It is understandable why some assume that the digitization of paper records is sufficient to replace original archives, but there are important factors to consider first.
The move by the University of Central Florida (UCF) Library to dispose of 300,000 volumes of paper records has hinged in part on the assumption that most, if not all, of these records will be available online. While that may seem reasonable on its face, there are severe complications and concerns involved in digitizing records. This is not to suggest that digitizing archives is not a valuable endeavor, indeed it is a driving force in advancing historical scholarship, but that the maintenance and stewardship of physical media is equally important- especially for a university.
THE TRAINING OF RESEARCHERS:
Modern libraries are easier to navigate than ever before, which is beneficial to students of all disciplines- although they do not all rely on the institution equally. As an undergraduate, I spent much of my on-campus time roaming the stacks for books and other documents; a close friend of mine graduated with a science degree without spending more than 15 total minutes inside the library. My time inside didn’t just help me write my assignments, it also helped reinforce the skills to navigate other libraries and discover sources I would not have otherwise known to look for.
These are vital skills for historians, archivists, curators, and researchers in any field of study, and failing to impart these skills at the undergraduate level does a tremendous disservice to our students. Indeed, the preservation of records is itself an important skill that can only be taught at the college level. If UCF is going to prepare its graduates for the rigors of the professional world, it cannot ignore the development of these skills.
THE QUALITY OF THE DOCUMENTS:
Although the ability to scan and preserve paper records electronically has improved dramatically, there is still no substitute for the real thing. Details such as the materials used, wear, or print quality can be valuable to researchers, or in the training of preservationists. Additionally, existing paper records are the best tool for evaluating the authenticity of yet-undiscovered ones. If newly found documents of questionable provenance cannot be compared to existing examples, it introduces needless complexity in asserting validity.
THE SECURITY OF RECORDS:
Perhaps the most critical factor regards the safety and security of these documents in their digital form. Scanned records are not invincible, and the proliferation of altered or outright fake documents online threatens the validity of the entire archive without a physical “control group”.Likewise, digital archives still require sufficient maintenance and upkeep costs, and these records could easily be lost for good if redundancies are not secured.
Improper database storage, catastrophic loss (hurricane or fire) destroying the data center, or simply failure to maintain online hosting could strip away valuable resources for faculty, students, and the public.
TRUST IN THE RECORDKEEPERS:
Many of the documents being removed deal with topics that are inherently political in nature. If they were determined to be controversial in some context, regardless of their value to scholars, it is possible that they could be either deleted or de-listed permanently. Likewise, if the budget for maintaining these archives was deemed unnecessary, there would be no existing alternative. Preserving records means preserving ALL records equally.
For these reasons and more, it is important that UCF operates in good faith and with the cooperation of academic faculty and staff. There is no guarantee that digitized records last forever, but when physical copies are destroyed they are gone forever.
