A practical example is a report about a real-life project that an artist or arts organisation has implemented in relation to the preservation of their own archive or collection(s). In a practical example, an explanation is given of the purpose of the project, the guidelines and tools used, the problems encountered and the choices that were made. It is an example of how an artist or arts organisation has used guidelines and tools in practice.

Describing a reference library with LibraryThing

PACKED tested the online platform LibraryThing to describe its collection – mainly consisting of books, magazines and DVDs. It wanted a good overview to improve the collection's internal usability. LibraryThing was chosen in an attempt to create a very flexible approach and rich searchable metadata with minimal effort. The work was carried out by a trainee from the Librarian-Documentalist course at IESSID college under supervision from PACKED employees Alina Saenko and Bart Magnus.

Capturing data from 3.5-inch diskettes for House for Electronics Arts (HeK)

In May 2018, HeK (House for Electronic Arts) asked PACKED vzw to capture data from its 3.5-inch diskettes. This data was the digital art works Raoul A. Pictor cherche son style (1993) by Hervé Graumann and Über Sehen (1993) by Studer / Van den berg. There were nine high-density diskettes in total, some of which were made for Mac and the others for Windows. HeK didn't have the right reading equipment to capture the data, so PACKED vzw developed a workflow to retrieve it from the diskettes. Diskettes are fragile carriers. If they become too damaged, there's a very real chance the reading equipment won't be able to read the carriers and the art works will be lost.

Capturing data from Opera Ballet Vlaanderen’s outdated carriers

In the summer of 2017, PACKED vzw attempted to retrieve data from Opera Ballet Vlaanderen's collection of outdated carriers: CD-Rs, CD-RWs, Zip drives, SyQuests and magneto-optical drives. Read here how we went about it.

Detecting performing arts organisations’ films and magnetic tapes affected by vinegar syndrome

In 2015-2016 inventariseerden Het Firmament en PACKED vzw de audiovisuele archieven in de podiumkunstensector. Een aantal van deze archieven bevatten filmmateriaal. Omdat we vermoedden dat een deel van dat materiaal is aangetast door het azijnsyndroom en in staat van ontbinding verkeert, controleerden Het Firmament en PACKED vzw met behulp van AD-strips de verzuringsgraad ervan. Ongeveer 72,6% van het gecontroleerde materiaal heeft een pH-waarde van 5 of lager, en is dus duidelijk aangetast. Dit betekent dat het materiaal zich in een bepaalde staat van ontbinding verkeert. Gelukkig heeft de verzuring bij slechts 1,2% van het materiaal reeds het autokatalytisch punt bereikt (pH-waarde: 4,6), en is het materiaal nog in een staat die digitalisering toelaat. Waakzaamheid en aangepaste bewaaromstandigheden zijn aanbevolen omdat de aantasting nog kan verergeren.

Theater Antigone’s paper and analogue archive – initial organisation and placement list

In 2015, Theater Antigone relocated to an office space next to its venue in Overleiestraat, Kortrijk. Following an initial selection of items, its archive was also transferred to the new office. Just before the move, the company received a further 17 boxes of archives and documentation which could no longer be stored by the VTi, now called Kunstenpunt. The entire archive was gathered together in an unstructured way in a multi-purpose area. In April 2016, with support from Het Firmament, the staff from Theater Antigone sorted through the archive and brought structure to the chaos. This was a necessary step before determining how to approach the rest of the archive items, with a view to developing a fully functional archive area and reading room.

Charting the iMAL archive

Creating an overview of your archive is a simple way to quickly become familiar with its content and determine your priorities. iMAL has an extensive but disorganised archive stored across various types of media, which results in it being confusing and inaccessible – even for the people who work there. PACKED vzw therefore employed a volunteer to create an overview of iMAL's digital and physical archive and collection.

Safeguarding Opera Ballet Vlaanderen’s films and magnetic tapes affected by vinegar syndrome

In het archief van Opera Ballet Vlaanderen werd in de nasleep van het maken van de inventaris van de audiovisuele en digitale archieven in de podiumkunstensector een doos filmmateriaal aangetroffen met een azijngeur. Omdat werd gevreesd dat het materiaal is aangetast door het azijnsyndroom, werden tests uitgevoerd met A-D strips.

Dealing with rights in the TRANSIT collection

In 2014 vond voor de vijftiende keer het TRANSIT Festival voor Nieuwe Muziek plaats in Leuven. Tal van partituren, opnames, programmaboeken, etc. documenteren dit festival. Een groot deel van de partituren is niet uitgegeven, en heel wat opnames zijn uniek. Met het project Nieuwe Muziek in Leuven wou MATRIX die unieke verzameling onder de aandacht brengen en online ontsluiten. Voor het online plaatsen van de muziekfragmenten en partituren moesten wel eerst alle rechten worden geklaard. In dit verslag lees je hoe het project werd aangevat en hoe er omgegaan werd met de rechten.

Opening up deSingel’s architecture archives

deSingel, Flanders' international arts centre, has been organising exhibitions with local and foreign architects, to raise the profile of Flanders' architectural culture, since the 1980s. The Centre for Flemish Architectural archives (CVAa), which is housed in deSingel's premises, appreciates the value of this archive for people studying architectural culture in Flanders, so it started collaborating with deSingel to open up its content and make it available online.

Digital file management at MDMA

Procedures for better storage and documentation of the design process were sought with the architectural firm MDMA.

Evaluation of the BRONKS archiving system

At the request of the BRONKS theatre, Het Firmament and PACKED vzw evaluated its archiving system. On the basis of this evaluation, recommendations were drawn up and practical actions proposed to improve the archiving system.

An itemised inventory carried out by the volunteer support staff of Theater Aan Zee

In 2016, on the occasion of its 20th anniversary, Theater Aan Zee (TAZ) would like to tell a visual story of the history of the festival. A detailed inventory is the first necessary step for various activities. Which is why, at the end of 2014, a group of keen volunteers led by Het Firmament began making an itemised inventory of the TAZ's paper archives.

Registration and identification of video and audio tapes for digitisation at Damaged Goods

The dance company Damaged Goods wishes to have its audiovisual archive digitised to preserve it for the future, and for reference purposes. During the first phase, the material was inventoried using the registration model of the Flemish Institute for Archiving (VIAA).

Caring for scenery models in De Munt / La Monnaie

In 2010 the De Munt archive included around 50 scenery models and is still growing today. As a result, the De Munt archive unit developed a clear procedure for creating (with the aim of proper preservation), storing, restoring, registering and disclosing scenery models in order to guarantee future sustainability. They based their practice on several international examples.

Temporary emergency storage for the audiovisual archive of Svend Thomsen/TVF

This practical example shows how a suitable temporary storage space was found for the audiovisual archive of Svend Thomsen/TVF, which contains video productions on various aspects of contemporary art.

The audiovisual archive was successfully and temporarily accommodated in the Provinciaal Erfgoedcentrum of the Province of East Flanders in Ename.

A knowledge securement project at Netwerk

By tapping into Artistic Director Paul Lagring's memory, Netwerk could check whether any essential information was missing from its archive. Interviews were conducted, and the conclusions drawn from them were used to work out how to record this information in future. This practical example outlines how you can tackle a project for knowledge securement or oral history.

Transfer of the physical and digital archive of the Vooruit arts centre

As a result of renovation work and the phasing out of the heritage project, the Vooruit arts centre decided to transfer its digital and physical archive and collection to Amsab-ISG.

In this report you can read about the practical steps that were taken.

Archive Ugo Dehaes classified and repacked

In the context of a work placement at Het Firmament for the Postgraduate course in Archiving: Heritage Management and Modern Document Management at the VUB in Brussels, a study was carried out into the contents of the archives of performance artists and what criteria are used to preserve the archive.

The development of a logical folder structure at Netwerk

This pilot project documents the way in which Netwerk set up a coordinating folder structure corresponding to the classification of the physical archive.

This project was implemented with the help of the Aalst Municipal Archives.

The heritage of Circus Ronaldo inventoried by volunteers

Circus Ronaldo has a 100 or so backcloths (c. 1910-1960), painted by Willem, Jan, Richard and Florent Van den Berghe, the ancestors of the Ronaldo family. Together with some volunteers from Erfgoedcel Mechelen, an inventory project was started to obtain a better overview of the collection. Hopefully, the beginning of a great many new initiatives on this wonderful heritage!

Making FLACC project archives and collections accessible with ICA-AtoM

The FLACC arts centre installed a database for the archive that can be used by its own staff, artists and researchers to find information easily. As such, FLACC is trying to save the knowledge that has been acquired during projects and make it accessible for re-use.

Archive preservation at Annie Gentils Gallery

In this pilot project a summary is given of the process Annie Gentils went through to create an inventory of her archive to make it usable and accessible. She would like to digitise photos and documents, or have it done by someone else, in order to show the history of her gallery on her website. This pilot project was carried out with the help of M HKA.

Drawing up installation plans for the sculptures of Bernd Lohaus

How do you ensure that objects, works (of art or other) or sets are correctly installed in the future without always having to personally oversee the process? The aim of this pilot project was to find a way of creating simple installation plans for five artworks by Bernd Lohaus. Bernd Lohaus (1940-2010) created monumental sculptures. Several of his works consist of huge wooden beams or stones with engraved or written words.

Cleaning up an archive with Tristero

This practical example illustrates how a clean-up day was organised for the physical archive at the Brussels theatre company Tristero, in order to make it more accessible and more user-friendly, and to address the problem of lack of storage space.