolitical artist
    Matthew Suib, Moving image artist
    Nadia Hironaka, Video installation artist

    Advancing New Strategies in the Preservation and Conservation of Time-Based Media Art (session not recorded)
    Flaminia Fortunato, Andrew W. Mellon Fellow in Media Conservation, Museum of Modern Art
    Dave Rice, Archivist and technologist, CUNY TV; author of “Sustained Consistent Video Presentation” PERICLES report commissioned by Tate Research

    Long Live the GIF: Reflections on the Curation, Acquisition, and Preservation of Web-based Art and Culture
    Jason Eppink, Curator of Digital Media, Museum of the Moving Image
    Lorena Ramírez,-LópezTime-based media consultant, Small Data Industries

    Closing Remarks
    NDSR Art Residents

  • Is This Permanence: Symposium Recap and Recordings

    Monday June 11th, 2018 cate.peebles

    On May 10th and 11th, 2018, the NDSR Art cohort visited New Haven and the Yale Center for British Art.

    We spent a morning of the 10th visiting with curators and librarians, taking behind-the-scenes tours of the Center’s collections.

    In the afternoon, the group took a trip to Yale University Library’s Digital Preservation Services facilities, where we met with digital preservation specialists to learn about YUL’s digital processing lab and the new Emulation as a Service Infrastructure (aka EaaSI) program currently in development. Naturally, the day’s events were followed with many slices of New Haven ‘apizza’ at one of New Haven’s favorite spots, Bar.

    The symposium, ‘Is This Permanence: Preservation of Born-digital Artists’ Archives’ was held on Friday, May 11 and welcomed nearly 200 people to the YCBA lecture hall and over 275 livestream viewers.

    The symposium was an offshoot of my project in the Institutional Archives and came about last fall after my mentor, Rachel Chatalbash and I talked about our shared interest in the overlaps between fine arts, archives, and artists’ records; we decided it would be useful and interesting to bring together a variety of voices to discuss the topic as it relates to born-digital media and documentation within artists’ archives.

    The symposium was planned over the next several months and featured 13 speakers who delivered talks on a broad range of related cases and topics that highlight digital preservation challenges affecting the stewardship of artists’ archives and artworks, both in and out institutional contexts. The speakers traveled from across the US, Canada, and the UK to discuss their work and insights regarding digital preservation and artists’ archives.

    Jon Ippolito’s keynote lecture, Your Archival Format Will Not Save You, confronts commonly held notions in the archives regarding preservation and offers a different perspective on how born-digital materials should be stewarded by looking outside the academy for solutions to shared digital challenges.

    Watch the Symposium Sessions & Keynote

    Recordings of the day’s sessions and keynote talk are available to view on the YCBA’s website:

    Keynote Lecture “Your Archival Format Will Not Save You”

    Symposium Presentations


    Clifford Allen and Deb Verhoff, Watermill Center, Robert Wilson Archives & New York University: Case Study: Robert Wilson’s Studio Archive from the 1960s to the Present

    John Bell, Dartmouth College: Digital Contexts: How Communities Self-Archive Online

    Deena Engel and Glenn Wharton, New York University: The Artist Archives Initiative:

    Researching and Developing New Models for Digital Art Information Preservation and Delivery

    Sara England and Mikhel Proulx, Concordia University: Archiving Aboriginal Territories in Cyberspace

    Josh Franco and Hilary Price, Archives of American Art, Smithsonian Institution: Panel Discussion with Three Case Studies: Curatorial, Digital Preservation, and Processing

    Jon Ippolito, University of Maine, Keynote: Your Archival Format Will Not Save You

    Laura Molloy, University of Oxford: Digital Research, Communication and Making Methods in UK Contemporary Visual Art Practice: The Artist View

    Colin Post, University of North Carolina, Chapel Hill: Toward Distributed Preservation: Bridging Artists’ and Institutions’ Preservation Practices

    Farris Wahbeh, Whitney Museum of American Art: Digital Artists’ Records in a Curatorial
    Context: Functional Analysis and Digital Preservation

  • Troubleshooting the Disk Imaging Workflow

    Friday March 30th, 2018 Elise Tanner

    Jennifer Allora and Guillermo Calzadilla, Under Discussion, 2005, color video, sound, 6 minutes 14 seconds
    Philadelphia Museum of Art

    I’m winding down on the 8th month of my NDSR Art Residency at the Philadelphia Museum of Art and I still have not viewed any of the pieces in the time-based media collection. I’ve seen the DVDs in their cases and the external hard drives neatly tucked away in a storage cabinet, but I have not viewed a single work.

    You might be wondering why I don’t just pop a DVD into a DVD player and watch it. Sounds simple enough. Well, think of it this way: if we are to treat the artwork stored on this DVD with the same care as we would a Picasso painting, you can’t just yank it out of storage and throw it in a gallery. Because the condition of the piece is unknown when it is first purchased or pulled from long-term storage, it must first be assessed for degradation or damage. Furthermore, not a single piece in the PMA collection has been backed up: that single copy is all we’ve got. Since I’m not a time-based media art conservator and the PMA does not have one currently on staff, watching a one-of-a-kind DVD has not really been an option.

    Until now!

    After months of research and meetings with many stakeholders across the Museum (conservators, curators, executives, IT, and archivists) and building a framework to preserve the time-based media art collection, I finally have the resources to create backups of the works currently stored on DVDs and external hard drives.

    In order to make certain I am fully backing up the artwork, I have chosen to create forensic disk image backups. A forensic disk image captures every bit of the drive, including the software that makes that hardware work and any deleted content that has not been overwritten. Simultaneously, during the disk imaging process vital technical metadata is extracted and made human readable. The reason for using this approach is simple: forensic disk images produce an authentic and complete preservation backup of the object.

    For reference, here’s my workstation setup:

    Computer: Digital Intelligence Forensic Recovery of Evidence Device (FRED)

    External Hard Drives: G-Technology 6TB G-Drive with Thunderbolt 3 and LaCie 6TB d2 Thunderbolt 3 Desktop Drive

    Write Blocker: Tableau Ultrabay 4d

    Computer OS: Windows 10

    Software: Windows Defender Antivirus software; Oracle VM VirtualBox running the BitCurator Environment. In BitCurator, I’m using prepackaged software: Guymager for creating images; Bulk Extractor for pulling technical metadata; BitCurator Reports for making that metadata easier to read; and Bagger for securely transferring the content.

    Over the past two weeks, I’ve slowly and carefully been imaging the master and exhibition DVDs of Jennifer Allora and Guillermo Calzadilla’s 2005 video piece Under Discussion. As expected, this undertaking has not been without its fair share of unexpected obstacles that have required troubleshooting. Although troubleshooting is very much a learn-as-you-do activity, I think it could be useful to share a few examples of the issues I encountered and how I eventually solved them. (Disclaimer: If you find any of my solutions lacking or inaccurate, please do not hesitate to contribute your thoughts to the conversation.)

    Problem: BitCurator would not recognize a DVD.

    Solution: This can happen for a number of reasons. In my case, BitCurator didn’t automatically recognize the DVD and, consequently, I had to do it manually. At the top of the BitCurator window in the Devices dropdown menu, I found the missing device under Optical as “Host E:”. When BitCurator finally recognized the device, a disk icon appeared in the desktop dock.

    Problem: Windows 10 would not recognize an attached disk.

    Solution: Devices can only be recognized by one operating system at a time. Once BitCurator is running, it will automatically recognize any devices I attach to the computer; therefore, if BitCurator is open the device will not be recognized in the computer’s native Windows 10 environment. Once I closed BitCurator, the device could be recognized by Windows.

    Problem: Guymager does not accommodate some special characters (hyphens, umlauts, etc.) in the disk image file names and destination folders. This has become a larger issue for me because I want to use the TMS Object Number in the unique identifier of digital files and these Object Numbers contain hyphens. When I use a special character that Guymager won’t recognize, an error message informs me it will automatically remove that problem character (i.e. 2006-84-1e becomes 2006841e).

    Solution: My solution thus far has been to manually add the hyphens into the file names after the files have been created by Guymager. To make sure the file names match the metadata in the .info file, I have to open the .info file in text software like LibreOffice (included in BitCurator), alter the file names to include the hyphens, and then resave. As this adds a number of steps to the workflow, this is not an ideal long-term solution. Next steps are to explore other imaging software options and/or reassess our unique identifier standards.

    Problem: Scanning an external device for viruses without putting the computer at risk of infection.

    Solution: Turn off all “Autoplay” and “Auto Mount” settings in Windows 10 and BitCurator and then manually select the drive for virus scanning.

    Problem: The newest version of BitCurator VM, 1.8.16, will not fully boot up and gets stuck at an Ubuntu login terminal screen. Additionally, after installation of the new version, the older 1.7.40 version of BitCurator that was still installed in the VM also stopped fully booting.

    Solution: This issue is still not fully resolved, unfortunately. After reading through the BitCurator Google Group threads and a number of Ubuntu forums, it would appear the issue derives from the version of Ubuntu in the 1.8.16 BitCurator package. (Please correct me if I am wrong about this!). As it is not recommended to update the programs packaged in BitCurator, these Ubuntu bugs will not be fixed until the next version of BitCurator is released. In the meantime, I have removed the 1.8.16 version completely from the FRED computer. The most thorough way I have found to do this is, from the VirtualBox home screen, right click on version 1.8.16 and select Remove. I was then asked if I wanted to remove BitCurator from VirtualBox or if I wanted to remove the files from the computer. I selected the remove-all-files option. I removed the older version 1.7.40 in the same way and then reinstalled it. The older version is working again.

    Problem: Cannot update software on the FRED because it is not connected to the Internet. Consequently, important virus software definitions are always out-of-date.

    Solution: On a computer that was connected to the Internet, I found the most recent update of, for example, the Microsoft Defender Antivirus software and downloaded it to that computer. I copied the downloaded file to an external hard drive which I then plugged into FRED. I ran through the installation steps and found that the software was automatically updated. I then deleted the downloaded file off the FRED as it was no longer needed.

    NOTE 1: Keeping a log of the updates and setting updates standards/schedules will help with making the updating process consistent and accurate.

    NOTE 2: Before adding any new files to the FRED computer, a quick virus check of the external hard drive should be performed in order to verify that it has not been infected by newly downloaded content.

    The last example is just one of many issues I’ve stumbled upon related to working on a non-networked computer. I had not anticipated how difficult it would be to manage a computer like the FRED! I’ll never again take for granted all of the automated updating my computer does, because manually managing an non-networked computer is no small task.

    If you have any digital forensics troubleshooting experiences, please share them!

  • Back from ARLIS/NA 2018!

    Tuesday March 13th, 2018 Coral Salomón

    Time is flying by and we’re already past our halfway mark into the residency! I am writing this blog post after coming back from the 46th Annual Conference of the Art Libraries Society of North America (ARLIS/NA) in New York City.

    During ARLIS/NA, I presented in the following sessions:

    Presenting with the fellow residents

    In the first session, I presented with the NDSR Art cohort on the progress we’ve made in our residencies. We have very different projects and it was interesting to see the progress the others residents have made at their institutions. We all stressed how collaboration has been crucial to our projects and how developing soft skills, like communication, has been a big part of the residencies. We all agreed that NDSR Art has already helped us grow as professionals.

    The NDSR Art crew

    Discussing “fugitive” digital platforms

    My second session focused on the “fugitive” digital platforms portion of my project. This means that I am exploring attitudes and strategies in libraries towards acquiring, cataloging, and preserving digital platforms for art such as apps, web-based projects, audio and video compositions, relational databases, and even video games. Digital content that is at risk because it is ephemeral.

    I presented on the outcomes of the interviews I’ve conducted with the bibliographers, catalogers and acquisitions personnel at Penn and with creators of digital art platforms. The slide below contains some of the challenges to acquiring these types of platforms as identified by the library team:

    I also discussed some of my initial findings based on the interviews with creators of digital art platforms.

    I had made the assumption that all the content creators would look at preservation in a positive light. However, some of the interviewees, such as Kenneth Goldsmith, creator of ubuweb, stated that he intentionally had no preservation plan for his database. He stressed, “When it’s gone, it’s gone. If you love something, download it. The web is ephemeral.” Even though this was not the overwhelming attitude, it was still an important point.

    App-based content has presented some of the most interesting findings.

    The two interviewees that created app-based content were early adopters and created native apps during the early 2010s. According to the creator of DailyArt Pro during that time, “everyone was creating apps” and it was seen as a way to “reach people in their pockets,” extending the democratic mission of the internet.

    Eight years later though, a certain disillusionment has crept into the app-creators’ world. According to the creator for Art Swipe, “I liked the idea of creating an app… but have realized how limiting that is because Apple [via the Apple Store] has so many rules. In many ways it is not the ideal place for such a project. My experience has been frustrating. While I feel I infiltrated the platform, the reach is limited.”

    After talking with the creators of app-based works, I realized that there are many barriers to entry that I didn’t foresee at the beginning. Creators are at the mercy of an app store with changing algorithms that controls discovery. The frustrations presented by the content creators reminded me of the net-neutrality debate. App stores present a model of what a gate-keeping, revenue-oriented model around content looks like. This reality is especially frustrating for creators making free educational content that want more people to access their work. If they could go back, the two interviewees stated they would have created web apps. Even though it’s a small sample population, they are not alone in this sentiment.


    The reception towards both of my presentations was very positive. It also proved to be beneficial to discuss my project midway through.

    I had initially split my fugitive digital platform research into four themes: creator’s intent, access, discovery, and preservation. However, while talking with my fellow panelists, I realized that legitimacy is another important theme. Content found freely online and via our phone is still regarded with suspicion in library land. “Put it on a libguide” is a regular reply when discussing the inclusion of this content in our catalogs. Is acquisition only meant for material with a price tag? Does quality content only count when it’s found through a paywall? So far, that seems to be the attitude. As a fellow panelist mentioned to me, it is a hardened perspective on what a library is supposed to be.

  • Laying the NDSR Art Groundwork at The Fisher Fine Arts Library

    Tuesday December 19th, 2017 Coral Salomón

    The semester is winding down here at Penn and students are gathered at Fisher studying for their finals. Even though my desk is in the basement, I like to sit among the students and do my research from the alcoves in the first floor.

    During the past 4.5 months, I’ve been busy adjusting to life in Philadelphia and setting the groundwork for my NDSR Art project, where I tackle issues pertaining to the preservation of digital artwork and art information. My project has three components:

    • Creating guidelines for a web archiving program focused on the arts.
    • Providing repository recommendations for born-digital artworks and art resources produced at Penn.
    • Writing a white paper on the acquisition and preservation of content published on apps, YouTube, podcasts, and other fugitive digital platforms.

    Getting Started: Project Management Tools and Processes

    The trickiest part of these past few months has been juggling the demands of the project’s different components.

    I started using Trello as my project management tool, but it wasn’t a right fit. I ultimately settled on MeisterTask. I find it a lot more user-friendly than Trello and the dashboard is slicker. Another huge plus is that it allows me to track how much time I spend on each task. This feature is very useful. Sometimes when I’m writing or reading, I might meander and wonder where the day went. By tracking how much time I spend on each task, I can assess whether I’ve made good use of my day.

    I use Mendeley as my bibliography and citations tool. It allows easy organization and lets me share documents with the rest of the cohort. I’ve also been using Excel spreadsheets to create inventory lists and keep track of who I interact with here at Penn.

    Finding and setting up these tools has taken a little bit of time. However, to balance the three components effectively, it’s been really important to set a functional workflow. I might have to re-evaluate the use of these tools as time goes on, but for now I am happy with the set-up.

    My Day-to-Day: Listening is Key

    My typical day involves a lot of listening and typing.

    I’ve been interviewing professors in the fine arts department, curators, museum library directors, artists, and others to discover what the digital preservation needs are at Penn. I’ve also been talking with fellow librarians and digital archivists at Penn Libraries to avoid cloistering my work. Colleagues at other institutions have generously offered advice and discussed best practices in relation to my project.

    Interviewing stakeholders has been one of my favorite parts of the residency. Everyone has brought a little bit of their personalities and outlook into the project. Digital art and art resource creators at Penn are for the most part curious and eager to learn about what preservation of their content might look like. Furthermore, content creators really want the library to archive their websites, so it’s great to have this type of buy-in from the get-go.

    While conducting interviews, I found it interesting that the definition of the word “archive” has defused. Like “curation” and “archeology”, words adopted into popular parlance because they lend an air of expertise and romance, “archive” has become an amorphous word with different meanings to different people. I found it really important to understand what each interviewee meant when speaking about his or her archive.

    In regards to digital content, there is an assumption among some of the stakeholders that uploading content on the web is a preservation strategy. These conversations were a good way of introducing concepts like web archiving and gaining allies for a robust fine arts web archiving program.

    Regardless of the multiple meanings the interviewees might have for the word “archive,” it is commendable that they have been tackling digital challenges on their own. Professors, gallery directors, and other stakeholders all explained the different ways they’ve taken charge of safeguarding the cultural output they manage. There is a sense of urgency and eagerness in regards to preservation, and that has been a great energy to harness while beginning this project.

    Next Steps

    I am currently finishing the environmental scan on digital repository needs. In the next couple of months, I’m looking forward to laying out the groundwork for the web archiving program and reaching out to publishers to see if/how they would make app-based publications available to libraries.

    The digital era is forcing all of us to interrogate archival traditions, but I am looking forward to helping Fisher safeguard this material. As a cultural artifact, art makes a strong statement of our humanity and as this content becomes increasingly digital, libraries play a strategic role as stewards for today’s communities and future generations.

  • Born-Digital Museum Records: What’s My Project All About?

    Friday November 10th, 2017 cate.peebles

    The YCBA

    Sometimes after a meeting on the 4th floor at the Yale Center for British Art (YCBA, for short), I like to stroll among the paintings and sculptures in our permanent collection, which contains highlights (for me) such as John Constable’s Cloud Studies and JMW Turner’s Wreckers — Coast of Northumberland, with a Steam-Boat Assisting a Ship off Shore. I enjoy reading the curator-created wall text, which contains historical information that adds a layer of context to the aesthetic experience.

    Long Gallery, fourth floor, Yale Center for British Art, photograph by Richard Caspole

    Designed by Louis Kahn, the museum contains the largest assemblage of British art outside the United Kingdom and opened to the public in 1977; it has an airy, open-yet-maze-like quality that encourages meandering among the artworks–and since my desk is in the Institutional Archives, and is located in another building, I’m not around the artworks on a daily basis. These strolls remind me of what’s at the heart of this project. These works of art have traveled the world and through time to arrive here presently, on view and looking their best. However, what’s not on view, apart from the wall text, is the story of how the work came to be, how it got here, and its proof of authenticity.

    Say it With Me: Provenance Is Important!

    Every painting and print, each rare book and marble bust, has a unique biography. In a museum or gallery this is called “provenance” and it’s an important part of each artwork’s existence within a collection. Without provenance, a painting’s authenticity and ownership can be disputed, its history unknown and unknowable. It’s true that the work itself is the star of the show, but its provenance and documentation constitute an artwork’s value and place in history: intellectually, legally, culturally, and financially. A fake Renoir is not a Renoir, no matter what its owner claims–and provenance documentation can prove it.

    Since the end of World War II, provenance has played a large role in restitution cases in which Nazi-looted art has been recovered and returned to the families to whom it once belonged. As, famously, in the case of Gustav Klimt’s portrait of Adele Bloch-Bauer, Woman in Gold, which had been assimilated into the collection at Austria’s Belvedere Museum after the war, but was later proven to belong to the portrait-sitter’s niece when research in the museum’s archives (and many years of court battles) revealed crucial records proving the illegality of the Belvedere’s claim. While the drama of this case belongs to the courtroom and troubled history of the painting’s rightful owners, the proof of its authenticity and ownership relies on the quiet but assertive evidence found within the archives.

    While I’ve digressed from “what I do,” the above example underscores the irrefutable importance of provenance and archival records when it comes to the long-term stewardship of documentation. In a more humdrum way, records simply allow museum staff to keep track of their collections and to provide context to art historians and researchers looking into the history of a work or its particular owners. Until recent decades, all of this information was created on paper and stored in filing cabinets for easy access, but now that new technologies have changed how we create, share, and keep information (and when I say ‘information’ I really mean our cultural heritage), we need to establish a way (or ways) to actually preserve it, which leads me to…

    My Project: A New Paradigm for Born-Digital Museum Records

    My project at the YCBA focuses specifically on born-digital (created on computers) records that document our permanent collection’s history: information contained in what are referred to in museums as ‘object files’ and are cared for by curators, reports of an object’s conservation made by conservators, and the registrar’s intricate documentation of a work’s purchase and its movement within and outside the museum when it’s loaned to another museum for an exhibition.

    Traditionally, correspondence between an art dealer and a curator would have been typed up and mailed; now, it’s more common to correspond over email and to browse through electronic catalogues. Do these get printed out? Sometimes? Maybe not? These questions leave gaps in an object’s history that may seem miniscule in the present moment but add up and set the stage for the erasure of our objects’ lives in the present (i.e., soon-to-be-past).

    And while we have developed systems and software to preserve born-digital records, these practices are mostly used by digital preservationists and archivists–so what about the things that aren’t sent to the archives? This is the question that sparked the development of my project.

    It’s common practice in most American museums for art documentation to be stewarded by individual departments, and in cases where an Institutional Archives exists, only SOME records are taken in (such as exhibition files and staff email accounts), and only once their period of active use has passed; object files, conservation reports, and the collection management database (the YCBA uses The Museum System, aka ‘TMS’) are considered ‘permanently active’ and are used or referred to by staff as needed.

    Since digitally created records are at a higher risk for loss than their paper counterparts, they require extra care at an early stage. I see my role is that of an envoy archivist, sharing and implementing tricks of the trade outside the walls of the Archives; it’s an interdisciplinary venture that requires a collegial and collaborative attitude and a willingness to learn how other professions operate. I come in peace!

    So Far, So Good

    In these first three months of my project, I’ve conducted interviews with staff to assess their recordkeeping practices and to form a picture of what kinds of digitally-created documents I’ll be working with as I develop a process for them to save and send records to our preservation system (called Preservica). I’ve been learning how to use Preservica myself, taking online training courses and working side-by-side with Yale’s Digital Preservation Services team. The questions on my mind include: how will we get the records from Point A (staff computers) to Point B (Preservica) and maintain the easy access they’re used to and allow for updates to files; what is the best way to preserve information in a regularly used database like TMS; and how do I communicate the importance of digital preservation without taking a deep dive into a jargon-filled wormhole?

    The outcome of this work will hopefully result in a new system to care for museums’ digitally-created provenance and a commitment to ongoing stewardship–this project is not an endpoint but the beginning of a new way to care for and ensure the survival of fine arts-related heritage.

  • An Introduction: “I can’t believe this is my life.”

    Friday October 13th, 2017 Elise Tanner

    After nearly 11 years living in Chicago and finally finding a winter coat that actually kept me warm, it was quite surreal to get picked for the National Digital Stewardship Residency in Art. Within roughly 60 days, I managed to completely change my life and I packed up my four cats, one dog, and one boyfriend (now fiancé!), and moved across country. Now that I’m settled in Philadelphia and I have official business cards—hard proof that I am, in fact, not dreaming—the surreal feeling has been replaced with a general sense of “I can’t believe this is my life but start believing it because you’ve got work to do.”

    Here are a few of the “I can’t believe this is my life” moments from the first 2 months of this residency:

    1. Immersion Week. Five eight-hour days of digital preservation-related presentations from truly remarkable leaders in this field, including: Sheila Rabun, Community and Communications Officer, IIIF; Jacob Nadal, Director of Preservation at the Library of Congress; Anne Young, Manager of Rights and Reproductions, Indianapolis Museum of Art; George Blood, George Blood LP; Emily Rafferty, Head Librarian and Archivist, Baltimore Museum of Art; Sumitra Duncan, Head of Web Archiving Program, Frick Art Reference Library; Dragan Espenschied, Preservation Director, Rhizome; Virginia Rutledge, PIPE Arts Group.
    2. Getting our official resident portraits taken on the great staircase at the Philadelphia Museum of Art.
    3. Every time I’ve been introduced as the “NDSR Art Resident working with the time-based media collection.”
    4. Seeing the time-based media collection in person for the first time.
    5. Touring the Museum’s offsite storage facilities.
    6. Meeting the Librarian of Congress, Carla Hayden (OMG).

    Let me backtrack a bit and explain why this project exists and why I’ve subsequently changed my entire life for it.

    The time-based media (TBM) collection is the fastest growing collection at The Philadelphia Museum of Art. With this fact in hand, I almost need not say more. It advocates for itself. It is why this project exists and why I’ve been selected to dedicate my time to nothing else for 12 months.

    At present, there are just under 100 time-based media (TBM) artworks in the Museum’s permanent collection, and a number of TBM acquisitions are already on the horizon. However, there is no infrastructure in place to properly handle, preserve, or manage TBMs. To date, these complex artworks have been acquired using existing museum policies and practices, which are insufficient to meet their documentation and preservation needs.

    In the Summer of 2017, the Museum hired Mona Jimenez and Martha Singer as outside consultants, two experts in the field of TBM preservation. Together, they performed an eight-day assessment of the TBM collection and compiled their findings and recommendations in a comprehensive report. On my first day, I was handed this report and it has since become the jumping-off point for all of my work.

    In 2 months I have: collected and read hundreds of resources; caught up on the status of existing institutional knowledge of the TBM collection; interviewed numerous stakeholders; and applied to present at two conferences (so far) and made arrangements to attend four. I have played with a FRED machine, explored Preservica, and become the go-to person in my office for questions about The Museum System (TMS). I recently performed a visual inspection of the collection’s 16mm films, begun the process of sifting through the collection’s Object Files, and collaborated with the Contemporary and Conservation Departments on writing an executive summary of the assessment to present to  the Museum’s Executive stakeholders. I’ve attended the Museum’s Contemporary Conservation Working Group meetings, plan to attend the ARLIS Mid-Atlantic meeting later this month, and will be visiting the Minneapolis Institute of Art in Minnesota for a Host Enrichment Session to learn about Mia and their NDSR Art project.

    Obviously, there’s a lot to be done, and I couldn’t be happier about it.

  • Hurricane Maria, Puerto Rico, and the Responsibility to Act in Times of Crisis

    Thursday September 28th, 2017 Coral Salomón

    When Access to Information Translates to the Urgent Need to Act in the Face of a Humanitarian Crisis

    As part of my NDSR Art residency at the University of Pennsylvania, I am working to develop guidelines to protect this nation’s achievements for the historical record. Part of what drives my dedication to this profession is the belief that by preserving and providing access to knowledge we can learn about and understand others. And through that understanding, foster tolerance and empathy. This professional tenet, the belief that access to information can enact meaningful change, is the reason I am sharing the following information.

    Last week, Puerto Rico, my home, was hit by Hurricane Maria. The category 4 hurricane bisected the island from the southeast to the northwest, and was the fifth-strongest hurricane to ever hit the US. It devastated our electric grid, caused major flooding, provoked a dam failure, destroyed our roads, and prompted an island-wide telecommunication meltdown.

    Worse than the hurricane, however, has been the lack of response.

    The hurricane hit more than a week ago. Aid has not yet been distributed across the island. In Mayagüez, an area still affected by the shortage of telephone service, dialysis patients lack the electricity needed for treatment. The electric generators in the island’s hospitals are running out of diesel. The few locations offering essential services are being overwhelmed. People do not have access to insulin and other critical medical supplies.

    Meanwhile, the lack of electricity means people cannot take out the cash needed to buy food. Water is in short supply. People living in small towns like Las Marías lack potable water and are running out of food because they are trapped in their communities, due to the obliteration of the roads. These situations keep on replaying across the island.

    People are dying.

    The hurricane claimed at least 10 lives on the island, but the ineffective response is killing more.

    The news coverage has been slow to pick up the dire circumstances on the ground. Meanwhile, the federal government has lacked the urgency to take decisive action.

    I have been asked to recommend places to donate, but the extent of the crisis demands legislative action to ensure long-term recovery.

    Reach out to your representatives and ask them what they are doing to help Puerto Rico.

    Tell them to:

    • Put a stop to the bureaucracy that is preventing food and other emergency supplies on the ports from being distributed across the island.
    • Make sure that the currently waived Jones Act is repealed. This law has hindered the economic growth on the island even during the best of times and its restrictions will be draconian as Puerto Ricans work to recover from the devastation.
    • Urge FEMA to deploy additional rescue and relief resources, as well as provide cell towers to allow the communication of residents and relief workers.
    • Pass bankruptcy relief legislation and negotiate public debt relief immediately. People’s lives must be the government’s priority while the island recuperates from this humanitarian crisis.

    We are US citizens who have served in every major war, who contribute to the progress of this country, and when Hurricane Irma hit the Caribbean, we rose to the challenge of helping our neighbors in need. But, above all we are human beings that deserve better. The current situation is critical and the response to this crisis has been slow and inhumane.

    If we don’t try to do everything in our power to help Puerto Rico, we will have contributed to a national catastrophe. The historical record will show that the US failed.

    Text “Resist” at 50409 and copy/paste the list above. It only takes 5 minutes. You can also call your representative at 202.224.3121.


NDSR Art is presented by
Philadelphia Museum of Art