The work of numerous NGOs and archival projects revolves around accumulating historical records, documents, and past evidence. While this is undeniably essential, it's high time we redirect our focus to the equally significant but often neglected task: processing that data, effectively displaying it, and making it accessible for users. In this article, we will delve into this issue, examining the reasons behind the imbalance, highlighting real-world examples, and showcasing the compelling numbers that underscore the imperative of comprehensive archival practices.
Let’s dive in!
1. The Collection Conundrum
1.1. Accumulation vs. Utilization
Many archives and NGOs have mastered the art of accumulation. Vast collections of documents, photographs, and artifacts are meticulously preserved, serving as repositories of historical knowledge. Navigating this data maze requires not only access to information but also the ability to interact with it meaningfully—to unlock its true potential, archival material must be processed, curated, and presented in a user-friendly manner. While collecting is undeniably crucial, it is but the first step of a multifaceted journey that beckons us further, deeper, and more profoundly into the heart of the archival mission—preventing repetitive errors.
1.2. A Case of Quantity Over Quality
A common issue in the archival world is an overemphasis on quantity. The more documents an archive (museum, library) holds, the more prestigious it might appear. Yet, the value of an archive should not be measured solely by the volume of materials it houses. True archives not only collect but actively invite exploration, and give tools for interpretations. Data interaction has been instrumental in driving criminal justice reforms. It has exposed biases, informed policy changes, and contributed to more equitable legal systems. It becomes a vessel that amplifies the voices of history, ensuring that their resonance is not confined to the chambers of the past but reverberates through the corridors of the present and future. It transforms an archive from a repository into a storyteller, breathing life into the annals of time.
2. The Digital Transformation
2.1. Data Deluge
Previously, archivists predominantly focused on the physical preservation of materials. Today, however, the challenge extends far beyond safeguarding tangible items. It encompasses digitization, data processing, and user accessibility. Modern researchers, historians, and prosecutors are increasingly reliant on digital evidence, which comprises everything from text messages and social media posts to financial transactions and surveillance footage.
To build a compelling case, users must effectively interact with this digital evidence. A deep understanding of data integrity and the ability to extract actionable insights have become essential. Silenced archives, brimming with untold stories and undiscovered insights, represent a missed opportunity, a failure to bridge the chasm between the past and the present.
Neglecting to engage with the collected materials results in a lamentable echo of history, resonating only within the hallowed halls of the archive itself. Archives now grapple with an unprecedented influx of digital content, from historical documents to multimedia records. Without proper processing and cataloging, this wealth of information risks being lost or, paradoxically, buried under its sheer volume.
2.2. Stories, Not Statistics
A user-friendly interface and accessibility features are paramount in achieving the goal of democratization of information. Archival materials, when appropriately processed and presented, can weave compelling narratives. Users are drawn not to endless lists of documents but to engaging stories that offer insights into history. For instance, a collection of World War II letters has become a window into the human experiences of that era, transcending the mere presentation of historical records. An archive does not wait passively for seekers to arrive; instead, it actively reaches out, extending its virtual arms to share its stories, spark curiosity, and invite exploration by building communities around it. This active engagement is more than a technological advancement; it is a manifestation of the archive's profound commitment to its role as a bridge between generations. It recognizes that the past is not a distant memory but an ever-present companion, offering us lessons, insights, and inspiration to navigate the complexities of our world today.
Real-World Examples
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The United States National Archives and Records Administration (NARA) is a prime example of an institution taking archival processing and presentation seriously. NARA's website offers an array of user-friendly tools, including online exhibitions, interactive timelines, and a comprehensive catalog, making the nation's historical records accessible to anyone.
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The British Library has embarked on ambitious digitization projects, turning centuries of written works into accessible online resources. Their efforts go beyond scanning pages; they involve advanced cataloging, metadata tagging, and user interfaces designed to enhance research and exploration.
3. Triage and Prioritization
3.1. Funding and Support
One of the most pressing challenges faced by NGOs in the realm of archiving is the perpetual battle for financial resources. Many of these organizations operate on limited budgets, which often prioritize essential humanitarian efforts over archiving and dissemination. As a result, despite their best intentions, NGOs find themselves constrained by a lack of funding to adequately manage their collections. The availability of funding and support for archival initiatives is often influenced by the perceived value of archives. Comprehensive archives, which prioritize processing and presentation, tend to attract more financial support due to their demonstrable impact and accessibility.
3.2. Choosing Urgency Over Posterity
In many instances, NGOs are forced to adopt a triage mentality when it comes to their archival efforts. Urgent and life-saving activities often take precedence over the meticulous curation and dissemination of historical materials. This prioritization is a practical necessity, but it inevitably leads to an archive backlog, where materials accumulate faster than they can be processed.
Cases in Point:
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‘Médecins Sans Frontières (Doctors Without Borders)’ is an NGO working tirelessly to provide medical assistance in disaster-stricken regions. Amid the chaos, they document medical procedures, local customs, and community resilience. These records are invaluable for understanding disaster response and community recovery. However, the urgency of their work means that these materials remain stored away, awaiting the resources needed for proper archival management.
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‘World Resources Institute (WRI)’ is an environmental NGO that conducts extensive research on climate change impact in vulnerable regions. They amass a trove of scientific data, photographs, and community interviews. However, due to a lack of funding for archiving, these valuable resources remain scattered across hard drives, with no cohesive archive to showcase their critical findings.
4. Navigating Bureaucratic Hurdles
4.1. A Race Against Time: Rapid Accumulation of Unprocessed Records
The rapid accumulation of unprocessed records is a common plight for NGOs. As they respond to crises and document their efforts, the volume of materials grows exponentially. Unfortunately, the financial and human resources required to catalog, digitize, and create user-friendly interfaces for these archives often lag behind.
4.2. Complex Reporting Structures
NGOs frequently operate within complex bureaucratic frameworks, which can present barriers to allocating funds specifically for archiving purposes. Funding is often earmarked for immediate programmatic needs or specific projects, leaving little room for the long-term investments required for archival preservation and dissemination.
Cases in Point:
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UNICEF (United Nations International Children's Emergency Fund) is an NGO addressing child welfare in conflict zones receives funding from multiple governmental and non-governmental sources. These funds are earmarked for specific programs, such as trauma counseling and educational support. While the NGO recognizes the importance of archiving their work to inform future interventions, navigating the bureaucratic maze to secure dedicated archiving funds proves challenging.
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‘International Committee of the Red Cross’ — a NGO focused on providing relief in conflict zones. While their primary mission is to address immediate humanitarian needs, they inadvertently become witnesses to significant historical events. However, due to their limited financial resources, they lack the means to organize, digitize, and display these invaluable records. The result is an untapped archive with untold stories.
Conclusion
The evolution of archival work extends beyond just processing and presenting data; it also involves adopting cutting-edge technologies and data-driven solutions. In today's digital age, multinational corporations harness the power of data analytics, artificial intelligence, and machine learning to drive their businesses forward. Similarly, archival projects and NGOs should gain access to these advanced tools for historical preservation. By leveraging the same technologies that fuel international conglomerates for business purposes, archives can enhance their ability to organize vast datasets, extract valuable insights, and make historical information more accessible than ever before.
Embracing these technologies can revolutionize the archival landscape. Automated data processing can significantly expedite the cataloging of historical records, ensuring that valuable information is not lost or overlooked. Advanced search algorithms can help users navigate through archives with ease, pinpointing precisely what they seek. Machine learning models can identify patterns, trends, and connections within historical data. By adopting the methodologies employed by international corporations, archival projects, and NGOs can unlock new dimensions of historical preservation and storytelling, providing a richer, more immersive experience for users and safeguarding our collective memory for generations to come.
The ability to interact with data has become a defining feature of both the research, historian and prosecution landscapes. Researchers rely on data to unravel mysteries, while prosecutors depend on it to secure justice. The overlapping needs of these professions highlight the pivotal role of data in shaping our understanding of the world and in upholding the principles of fairness and accountability. Archives, in their truest form, are not silent repositories of the past; they are vibrant, engaged, and inclusive spaces that breathe life into history. As we embark on this journey of exploration, let us remember that an archive's significance lies not only in what it collects but in how it invites us to engage, learn, and connect with the remarkable stories that have shaped our world.
(c) Serob Khachatryan, executive manager of RIMA project