ARCHIVES & PHILANTHROPY IN THE DIGITAL AGE November 12, 2015 Amy Gipson, Archive Program Manager, Bill & Melinda Gates Foundation Jaimie Quaglino, Manager of Archive Services, Gates Archive 2014 Bill & Melinda Gates Foundation
AGENDA Background Records Management Overview Archive Workflow and Process Bringing it all together: 15 th Anniversary Key Takeaways Q & A Bill & Melinda Gates Foundation 2
IMPORTANCE OF PRESERVING HISTORY Outreach Alumni Focus Areas Sun-setting Programs History in the Making Bill & Melinda Gates Foundation 4
WHAT IS AN ARCHIVES? An organization that collects the records of individuals, families, or other organizations that are worthy of continued preservation. Beinecke Library, Yale University established 4/17/2011 5
MISSION AND VISION Gates Archive is the trusted custodian of the personal and philanthropic archival collections of the Gates Family. Embracing advanced technologies and archival best practices, Gates Archive mindfully captures, preserves and enables controlled access to these collections for perpetuity. Donors, along with the worlds innovators, philanthropists, historians and scholars trust the Gates Archive as the definitive source for the personal and philanthropic legacy of the Gates Family. Bill & Melinda Gates Foundation 6
FOUNDATION INFORMATION LANDSCAPE Gates Foundation Headquarters Reports Pictures Artifacts Social media Regional Offices Agendas Grant files SharePoint sites DropBox File shares OneDrive Computer Mobile devices desktops Insight Intranets Unison Email Desk drawers Correspondence Calendars Publications Video Email Gifts and awards Travel files 7
LAUNCH OF RECORDS MANAGEMENT Creation Archival Preservation Record Life Cycle Distribution & Use Retention and Disposal Storage and Maintenance Bill & Melinda Gates Foundation 8
RECORDS MANAGEMENT Creation Creation Staff create records every day that document the work they re doing at the foundation it s historical and should be preserved Archival Preservation Record Life Cycle Distribution & Use Retention and Disposal Storage and Maintenance 2014 Bill & Melinda Gates Foundation 9
APPRAISAL RECOMMENDATION Bill & Melinda Gates Foundation 10
RECORDS MANAGEMENT Distribution & Use Creation Active record keeping behavior Primary record keeping systems: Unison & Insight Archival Preservation Record Life Cycle Distribution & Use Retention and Disposal Storage and Maintenance 2014 Bill & Melinda Gates Foundation 11
RECORDS MANAGEMENT Storage & Maintenance Creation Integrating archive into systems Leveraging archive expertise Archival Preservation Record Life Cycle Distribution & Use Retention and Disposal Storage and Maintenance 2014 Bill & Melinda Gates Foundation 12
RECORDS MANAGEMENT Retention & Disposal Creation Records Schedule Archival Preservation Record Life Cycle Distribution & Use Retention and Disposal Storage and Maintenance 2014 Bill & Melinda Gates Foundation 13
ARCHIVAL PRESERVATION Archival Preservation Creation Reports Photos Retention and Disposal Distribution & Use vs Grant files Storage and Maintenance Archival Preservation Bill & Melinda Gates Foundation 14
GATES ARCHIVE - OVERVIEW Content Creators Areas of Impact Polio Eradication Annual Letter Agriculture Maternal & Infant Health Ebola Giving Pledge Vaccines Women and Girls Education Global Libraries Photos/Video Correspondence Strategies Reports Social Media Interviews & Press Speeches Oral Histories The Record Authoritative Source Donor Relations Acquisitions Processing Access Preservation Integration Control Context Security Permanence
PRESERVING DIGITAL HOLDINGS Access Interface 16
DIGITAL PROCESSING Collection Content Characterize Appraise and Screen Arrange Inspect and Survey Archivist Validate Staging Machine 17
ACCESS SPOTLIGHT FOUNDATION 15TH Integrated in planning process Leveraged collection knowledge to create timeline Fulfilled research requests and provided fact-checks Scope increased as value demonstrated 18
WHAT S ON THE HORIZON Technical Collections Key Collaborations 19
TAKEAWAYS Archive mindset Make history Do no harm Metadata Metadata Metadata 20
Q & A