David Carmicheal, state archivist of Pennsylvania, gave the
keynote address for the Access and Preservation track of RootsTech, which was
held on Wednesday February 27, 2019, at the Salt Palace Convention Center in
Salt Lake City, Utah. His presentation, titled “What are the challenges and
opportunities archives face over the next decade, and what role can you play in
that future?” was given to a receptive audience composed of important industry
associates and RootsTech attendees.

Digital Record Preservation

David told about a first foray into digitization 30 years
ago when he directed a New York archive project to digitize a collection of
maps. He chose a nonarchival format that became obsolete within a few years. He
found that rescanning was cheaper than converting. Fast forward 30 years. Last
year, the lieutenant governor had no paper records to transfer. “We have lost
the safety net of paper records,” he said. “Born digital records [records that
were created and only exist digitally] have both challenges and opportunities.”

He explained three things that excite him about digital
records. The first is capitalism. “We [the archivists] are the happy
beneficiary that captains of industry are demanding preservation.” Second,
digital records create huge opportunities for cooperation. Lastly, digital
records give the ability to create virtual communities and virtual archives.
Archivists can reach around the world for volunteers.

Challenges of the Past

There are three challenges of the past that no longer keep
David up at night. It is no longer necessary to worry about preserving records
for hundreds of years. Technology changes so quickly that it is folly to worry
about the distant future. All we must do is keep digital records viable for
another 10 years. During those 10 years, we can figure out how to keep the
records alive for another 10.

Electronic formats no longer keep up. Rather than trying to
preserve every format, the archive has a policy that long-term records must be
created in specific formats, such as PDF/A, that we know can be preserved
long-term.

The idea of keeping every single record no longer worries
David. For example, the archive has only one photograph of Teddy Roosevelt
dedicating one of the state’s buildings. It is such a good photograph, even if
they had more, everyone would use that particular photograph. If you have the
right picture, you don’t need to have more. Go aggressively after the right
records.

Current Problems for Archivists

David mentioned three problems that still worry archivists.

One is the inertia that exists in IT departments. Because IT
has always had all the state’s servers, they don’t understand an archive’s need
to manage records actively. David said Pennsylvania is fortunate. The
Pennsylvania CIO “gets it” and supports the archive’s approach to record
preservation.

Another problem is user expectations. For paper records, it
sufficed to describe boxes and folders. For today’s users, if it is not online
and individually described, it doesn’t exist.

Lastly, the greatest danger archives face today is
irrelevance. Archivists are always answering the question, “Why should we fund
you?”

You Know What Records Are Important

“You know better than I why archival records are important,”
David told the genealogists in the room. “You need to tell us.” People use
records in compelling ways. Examples generate much more support in the
legislature. David related two examples.

He told how a 92-year-old woman wanted to visit her Italian
homeland one last time before she died. She was unable to provide the
documentation of her Italian citizenship necessary to obtain a passport.
Fortunately, archival documents made possible an old woman’s final wish.

Decades ago, blight wiped out the American chestnut. In
Georgia, biologists used Georgia archives to determine where the American
chestnut originally thrived. With an improved American chestnut variety, the
biologists wanted to plant in the same places, giving the new trees the best
chance of survival.

Genealogical records put the human face on history. Stories
help us convey value to others. Archival records are used in so many compelling
ways. David said, “As a state archivist, I use stories like these to sell our
story.”

“Gather those stories and share them with the archivist.
They will use them. The impact is more compelling. Ultimately, what we do is
not about records, it is about people.”

David Carmicheal is state archivist of Pennsylvania.
Previously he was state archivist of Georgia, and director of records and archives
for Westchester County, New York. David’s archival work includes construction
of two state archives buildings, national efforts to protect essential
government records, and service on NARA’s advisory committee for the electronic
records archives. One of his books,
Organizing
Archival Records (AASLH, 4th ed.), has provided practical advice to small
archives for 25 years.

Source: New on FamilySearch