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PAPER SESSION 1: Navigating the Process: Workflows

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Rongomātāne A
Tuesday, November 4, 2025
1:00 PM - 2:30 PM
Rongomātāne A

Speaker

Mr Zach Johnson
Associate Director Of Digital Special Collections
Vanderbilt University

THREE COPIES AND THE TRUTH! A RIFF ON PARSIMONIOUS PRESERVATION FROM MUSIC CITY

Summary Abstract

“Three chords and the truth” has long described country music’s elegant simplicity and emotional resonance. Inspired by this ethos and Parsimonious Preservation, Vanderbilt University’s Special Collections and University Archives (SCUA) has developed a streamlined, scalable digital preservation ecosystem. It uses a minimal identifier schema based on the intellectual arrangement of archival finding aids from ArchivesSpace, integrated with AWS S3. The format-agnostic system supports everything from born-digital files to digitized 16th-century books. S3 file prefixes flow directly from the schema, enabling precise, index-free retrieval. The ArchivesSpace Digital Objects module ties everything together—linking descriptive metadata, digital surrogates, born-digital items, access and preservation copies, extended metadata, and eventually IIIF manifests. This approach shows how simplicity can drive sustainable, interoperable preservation.

Biography

Zach Johnson is the Associate Director of Digital Special Collections at Vanderbilt University. A native Tennessean, Zach has been at Vanderbilt professionally since 2017 and oversaw the transition to ArchivesSpace, digitization of approximately 10% of Vanderbilt’s manuscript collections, and adoption of JSTOR and Aviary. Jacqueline Devereaux has been Curator of Born Digital Special Collections at Vanderbilt University since 2024. Her professional work focuses on born-digital preservation, public history, and engaging K-12 students in archives. Previously she worked in museums, taught 4th grade social studies, and researched informal memory keeping strategies in theme parks. Tim Gollins has been Director of Special Collections and University Archives at Vanderbilt University since 2023. Formerly Head of Preservation at the National Records of Scotland, he pioneered novel digital preservation strategies at The National Archives (UK) and serves on the Board of the Digital Preservation Coalition. His expertise spans archives, preservation, and information governance.
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Mr Daniel Noonan
Digital Preservation Librarian
The Ohio State University

THE GRAY JOURNEY: A CASE STUDY IN THE MESSINESS OF DIGITAL PRESERVATION WORKFLOW DEVELOPMENT

Summary Abstract

Workflow development, much like digital preservation, is not a state that is achieved, but a continuous process looking for efficiencies, without sacrificing authenticity, and learning from our mistakes, while discovering and developing better ways of doing things. Although mileposts are achieved along this journey, it is not complete, nor is it without mishaps. It is a messy process.

Accompany Ohio State on its journey to develop a digital preservation repository and workflow for born digital content at scale. This case study will describe the development of the Gray Digital Preservation Repository, associated workflows, mishaps and side tours along the way, all contextualized within Ohio State’s digital preservation environment.

Biography

Mr. Noonan, with 25 years of experience in the archives, records management and library professions, plays a key role in developing a trusted digital preservation ethos and infrastructure at The Ohio State University Libraries. He provides strategy, expertise, and leadership through close collaboration with faculty, staff, and other leaders in the University Libraries; and is a frequent contributor to the wider professional community.
Dr Sonia Ranade
Head Of Digital Archiving
The National Archives (uk)

CTRL+ALT+EVOLVE: THE DIGITAL REBIRTH OF RECORDS TRANSFER - A CASE-STUDY FROM THE UK NATIONAL ARCHIVES

Summary Abstract

This case study explores the theme of Haerenga (Journey). It charts the transformation of the born-digital records journey from our depositors into the custody of the UK National Archive for permanent preservation; and explores the ongoing evolution of this journey as we work to make it faster and more intuitive.

We describe our progression from DVD and hard-drive transfers to an operational automated cloud-first transfer service which brings in new records daily. We explore the next evolution of this service - integration with SharePoint to provide a step-change in user-centred and efficient transfer at scale.

Along the way, we consider the implications for archival practice, discuss our learning as we've navigated technical, policy and usability challenges and set this in the context of the journey of the institution as it seeks to become a fully functioning, Living Digital Archive. We also discuss the journey of our teams (both within the archive and our depositors) which have grown, matured and embraced a widening range of disciplines in response to the digital records challenge.

Biography

Kirsten Arnold is Service Owner for Digital Selection and Transfer at TNA. She joined TNA in 2018 with two decades of successful experience as a digital leader. Kirsten’s focus is the digital transformation of TNA’s records transfer service. She holds an MSc in Digital Curation. Dr Sonia Ranade is Head of Digital Archiving at TNA. She is interested in service automation, developing archival theory and practice for the digital age and in probabilistic approaches to describing, enriching and linking archival data.
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