The Smithsonian Institution is known for having one of the largest and most comprehensive physical archives in the country. Varying from American history to scientific research to cultural exhibits, the Smithsonian has millions of records archived across their “twenty-one museums, nine research centers, and the National Zoo” (Smithsonian Institution Archives, 2022). But anyone with important physical documents knows how easily those records can be damaged: mold, natural disaster, fire, bug infestations, even oils from human touch … the possibilities are endless. So the Smithsonian Institute took it upon themselves to digitize its most precious collections in order to preserve them for future generations.
As part of a five year plan that began in 2017, volunteers and Smithsonian staff have been uploading all of their most important records. Photo archivists, quality specialists, professionals in audio and document digitization, and experts in metadata preservation and creation are all assembled to assist in this enormous migration of data. Jessica Scott, a digital imaging technician working on the project, says, quote:
“It takes an incredible amount of money, staff resourcing, and specialized imaging equipment to have a streamlined digitization workflow. It is also, perhaps surprisingly, a very manual process – archival materials are too rare and fragile for automated digitization workflows, so each item must be carefully and methodically handled by digitization staff […] Lighting, positioning the material, color calibration, choosing the right image resolution and imaging equipment, are just a few of the factors to consider when making decisions to achieve the best possible reproduction.” (Smithsonian Institute Archives, 2020).
Of the Smithsonian’s 155.5 million objects/specimens, which include artworks, cultural artifacts and scientific specimens, 19 million (12%) are prioritized for digital image creation, and archivists have currently digitized 4.9 million (26%). These statistics do not even include the 163,000 cubic feet (30 miles) of of archival material or the 2.2 million library volumes, but as of 2018, the Smithsonian had uploaded and processed 8.9 million digital records of specimens and artifacts, 706,000 digital records of archival materials, and 1.5 million digital records describing library holdings (Smithsonian, 2018). And there are still over and estimated 5 million collections combined that are still prioritized to be uploaded.
The other largest component of the project comes after the metadata is uploaded and cataloged. After the metadata is uploaded into the Smithsonian’s internal collections management system, each file is given a special identifying number so that it may be searched to conserve valuable storage space on the network servers and to avoid redundancy. Any duplicate or working files are removed once all work on a picture is finished, including metadata generation and placement in the digital management system (Smithsonian Institute Archives, 2020.) Then the digital file must then be tagged and sorted accordingly so that those searching for the particular record can find it easily under an assortment of names, titles, or topics. This is a different management system from the one where each record is given its identifying numerical number. This function is more for researchers and just casual pursuers to use to find records and documents of interest relating to a particular topic. It’s no different than using a Google search bar. The only issue is that since this is an undertaking that is being completed from the ground up, it must all be done manually. For example, Marguerite Roby, a photo archivist, says that, “A group portrait can take hours to catalog as we create index terms for each person, so that names are standardized with Library of Congress or local authorities” (Smithsonian Institute Archives, 2020.)
While it is a time-consuming and sometimes painstakingly mundane task, the benefits of having some of the Smithsonian’s most prized collections online for billions of people to access at any time are exponential. The Smithsonian has launched alongside the digital library archives a revolutionary Open Access policy, in which the Smithsonian dedicates the digital asset into the public domain, meaning it is free of copyright restrictions and you can use it for any purpose, free of charge, without further permission from the Smithsonian” (Smithsonian, 2022). All Open Access items carry what’s called a CC0 designation, or Creative Commons Zero “a designation used by cultural organizations to waive copyright rights that it may have for a digital asset.” Photos, items, artifacts, specimens can be used and transformed for educational purposes, advertisements, even personal research. Of course, some items are restricted from use due to cultural sensitivity, not under full ownership by the Smithsonian, or are lent on conditions pertaining to the donor or artist. Still, there are millions of records to choose from among the select few that are not available for public use or are not under the CC0 designation.
While you can access the Smithsonian Institution’s digital archives at any time, the Physical Public Archives have recently been opened to the public for viewing. As of May, though the waiting list is up to a month in advance, anyone can access the reading room to explore the vast archives and collections preserved by the Smithsonian.
Sources:
Smithsonian Institution. Digitization of Smithsonian Collections. Smithsonian Institution, 1 September 2018. https://www.si.edu/newsdesk/factsheets/digitization-smithsonian-collections Accessed June 24, 2022.
Smithsonian Institution Archives. Reference. Smithsonian Institution Archives, 2022. https://siarchives.si.edu/what-we-do/reference Accessed June 24, 2022.
Smithsonian Institution Archives. Digitizing Collections. Smithsonian Institution Archives, 2022. https://siarchives.si.edu/what-we-do/digital-curation/digitizing-collections Accessed June 24, 2022.
Smithsonian Institution. Open Access FAQ. Smithsonian Institution, 2022. https://www.si.edu/openaccess/faq Accessed June 24, 2022.
Smithsonian Institution Archives. The Archives’ Mission. Smithsonian Institution Archives, 2022. https://siarchives.si.edu/about/archives-mission Accessed June 24, 2022.
