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Page 21 
Practical  Considerations  
Stop if or when the answer is ‘no’… 
1. Content  
does the content have value?  
does it fit your scope? 
2. Technical 
is it feasible for you to preserve the content? 
3. Access 
is it possible to make the content available? 
DPOE Baseline Modules: Select, version 2.0, Nov 2011 
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Page 22 
Selection starts at the beginning
… 
Contact content creators 
(as needed) 
–Arrange a convenient time for them 
–Prepare brief statement of outcomes 
–Identify list of materials to review with them 
–Send a reminder before the meeting 
–Document the results and send them a copy 
DPOE Baseline Modules: Select, version 2.0, Nov 2011 
Prevent later headaches! 
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Page 23 
Documenting 
Add more information to your inventory! 
• Descriptions – more granular 
–Not item level, but enough to specify categories 
• Extent 
–How much content is there/will there be? 
• Use 
–When will content no longer be active?  
• Rights  
–Who owns rights to preserve and disseminate? 
DPOE Baseline Modules: Select, version 2.0, Nov 2011 
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Page 24 
Priorities 
If you need to prioritize your review, consider
• Most significant 
• Most extensive 
• Most requested  
• Easiest (e.g., most familiar) 
• Oldest (possible historical importance) 
• Newest (possible immediate interest)  
• Mandate (local, legislation, etc.) 
DPOE Baseline Modules: Select, version 2.0, Nov 2011 
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Page 25 
Skills and Experience 
May benefit from a team-based approach!!! 
• Analytical skills 
– Review and understand content  
– Determine relationships and significance  
– Make sound and consistent judgments 
• Interpersonal skills 
– Communicate clearly and compellingly 
• Technical Skills 
– Determine feasibility of preservation and access 
DPOE Baseline Modules: Select, version 2.0, Nov 2011 
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Page 26 
Outcomes of Selection 
Objective:
• Gain control of possible content 
for planning 
• Develop a sustainable program  
Possible products of selecting content
• More detailed information in inventories of content to 
preserve 
• Agreements with producers: e.g., retention schedules, 
acquisition lists, submission agreements  
DPOE Baseline Modules: Select, version 2.0, Nov 2011 
Page 27 
Questions for YOU! 
• Identify and rank the priorities
you think your 
institution should use in selecting which content 
to preserve.  
• Who
at your institution needs to be involved in 
setting those priorities and carrying out this 
procedure?   
• How
would implementation be integrated into 
existing work flows? 
Page 28 
An Example… in Special Collections 
FIRST:  Who needs to be involved, and how? 
Engage:
• Management 
• Archivists 
• Collection development  
• Technical support 
-- explain the issues – 
Relate it to your institution’s mission, 
meeting researcher needs…  
(and the donor agreements?) 
Page 29 
An Example… in Special Collections 
SECOND:  Procedures, Policies 
Draw up preliminary form of spreadsheet 
Identify shared location where it will be kept 
Identify who should add content when as part of 
their workflow 
Identify who should modify the inventory when, as 
part of their workflow 
Page 30 
An Example… in Special Collections 
THIRD:  The Nitty Gritty:  do this in stages! 
1. Interview archivists for known locations 
2. Review finding aids to identify general locations 
3. Hunt through boxes to locate specific media 
4. Find the hardware/software to open the media 
5. Open the media to locate and identify all the digital 
files 
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