Many student groups are maintaining documentation solely in a digital format—from meeting minutes kept in a central Google Drive to photos, videos, and more. This documentation can be included as part of your group’s archived records. Here’s some background information on how we collect this digital material.
A few things to know about archiving digital materials:
The University Archives has a Microsoft Box folder that it uses to collect digital files created by student groups. We’re happy to talk about other options, based on your group’s record-keeping practices.
We can collect your group’s email—without you needing to print anything out! Transferring email is dependent on the email platform you and your organization use, so we’ll need to talk through the process with you as part of our larger discussion about archiving your group’s records. But there’s one key thing you can do to ensure your email is ready to transfer!
Certain digital formats, like uncompressed audio or video files, may be too large for Google Drive. Or you may have files from previous years that have been passed from group leader to group leader on USB thumb drives, external hard drives, CDs, DVDs, or even old floppy diskettes. In these cases, the University Archives can collect these removable storage media and extract the files for your group’s collection.
The University Archives uses a service called Archive-It to capture most web-based materials (what we call "crawling"). This can include a group website or blog.
Once we capture your website(s), we make the archived version available in two places. We will link to it from the collection guide or catalog record for your organization’s records. A link to your archived site(s) will also be added to our collection guide for our Web Archive Collection.
We do not currently archive social media accounts such as Twitter, Facebook, or Instagram. But we can help you brainstorm ways to document those pages as well as show you how to request your downloadable data from Twitter.