Information Studies Research

IT and the Heritage: Context of the report and next step

Note: this is a significantly modified version of a covering summary submitted to HLF Trustees in conjunction with the report prepared by Dr Seamus Ross and his colleagues at the Humanities Advanced Technology and Information Institute (HATII).

Stephen Green (Policy Adviser, Archives and Libraries, Heritage Lottery Fund)

The Need

Information Technology (IT) – or, as in now current usage, Information and Communications Technology (ICT) – has been a significant element in resource terms in an increasing number of applications to the Heritage Lottery Fund (HLF), even under the existing powers. The 1997 Heritage Lottery Act is likely to increase the number and scope of applications where an understanding of the ability of ICT to deliver the envisaged results is critical to assessment. HLF was also aware of the need to improve the quality of guidance to applicants, in the Guidelines and elsewhere.

The Study

For these reasons, Dr Seamus Ross of the University of Glasgow's Humanities Advanced Technology and Information Institute (HATII) was invited to carry out a review for the HLF and make policy recommendations. He and his colleagues at HATII started in August 1997, supported by a small steering group drawn from the HLF's Expert Panels and other members of the heritage community.

Scope

The Report, 'Funding Information and Communications Technology in the Heritage Sector' (attached) was submitted in January 1998. It is designed to be read, at least in part, by even the most technophobic. There is an executive summary (pages 1-2), and the first seven chapters (pages 3-30) and chapter 9 (pages 46-54) address policy issues and do not presuppose a technical background or inclination.

Government Initiatives

It is timely for HLF to consider ICT issues not least because of initiatives undertaken and being contemplated by central government, for instance in the 'National Grid for Learning' sponsored by the Department for Education and Employment, and the proposals (now linked to the National Grid) for 'The People's Network', prepared by the Library and Information Commission for DCMS. A public announcement from DfEE and DCMS is anticipated shortly, and £50m support for the creation of 'digital content' for the proposed network has already been announced by DfEE. The Report prepared by Dr Ross and his team will be an invaluable contribution and a demonstration of the positive but discriminating attitude of HLF towards support for ICT network developments. Chapter 4 (pages 13-14) of the Report argues specifically that there is an inescapable need for a national strategy for ICT within the heritage sector: there are now encouraging signs that DCMS recognises this, and would welcome the guidance that the Report offers. The Report identifies a minimum of 12 issues (para 4.2 of his Report) that a national strategy would need to address.

ICT and HLF: Some Key Conclusions and Resources Available

The use of IT/ICT in heritage organisations is not new: major research libraries, for instance, have been tackling the conversion to electronic format of manually created catalogue records for at least 30 years, with their formal structures relatively amenable to automation. What is more novel is the extent to which ICT can facilitate access to text and image themselves. Electronic links can be made on a single screen when the originals are in different physical locations. This collocation of electronic content can also be packaged for particular markets so that the quality of the user's experience (be they child or researcher) is improved. It is also true of course that the development of ICT has meant an increasing sophistication in the data manipulation and inter-operability between those more proven applications to record data.

Recommendations

Of the 74 detailed Recommendations of the Report (summarised on pages 74-77), it may be helpful to Trustees to highlight 11 key ones (some have been conflated from the original list) in two categories:

1. Immediate Acceptance Recommended

• HLF should not normally fund the hardware and software requirements for the network infrastructure (although some modest components within – for example – a local community project should not be precluded).
• The conversion of existing catalogues, inventories and finding aids should be supported where value is clearly added as a result (e.g. through inter-organisational projects).
• HLF should support digitisation projects with high access and educational benefits, using proven (i.e. lower risk) technology.
• Digital format is not yet a satisfactory medium for long-term preservation except where material is at chronic risk (e.g. nitrate film, photographic prints). Further investigations into digital archiving are needed.
• HLF should not fund the establishment of websites on the Internet or interactive displays unless they are a by-product of a consistent and coherent information service.
• HLF should require that access to all ICT-based resources should be free at some level, whilst charging is acceptable if the funds received are used to sustain the project. Any digital resources created with HLF funds should be freely available for educational purposes.
• HLF should give preference to collaborative projects, including those that harness community spirit and volunteer labour, providing certain safeguards are met.
• HLF should investigate the feasibility of supporting national data services (e.g. in archaeology, and the biological heritage), using digital techniques, in conjunction with the statutory bodies in the field.
• HLF will require applicants to use appropriate national and international standards, but will not normally fund the development of standards, or Research and Development.

2. Acceptance in Principle Recommended

• HLF should concentrate upon supporting digital content creation from materials of enduring value within the heritage remit.
• A future programme of support for innovative applications of ICT in heritage sectors should be considered.

The timescale for this, bearing in mind possible developments in central Government and bodies such as the British Library, is likely to take consideration of whether HLF should have a positive strategy on digitisation into 1999.

At that stage, Dr Ross has suggested that a digitisation programme for HLF would require a minimum of £5m per annum at current prices to operate effectively.

In the meantime, it would seem desirable to review systematically all future applications received with significant ICT content against the Report's Recommendations, with a view to formulating case-tested policy as a basis for any future programme

Costs

It was not part of the Project Brief to identify costs. However – particularly with the new powers – the ICT elements in projects will account for a growing percentage of the HLF expenditure. There may be a pragmatic distinction to be made between projects where ICT is used (for instance) to facilitate the delivery of access and projects where the digital content is the primary raison d'être: in the former, it may be no more remarkable than the fact that word-processing software has been used to produce this summary, but in the latter some budgetary controls may be needed to ensure that HLF objectives are not distorted.

Further Issues in the Report

1. The Report is also designed to be utilised by HLF staff, and case officers. These officers need to be aware of the technical potential and the limits of current ICT, and to assess risk and value for money. The Report should be helpful in determining priorities between good quality applications. Chapter 11 (pages 67-71) deals with policy implementation, and recommends that all case officers should be provided with a two-day training course, with subsequent refresher courses. We will need to draw up assessment guidance for case officers as part of the Grants Assessment Manual.
2. The needs of and requirements from applicants are considered. The Report recommends formal levels of documentation required from applicants, the development by HLF of a detailed ICT project assessment strategy, and revisions to HLF's contract with grantees to cover standards, watermarking and encryption, rights management and digital preservation. The Report also suggests an auditing model for project monitoring and evaluation objectives in the post-completion phase.

Availability of the Report

Although formal conventional publication is not envisaged, the Report was based upon extensive consultation, and it is the author's wish to give a copy to each who contributed significantly. The most cost-effective, and perhaps appropriate, method of availability would be to place the Report on the Internet, supplementing that by conventional copying where needed.

Wider availability of the Report would be consistent with the Government's policy on the publication of background information leading to policy formulation.