Evaluatie van de archiefwerking van BRONKS/en - Bewerkingsoverzicht

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2023-09-08T16:42:02Z

Bijgewerkt vanwege een nieuwe basisversie van de bronpagina

← Oudere versie		Versie van 8 sep 2023 16:42
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	In addition, a few people within BRONKS who were more informed about certain issues were also interviewed. This rounded off the evaluation day.		In addition, a few people within BRONKS who were more informed about certain issues were also interviewed. This rounded off the evaluation day.

			<div class="mw-translate-fuzzy">
	=== Report with advice and recommendations ===		=== Report with advice and recommendations ===
	On the basis of the facts established during the evaluation, a report was drawn up with a number of recommendations that may help BRONKS to improve its archiving system. We based this advice on reports from the [http://www.danceheritage.org/ Dance Heritage Coalition]. They visit dance troupes in the US for an archive evaluation and make recommendations.		On the basis of the facts established during the evaluation, a report was drawn up with a number of recommendations that may help BRONKS to improve its archiving system. We based this advice on reports from the [http://www.danceheritage.org/ Dance Heritage Coalition]. They visit dance troupes in the US for an archive evaluation and make recommendations.
	The report consists of:		The report consists of:
			</div>

	*observations made by Het Firmament and PACKED vzw during the interview and the two visits to BRONKS;		*observations made by Het Firmament and PACKED vzw during the interview and the two visits to BRONKS;
Regel 86:		Regel 88:
	*The paper archive was transferred to AMVB. Oda Van Neygen will help AMVB to make an inventory so that access to the archive will not be lost.		*The paper archive was transferred to AMVB. Oda Van Neygen will help AMVB to make an inventory so that access to the archive will not be lost.

	''Authors: Eline De Lepeleire ([[CEMPER\|Het Firmament]]) and Nastasia Vanderperren ([[Meemoo, Vlaams instituut voor het archief\|~~PACKED vzw~~]])''		<div class="mw-translate-fuzzy">
			''Authors: Eline De Lepeleire ([[CEMPER\|Het Firmament]]) and Nastasia Vanderperren ([[Meemoo, Vlaams instituut voor het archief\|Meemoo]])''
	[[Categorie:Praktijkvoorbeelden/en]]		[[Categorie:Praktijkvoorbeelden/en]]
			</div>

Bart Magnus op 5 jul 2021 om 16:55

2021-07-05T16:55:00Z

← Oudere versie		Versie van 5 jul 2021 16:55
Regel 8:		Regel 8:

	==Issue==		==Issue==
	In June 2014, PACKED vzw organised an event together with Het Firmament on the occasion of the launch of the TRACKS toolbox. Various artists and arts organisations from Brussels and Flanders attended.<~~reference~~>Read the report here: http://projecttracks.be/nl/nieuws/intern/item/verslag-lancering-tracks-website-op-18-juni</~~reference~~> This event made BRONKS think about their archiving strategy. It became clear to them that a good, structured approach was necessary. BRONKS wanted to create a lasting archive, but didn’t know how best to do it. Was it already being done properly? How could it be improved in the future?		In June 2014, PACKED vzw organised an event together with Het Firmament on the occasion of the launch of the TRACKS toolbox. Various artists and arts organisations from Brussels and Flanders attended.<ref>Read the report here: http://projecttracks.be/nl/nieuws/intern/item/verslag-lancering-tracks-website-op-18-juni</ref> This event made BRONKS think about their archiving strategy. It became clear to them that a good, structured approach was necessary. BRONKS wanted to create a lasting archive, but didn’t know how best to do it. Was it already being done properly? How could it be improved in the future?

	In addition, Oda Van Neygen, artistic director and founder of BRONKS, was retiring in October 2014. She was the person who until then had taken care of the archive. With her departure a great deal of the knowledge about the archive and also about BRONKS itself would disappear.		In addition, Oda Van Neygen, artistic director and founder of BRONKS, was retiring in October 2014. She was the person who until then had taken care of the archive. With her departure a great deal of the knowledge about the archive and also about BRONKS itself would disappear.
Regel 30:		Regel 30:
	*Finally, archive documents are generated from the general management of the organisation: annual reports, accounting, reports of staff meetings, conclaves, internal meetings, Board of Directors, etc.		*Finally, archive documents are generated from the general management of the organisation: annual reports, accounting, reports of staff meetings, conclaves, internal meetings, Board of Directors, etc.

	~~<div class="mw-translate-fuzzy">~~
	The storage of the physical archive was also examined. This was located in a basement room sealed off from third parties. The archive was big (about 30 metres of shelving) and filled the whole space. Some of the archive was damaged. As a result of renovation work, there was a hole in the wall; in combination with heavy rain this caused water and mud damage to a small part of the archive, including a number of videotapes.		The storage of the physical archive was also examined. This was located in a basement room sealed off from third parties. The archive was big (about 30 metres of shelving) and filled the whole space. Some of the archive was damaged. As a result of renovation work, there was a hole in the wall; in combination with heavy rain this caused water and mud damage to a small part of the archive, including a number of videotapes.
	There was also another room for the promotional material. This room is better sealed off from the street side.		There was also another room for the promotional material. This room is better sealed off from the street side.
	[[Bestand:20140812 inhoudverhuisdoos.jpg\|thumb\|The physical archive - AMVB CC BY-SA 4.0]]		[[Bestand:20140812 inhoudverhuisdoos.jpg\|thumb\|The physical archive - AMVB CC BY-SA 4.0]]
	~~</div>~~

	From a conversation and guided tour of the archive it transpired that BRONKS had a number of concerns:		From a conversation and guided tour of the archive it transpired that BRONKS had a number of concerns:
Regel 58:		Regel 56:
	On 28 October 2014, Het Firmament and PACKED vzw visited BRONKS to examine the archive. The agenda was as follows:		On 28 October 2014, Het Firmament and PACKED vzw visited BRONKS to examine the archive. The agenda was as follows:

	~~<div class="mw-translate-fuzzy">~~
	*introduction and questions at the staff meeting;		*introduction and questions at the staff meeting;
	*examination of the folder structure and the digital archive – because the paper archive had been almost entirely transferred to AMVB, this was not done;		*examination of the folder structure and the digital archive – because the paper archive had been almost entirely transferred to AMVB, this was not done;
Regel 64:		Regel 61:

	At the staff meeting the personnel were quizzed on current problems and questions relating to the archive. The questions mainly concerned the approach to digital archiving: [[Aanbevolen bestandsformaten om je digitaal archief leesbaar te houden/en\|file formats and codecs]], [[Naamgeving van mappen en bestanden/en\|naming folders and files]], [[Ruim je archief op/en\|strategy with duplicates, versions]] and hybrid archive, etc. There were also questions about [[Waardebepaling/en\|value assessment]] and the storage of promotional material from other theatre companies.		At the staff meeting the personnel were quizzed on current problems and questions relating to the archive. The questions mainly concerned the approach to digital archiving: [[Aanbevolen bestandsformaten om je digitaal archief leesbaar te houden/en\|file formats and codecs]], [[Naamgeving van mappen en bestanden/en\|naming folders and files]], [[Ruim je archief op/en\|strategy with duplicates, versions]] and hybrid archive, etc. There were also questions about [[Waardebepaling/en\|value assessment]] and the storage of promotional material from other theatre companies.
	~~</div>~~

	After that, the digital archive, the folder structure and their use were analysed. The folder structure was examined to see if it was logical and clear:		After that, the digital archive, the folder structure and their use were analysed. The folder structure was examined to see if it was logical and clear:

Bart Magnus: Nieuwe pagina aangemaakt met 'introduction and questions at the staff meeting; examination of the folder structure and the digital archive – because the paper archive had been almost entirel...'

2021-07-05T16:06:19Z

Nieuwe pagina aangemaakt met '*introduction and questions at the staff meeting; *examination of the folder structure and the digital archive – because the paper archive had been almost entirel...'

← Oudere versie		Versie van 5 jul 2021 16:06
Regel 30:		Regel 30:
	*Finally, archive documents are generated from the general management of the organisation: annual reports, accounting, reports of staff meetings, conclaves, internal meetings, Board of Directors, etc.		*Finally, archive documents are generated from the general management of the organisation: annual reports, accounting, reports of staff meetings, conclaves, internal meetings, Board of Directors, etc.

			<div class="mw-translate-fuzzy">
	The storage of the physical archive was also examined. This was located in a basement room sealed off from third parties. The archive was big (about 30 metres of shelving) and filled the whole space. Some of the archive was damaged. As a result of renovation work, there was a hole in the wall; in combination with heavy rain this caused water and mud damage to a small part of the archive, including a number of videotapes.		The storage of the physical archive was also examined. This was located in a basement room sealed off from third parties. The archive was big (about 30 metres of shelving) and filled the whole space. Some of the archive was damaged. As a result of renovation work, there was a hole in the wall; in combination with heavy rain this caused water and mud damage to a small part of the archive, including a number of videotapes.
	There was also another room for the promotional material. This room is better sealed off from the street side.		There was also another room for the promotional material. This room is better sealed off from the street side.
	[[Bestand:20140812 inhoudverhuisdoos.jpg\|thumb\|The physical archive - AMVB CC BY-SA 4.0]]		[[Bestand:20140812 inhoudverhuisdoos.jpg\|thumb\|The physical archive - AMVB CC BY-SA 4.0]]
			</div>

	From a conversation and guided tour of the archive it transpired that BRONKS had a number of concerns:		From a conversation and guided tour of the archive it transpired that BRONKS had a number of concerns:
Regel 56:		Regel 58:
	On 28 October 2014, Het Firmament and PACKED vzw visited BRONKS to examine the archive. The agenda was as follows:		On 28 October 2014, Het Firmament and PACKED vzw visited BRONKS to examine the archive. The agenda was as follows:

			<div class="mw-translate-fuzzy">
	*introduction and questions at the staff meeting;		*introduction and questions at the staff meeting;
	*examination of the folder structure and the digital archive – because the paper archive had been almost entirely transferred to AMVB, this was not done;		*examination of the folder structure and the digital archive – because the paper archive had been almost entirely transferred to AMVB, this was not done;
Regel 61:		Regel 64:

	At the staff meeting the personnel were quizzed on current problems and questions relating to the archive. The questions mainly concerned the approach to digital archiving: [[Aanbevolen bestandsformaten om je digitaal archief leesbaar te houden/en\|file formats and codecs]], [[Naamgeving van mappen en bestanden/en\|naming folders and files]], [[Ruim je archief op/en\|strategy with duplicates, versions]] and hybrid archive, etc. There were also questions about [[Waardebepaling/en\|value assessment]] and the storage of promotional material from other theatre companies.		At the staff meeting the personnel were quizzed on current problems and questions relating to the archive. The questions mainly concerned the approach to digital archiving: [[Aanbevolen bestandsformaten om je digitaal archief leesbaar te houden/en\|file formats and codecs]], [[Naamgeving van mappen en bestanden/en\|naming folders and files]], [[Ruim je archief op/en\|strategy with duplicates, versions]] and hybrid archive, etc. There were also questions about [[Waardebepaling/en\|value assessment]] and the storage of promotional material from other theatre companies.
			</div>

	After that, the digital archive, the folder structure and their use were analysed. The folder structure was examined to see if it was logical and clear:		After that, the digital archive, the folder structure and their use were analysed. The folder structure was examined to see if it was logical and clear:

Bart Magnus: Nieuwe pagina aangemaakt met 'This led to a number of plans:'

2021-07-05T16:04:33Z

Nieuwe pagina aangemaakt met 'This led to a number of plans:'

← Oudere versie		Versie van 5 jul 2021 16:04
Regel 32:		Regel 32:
	The storage of the physical archive was also examined. This was located in a basement room sealed off from third parties. The archive was big (about 30 metres of shelving) and filled the whole space. Some of the archive was damaged. As a result of renovation work, there was a hole in the wall; in combination with heavy rain this caused water and mud damage to a small part of the archive, including a number of videotapes.		The storage of the physical archive was also examined. This was located in a basement room sealed off from third parties. The archive was big (about 30 metres of shelving) and filled the whole space. Some of the archive was damaged. As a result of renovation work, there was a hole in the wall; in combination with heavy rain this caused water and mud damage to a small part of the archive, including a number of videotapes.
	There was also another room for the promotional material. This room is better sealed off from the street side.		There was also another room for the promotional material. This room is better sealed off from the street side.
			[[Bestand:20140812 inhoudverhuisdoos.jpg\|thumb\|The physical archive - AMVB CC BY-SA 4.0]]

	From a conversation and guided tour of the archive it transpired that BRONKS had a number of concerns:		From a conversation and guided tour of the archive it transpired that BRONKS had a number of concerns:

Bart Magnus: Nieuwe pagina aangemaakt met '=== Report with advice and recommendations ==='

2021-07-05T15:56:12Z

Nieuwe pagina aangemaakt met '=== Report with advice and recommendations ==='

← Oudere versie		Versie van 5 jul 2021 15:56
Regel 55:		Regel 55:
	On 28 October 2014, Het Firmament and PACKED vzw visited BRONKS to examine the archive. The agenda was as follows:		On 28 October 2014, Het Firmament and PACKED vzw visited BRONKS to examine the archive. The agenda was as follows:

	~~<div lang="nl" dir="ltr" class="mw-content-ltr">~~		*introduction and questions at the staff meeting;
	*~~Voorstelling en vragenronde op de stafvergadering~~;		*examination of the folder structure and the digital archive – because the paper archive had been almost entirely transferred to AMVB, this was not done;
	~~bestudering van de mappenstructuur en het digitale archief~~ – ~~omdat het papieren archief quasi volledig overgedragen werd aan~~ AMVB ~~werd dit niet bekeken~~;		*interview with Oda Van Neygen about the archiving system at BRONKS.
	*~~Interview met~~ Oda Van Neygen ~~over de archiefwerking bij~~ BRONKS;
	*Op de stafvergadering werd er bij de medewerkers gepolst naar de huidige problemen en vragen rond het archief. Het bleek dat er hoofdzakelijk vragen waren rond de omgang met het digitale archief: over [[Aanbevolen bestandsformaten om je digitaal archief leesbaar te houden\|bestandsformaten en codecs]], [[Naamgeving van mappen en bestanden\|naamgeving van mappen en bestanden]], [[Ruim je archief op\|omgang met dubbels, versies]] en het hybride archief,… Er waren ook vragen over [[waardebepaling]] en het bewaren van promotiemateriaal van andere theatergezelschappen.
	~~</div>~~

	~~<div lang="nl" dir="ltr" class="mw-content-ltr">~~		At the staff meeting the personnel were quizzed on current problems and questions relating to the archive. The questions mainly concerned the approach to digital archiving: [[Aanbevolen bestandsformaten om je digitaal archief leesbaar te houden/en\|file formats and codecs]], [[Naamgeving van mappen en bestanden/en\|naming folders and files]], [[Ruim je archief op/en\|strategy with duplicates, versions]] and hybrid archive, etc. There were also questions about [[Waardebepaling/en\|value assessment]] and the storage of promotional material from other theatre companies.
	~~Daarna werd het digitale~~ archief, ~~de mappenstructuur~~ en ~~het gebruik ervan geanalyseerd~~. ~~Er werd gekeken~~ of ~~de mappenstructuur logisch en duidelijk is:~~
	~~</div>~~

	~~<div lang="nl" dir="ltr" class="mw-content-ltr">~~		After that, the digital archive, the folder structure and their use were analysed. The folder structure was examined to see if it was logical and clear:
	* Is de structuur logisch opgebouwd?
	* Zijn documenten eenvoudig terug te vinden?
	* Is het archief mooi opgekuist? Of zit het vol dubbels en kladversies?
	~~</div>~~

	~~<div lang="nl" dir="ltr" class="mw-content-ltr">~~		*Is the structure logically arranged?
	Na dit onderzoek werd artistiek leider Oda Van Neygen geïnterviewd op basis van de vragenlijst. De vragenlijst werd ruim op voorhand naar haar opgestuurd zodat ze zich kon voorbereiden en zaken die ze niet wist kon navragen. Oda heeft zich altijd over het papieren archief bekommerd. Ze had zelf een ordening opgesteld voor het productiearchief, maar dit is ~~verwaterd en niet nagevolgd geweest.~~		*Is it easy to find documents?
	~~</div>~~		*Has the archive been nicely cleaned up? Or is it full of duplicates and draft versions?

	~~<div lang="nl" dir="ltr" class="mw-content-ltr">~~		After this investigation, artistic director Oda Van Neygen was interviewed using the questionnaire. This had been sent to her well in advance so that she could prepare herself and collect information on anything she didn’t know about. Oda has always been in charge of the paper archive. She herself set up a filing system for the production archive, but this has been watered down and not followed up.
	~~Aanvullend werden nog enkele mensen binnen BRONKS bevraagd die meer op de hoogte waren van bepaalde zaken~~. ~~Hiermee werd de evaluatiedag afgesloten~~.
	~~</div>~~

	~~<div lang="nl" dir="ltr" class="mw-content-ltr">~~		In addition, a few people within BRONKS who were more informed about certain issues were also interviewed. This rounded off the evaluation day.
	~~=== Rapport met advies en aanbevelingen ===~~
	~~Op basis van de vaststellingen tijdens de evaluatie werd een rapport opgesteld met een aantal aanbevelingen die~~ BRONKS ~~kunnen helpen bij het verbeteren van de archiefwerking~~. ~~We baseerden ons hierbij op de rapporten van de Dance Heritage Coalition~~. ~~Zij gaan in de VS langs bij dansgezelschappen voor een archiefevaluatie en geven aanbevelingen.~~
	~~</div>~~

	~~<div lang~~=~~"nl" dir~~=~~"ltr" class~~=~~"mw-content-ltr">~~		=== Report with advice and recommendations ===
	* Vaststellingen die door Het Firmament en PACKED vzw gedaan werden tijdens het interview en de twee bezoeken aan BRONKS.		On the basis of the facts established during the evaluation, a report was drawn up with a number of recommendations that may help BRONKS to improve its archiving system. We based this advice on reports from the [http://www.danceheritage.org/ Dance Heritage Coalition]. They visit dance troupes in the US for an archive evaluation and make recommendations.
	* Gemotiveerd advies: ~~hierin wordt uitgelegd wat de goede praktijk is en waarom de aanbeveling gedaan wordt~~.		The report consists of:
	* Concrete acties die BRONKS kan doen om de aanbeveling te realiseren.
	* Relevante richtlijnen op de TRACKS-website per cluster.
	~~</div>~~

	~~<div lang="nl" dir="ltr" class="mw-content-ltr">~~		*observations made by Het Firmament and PACKED vzw during the interview and the two visits to BRONKS;
	~~== Resultaten==~~		*advice, with justification: wherein it was explained what good practice is, why the recommendation has been made and what the recommendation implies;
	* ~~De archiefwerking van de organisatie werd doorgelicht. BRONKS kent zijn sterke en zwakke punten. Op basis van deze doorlichting kunnen zwakke punten aangepakt worden.~~		*practical steps that BRONKS can take to implement the recommendation;
	* ~~Er werd een rapport opgemaakt met concrete acties waar~~ BRONKS ~~mee aan de slag kan om het archief op een goede en duurzame manier te beheren.~~		*relevant guidelines on the TRACKS website, per cluster.
	* ~~Het papieren archief werd overgedragen aan AMVB. Oda Van Neygen zal AMVB helpen bij de inventarisatie~~, ~~zodat de toegang tot het archief niet verloren raakt~~.
	~~</div>~~

	~~<div lang~~=~~"nl" dir~~=~~"ltr" class~~=~~"mw-content-ltr">~~		== Results ==
	''~~Auteurs~~: Eline De Lepeleire ([[CEMPER\|Het Firmament]]) en Nastasia Vanderperren ([[Meemoo, Vlaams instituut voor het archief\|PACKED vzw]])''		* The archiving system of the organisation was investigated. BRONKS is aware of its strengths and weaknesses. The investigation provides the opportunity for the weaknesses to be addressed.
	[[Categorie:Praktijkvoorbeelden]]		*A report was drafted containing practical steps that BRONKS can take in order to manage the archive in an efficient and sustainable way.
	~~</div>~~		*The paper archive was transferred to AMVB. Oda Van Neygen will help AMVB to make an inventory so that access to the archive will not be lost.

			''Authors: Eline De Lepeleire ([[CEMPER\|Het Firmament]]) and Nastasia Vanderperren ([[Meemoo, Vlaams instituut voor het archief\|PACKED vzw]])''
			[[Categorie:Praktijkvoorbeelden/en]]

Bart Magnus: Nieuwe pagina aangemaakt met '*Transfer of the paper archive to AMVB: because the archive space was totally full and an archiving o...'

2021-07-05T15:50:02Z

Nieuwe pagina aangemaakt met '*Transfer of the paper archive to AMVB: because the archive space was totally full and an archiving o...'

← Oudere versie		Versie van 5 jul 2021 15:50
Regel 39:		Regel 39:
	*Loss of knowledge due to the departure of Oda Van Neygen. Will access to the archive be lost?		*Loss of knowledge due to the departure of Oda Van Neygen. Will access to the archive be lost?

	~~<div lang="nl" dir="ltr" class="mw-content-ltr">~~		This led to a number of plans:
	~~Dit leidde tot een aantal plannen~~:
	~~</div>~~

	~~<div lang="nl" dir="ltr" class="mw-content-ltr">~~		*[[Een nieuwe bewaarplaats voor je archief en collectie(s)/en\|Transfer of the paper archive]] to AMVB: because the archive space was totally full and an archiving organisation can ensure the sustainable preservation of the archive, the archive was donated at the end of August to the AMVB in its entirety with the exception of recent printed matter and book-keeping. The archiving organisation will also ensure that the archive is accessible. To ensure access to the physical archive, AMVB, with Oda Van Neygen as a volunteer, will inventorise the archive. A rudimentary location list has already been drawn up.
	* [[Een nieuwe bewaarplaats voor je archief en collectie(s)\|~~Overdracht~~]] ~~van het papieren archief naar~~ AMVB: ~~omdat de archiefruimte erg gevuld~~ was ~~en een archiefinstelling de duurzame bewaring van archief kan verzekeren~~, ~~werd het archief~~ in ~~zijn geheel, met uitzondering van~~ recent ~~drukwerk en boekhouding, eind augustus aan het AMVB geschonken~~. ~~Daarnaast verzorgt de archiefinstelling ook de ontsluiting van archief~~. ~~Om een toegang tot het fysieke archief te verzekeren~~, ~~zal~~ AMVB, ~~met~~ Oda Van Neygen ~~als vrijwilliger~~, ~~het archief inventariseren~~. ~~Een rudimentaire plaatsingslijst werd intussen al opgemaakt~~.		*An evaluation of the archive by PACKED vzw and Het Firmament: both organisations jointly develop a tool for examining the BRONKS archive. On the basis of this evaluation, recommendations and practical action points are proposed and a short and customised training course is given to BRONKS personnel.
	* ~~Een evaluatie van het archief door~~ PACKED vzw en Het Firmament: ~~beide organisaties ontwikkelen hiervoor samen een~~ tool ~~waarmee het archief van~~ BRONKS ~~doorgelicht kan worden~~. Op basis ~~van deze evaluatie worden aanbevelingen en concrete actiepunten voorgesteld en een korte vorming op maat aan het~~ BRONKS~~-personeel gegeven~~.		*To keep the knowledge held by Oda Van Neygen within BRONKS, an oral history project could also be arranged.
	* ~~Om de kennis van~~ Oda Van Neygen ~~binnen~~ BRONKS ~~te bewaren zou ook een mondelinge geschiedenisproject gehouden kunnen worden~~.
	~~</div>~~

	~~<div lang="nl" dir="ltr" class="mw-content-ltr">~~		Below, the action taken by Het Firmament and PACKED vzw is discussed, namely the examination of the BRONKS archive.
	~~Hieronder wordt de actie door~~ Het Firmament en PACKED vzw ~~besproken~~, ~~nl. de doorlichting van het archief van~~ BRONKS.
	~~</div>~~

	~~<div lang~~=~~"nl" dir~~=~~"ltr" class~~=~~"mw-content-ltr">~~		=== Development of tool and method ===
	~~=== Ontwikkeling~~ tool ~~en werkwijze~~ ===		In order to evaluate the archiving system, an instrument must first be developed. For this purpose Het Firmament and PACKED vzw jointly designed a questionnaire. The idea behind this was to measure all aspects of archive and collection management.
	~~Om de archiefwerking te evalueren~~, ~~moest er eerst voor een~~ instrument ~~gezorgd worden~~. ~~Hiervoor ontwikkelden~~ Het Firmament en PACKED vzw ~~gezamenlijk een vragenlijst~~. ~~Het~~ was ~~de bedoeling om met de vragenlijst naar alle aspecten van archief- en collectiezorg te peilen~~.
	~~</div>~~

	~~<div lang="nl" dir="ltr" class="mw-content-ltr">~~		In addition it was decided that the interview should be supplemented with an inspection of the paper archive, the archive space, the digital archive and the folder structure and a group discussion with personnel.
	~~Daarnaast werd bepaald dat het~~ interview ~~aangevuld zou worden met een inspectie van het papieren archief~~, ~~de archiefruimte~~, ~~het digitale archief en de mappenstructuur en een groepsgesprek met de stafmedewerkers~~.
	~~</div>~~

	~~<div lang~~=~~"nl" dir~~=~~"ltr" class~~=~~"mw-content-ltr">~~		=== Evaluation day at BRONKS ===
	~~=== Evaluatie bij~~ BRONKS ===		On 28 October 2014, Het Firmament and PACKED vzw visited BRONKS to examine the archive. The agenda was as follows:
	Op 28 ~~oktober~~ 2014 ~~bezochten~~ Het Firmament en PACKED vzw BRONKS ~~voor de archiefdoorlichting~~. De agenda ~~van de dag~~ was:
	~~</div>~~

	<div lang="nl" dir="ltr" class="mw-content-ltr">		<div lang="nl" dir="ltr" class="mw-content-ltr">

Bart Magnus: Nieuwe pagina aangemaakt met 'Evaluation of the BRONKS archiving system'

2021-07-05T13:29:36Z

Nieuwe pagina aangemaakt met 'Evaluation of the BRONKS archiving system'

Nieuwe pagina

<languages />At the request of the BRONKS theatre, [[CEMPER/en|Het Firmament]] and [[meemoo/en|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.

==Status==
*Knowledge-gathering meeting: August 2014
*Development of tools: September 2014
*Audit of archiving system: October 2014
*Delivery of report with recommendations: December 2014

==Issue==
In June 2014, PACKED vzw organised an event together with Het Firmament on the occasion of the launch of the TRACKS toolbox. Various artists and arts organisations from Brussels and Flanders attended.<reference>Read the report here: http://projecttracks.be/nl/nieuws/intern/item/verslag-lancering-tracks-website-op-18-juni</reference> This event made BRONKS think about their archiving strategy. It became clear to them that a good, structured approach was necessary. BRONKS wanted to create a lasting archive, but didn’t know how best to do it. Was it already being done properly? How could it be improved in the future?

In addition, Oda Van Neygen, artistic director and founder of BRONKS, was retiring in October 2014. She was the person who until then had taken care of the archive. With her departure a great deal of the knowledge about the archive and also about BRONKS itself would disappear.

BRONKS was looking for a way to resolve this problem. So they contacted PACKED vzw in July 2014 and asked them to provide information about the importance, approach and possible steps in the area of archive management. The organisation wanted to create a good archiving structure. Het Firmament and AMVB were also asked to get involved because of their expertise and geographical focus.

== Method ==
# Knowledge-gathering meeting
# Development of tool and method
# Evaluation day at BRONKS
# Report with advice and recommendations

=== Knowledge-gathering meeting ===
On 12 August 2014, AMVB, Het Firmament and PACKED vzw went to the site. In order to get an idea of the current approach to archiving, there followed a discussion about the system used at the theatre and the archive that had hitherto been created. This provided a picture of the various documents and objects circulating within BRONKS and the way it dealt with the archive (it is both a physical and digital archive).

*There are three productions every year. Archive material resulting from these (physical and digital) included: photos, videos, promotion material, reviews and press articles. Oda Van Neygen also had conversations with various writers and directors. Reports of these conversations were made. In addition she checked the writers’ texts and gave them feedback. There are various versions of texts in the archive. BRONKS also has a costume collection.
*Every season there are various guest performances. Related memos, flyers, reports of the conversations held by Oda Van Neygen, images, printed matter and promotion material from BRONKS are kept.
*There have also been three festivals in the last three years. The material from these is mostly promotional.
*BRONKS also has a studio for children and young people: StudioBRONKS. The archive material from this consists of memos, lists of participants and reports of conversations.
*In addition BRONKS organises neighbourhood activities. This happens on a last-minute basis which means that there is very little archive or tangible material.
*Finally, archive documents are generated from the general management of the organisation: annual reports, accounting, reports of staff meetings, conclaves, internal meetings, Board of Directors, etc.

The storage of the physical archive was also examined. This was located in a basement room sealed off from third parties. The archive was big (about 30 metres of shelving) and filled the whole space. Some of the archive was damaged. As a result of renovation work, there was a hole in the wall; in combination with heavy rain this caused water and mud damage to a small part of the archive, including a number of videotapes.
There was also another room for the promotional material. This room is better sealed off from the street side.

From a conversation and guided tour of the archive it transpired that BRONKS had a number of concerns:

*Is the archiving system working well? How can the archiving system be improved?
*Is the archive being well preserved?
*Loss of knowledge due to the departure of Oda Van Neygen. Will access to the archive be lost?

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Dit leidde tot een aantal plannen:
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* [[Een nieuwe bewaarplaats voor je archief en collectie(s)|Overdracht]] van het papieren archief naar AMVB: omdat de archiefruimte erg gevuld was en een archiefinstelling de duurzame bewaring van archief kan verzekeren, werd het archief in zijn geheel, met uitzondering van recent drukwerk en boekhouding, eind augustus aan het AMVB geschonken. Daarnaast verzorgt de archiefinstelling ook de ontsluiting van archief. Om een toegang tot het fysieke archief te verzekeren, zal AMVB, met Oda Van Neygen als vrijwilliger, het archief inventariseren. Een rudimentaire plaatsingslijst werd intussen al opgemaakt.
* Een evaluatie van het archief door PACKED vzw en Het Firmament: beide organisaties ontwikkelen hiervoor samen een tool waarmee het archief van BRONKS doorgelicht kan worden. Op basis van deze evaluatie worden aanbevelingen en concrete actiepunten voorgesteld en een korte vorming op maat aan het BRONKS-personeel gegeven.
* Om de kennis van Oda Van Neygen binnen BRONKS te bewaren zou ook een mondelinge geschiedenisproject gehouden kunnen worden.
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Hieronder wordt de actie door Het Firmament en PACKED vzw besproken, nl. de doorlichting van het archief van BRONKS.
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=== Ontwikkeling tool en werkwijze ===
Om de archiefwerking te evalueren, moest er eerst voor een instrument gezorgd worden. Hiervoor ontwikkelden Het Firmament en PACKED vzw gezamenlijk een vragenlijst. Het was de bedoeling om met de vragenlijst naar alle aspecten van archief- en collectiezorg te peilen.
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Daarnaast werd bepaald dat het interview aangevuld zou worden met een inspectie van het papieren archief, de archiefruimte, het digitale archief en de mappenstructuur en een groepsgesprek met de stafmedewerkers.
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=== Evaluatie bij BRONKS ===
Op 28 oktober 2014 bezochten Het Firmament en PACKED vzw BRONKS voor de archiefdoorlichting. De agenda van de dag was:
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*Voorstelling en vragenronde op de stafvergadering;
bestudering van de mappenstructuur en het digitale archief – omdat het papieren archief quasi volledig overgedragen werd aan AMVB werd dit niet bekeken;
*Interview met Oda Van Neygen over de archiefwerking bij BRONKS;
*Op de stafvergadering werd er bij de medewerkers gepolst naar de huidige problemen en vragen rond het archief. Het bleek dat er hoofdzakelijk vragen waren rond de omgang met het digitale archief: over [[Aanbevolen bestandsformaten om je digitaal archief leesbaar te houden|bestandsformaten en codecs]], [[Naamgeving van mappen en bestanden|naamgeving van mappen en bestanden]], [[Ruim je archief op|omgang met dubbels, versies]] en het hybride archief,… Er waren ook vragen over [[waardebepaling]] en het bewaren van promotiemateriaal van andere theatergezelschappen.
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Daarna werd het digitale archief, de mappenstructuur en het gebruik ervan geanalyseerd. Er werd gekeken of de mappenstructuur logisch en duidelijk is:
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* Is de structuur logisch opgebouwd?
* Zijn documenten eenvoudig terug te vinden?
* Is het archief mooi opgekuist? Of zit het vol dubbels en kladversies?
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Na dit onderzoek werd artistiek leider Oda Van Neygen geïnterviewd op basis van de vragenlijst. De vragenlijst werd ruim op voorhand naar haar opgestuurd zodat ze zich kon voorbereiden en zaken die ze niet wist kon navragen. Oda heeft zich altijd over het papieren archief bekommerd. Ze had zelf een ordening opgesteld voor het productiearchief, maar dit is verwaterd en niet nagevolgd geweest.
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Aanvullend werden nog enkele mensen binnen BRONKS bevraagd die meer op de hoogte waren van bepaalde zaken. Hiermee werd de evaluatiedag afgesloten.
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=== Rapport met advies en aanbevelingen ===
Op basis van de vaststellingen tijdens de evaluatie werd een rapport opgesteld met een aantal aanbevelingen die BRONKS kunnen helpen bij het verbeteren van de archiefwerking. We baseerden ons hierbij op de rapporten van de Dance Heritage Coalition. Zij gaan in de VS langs bij dansgezelschappen voor een archiefevaluatie en geven aanbevelingen.
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* Vaststellingen die door Het Firmament en PACKED vzw gedaan werden tijdens het interview en de twee bezoeken aan BRONKS.
* Gemotiveerd advies: hierin wordt uitgelegd wat de goede praktijk is en waarom de aanbeveling gedaan wordt.
* Concrete acties die BRONKS kan doen om de aanbeveling te realiseren.
* Relevante richtlijnen op de TRACKS-website per cluster.
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== Resultaten==
* De archiefwerking van de organisatie werd doorgelicht. BRONKS kent zijn sterke en zwakke punten. Op basis van deze doorlichting kunnen zwakke punten aangepakt worden.
* Er werd een rapport opgemaakt met concrete acties waar BRONKS mee aan de slag kan om het archief op een goede en duurzame manier te beheren.
* Het papieren archief werd overgedragen aan AMVB. Oda Van Neygen zal AMVB helpen bij de inventarisatie, zodat de toegang tot het archief niet verloren raakt.
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''Auteurs: Eline De Lepeleire ([[CEMPER|Het Firmament]]) en Nastasia Vanderperren ([[Meemoo, Vlaams instituut voor het archief|PACKED vzw]])''
[[Categorie:Praktijkvoorbeelden]]
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