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Insitutional Records and Archives - J. Paul Getty Trust
Archival Permanence at the J. Paul Getty Trust Getty Institutional Records and Archives
ASIDIC, Orlando, March 2007
Insitutional Records and Archives - J. Paul Getty Trust
The J. Paul Getty Trust
Insitutional Records and Archives - J. Paul Getty Trust
The Getty Villa
The J. Paul Getty Trust
Insitutional Records and Archives - J. Paul Getty Trust
Getty Recordkeeping Environment
• No uniform policies and procedures at the Getty prior to inception of Records and Archives Department in 2001
• Contract with off-site storage vendor• Hybrid media records creation and
maintenance across the organization
Insitutional Records and Archives - J. Paul Getty Trust
Getty Institutional Records and Archives
• Develop, maintain, implement records retention requirements and related records policies
– Guidelines for managing active and inactive files, electronic, vital records
• Transfer historically valuable documentation to the archives for permanent preservation and access
Insitutional Records and Archives - J. Paul Getty Trust
Choosing What to Keep:
• Investing resources in the right records for the right users
• Records management and archival selection
• Higher than average percentage of archival or permanent records
Insitutional Records and Archives - J. Paul Getty Trust
Grant Reports San Francisco Museum of Modern Art: Making Sense of Modern Art multimedia program.
Public Event
Records
Business Records
Materials to be Preserved
Insitutional Records and Archives - J. Paul Getty Trust
Publications
Object recordsField Project Records
Materials to be Preserved
Insitutional Records and Archives - J. Paul Getty Trust
Existing Preservation Practices
• Managing paper records– Traditional storage, climate controlled
conditions
• Scanning paper or photos– Official v. unofficial, DAM v. Capital
Project
• Audio video reformatting– Tape and CD/DVD; Future WAV
Insitutional Records and Archives - J. Paul Getty Trust
Managing Electronic and Born-Digital
• RM staff working with ITS re: active records and records with long-term retention– Exploring the record-keeping
functionality of existing systems– Examining need for RM application– Managing e-mail
Insitutional Records and Archives - J. Paul Getty Trust
Managing Electronic and Born-Digital
• Digital strategy development• Ultimate goal• Process
– 6 initial committees– Review of recommendations– 4 follow-up committees
Insitutional Records and Archives - J. Paul Getty Trust
Managing Electronic and Born-Digital
• Accomplishments– Capture planning– Confluence® based comment system– Sloan digitization project w/ Open
Content Alliance
• Future work– Rights
Insitutional Records and Archives - J. Paul Getty Trust
Managing Electronic and Born-Digital
• Challenges– Technical and resource based
• Storage and bandwidth• “Corporate” v. “Academic” solutions
– Inclusion of business records
Insitutional Records and Archives - J. Paul Getty Trust
Electronic/Born-Digital: Access
• Who gets access• Who decides• How do they get access• In what ways are we allowed to
provide access – Rights management
Insitutional Records and Archives - J. Paul Getty Trust
Electronic/Born-Digital: Disaster and Business
Recovery• Currently in planning stage • Intended for institutional records
as well as collection material • Virtual recovery
Insitutional Records and Archives - J. Paul Getty Trust
Contact Information
Nancy Enneking
Institutional Archives Manager
Getty Research Institute
J. Paul Getty Trust
310-440-7066
