Digital Preservation

Dorset History Centre is committed to preserving and providing access to records which reflect the history of the people and places of Dorset. In the digital age this requires an approach rather different from traditional archiving.

This is because digital records are complex and more vulnerable to loss, corruption or obsolescence than paper. Digital archiving is about preserving information regardless of the object on which that information is stored (floppy disk/CD/USB etc).

Dorset History Centre uses a digital repository system, Preservica, to store digital archives with the same security and preservation assurances as we provide for our paper and parchment archives. The system actively manages the digital archives - making copies, monitoring for corruption, migrating old formats to new, and repairing damaged files. This is part of our long term aim to develop a robust, sustainable way of collecting, preserving and accessing important legal and cultural information into the future - in a digital environment.

Access to digital records

Digital records are listed in our online catalogue along with records in other formats. Access may be provided either on-site at Dorset History Centre or online. Access to some collections may be restricted due to Data Protection legislation or by agreement with the depositor.

Digital deposits

Many types of records that make up our collections are likely now to be 'born digital', i.e. they only exist electronically, on a hard-drive or CD. For example, where we previously collected account ledgers and letters we may now be acquiring spreadsheets and emails. It is important that all digital files are well organised and given meaningful titles to help identify them:

• locate your information: is it all in one place or spread across multiple computers, CDs, email software etc?
• organise your files: use folders and make sure all files have descriptive titles; information such as the date and author may be recorded automatically by the computer, or you may need to add it yourself
• make copies: at least two copies of all files you feel have long-term value is ideal; store the copies in different physical locations if possible
• manage your copies: check your files at least once a year to make sure you can read them; create new media copies every five years or when necessary to avoid data loss

Preservica Consortium

In 2013, Dorset History Centre became the first local government archive service to use the digital preservation software, Preservica, to look after our digital archives. With help from Preservica, Dorset History Centre is now the lead for a consortium of Preservica users in local government and heritage organisations across England.

Now with 24 members, each member of the consortium receives the same digital repository system at a discounted price and can actively manage digital collections. We are delighted to work with a growing community of archivists and sharing expertise is incredibly valuable. 

Archives First: Digital Preservation Project

Archives First was a project group of 11 local authority archive services in the South of England. In 2016 Archives First received funding from The National Archives to explore the life-cycle of digital records in the local government context, and to identify issues around the creation, management and transfer of digital records from local government organisations to archive services for preservation. 

The project, led by personnel from Dorset History Centre and Gloucestershire Archives, discovered that the archival dimension was missing from the lifecycle of digital records in every case. Reasons included organisational cultures in which long-term preservation was not understood or valued; and the prevalence of third party software designed without preservation in mind. The project report explores these issues and what archive services can do to ensure important records are preserved for future generations.

Get in touch

If you think that you have any digital records that would be of interest to us, or would like further advice, please contact our Digital Archivist and see our guidance on depositing archives at Dorset History Centre.

Please contact us before sending digital archives by post or e-mail to ensure we are able to process them: