Catalogue description The National Archives: Records of the Preservation and Digital Preservation Departments

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Details of RW 33
Reference: RW 33
Title: The National Archives: Records of the Preservation and Digital Preservation Departments

The series contains digital records created in the Preservation area of The National Archives functional electronic file plan used between 2003 and 2008; the records would have been predominantly created by the various Preservation and Digital Preservation departments. This function concerns the devising and promulgating of pro-active and preventative strategies for the preservation of both government and non-public archival records. This involves managing the integrity and usability of all records, traditional and digital, in The National Archives. It includes developing internal and external preservation strategies and systems, researching physical and chemical properties of materials, and applying conservation techniques.

Note: The date for records in this series is the 'Last Modified' date as generated by the Electronic Document and Records Management system which held and managed these records.
Date: 2006-2008

Born digital records are generally arranged and stored differently to paper records. References for born digital records are automatically generated and display a 'Z' after a forward slash, which distinguish them from traditional references allocated to paper and digitised records.

Born digital records are arranged within deep and complex folder structures. The folder names for each record appear under the arrangement information, providing context and a provenance trail.

Descriptions for born digital are generally file names saved as they were in the original metadata. Therefore they may not be in a natural narrative form. Many records in this series display the original identifying reference from the Electronic Document and Records Management system in brackets, as part of their file name.

Held by: The National Archives, Kew
Legal status: Public Record(s)
Language: English
Physical description: 1454 digital record(s)
Access conditions: Open unless otherwise stated
Immediate source of acquisition:

from 2015 The National Archives

Accumulation dates: 2003 to 2008
Selection and destruction information: Records have been selected in line with The National Archives 'What to Keep' Schedule
Accruals: Series is accruing
Administrative / biographical background:

From 2003 to 2008, The National Archives utilised a functional file plan in its Electronic Document and Records Management system: Objective. The records filed under the Preservation chevron of the file plan relate to the preservation of archival records, both paper and digital. While the functional file plan meant that records could be added to the Preservation chevron by individuals across the organisation this area of the file plan was predominately used by the Preservation Department who had responsibility for paper records and the Digital Preservation Department.

Between 2003 and 2004 these functions sat in the Government and Archival Services Directorate. The Archival Services Department had responsibility for both paper and digital preservation. A separate team, Conservation, sat in Archival Services with responsibility for paper preservation; the newer discipline of digital preservation did not have a separate defined structure at this time.

In 2004 Government and Archival Services Directorate became the Government and Technology Directorate and the Archival Services Department became Archiving Services. At this point both the paper and digital areas had defined teams sitting in Archiving Services: Preservation (looking after paper records) and Digital Preservation (preparing for the influx of archival digital records).

In 2005 the Archival Services Department was abolished and Preservation and Digital Preservation became departments in their own right, with both still sitting in the Government and Technology Directorate.

In 2006 the Preservation Department was renamed as Collection Care. Collection Care had three distinct teams: Conservation, Preservation and Research Strategy. Conservation worked to protect and repair records that had already suffered damage, Preservation worked on preventative measures to reduce the incidence of damage to records, and Research Strategy worked to provide the evidence to underpin decisions about the preservation of paper records.

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