Niederösterreichisches Landesarchiv secures document preservation for posterity through digitisation

Taking charge of history

The archive’s principal duty is to preserve all records of state administration worthy of archiving, including physically endangered and very old documents that should remain untouched and safe from harmful environmental factors like damp and dust.

Dr. Eminger added: “The best way to store an asset would be if no one had access to it, but that misses the point of an archive because our goal is to make historical documents accessible to everyone. Our role as an archive means we must meet both objectives and through our restoration department ensure the originals remain in good condition.”

With that goal in mind, as part of a large international digitization project the archive was looking to convert official documents from the Holocaust and nazi regime, many of which were fragile paper files and handwritten notes. Thereby improving access for researchers, relatives of victims, and other interested parties around the world.

Ensuring secure full chain of custody

Following initial discussions, Iron Mountain developed a customized, cost-effective imaging solution to fit exactly with the archive’s priorities, focusing efforts on records most frequently in demand rather than those that were hardly ever requested.

Crucially, Iron Mountain was able to ensure secure full chain of custody throughout: from collection, transportation, and imaging, with the originals safely returned for re-archiving. New digital files are usually available in PDF format within a few weeks.

“We never normally release documents,” noted Dr. Eminger. “Another key requirement was to ensure the correct designation when creating digital files. That can be quite challenging and time-consuming when dealing with notes in different formats and from different file collections. Iron Mountain was able to reassure us on both points.”

Simple access to sensitive records

As part of the project Iron Mountain has already digitized thousands of files and processed about half a million images.

“No archival record has ever been damaged,” said Dr. Eminger. “For example, many files are bound together with staples, which can rust and become a hazard to the condition of the paper. Iron Mountain expertly removes the old staples and returns the originals, saving us a difficult job. And in digital form the pages naturally follow on in the correct order, so it’s not a problem.” With digitization, staff now spend less time physically hunting around for archived materials, leaving more time to tend to new files that need to be correctly classified and catalogued.

“At present, when we receive a request, we must check the index to see where the file is, go into storage to the appropriate box, take out the file, submit a deposit slip, close the box, and put it back. Then we proceed to the visitors’ room and present the file for inspection. Digitization eliminates a lot of that effort and is so much faster and easier.

Risk reduction and remote access benefits

Now researchers will be able to work remotely and more productively, saving time and money by not having to make repeat trips to the archive. Moving to digital records also reduces the risk of irreplaceable historic files becoming damaged from frequent inspection and handling, in turn lowering demands on the archive’s restoration department.

Dr. Eminger summed up: “We have a dedicated Iron Mountain digital specialist who carefully collects and handles our records almost exactly like our archivists. And their IT experts quickly solved our archival wishes for indexing the files, while our Iron Mountain project coordinator is super-responsive and keeps everything in calm waters.”

In addition, as part of a larger research initiative, Iron Mountain supports similar digital projects at the Mauthausen Concentration Camp Memorial and Tyrolean Provincial Archives.