The International Council on Archives (ICA), with funding from the International Alliance for the Protection of Heritage in Conflict Areas (ALIPH), is proud to announce the successful completion of a digitization manual as part of its project to support Ukrainian archives. This initiative, which ran from May 2023 to April 2024, was designed to help Ukrainian archives preserve their invaluable collections amid ongoing conflict.
The manual, titled “Practical Guide to Emergency Digitization of Paper-Based Archival Heritage,” was developed by experts Andrew Chernevych and Amira Aly in collaboration with the State Archival Service of Ukraine, the State Archive of Kherson, the State Archive of Chernihiv Region, the State Archives of the Mykolaiv Region, and the Central State Audiovisual and Electronic Archive. To ensure accessibility, the manual and equipment instructions have been translated from English into Ukrainian.
The manual is a response to two fundamental challenges: creating an easy-to-use digitization resource for archives AND an emergency response guide with focus on imaging. The manual had to be practical for smaller, under-resourced institutions and take into consideration various scenarios from natural disasters to military conflicts. This resource can help with both long-term preparedness and short-term response and it can help minimize irreversible losses of records of enduring value. In combination with staff training and planning, this manual can make a lot of difference in safeguarding documentary heritage all around the world.
Andrew Chernevych
Archives are powerful witnesses to history, especially during conflicts. This guide serves as a shield, aiming to create an effective tool for crisis situations. It assists professionals and volunteers by guiding them on how to analyze risks, orchestrate rescues, document events, and prioritize the creation of digital copies as part of a comprehensive mitigation strategy for protecting archives. It empowers institutions to assess and implement these strategies, ensuring the survival of these irreplaceable cultural treasures – the very soul of a nation preserved in its archives.
Amira Aly Sadek
Feedback from the partner archives has been overwhelmingly positive. The Mykolaiv Archives have already commenced the digitization process using the new equipment, while the Kherson Archives have started digitizing their collections and implementing the manual’s recommendations in district and local archives. The Audiovisual Archives have utilized the manual for planning their evacuation process, and the Chernihiv Archives are set to establish their workstation with the new equipment.
Kherson Archives special microfilm scanner.
Mykolaiv Archives new scanner and setup.
Key achievements of the project include:
- Procurement of essential equipment and accessories for the four Regional State Archives to enhance their digitization processes.
- Launch of pilot digitization projects in the partner archives, serving as practical use cases for other archives in similar contexts.
- Organization of two online workshops on Risk Management, Emergency Preparedness Procedures, and First Aid for Archives in early 2024, led by experts Chernevych and Aly.
The project highlighted the significance of international support and solidarity, not only through material assistance but also symbolically. The online workshops provided valuable insights and practical knowledge, helping partner archives better protect their collections and respond to emergencies.
Despite challenges in equipment procurement, the collaborative efforts of the ICA, ALIPH Foundation, and the Ukrainian partner archives have laid a strong foundation for future digitization efforts across a broader range of archival collections in the country.
The ICA remains committed to supporting the preservation of Ukraine’s archival heritage and the tireless efforts of Ukrainian archivists in safeguarding their nation’s history. We extend our heartfelt gratitude to the ALIPH Foundation for their invaluable support in making this project a success.
For further information or media inquiries, please contact us at programme@ica.org or communications@ica.org.
