Digital Materials Advice and Documentation - Article Example

A Report on Digital Materials Advice and Documentation Name Institutional Affiliation Executive Summary This report provides an overview of the problems associated with researchers in determining the appropriate way of documentation and digital materials. The report also presents advice on what the anthropologist in question needs to do in order to prepare his research materials and make them preservation-friendly on an online platform. In addition, the report narrows down to examining some of the problems the anthropologists might face by doing nothing about his research. Also, it examines the communities who are related to digital archive, where the archive will end, the kind of activities the researcher needs to perform on a current basis or later in life, the type of digital materials, documentation and metadata and advice on the current use of the digital archive. While digital materials are forming an important part of the present-day research, there exist challenges regarding the means of collection, process, as well as preservation and access of the digital research results or materials. With the increase in technological innovations, digital data have become more useful than paper data. Such data allows anthropologists to collaborate on communicating effectively, restructuring entire excavations and maintenance of large projects. Introduction Digital storage and publication has become the norm for anthropological publication despite present day norm of anthropologists not considering the aftermaths of digital publication. Anthropological digital data like any other anthropologists materials such as artefacts are non-renewable that once lost, cannot be recovered with ease. Studies have shown that anthropologists tend to lose digital data more as compared to paper records. While paper records remain stable and easily preserved, digital data provide for more numerous advantages including but not limited to easier reproduction as well as dissemination of information that could consequently benefit the sharing process of anthropological information. Most present-day anthropologists have developed ways to preserve digital data efficiently and have, therefore, solved or found solutions or even improved some of the obstacles present in digital archivists. However, despite the efforts, there still exist many problems that anthropologists are needed to combat. The following report offers insights on what the researcher needs to do to prepare his digital materials and make them preservation-friendly. Body Digital storage in Anthropology has raised high hopes in regard to heritage preservation. In the current world, it has appeared as a meaningful solution to the issues of problems associated with content accessibility and media decomposition. The Anthropologist needs to aim at archiving and preserving the digital data in a crucial field of the electronic platform. Appropriate preservation for his hard gathered information is a critical aspect of ensuring that his work remains rememberable and important in the field of history and anthropology. The Anthropologist should focus on the future of his collected information and the usefulness to the discipline. While creating records of his audiovisual materials, he needs to concentrate on the use of basic, quality materials that will ensure that the information lasts long enough. The anthropologist should know the formats of his audiovisual data. For instance, he should avoid the coloured papers, manila envelopes, yellow pads and even glue of any kind. The anthropologist should be conscious of the use of tipped pens and should ensure he tests for longevity that is the stability of the inks and colour fastness. Some of the problems associated with using ordinary pens are that their ink especially the ballpoint pens can fade out or bleed through the paper. Other inks are highly acid and in extreme cases can eat through the paper (Thibodeau, 2002). There exist many problems that may arise if the anthropologist decides to do nothing about his research including loss of many finances used to carry out the research. One of the key challenges in research is the cost involved. Researchers have to endure high-cost margins used through transport means, paying assistants, ensuring good documentation and cost involved in catering for the digital materials. Doing nothing about the research would also jeopardize future research that in one way or another work refer to the previous works of other scholars. In addition, doing nothing about his research means incomplete work. An anthropologist needs to document his or her work to complete his research. In this case, deciding to rest his case on the information gathered without documenting or publishing it reflects incomplete research. On the other hand, failure to do something concerning his research would result in loss of information or data. Some of the ways he used to document his research progress are not an assurance of long term preservation. Digital storage such as video tapes and audio tapes among other types of storage possess low durability and may be prone to data loss in case of exposure to unfavourable conditions such as magnetic fields. One of the key factors to consider in the preservation of anthropological information or data is the type or means of storage. The means of data storage used has a high correlation with the durability of the research information. Proper information storage means high durability of the data while on the other hand, poor storage means low durability. Storing the information in audiovisual tapes and digital cameras without transferring it to archives would result in loss of data (Marshall, Bly & Brun-Cottan, 2006). Regarding the type of digital materials especially the audiotapes, videotapes, compact discs, and photographs and films, the anthropologist should make conscious decisions on the right type of storage that would not, in the long run, jeopardize his information or data. First, the local photographic suppliers should a significant start point for the anthropologist. It is, however, recommendable that he contacts a curator or an archivist in a well-known institution to help him with better recommendations on the type of storage. However, it is advisable that when it comes to prints and negative, the best quality and well-rated brand name should be used for purposes of longevity. In most cases, professionals in the field of data storage recommend that the black and white tend to be stable as compared to colour film. However, with the increased technology, companies such as Kodak and Fuji have been able to make long lasting and excellent films useful in data storage. Also, it is important to avoid wax on papers where negatives are printed. Fujicolor papers are the best as they possess higher durability in comparison the rest such as Konica colour paper. Similarly, a printer, as well as the inks used to create hard copy images, must undergo proper testing of stability and longevity. For instance, the Kodak printers are known for producing excellent as well as other printers such as Canon Colour Laser printers and Agfa digital printing systems. It is, however, advisable still to consult the experts in the respective areas in order to have the best machines for performing the intended purpose. On the other hand, it is of the essence to note that magnetic media in audiotapes does not last long. In archival tapes, Reel is preferred to reel as a means of storage. However, the most efficient and frequently used are the cassette tapes. The anthropologist should ensure that the tapes are new, good quality and as well from recognized manufacturers. The tapes should only be sixty minutes cassette tapes that have not been used for recording any information before. The tape should be produced into two to three other similar copies with the archival master copy remaining unused. In cases where the anthropologist wishes to make transcriptions, it is advisable that he make an extra tape for the purpose of rewinding, pausing and forwarding to avoid wear and tear. Additionally, videotapes should be well chosen depending on the manufacturers’ brand quality. Proper storage depending on the environmental conditions should be observed as well (Rothenberg, 1995). While some of the digital archives may choose to provide services to the common community members, it is important they remain conscious of some of the key factors such as internet illiteracy, disabilities, and the type of items or collection to offer among other factors. Digital archives need to consider how literate the community members are before offering their services or setting up their facilities. Some of the members of the community lack technological knowledge hence most them especially the older societal members may not be at the edge to access lots of anthropological information from the online database. In present day world and the advances in technology has rendered most of the ancient forms of information void. Most individuals nowadays prefer accessing information from digital platforms which tend to be easily accessible and hence less time consuming. However, persons who are not well equipped with technological knowledge may be disadvantaged in regard to using facilities such as computers and other ways of accessing online information. In addition, the needs of people living with disabilities need to be considered. Persons who cannot see or read need to be provided with special facilities through which they can access the same information as other individuals. Brails, special computers and printers among other special facilities should be made available to cater for their special needs. Additionally, digital archives might want to convert physical items such as photographs among other items into digital formats. Such interests should take into consideration every member of the society and their well being without disadvantaging others (Copeland, 2011). Through proper guidance, the final archives might end up in some of the prominent organizations that provide for electronic literature. Once the research has compiled all his research in the appropriate digital materials, there is a chance that the information will be transferred to a digital archive. One of the well-known organizations is the Electronic Literature Organization (ELO) which is a non-profit organization that promotes and develops writing, publishing as well as the reading of electronic literature. The organization remains one of the prolific companies that has helped many authors communicate their works to the global world. The organization has initiated various programs such as PAD that are preservation, archiving and dissemination. Such programs aim at pointing out electronic works in danger with an objective to preserve them and ensure access to all readers. Through their evaluation, the organization makes the decision on what to preserve or not. It is regarded as one of the efficient organizations out there since it operates under no profits intentions. However, the decision of what is important to be preserved is based on the evaluation of non-variable elements comprising the identity of work. In most cases, the definition is temporary since it concerns convention as well as cultural tradition. There are some activities that the researcher needs to perform as he prepares the digital materials needed to preserve the information on the Arrernte people. To start with, the researcher has to engage in the collection and organization of the data into distinct piles. In that light, he ought to bring together data of the same format and nature together for the sake of organization. Here, he will group data as audio files, video files, data stored as text, photographs and any artifacts that he happens to have collected (Chopey, 2005). Further, he will have to organize the data in chronological order for the purposes of accounting for the changes that might have occurred from the time he began the research project, which is in the span of 35 years from 1979 to 2014. Later, as he plans to preserve the data, with the current technology, he may have to switch formats and compress the data in order to ensure that the data occupies the least space possible (Chopey, 2005). Additionally, there are various activities in which the researcher needs to engage now to ensure that the context of the digital information is communicated. This will be affected by the aspects that regard documentation and metadata. It is important that the researcher establishes strong links between the data and information he has managed to collect over the years (Batcheller, 2008). For the sake of documentation, it is advisable that the researcher includes the information that regards the data within the document or the data itself, that is in the properties of the document or the headers of the files (Kent, & Schuerhoff, 1997). Also, the researcher needs to keep a sound database of metadata that profess links to the files in which the collected information is stored. In addition, the researcher should consider storing a readme.txt file alongside the information and data files. The readme.txt will provide basic explanatory information and details associated with the data files. Further, he could create catalogue records for the datasets attached to his research. Here he could have standard sets of tags, which could incorporate an automated system that will be useful in the location of information about the title and descriptions of the data, and details regarding the creator. He could also add other information in separate files to accompany the research data for the purposes of providing explanations, instructions and context of data use or reuse. Here, he would have details on how the data was collected, created, and analyzed explained (Batcheller, 2008). With the implementation of internet usage and online storage clouds, when preserving the information, the researcher could provide links to web pages that provide explanations on the context of each set of data (Batcheller, 2008). Recommendations In regard to the preservation and documentation of research information, the digital age remains undoubtedly the most fragile as well as the complex context in the field of anthropology. The key issue in preparing and documenting data is the accuracy and durability of the digital materials. The anthropologist, therefore, requires borrowing external knowledge from experts in the field of digital documentation and as well identifying the most appropriate organisation where his findings and documentation will end up and the particular requirements called for by the specific organisation. Through proper preservation of anthropological information, it is possible to foster further studies through acting as a reference point for related research. Appropriate use of digital materials means the realisation of new services offered by digital content owners or even external vendors either for public or personal use. Conclusion The report provides for the problems that the research might face during the process of documenting his or her data into digital materials including loss of finances and jeopardizing future research. Also, the paper looked into various types of digital materials including audiovisual tapes and digital photographs that are recommendable for digital storage of research information. The paper covered on what the researcher might do to ensure that the information gathered from the research is communicated effectively and the information that should as well accompany the data. In addition, the report provided insights to the anthropologist on some of the best types of digital materials that are widely recommendable for documenting research data. The paper arguably focused in a broad way on what the anthropologist needs to do to prepare digital materials and in turn make them preservation-friendly. To conclude, the focus of the report was primarily based on the recommendations of the materials to be used and documentation of research data and information. References Thibodeau, K. (2002). Overview of technological approaches to digital preservation and challenges in coming years. The state of digital preservation: an international perspective, 4-31. Batcheller, J. K. (2008). Automating geospatial metadata generation—An integrated data management and documentation approach. Computers & Geosciences, 34(4), 387-398. Chopey, M. A. (2005). Planning and implementing a metadata-driven digital repository. Cataloging& classification quarterly, 40(3-4), 255-287. Copeland, A. J. (2011). Analysis of public library users' digital preservation practices. Journal of the American Society for Information Science and Technology, 62(7), 1288-1300. Rothenberg, J. (1995). Ensuring the longevity of digital documents. Scientific American, 272(1), 42-47. Kent, J. J., &Schuerhoff, M. (1997, August). Some thoughts about a metadata management system. In ssdbm(p. 174). IEEE. Marshall, C. C., Bly, S., & Brun-Cottan, F. (2006, January). The long term fate of our digital belongings: Toward a service model for personal archives. In Archiving Conference (Vol. 2006, No. 1, pp. 25-30). 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