Storage and Preservation
The Archives assume a crucial role in safeguarding and maintaining the entirety of the record collections it possesses. All record collections are housed in two primary locations: the Archives storage and exhibition room within the library at the institute's main campus and in the libraries at various field stations. Currently, the Archives exhibition room at the main campus is equipped with a controlled environment that meticulously monitors temperature and relative humidity, ensuring optimal conditions for preserving its physical collections. On the other hand, the field stations' libraries have more limited environmental control, but it's worth noting that specific locations, like Kodaikanal, naturally offer a climate well-suited for archive storage.To uphold the long-term stewardship of the archival records, the archives have devised and implemented a range of storage and preservation measures. These measures are carefully designed to safeguard valuable records and ensure longevity.
- Store all physical archival records in a secure environment.
- Monitor the storage locations and environment periodically.
- Store vast majority of physical archives items such as manuscripts, photos, correspondence, etc. are boxed or otherwise enclosed using appropriate materials and packaging (example: Acid-Free Archives Box)
- Carries out a regular risk assessment process to identify and manage risks to the archival records.
- Ensure that the consultation of archives is as per the practice suggested by the policy.
- Undertake the conservation treatment by the trained conservator from the library.
- Consult with a qualified external archive conservator as and when required for specialist intervention.
- Implement and maintain an integrated pest management program within collection storage and exhibition rooms.
Digital Preservation:
The IIA Archives actively advocates for including digital and born-digital archival records, in addition to traditional analogue formats, to comprehensively capture the research activities conducted within the institute. The policies governing physical records, including those related to the acquisition, targeting, accessioning, cataloging, access restrictions, and archival information retrieval, will be uniformly applicable to digital and born-digital records.The IIA Library is developing a system aimed at acquiring, storing, preserving, and facilitating the retrieval of digital archival records. As a temporary solution, digital and born-digital archival records will be temporarily stored on external hard drives until the system is fully implemented.