RESOURCE GUIDE

Of Current Best Practice on

Information Management

For Drogheda
Local Voices
Staff &
Volunteers

Resource Guide of Current Best Practice

on Information Management: For
Drogheda Local Voices Staff &
Volunteers
by
Andrea Bellomonte
Helena Byrne
Eimear Gaffney
Julie OConnor
Michael OSullivan
Jin Shuttleworth

July 2015

ii

Acknowledgements

This resource guide was created by students at the School of Information &
Library Studies, at University College Dublin, as part of their Capstone project.
In association with Drogheda Local Voices in Drogheda, County Louth.

We would like to thank all the staff and students at SILS UCD, especially our
supervisor Dr. Lai Ma. The Capstone Co-ordinator Dr. Claire McGuinness. And
other staff for their input into the project, especially Dr. Kalpana Shankar and
Dr. Amber Cushing.

We would also like to thank Drogheda Local Voices, especially Eamon Thornton
and Sen Corcoran, for their contribution in establishing the information needs
of the organisation.

iii

Table of Contents
Introduction . 1
How to use the guide 2
Resources by topic .................................................................................... 3
1. Developing Policy 4
1.1.Books & eBooks 6
1.2.Websites 8
1.3.Professional Development ... 10
2. Managing Digital Content 12
2.1.Books & eBooks . 14
2.2.Websites 17
2.3.Professional Development 20
2.4.Webinars 21
2.5.Blogs . 26
3. Exhibitions 29
3.1.Books & eBooks 31
3.2.Websites 32

General Resources 33
1. Journals .. 35
1.1.Libraries .. 35
1.2.Oral History .. 36
1.3.Digital Curation . 37
1.4.Archives .. 38
1.5.Digital Libraries .. 39
iv

2. Social Networking Groups .. 40

3. Policy Templates 42
3.1.Preservation Policy . 42
3.2.Acquisition Policy . 45
3.3.Cataloguing Policy 47
3.4.User Policy 49
3.5.Exhibitions Policy . 51
3.6.Disaster Planning Policy 53
4. Appendix 56

This is a guidebook of suggested materials that can be used to support the

development of Drogheda Local Voices (DLV) and other similar communitybased organisations. The aim of the guide is to provide a list of resources that
deal with the same issues that DLV face in terms of the collection, management
and dissemination of its collection as well as developing sustainable policies that
suit the organisations needs. It is hoped that this guide can also assist in the
development and training of staff and other users at DLV as well as similar
community-based organisations. This is by no means an exhaustive list of
materials, but these resources act as a good starting point for people new to
and/or with limited experience of information management. Many of these
resources were specifically sourced to suit the needs of Drogheda Local Voices,
while others were discovered while studying a Masters in Library and
Information Studies (MLIS) and Information Systems (MSc). These resources
were selected from a variety of sources including information made freely
available by similar organisations.

Introduction

Introduction

How to use the guide

This resource guide contains current topics relevant to DLV and other similar
community-based organisations. The guide is divided into two sections; a list of
resources by topic, and general resources. The resource topics are subdivided
by type to provide users with a variety of options. The general list of resources
include freely accessible journals and social networking groups focusing on

to professionally published content and discussions. Some resources such as

books and ebooks are not freely available. However, they are available directly
from the publisher.

The policy templates are subdivided into the various policy types, such as
Preservation Policy or Exhibitions Policy. The policy templates provide users
with a foundation upon which they can develop policies with a knowledge of the
appropriate information to be included in the documents. The policy templates
also include questions under each heading so that the user can understand what
information is needed in each section of a policy. These templates were adapted
from literature based on current best practice and published policies from
similar organisations. Each policy template uses different vocabulary in the
headings to express the same meaning in order to demonstrate the variety of
terms which can be used in developing policies to suit the needs of communitybased organisations.

The appendix includes illustrations of the two most commonly used models to
help manage digital materials throughout their entire lifecycle. It also includes a
2

How to use the guide

topics related to information management aiming to provide users with access

link to the Digital Curation Centres glossary of terms that are useful for
understanding the jargon associated with managing digital files.

The guide will be a point of reference while volunteers are working on particular
tasks. Keywords are highlighted to allow ease of access, when the user is
searching for important information. The colour-coded tabs on each page aim

and easy access to resources or formats suited to their current needs.

How to use the guide

to assist the user locating different sections of the guide. This also allows quick

This section offers volunteers resources that focus solely on

the development of policies, such as digital preservation,
access and metadata. Particular attention should be paid to
the resources from the Northeast Document Conservation
Center, as they offer in depth information on various policy
details that could be of use to the museum.

Resources by topic
1. Developing Policy
1.1 Books & eBooks

o Lu, D. & Pan, Y. (2010). Digital Preservation for Heritages:

Technologies and Applications. New York: Springer.
This book examines the importance of preserving cultural
heritage (in the context of Chinese history). It aims to
describe the various processes associated with the
preservation of these types of heritage, which will form a
significant

aspect

of

preservation

policy

creation.

cultural preservation. This resource can aid museum users in

policy making, especially in the context of cultural heritage.
It can facilitate their understanding of the possible factors
that may emerge during the policy making process.

Benton, T. (2010). Understanding heritage and memory.

Manchester: Manchester University Press.

This book examines the role of intangible heritage (such as

oral history) and places it in the context of various guidelines
and laws. The guidelines are extracted from UNESCOs
policies on cultural heritage, ensuring that materials are
7

Resources by topic

Furthermore, it references the use of technology within

suitably managed, while maintaining high standards. The

resource can aid users in ensuring that any type of digital
materials they encounter can be preserved effectively to
globally set standards.
o

Digital Repository of Ireland Metadata Taskforce. (2015). Dublin

Core and the Digital Repository of Ireland. Dublin: Royal Irish
Academy. Retrieved 15th July, 2015, from
http://dri.ie/sites/default/files/files/dri-dublin-core-metadataguidelines.pdf.

This book contains information about how prepare the

metadata on digital items, before ingestion into the Digital
Repository of Ireland. These standards can be adapted by
DLV for their archive, this can also be adapted for other

Resources by topic

similar community-based organisations.

1.2 Websites
o

Oral History Society. (2015). Oral History Society. Retrieved 13th

July, 2015, from http://www.oralhistory.org.uk/index.php.

This website is owned by the Oral History Society; a platform

for oral historians to communicate and collaborate with each
other. The organisation provides over 600 training places
each year, the training courses focus on the various topics,
such as an introduction to oral history, digitisation and

developing oral history skills, and continuing development

workshops. This website can assist users in information
management in regards to oral history, allowing for the
development of their skills.
o Northeast Document Conservation Center. (2015) Preservation
Planning: Select Bibliography. Northeast Document Conservation
Center. Retrieved, 15th July, 2015, from
https://www.nedcc.org/free-resources/preservation-leaflets/1.planning-and-prioritizing/1.7-preservation-planning-selectbibliography.
This webpage by the Northeast Document Conservation
Center offers users a select bibliography of resources, which
9

Resources by topic

digital editing, recording oral history interviews on video,

allows them to gain a deeper insight into the preservation of

materials. The resource can aid users in developing
preservation policies while offering guidelines on effective
material management.
o

Northeast Document Conservation Center. (2015) Preservation

Leaflets. Northeast Document Conservation Center. Retrieved, 15th
July, 2015, from
https://www.nedcc.org/free-resources/preservationleaflets/overview.

This webpage by the Northeast Document Conservation

Center offers information with an overview to preserving
materials. The resource examines topics such as planning,
prioritizing, environment, emergency management, and
storage and handling. The resource can assist volunteers

especially if they have no previous experience doing so and

ensuring that they are aware of the correct information to
include in a policy document.

10

Resources by topic

from community based organisations in devising policies,

1.3 Professional Development

o Rare Books & Manuscripts Section; Association of College &
Research Libraries/American Library Association Task Force. (July
2008).

Guidelines:

Competencies

for

Special

Collections

Professionals. Association of College & Research Libraries.

Retrieved 14th June, 2015, from
http://www.ala.org/acrl/standards/comp4specollect.
These guidelines examine the various competencies

including museum professionals. It examines each of the

competencies through various subject headings which focus
specifically

on

data

management,

promotion,

and

management and administration. The resource may aid in

the creation of policies, as it highlights the desired
requirements of various roles within the museum.
o Association of College & Research Libraries. (July 2009). Joint
Statement on Access to Research Materials in Archives and Special
Collections Libraries. Association of College & Research Libraries.
Retrieved, 14th June, 2015, from
http://www.ala.org/acrl/standards/jointstatement.

11

Resources by topic

required/desired for special collections professionals,

 This small statement lays out the guidelines for ensuring that
access to materials is protected. The statement asserts that
policies should be written to ensure service users are aware
of the rights and restrictions relevant to Special Collections.
It may serve as a basis for novice policy writers, as it
examines the basic topic requirements of policies associated
with access to materials.

Resources by topic

12

This section offers volunteers resources that examine the means, by which digital
files can be managed, preserved and accessed. Particular attention should be paid to
the webinars, as they offer in depth information on a wide range of topics focusing
on the management of digital files.
13

14

2. Managing Digital Content

2.1 Books & eBooks

o Harvey, R. (2010). Digital Curation: a how to do it manual. New

York: Neal Schuman Publishers.
In this book Harvey discusses various topics pertaining to
digital curation. Furthermore, the author focuses specifically
on various digital lifecycle models (see appendix Fig.1 &
Fig.2) used to manage born digital content (materials
created electronically). Each stage of the lifecycle is

methods of managing and future proofing digital items. This

resource can provide users with foundation knowledge of
digital curation while encouraging the use of lifecycle
practice within the museum.
o Agnew, G. (2008). Digital Rights Management: A librarians guide
to technology and practice. Oxford: Chandos Publishing Ltd.
This book examines the use of copyright and intellectual
property within a library context. The resource aims to
examine the use of copyright associated with the use of
metadata and cataloguing practices when reviewing
materials. It may serve an important function for users, as it
offers them necessary information regarding the use of
15

Resources by topic

explained clearly ensuring the user's comprehension of

copyrighted materials, especially when used in the context of

the museums and exhibitions.
o Hider, R. (2012). Information Resource Description: Creating and
Managing Metadata. London: Facet Publishing.
Hider discusses the use of information resource description,
specifically metadata and cataloguing. It describes the most
prominent metadata schemas, offering very detailed
information

on

those

best

suited

to

meet

the

user/organisations need. For volunteers it can facilitate the

implementation of a metadata schema or build upon one
already in place. The resources easy to read chapters can
assist users with no previous experience of metadata
schemas.

organisations of any size. London: Facet Publishing.

Brown focuses on a general overview of organising and
managing digital content, as well as examining the planning
and exhibition of such objects. Policy making and copyright
issues are also taken into consideration whilst being applied
to the overall digital curation process. This resource can
provide inexperienced users with an opportunity to gain
knowledge of managing digital content.
o OCarroll, A. & Webb, S. (2012). Digital Archiving in Ireland:
National Survey of the Humanities and Social Sciences. Maynooth:
National University of Ireland. Retrieved 13th July, 2015, from

16

Resources by topic

o Brown, A. (2013). Practical digital preservation: a how-to guide for

http://dh.tcd.ie/en7073/wpcontent/uploads/2012/09/Digital_Archiving_In_Ireland_2012.pdf.
This online book contains information about digital data and
how it is managed and organised. It examines file formats,
metadata, user tools, and databases in detail. It can aid users
with no previous experience in gaining a deeper
understanding of digital data.
o Bryson, A. & McConville, S. (2013). The Routledge Guide to
Interviewing: Oral History, Social Enquiry and Investigation.
London: Routledge.

This book contains relevant information that pertains to

interviewing techniques (both audio and video) within oral

such digital files for long-term preservation. It can assist

volunteers in carrying out interviews and ensuring they are
preserved effectively and efficiently.

17

Resources by topic

history. It also highlights the management and storage of

2.2 Websites
o Jisc Digital Media. (2015). Guides. Retrieved 13th July, 2015, from
http://www.jiscdigitalmedia.ac.uk/guides.
This website aims to help education providers use digital
media in innovative, practical and cost-effective ways; this is
achieved by guiding individuals through the process of
finding, creating, managing, delivering and using digital
media. Training at all levels is available on the website in the

services to answer queries, as well as over 200 online advice

documents and resources. This resource can assist
volunteers in accessing professional online webinars and
tutorials, as well as allowing them to further develop their
skills in managing digital content.
o Oral History in the Digital Age. (2015). Oral History in the Digital
Age. Retrieved 13th July, 2015, from http://ohda.matrix.msu.edu/.
Oral History in the Digital Age (OHDA) is a product of the
Institute of Museum and Library Services (IMLS) National
Leadership project and various collaborations. Their
associated wiki on best practices provides a broad range of
information guides on the following topics: audio, video,
18

Resources by topic

form of webinars and tutorials. There are online helpdesk

audio and video, general digitization and digital projects,

conducting oral history and transcription guidelines,
metadata and searching, access and use, and intellectual
property. There is also a Think Big video series which
captures several leading voices on digital oral history and
digital media. This wiki can help users choose the topic which
they would like to develop while aiding them in finding the
information they need to manage digital content.
o Library of Congress. (2015). Personal Arching: Preserving your
digital

memories.

Retrieved

13th

July,

2015,

from

http://www.digitalpreservation.gov/personalarchiving/audio.html
Run by the National Congress for National Digital Information
Infrastructure and Preservation Program (NCNDIPP), this

standards and best practices, tools and services &

education and training. There is also a substantial section
which can inform users about personal digital archiving
focusing on tips and guidance for how individuals and
organisations can preserve their digital memories. This can
allow users to developing their skillset and knowledge of
digital content management.
o Library of Congress. (2015). Care, Handling, and Storage of Audio
Visual

Materials.

Retrieved

13th

July,

2015,

from

http://www.loc.gov/preservation/care/record.html.
This page is the Library of Congresss website section on
preservation. It focuses on the care, handling, and storage

19

Resources by topic

website presents information about digital preservation

of audio visual materials, which can ultimately aid users in

the museum. Volunteers within an oral history setting, can
also use this page to learn how to manage audio and video
materials, thus assisting the development of their skills.
o American Institute for Conservation of Historic and Artistic Works.
(2015).

Resources.

Retrieved

13th

July,

2015,

from

http://www.connectingtocollections.org/resources/.
Developed and owned by the Foundation of the American
Institute for Conservation of Historic and Artistic Works, this
website aims to provide trusted, reliable answers and
resources for smaller cultural institutions. Moreover, it seeks
to help such institutions take better care of their collections.
It offers various links on the preservation and care of audio

users, this website allows them to access information that is

focused on managing their specific collections and essential
in the development of the organisation.
o Witness (2013). Archivists Guide to Archiving Video. Witness.
Retrieved 15th May, 2015, from http://archiveguide.witness.org/.
The archive guide provides useful content based upon best
practices in managing, storing, preserving, and sharing your
video files. Particular attention should be paid to the
organise section as it contains a detailed outline on how to
organise your file structure to ensure that any digital
collection is stored correctly and can be easily accessible by
a user.

20

Resources by topic

and visual materials. For community-based organisation

2.3 Professional Development

o Consortium of European Social Science Data Archives. (2015).

CESSDA Training. Retrieved 14th June, 2015, from
http://cessda.net/eng/CESSDA-Training.
This website offers various links to PDFs, which describe the
process of data management and digital preservation. It

digital content, such as documentation, metadata tags,

copyright and intellectual property issues. It can aid users in
gaining a deeper insight into how a much wider European
organisation deal with the preservation of data.

21

Resources by topic

examines the various aspects involved in the preservation of

2.4 Webinars

o Briney, K. (2014). Practical Data Management [Webinar]. American

Library

Association.

Retrieved

14th

June,

http://ala.adobeconnect.com/p5mswuysiq8/

2015,

from
or

https://ala.adobeconnect.com/_a1087453682/p5mswuysiq8/?lau
ncher=false&fcsContent=true&pbMode=normal.
This webinar focuses specifically on how to manage files,
with topics ranging from file names and organisation to

documentation and policies in ensuring the long-term

preservation of files. This webinar is easily accessible
allowing users to gain a deep insight into data management,
preparing them for any task they may have to carry out at
the museum.
o Snider, L. (2014). Digital Curation for Beginners: An Archival View
for Librarians [Webinar]. American Library Association. Retrieved
14th June, 2015, from http://ala.adobeconnect.com/p9o4vcw2koj/
or
https://ala.adobeconnect.com/_a1087453682/p9o4vcw2koj/?lau
ncher=false&fcsContent=true&pbMode=normal.

22

Resources by topic

storage and backup. It also examines the role of

 In this webinar, Snider explains the role of the digital

curation lifecycle within the archival (and library) setting. It
focuses on each step of the lifecycle in detail, supporting
those who have no previous experience of the cycle. It may
provide an important basis for users within the museum, as
it offers them a simple walkthrough of the cycle to ensure full
comprehension.
o Snider, L. (2015). Email, Social Media and Website Archiving for
Beginners: An Archival View for Librarians [Webinar]. American
Library

Association.

Retrieved

14th

June,

2015,

http://ala.adobeconnect.com/p2zgji1wt3b/

from
or

https://ala.adobeconnect.com/_a1087453682/p2zgji1wt3b/?laun
cher=false&fcsContent=true&pbMode=normal.

to curate and preserve digital content, such as emails and

websites and to ensure that such materials are available in
the long term. The webinar is taught from a beginners
perspective to ensure that novices can achieve an
understanding of how to archive difficult formats.
o Thornton, T. & Sorenson, L. (2015). Open Source Tools,
Technologies and Considerations. Youtube. Retrieved 13th July,
2015, from
https://www.youtube.com/watch?t=78&v=l2rLqkx7WTE.
The video focuses on the technologies and tools related to
the opening of audio files. It specifically examines open

23

Resources by topic

The purpose of this webinar is to instruct beginners on how

source (free to use) media, with a particular focus on

developing web applications. There is also a focus on Github,
a collaborative software development tool, and how it can
be used in managing digital data. This video can aid users
with no previous experience in using freely available
software for managing oral history content.
o Fino-Radin, B., Van Malssen, K. & Gillean, D. (2015). The First Digital
Preservation Repository for Museum Collections: An Open Source
Approach.

Youtube.

Retrieved

13th

July,

2015,

from

https://www.youtube.com/watch?t=37&v=HPebm5nh83o.
This video focuses a great deal on the introduction of the first
digital repository designed to meet the needs and
requirements of museum collections. However, emphasis is

the process of building such a system upon an open-source

frameworks. This video can assist users in understanding
how an organisation carries out its tasks and how open
source software can be helpful in managing digital content.
o Ronallo, J. (2015). Video Accessibility on the Web and Open
Standard.

Youtube.

Retrieved

13th

July,

2015,

from

https://www.youtube.com/watch?t=11&v=pR1KHuwwSog.
This video presentation discusses how to make videos more
accessible to those with various disabilities and needs. This
session focuses on writing captions, subtitles, descriptions,
and timed metadata tracks for Web video using the WebVTT
W3C standard, which allows for subtitles and captions. It
24

Resources by topic

placed on the practical aspects of project management and

allows users to understand the need for universal access and

develop their skills to create accessible content.
o Library of Congress. (2011). Archiving Digital Audio. Youtube.
Retrieved 13th July, 2015, from
https://www.youtube.com/watch?v=s6LSw_JXTec.
In this video, Peter Alyea, digital conservation specialist in
the Library of Congress's Music, Broadcasting and Recorded
Sound division, offers practical advice on how to preserve
specific kinds of information, more specifically the archiving
of digital audio. In the context of oral history, users can gain
practical information on how audio can be handled and
archived within their own organisation.

files Part 1 & 2. Youtube. Retrieved 13th July, 2015, from

https://www.youtube.com/watch?v=a96jsy1H92g

and

https://www.youtube.com/watch?v=phux7Z3vu3M.

Part one examines how to choose the right equipment

before beginning to convert audio cassettes to digital files.
This can assist volunteers in digitizing audio cassettes, if they
have no prior experience doing so. Part two focuses on how
to convert your old audio cassettes to digital .wav files
(digital audio files) using Audacity (an open source audio
editing software). These .wav files can then be converted
into other files types or formats, such as .mp3 or CDs. The

25

Resources by topic

o Sound and Story. (2014). How to convert audio cassettes to digital

video also includes instructions on file management to

preserve oral histories.

Resources by topic

26

2.5 Blogs
o Oral History Association. (2015). Blog | Oral History Association.
Oral History Association. Retrieved 21st June, 2015, from
http://www.oralhistory.org/category/oha-blog/.
This blog offers posts ranging from information on events
and conference reporting, to discussions on current oral
history issues. The blog is regularly updated with suitable
content that could be used to gain a deeper insight into the

o Library of Congress. (2015). At the Museum | The Signal : Digital

Preservation. Library of Congress. Retrieved 21st June, 2015, from
http://blogs.loc.gov/digitalpreservation/category/at-themuseum/.
This blog category focuses entirely on interviews with
museum staff, capturing their thoughts and highlighting
current issues. This may ultimately offer users up-to-date
knowledge of museum issues and digital preservation, which
can aid them in their work.
o Digital Repository of Ireland. (2015). Blog. Digital Repository of
Ireland. Retrieved 21st June, 2015, from http://www.dri.ie/blog.

27

Resources by topic

current professional practices within oral history.

 This blog focuses on various topics such as preserving digital

content, as well as archiving social media and emails. This
offers users the knowledge and skills in saving online
content, which could form an important aspect of their role.
o Library of Congress. (2015). Education and Training | The Signal :
Digital Preservation. Library of Congress. Retrieved 21st June, 2015,
from http://blogs.loc.gov/digitalpreservation/category/educationand-training/.
This blog category examines the education and training of
volunteer staff, highlighting key issues as well as current
professional practices in regards to digital preservation
within the museum context. It can offer volunteers
information and knowledge to support their roles.

Preservation. Library of Congress. Retrieved 21st June, 2015, from

http://blogs.loc.gov/digitalpreservation/category/uncategorized/.
This blog category examines the role of managing digital
content within the museum context. It also offers posts on
managing specific content, which may aid volunteers within
the museum.
o Library of Congress. (2015). Videos and Podcasts | The Signal :
Digital Preservation. Library of Congress. Retrieved 21st June, 2015,
from

http://blogs.loc.gov/digitalpreservation/category/videos-

and-podcasts/.

28

Resources by topic

o Library of Congress. (2015). Digital Content | The Signal : Digital

 This blog category focuses specifically on managing videos

and podcasts. It examines the roles of video and podcasts
and how they can be managed, organised and accessed. It
offers

volunteers

information

on

this

specific

medium/format to ensure they are aware of the various

methods of preservation.
o Library of Congress. (2015). Web Archiving | The Signal : Digital
Preservation. Library of Congress. Retrieved 21st June, 2015, from
http://blogs.loc.gov/digitalpreservation/category/web-archiving2/.
This blog category focuses specifically on the role of web
archiving within the museum context. It examines how
online content can be saved and preserved to ensure future

are aware of the skills and requirements of preserving online

content.
o Library of Congress. (2015). Personal Archiving | The Signal : Digital
Preservation. Library of Congress. Retrieved 21st June, 2015, from
http://blogs.loc.gov/digitalpreservation/category/personalarchiving/.
This blog category examines the role of personal archiving
using different contexts (including politics and education) in
order to fully highlight its use within the museum. It can aid
volunteers in offering relevant information that pertains to
their role and offering detailed descriptions of previous
archiving projects.
29

Resources by topic

access and use. This can aid volunteers in ensuring that they

30

This section contains resources that allow volunteers to gain

an insight into managing exhibitions, including marketing and
administration, and focusing on the exhibition until its closure.
All of the resources complement one another and offer
volunteers learn relevant information specific to the museum
and cultural heritage context.

31

32

3. Exhibitions
3.1 Books & eBooks
o Matassa, F. (2014). Organising exhibitions: a handbook for libraries,
archives and museums. London: Facet Publishing.
Matassa's book describes the exhibition process within
museums, focusing on the importance of the exhibition
space, audience and finances. As well as this, it also
examines the role of management within an organisation
during an exhibition, and the various tasks associated with

users a detailed insight into the effective managing of

exhibitions from start to finish.
o Dean, D. (2002). Museum Exhibition: Theory and Practice. London:
Routledge.
Dean discusses the design of exhibitions within the context of
museums. The book aims to examine the various different
approaches to developing exhibitions while ensuring the
successful administration of all the factors associated with
exhibition design, including exhibition types, target users and
marketing. This resource can fully assist users, offering various
recommendations on how to create, manage, and organise
various exhibitions, based on theory and practice.
33

Resources by topic

the overseeing such an event to its closure. This can offer

3.2 Websites
o The Heritage Council. (n.d.). Museum & Archives: Publications.
Retrieved, 21st June, 2015, from
http://www.heritagecouncil.ie/museums-archive/publications/.
This website contains links to leaflets and publications on
various cultural heritage exhibitions. The website also
contains pamphlets with standards and guidelines for
museums, including information about how to carry out

experience in setting up an exhibition, and ensuring its

launch meets a high standard.

34

Resources by topic

exhibitions. This resource can aid users without previous

This section contains a list of journals, social networking

groups and policy templates. They allow volunteers to gain an
insight into the most relevant journals for information and
social networking groups for communication and keeping upto-date with current issues and professionals. The policy
templates offer volunteers a basis by which they can write
policies without difficulty.
35

36

General Resources
1. Journals
1.1 Libraries

o An Leabharlann
Bi-annual publication by the Library Association of Ireland.
This Journal covers all areas related to library and
information studies in Ireland. It discusses theoretical
issues, and reviews CPD events as well as recent
publications. The current issue of the journal is only available

journal touches on some of the same issues that affect DLV

and it is also a good place to keep up to date with relevant
publications. The journal can be accessed from the following
link:
https://libraryassociation.ie/publications/leabharlann.

37

General Resources

to members but all previous issues are open access. This

1.2 Oral History

o The Oral History Review

Volume 40 (Issue 1 Winter-Spring 2013).
This edition of The Oral History Review was published in
collaboration with the Oral History in the Digital Age project.
There are 14 articles in total of which 6 are available to access
for free online. Articles cover issues relating to the
dissemination of oral history, as well as some case studies

journal can be accessed from the following link:

http://ohda.matrix.msu.edu/2013/06/the-oral-historyreview/.

38

General Resources

from which there is a lot to be learned. That copy of the

1.3 Digital Curation

o International Journal of Digital Curation (IJDC)

Bi-annual publication available on-line.
This journal publishes papers, articles and news items related
to digital curation. It publishes many case studies that put
digital curation concepts into practice. Reading some of
these

case

studies

can

help

further

develop

an

understanding of these concepts. Some case studies may

how best to curate and manage digital content. The journal

can be accessed from the following link:
http://www.ijdc.net/index.php/ijdc/issue/current.

39

General Resources

face similar issues as DLV projects and can act as a guide on

1.4 Archives

o The American Archivist

Bi-annual publication by the Society of American Archivists.
This journal is the leading publication in the archives field
covering

issues

related

to

both

researchers

and

practitioners. Although the journal is available online a

subscription is needed to access the latest editions. The

journals website. The journal can be accessed from the

following link:
http://americanarchivist.org/loi/aarc.

40

General Resources

Spring 2012 and earlier editions are available for free on the

1.5 Digital Libraries

o Managing Digital Content

On-line publication.
This journal focus primarily on all things related to digital
library research and development. The primary target group
is for technical and professional audiences, however it can
prove a useful resource for DLV if they choose to develop

from the following link: http://www.dlib.org/about.html.

41

General Resources

their archive into a digital library. The journal can be accessed

2. Social Networking Groups

o American Library Association. (2015) American Library Association
Chicago, IL - Education. Facebook. Retrieved 21st June, 2015, from
https://www.facebook.com/AmericanLibraryAssociation.

o American Library Association. (2015) Amer. Library Assn.

(@ALALibrary) on Twitter. Twitter. Retrieved 21st June, 2015, from
https://twitter.com/alalibrary.

o Community Archives. (2015). Community Archives (@CArchives) on

Twitter.

Twitter.

Retrieved

21st

June,

2015,

from

o Digital Libraries/LinkedIn. (2015). Digital Libraries | LinkedIn.

LinkedIn.

21st

Retrieved

June,

2015,

from

https://www.linkedin.com/grp/home?gid=126125.

o Library Association of Ireland. (2015). Library Association of Ireland

Dublin, Ireland Non-profit Organisation. Facebook. Retrieved
21st June, 2015, from https://www.facebook.com/pages/LibraryAssociation-of-Ireland/104478683224.

o Library Association of Ireland. (2015). Library Association of Ireland

Dublin, Ireland Non-profit Organisation. Facebook. Retrieved

42

General Resources

https://twitter.com/CArchives.

21st June, 2015, from https://www.facebook.com/pages/LibraryAssociation-of-Ireland/104478683224.

o Oral History Network of Ireland. (2015). Oral History Network of

Ireland.

Facebook.

Retrieved

21st

June,

2015,

from

https://www.facebook.com/OralHistoryNetworkofIreland.

General Resources

43

3. Policy Templates
3.1 Preservation Policy

Policy Template
1. Introduction:
Drogheda Local Voices is an oral history group based in Drogheda
Museum Millmount. It collects the stories of Drogheda and its people.
They record stories on all topics of Drogheda life such as: pastimes, work,
sport, clubs, factories, home life. Although affiliated with the museum its
archival collections remain independent of the museum collection.
2. Purpose:
Why have you developed a preservation policy for Drogheda Local
Voices?
3. Starting a Project
What should users do before starting a project? What are the project aims
and objectives? How will these aims and objectives be achieved? What

4. Ingestion into the archive

What format should the files be in before they are ingested into the
archive? How should the files be organised/what folder structure should
be employed by users before submitting a collection into the Drogheda
Local Voices archive? What metadata should be included with the
collection? What should be included on an index of the submitted?
44

Policy Templates

type of digital files will be created?

5. Storage and maintenance

How should Drogheda Local Voices store their collections? How often
should the system be updated?
6. Access
Who should have access to Drogheda Local Voices archive? What rules
should users follow when using the archive?
7. Standards
What cataloguing standards should the archive follow? What
preservation policies should the archive follow?
8. Monitoring and reviewing
How often should the collection be reviewed to check accessibility and file
format compatibility?
9. Selection, appraisal and acquisition
Is there any particular area DLV would like to focus its collection at? How
often is the archival collection appraised and weeded? Please refer to the
acquisition policy for more information about donating material to the
archive.
10.Preservation and migration
How often is the collection checked to ensure that the file formats are not
obsolete? How often are old files migrated to a more up to date format?

11.

Disaster planning
Please refer to the Disaster Planning Policy for more information on the
appropriate responses to a physical or digital threat to the archive.

12.

Policy review
How often should this policy be reviewed?

45

Policy Templates

How often is the preservation policy reviewed?

Adapted from:
Cheshire Archives & Local Studies. (2010). Digital Preservation Policy. Cheshire
Archives

&

Local

Studies.

Retrieved

21st

June,

2015,

from

http://archives.cheshire.gov.uk/record-care/digital-preservation/digitalpreservation-policy.aspx.
Hampshire Archives & Local Studies. (2010). Digital Preservation Policy.
Hampshire Archives & Local Studies. Retrieved 21st June, 2015, from
http://www3.hants.gov.uk/archives/hro-policies/hro-digital-preservationpolicy.htm.
Newcastle University Library Special Collections. (2013). Digital Preservation
Policy. Newcastle University Library. Retrieved 21st June, 2015, from
http://www.ncl.ac.uk/library/assets/documents/DigitalPreservationPolicyv2.0
_000.pdf.

Policy Templates

46

3.2 Acquisition Policy

Policy Template
1. Introduction
An outline into what materials can be donated to Drogheda Local Voices
(DLV) as well as relevant information about what materials will be accepted
by DLV.
2. Contact Information
DLV contact information.
3. Copyright
What copyright documentation is required before material can be accepted?
4. Storage of digital files
How should digital files be formatted to before ingestion into the DLV
archive?
5. Supporting information

interviewer, interviewee, place, date etc.

6. Sensitive content
What are the responsibilities of the donor if the materials contain sensitive
content?
7. Index
Outline an index of topics covered in the recordings.
47

Policy Templates

What details are required to clearly identify the materials? e.g. name of

8. Final review
How will the material be reviewed before it is ingested into the DLV archive?

Adapted from:
Dublin City Archive. (2013). Guidelines for the Deposit of Oral History Recordings
and Transcripts in Dublin City Archives.

Policy Templates

48

3.3 Cataloguing Policy

Policy Template
1. Purpose
Why has the organisation developed this policy?
2. Overview
2.1.Purpose/Objective
What is the objective of this policy?
2.2.Resource discovery
How will this policy help people discover resources?
3. Standards
3.1.Cataloguing standards
What standard are used to catalogue the collection?
4. Levels of Cataloguing
How much detail is needed in each record?

What materials types are in the archive collection?

5.1.Monograph
5.2.Chapter of a book/journal articles
5.3.Audio/visual resources
5.4.Government documents
5.5.Internet Resources
49

Policy Templates

5. Types of Material

5.6.Loose-leaf publications
5.7.Maps & Cartographic Material
5.8.Microforms
5.9.Non-book materials
5.10.

Periodicals & Newspapers

6. Authority Control
What unique identifiers are used to name files in different collections in the
archive?
7. Maintenance Policies
How often are the cataloguing standards checked?
8. Withdrawals
How are items which no longer exist deleted from the catalogue?
9. Policy Review
How often should the policy be reviewed?

Adapted from:
Digital Library of Universiti Brunei Darussalam. (2011). Cataloguing Policy.
Retrieved 13th July, 2015, from
http://library.ubd.edu.bn/_layouts/Authentication/Cataloguing_Policy.aspx.

from https://www.nla.gov.au/policy-and-planning/cataloguing-policy.

50

Policy Templates

National Library of Australia. (n.d.) Cataloguing Policy. Retrieved 13th July, 2015,

3.4 User Policy

Policy Template
1. Access policy: How can diversity and equality be ensured?
1.1.Policy statements: what is the mission of the project or institution? What
is the aim of the policy?
1.2.Buildings and facilities: how can accessibility be provided to a broad
audience?
1.3.Exhibitions: what measures can be undertaken to ensure that the
exhibition is user-centred, planned, designed, presented and evaluated?
1.4.Visitor services: how can user diversity and equality be promoted?
1.5.Communication: how can the organisation communicate effectively with
the public?
1.6.Learning and outreach: What learning and training services are available?
1.7.Use of technology:

utilized?
1.8.Reviewing the policy: when will the policy be reviewed?
2. Legal statements
2.1.Users privacy protection: how can the private information of users be
protected while they browse the site?
2.2.Digital access: how and when will the digital repository be updated?
51

Policy Templates

What user friendly technology for assisting accessibility issues will be

2.3.Copyright statements: outline the copyright statement regarding the

copy and reuse of materials within the collection.

Adapted from:
Board of the National Museum of Ireland. (2012). National Museum of Irelands
Access Policy 2011 2015. Retrieved 13th July, 2015, from
http://www.museum.ie/GetAttachment.aspx?id=f1c7169f-6b75-467f-8d87d0ebc0ada68b.

Policy Templates

52

3.5 Exhibitions Policy

Policy Template
1. Policy Statement
What is the purpose of the policy?
2. Scope of policy
What is the objective of the policy?
3. Key roles & responsibilities
What are the key roles responsible for managing the exhibition and what are
their duties? For example; curator, graphic designer, logistics, PR etc.
4. Exhibition Committee
Who are the committee members?
5. Temporary Exhibitions
5.1.Principles (aims)
What is the purpose of having temporary exhibition space?

How to submit a proposal for a temporary exhibition?

Permanent Exhibitions
5.3.Principles (aims)
What is the purpose of having permanent exhibition space?
5.4.Proposals
53

Policy Templates

5.2.Proposals

Details on how to submit a proposal for a permanent exhibition.

6. Promotion
What guidelines should PR personnel follow?
7. Insurance
What insurance policies should be taken for covering all exhibitions
(temporary and permanent)?
8. Exhibition Launch
What protocol should staff follow when launching exhibitions?
9. Review Period
When will the policy be renewed?

Adapted from:
National Library of Australia. (2011) Exhibition Policy. Retrieved 13th July, 2015,
from https://www.nla.gov.au/exhibitions-policy.
Cork City Libraries. (n.d.) Exhibition Policies. Retrieved 13th July, 2015, from
http://www.corkcitylibraries.ie/servicesandprogrammes/exhibitionpolicies/.

Policy Templates

54

3.6 Disaster Planning Policy

Policy Template
1. Introduction
Drogheda Local Voices is an oral history group based in Drogheda
Museum Millmount. It collects the stories of Drogheda and its people.
They record interviews on all topics of Drogheda life such as, pastimes,
work, sport, clubs, factories, home life. Although affiliated with the
museum its archival collections remain independent of the museum
collection. Electronic data backup and restoration procedure.
2. Purpose
Why develop a physical/digital disaster plan?
3. Disaster response procedures
What should be the first response to a physical or digital threat to the

should staff receive disaster training?

4. Salvage Priorities
If disaster struck what part of the collection should be prioritised for
salvage?
5. Preventative maintenance schedules

55

Policy Templates

collection? Who should be contacted in case of an emergency? How often

How often should the building and the collection be assessed for potential
disaster threat?
6. Current contact information for staff and emergency personnel
The list should be regularly updated and ordered in order of who should
be contacted first. This should be decided by the distance they are from
the building and their availability.
7. Sources of emergency supplies and services
Where are the emergency supplies? What emergency services are
available in the locality?
8. Electronic data backup and restoration
Where are the digital files backed up? How often are they backed up?
How often are the files reviewed to ensure they are backed up correctly?
How often is the storage system updated? What measures should be
taken on a regular basis to avoid loss of data? If data is lost what
restoration steps should be taken?
9. Insurance checklist
What insurance policies are in place? How often do they have to be
renewed? How often do they have to be updated to include new additions
to the archive?
10.Policy review

Adapted from:
Archives Association of British Columbia. (2012). The AABC Archivists
Toolkit: Preservation and Emergency Planning. Archives Association of British
56

Policy Templates

How often should this policy be reviewed?

Columbia.

Retrieved

15th

July,

2015,

from

http://aabc.ca/resources/archivists-toolkit/preservation/.

dPlan. (2015). About dPlan. dPlan. Retrieved 15th July, 2015, from
http://dplan.org/aboutdplan.asp.

Northeast Document Conservation Center. (2015) dPlan: the Online Disaster

Planning Tool. Northeast Document Conservation Center. Retrieved, 15th July,
2015,

from

https://www.nedcc.org/free-resources/dplan-the-online-

disaster-planning-tool.

Northeast Document Conservation Center. (2015) Preservation Planning:

Select Bibliography. Northeast Document Conservation Center. Retrieved,
15th July, 2015, from https://www.nedcc.org/free-resources/preservationleaflets/1.-planning-and-prioritizing/1.7-preservation-planning-selectbibliography.

UCLA Social Science Data Archive (n.d.) Data Archive Disaster Recovery Plan.

http://dataarchives.ss.ucla.edu/_images/Disaster.Recovery.Plan.docx.

57

Policy Templates

UCLA Social Science Data Archive. Retrieved 15th July, 2015, from

4. Appendix

Figure 1: The Digital Curation Lifecycle Model

The DCC Lifecycle Model would be the most suitable model and most accessible
for general users and for managing collections of all sizes.
More information on the different stages of the lifecycle is available from the
link below:
Digital Curation Centre (2015). DCC Curation Lifecycle Model. DCC. Retrieved
15th July, 2015, from http://www.dcc.ac.uk/resources/curation-lifecycle-model.

58

Figure 2: The OAIS Reference Model

The OAIS Reference Model was originally designed by NASA to manage the
data generated by space missions. It has been since adopted by information
professionals to manage large amounts of data. Due to its complexity, it may
not be suitable for use by smaller organisations.

More information on the different stages of the lifecycle is available from the
link below:
Lavoie, B, (2000). The OAIS Reference Model. OCLC. Retrieved 15th July, 2015,
from http://www.oclc.org/research/publications/library/2000/lavoieoais.html.

An example of how the OAIS Reference Model was applied to a collection can
be found below. This can give the user a better understanding of how to apply
this model to a collection.

59

The Digital Curation Centre has complied a comprehensive glossary of terms

that are useful for understanding the jargon associated with digital libraries. The
glossary can be found through the link below:
Digital Curation Centre (2015). Glossary. DCC. Retrieved 15th July, 2015, from
http://www.dcc.ac.uk/digital-curation/glossary.

60

61

RESOURCE GUIDE
Of Current Best Practice on Information Management

62

For Drogheda Local

Voices Staff &
Volunteers