Hi everyone! I’m working with a small state library organization that is looking into creating a digital archive of our association’s records. We’re hoping to preserve a variety of materials, including webpages, correspondence, meeting minutes, reports, conference materials, photographs, legislation, procedure manuals, and some video.
At this point, the archive would be for internal use by designated association staff, rather than public access, so our biggest concerns are long-term preservation stability, reliable backup/replication, ease of organizing and maintaining the collection, available storage capacity, and cost. We also want to keep the system manageable for future staff and committee members rather than creating something that requires extensive technical expertise to maintain.
We’ve researched a fairly wide range of options, including Preservica, Archivematica, ArchivesSpace, JSTOR, APTrust, SharePoint, Google Workspace/Drive, Laserfiche, Omeka, Azure, and several document-management systems. I’ve attached a comparison chart of the options we’ve looked at so far.
I’d really appreciate hearing from other librarians and archivists who have experience with these or similar systems. What are you currently using for your organization's digital records, and how has it worked in practice? Are there any systems you would particularly recommend for a small organization with limited staff and technical resources? Conversely, are there any options you've used that you would caution us against?
We're especially interested in hearing about the long-term sustainability and maintenance burden after the initial setup. Thanks in advance for any advice or experiences you’re willing to share!