Current Challenges in Digital Archiving

Oct 13, 2025 by talynt.org 94 views

Introduction

In the realm of digital archiving, the ability to assign retention periods at the item level has been a standard practice. However, this approach has its limitations, particularly when dealing with large volumes of digitized images. The current system often leads to a significant increase in requests from users, resulting in a substantial workload for institutions. In this article, we will explore the concept of assigning retention periods on an image level, its benefits, and the estimated costs and complexity involved.

Current Challenges in Digital Archiving

The current system of assigning retention periods at the item level can be restrictive, especially when dealing with digitized images. For instance, in the case of civil registers, the retention period is based on the last year in which entries were made in a volume. This means that numerous documents within a volume are still blocked for use, even though the retention period has already expired. This leads to an increase in requests from users and thus to an increased workload.

Example: Civil Registers

Retention Period: 100 years
Impact: Numerous documents within a volume are still blocked for use, even though the retention period has already expired.

Benefits of Assigning Retention Periods on Image Level

Assigning retention periods on an image level would have a significant impact on both the institution creating the data and the users of this data. This function would allow for the following benefits:

Daily Assignment of Retention Periods: Retention periods can be assigned on a daily basis, ensuring that digitized material is released on a daily basis.
Enhanced Metadata Management: All possible metadata can be assigned or supplemented at the level of individual digitized images, providing a more detailed and accurate description of the content.
Improved User Experience: Users can access digitized images more efficiently, reducing the workload for institutions and increasing user satisfaction.

Benefits for Institutions and Users

Increased Efficiency: Daily assignment of retention periods and enhanced metadata management reduce the workload for institutions.
Improved User Experience: Users can access digitized images more efficiently, increasing user satisfaction.

Estimated Costs and Complexity

The estimated costs and complexity of implementing this function are as follows:

High Complexity: More than 10 working days
Estimated Costs: To be determined

Related Issues

Metadata Management: The ability to assign or supplement metadata at the level of individual digitized images.
Digital Archiving: The process of creating, storing, and maintaining digital archives.

Expected Benefits of this Development

This function would have great added value for both the institution creating the data (administrators, editors) and the users of this data. The benefits include:

Daily Assignment of Retention Periods: Retention periods can be assigned on a daily basis, ensuring that digitized material is released on a daily basis.
Enhanced Metadata Management: All possible metadata can be assigned or supplemented at the level of individual digitized images, providing a more detailed and accurate description of the content.
Improved User Experience: Users can access digitized images more efficiently, reducing the workload for institutions and increasing user satisfaction.

Expected Benefits

Increased Efficiency: Daily assignment of retention periods and enhanced metadata management reduce the workload for institutions.
Improved User Experience: Users can access digitized images more efficiently, increasing user satisfaction.

Conclusion

Assigning retention periods on an image level is a crucial development in digital archiving. This function would have a significant impact on both the institution creating the data and the users of this data. The benefits include daily assignment of retention periods, enhanced metadata management, and improved user experience. While the estimated costs and complexity are high, the expected benefits make this development a worthwhile investment.
Add Retention Periods on Image Level: Q&A

Introduction

In our previous article, we explored the concept of assigning retention periods on an image level, its benefits, and the estimated costs and complexity involved. In this article, we will address some of the frequently asked questions (FAQs) related to this development.

Q&A

Q: What is the current system of assigning retention periods?

A: The current system of assigning retention periods is based on the item level, where retention periods are assigned to the entire item, including all digitized images.

Q: Why is it necessary to assign retention periods on an image level?

A: Assigning retention periods on an image level is necessary to ensure that digitized images are released on a daily basis, reducing the workload for institutions and increasing user satisfaction.

Q: How will assigning retention periods on an image level impact metadata management?

A: Assigning retention periods on an image level will allow for the assignment or supplementation of metadata at the level of individual digitized images, providing a more detailed and accurate description of the content.

Q: What are the benefits of assigning retention periods on an image level for institutions?

A: The benefits of assigning retention periods on an image level for institutions include increased efficiency, reduced workload, and improved user experience.

Q: What are the benefits of assigning retention periods on an image level for users?

A: The benefits of assigning retention periods on an image level for users include improved user experience, increased access to digitized images, and reduced waiting time.

Q: How will assigning retention periods on an image level impact the workload of institutions?

A: Assigning retention periods on an image level will reduce the workload of institutions by allowing for daily assignment of retention periods and enhanced metadata management.

Q: What is the estimated cost and complexity of implementing this function?

A: The estimated cost and complexity of implementing this function are high, with more than 10 working days required to complete the development.

Q: What are the expected benefits of this development?

A: The expected benefits of this development include daily assignment of retention periods, enhanced metadata management, and improved user experience.

Additional FAQs

Q: Will assigning retention periods on an image level impact the security of digitized images? A: No, assigning retention periods on an image level will not impact the security of digitized images.
Q: Will assigning retention periods on an image level require significant changes to the existing system? A: Yes, assigning retention periods on an image level will require significant changes to the existing system.
Q: How will assigning retention periods on an image level impact the user interface? A: Assigning retention periods on an image level will require changes to the user interface to accommodate the new functionality.

Conclusion

Assigning retention periods on an image level is a crucial development in digital archiving. This function will have a significant impact on both the institution creating the data and the users of this data. The benefits include daily assignment of retention periods, enhanced metadata management, and improved user experience. While the estimated costs and complexity are high, the expected benefits make this development a worthwhile investment.