=Paper=
{{Paper
|id=Vol-2616/paper25
|storemode=property
|title=Digital Communications of Ukraine Archival Institutions
|pdfUrl=https://ceur-ws.org/Vol-2616/paper25.pdf
|volume=Vol-2616
|authors= Iryna Tiurmenko, Ludmyla Bozhuk, Yurii Smolnikov, Yuriy Syerov
|dblpUrl=https://dblp.org/rec/conf/coapsn/TiurmenkoBSS20
}}
==Digital Communications of Ukraine Archival Institutions==
https://ceur-ws.org/Vol-2616/paper25.pdf
Digital Communications of Ukraine Archival Institutions
Iryna Tiurmenko1[0000-0001-9350-6868], Ludmyla Bozhuk 1[0000-0002-8409-2138] ,
Yurii Smolnikov1 [0000-0001-8971-8833], and Yuriy Syerov2[0000-0002-5293-4791]
1
National Aviation University, Ukraine
2
Lviv Polytechnic National University, Lviv 79013, Ukraine
tira@nau.edu.ua, bozhedaj@ukr.net,ysmolnikov@nau.edu.ua,
yurii.o.sierov@lpnu.ua
Abstract. The article analyzes the transformations that affected the archival
sphere in the conditions of formation and development of a digital society. Ar-
chives are those institutions of social memory that not only preserve various
sources on the history of countries, nations, communities, but also pass from
generation to generation the information treasure, which is knowledge, evi-
dence, and proof. In the conditions of the digital leap, storage formats, material
carriers and, accordingly, information transmission channels are being im-
proved. However, the functions of archival institutions remain unchanged, one
of which is to be a reliable source of information, which is especially relevant
for an open society, where different approaches and points of view on certain
events, facts, and phenomena reign. Therefore, it is the digital communications
of archival institutions that are of particular importance given the possibility of
rapid dissemination of relevant information and exchange of views. Digital
technologies primarily include a diversified network of channels and methods
of data transmission, which are part of the tools. The publication examines pre-
cisely those digital communication tools that correspond to the field of activity,
resource base and mission of archival institutions. It has been established that
digital communication is quite actively being introduced by archival institutions
of Ukraine to exchange information on the Internet, attract the public to infor-
mation products and provide related services. In particular, the article analyzes
the use by archival institutions of such tools as blogs, social networks, search
engines, websites, tags, which are aimed at the development of customer-
oriented and image technologies. Particular attention is paid to the organization
of full-text online access to documentary information, project activities and
partnerships, which are an important tool for implementing a digitization policy
to realize a digital communications strategy.
Keywords: Digital Society, Archival System of Ukraine, Digital Communica-
tions, Communication Tools, Digital Communication Strategies.
Copyright © 2020 for this paper by its authors. Use permitted under Creative Commons
License Attribution 4.0 International (CC BY 4.0). COAPSN-2020: International Workshop on
Control, Optimization and Analytical Processing of Social Networks
1 Introduction
The term "digital communications" is relatively new. It began to be actively used in
the early 2000s and was associated with digital media. With the development of the
digital environment came the term "digital ecosystem," which has a fairly broad inter-
pretation. In particular, the “digital ecosystem” refers to the digital environment in
which the legislative regulation of digital communications, the management policies
and practices and their application operates not only in the traditional telecommunica-
tions system, but also in the sphere of economics and social life. Thus, digital com-
munications should primarily be understood as communication strategies in the digital
ecosystem, which involve the use of both digital media (devices, tools, systems) and
digital communication tools that are associated with social networks, blogs, portals,
and websites through which information is exchanged. Today we can talk about the
functioning of the digital society in developed countries, which is characterized by the
use of digital communications in marketing technologies, in the management of vari-
ous sectors of the economy and society, consumer market development, public rela-
tions. Ukraine is no exception. At the same time, the country's digitalization process
was rather slow, gaining momentum after 2014. The impetus for rapid changes was
the approval by the Cabinet of Ministers of Ukraine of the “Concept for the Devel-
opment of the Digital Economy and Society of Ukraine for 2018-2020 and the Adop-
tion of an Action Plan for its Implementation” (January 17, 2018) [23].
In January 2019, the EU launched the program “EU4Digital: Supporting the Digi-
tal Economy and Society in the Eastern Partnership” to expand the EU-Ukraine Digi-
tal Single Market, which officially entered into force with a budget of € 11 million on
22 May 2019 [10]. In order to implement the digital state strategy, the Ministry of
Digital Transformation was established in September 2019. The Ministry is responsi-
ble for solving a set of tasks related to “the implementation of state policy in the field
of digitalization, digital economy, digital innovation, e-government and e-democracy,
information society development” [21].
Social memory institutions (archives, libraries, museums) also began to implement
digital communication strategies. Unlike libraries that actively created electronic in-
formation resources and provided remote online access to consumers of information
products, archival institutions rather slowly joined the digital online environment. It
can be explained by the fact that archives, preserving a huge array of documents of
socio-cultural and historical significance, did not have the necessary technological
and material support. In the early 2000s, after the enactment of a number of regula-
tions, the first website of the State Archives Committee (now the State Archival Ser-
vice of Ukraine) appeared. A full-fledged electronic archive created by the Central
State Archive of Public Associations was opened only in 2019, almost 18 years later.
Monitoring studies, based on the expert assessment methodology for the preservation
of digital historical and cultural heritage by archival institutions of Ukraine, conduct-
ed by a group of scientists from the National Aviation University (Kyiv, Ukraine)
during 2013-2016 within the international project InterPARES Trust, revealed the
absence of electronic archives and databases in the archival field as of 2016 [41].
With a certain degree of conventionality, it was possible to call the electronic re-
sources of the State Archives of the Odesa Region an electronic archive, given the
significant amount of electronic documents posted online. However, access to most of
them was limited, since a significant array of documents was saved in djvu format,
the installation of which was not posted on the site, which complicated the work, and
sometimes made it impossible due to lack of necessary technological capabilities for
consumers [41]. Archival institutions provided online access to the list and descrip-
tion of funds and the consolidated catalog of metric books. Access to documents was
partially satisfied by electronic exhibitions. The turning point in the digitalization
policy was 2018-2019, when the digital communications strategy became decisive for
the country's sustainable development.
Today, archival institutions are actively involved in the implementation of digital
communications policy. In April 2019, the Ukrainian State Archive introduced into
the archival institutions of Ukraine the rules and norms of methodological recommen-
dations “The Digital Fund for the Use of Documents of the National Archival Fund:
Creation, Storage and Access” developed by the State Archival Service of Ukraine
and the Ukrainian Research Institute of Archival Affairs and Record Keeping. The
document focused on compliance with organizational and technological processes,
technical parameters and procedures for keeping records of digitized documents [4].
The emergence of the regulatory framework has accelerated the activities of archives
in the creation of digital collections. Thus, the new realities have necessitated the
generalization of best practices of digital communications in the system of archival
institutions of Ukraine.
1.1 Research Goals
The issues and the subject of the study determined its purpose. It consists in identify-
ing new trends that are characteristic of the digital communication environment of
archival institutions of Ukraine.
1.2 Related Research
The topic of digital communications of archival institutions is a complex scientific
problem, which includes several aspects related to the theory of social communica-
tions, digital communication strategies and the archival sphere itself. Separately, each
of these areas is quite fully represented in the scientific literature. At the same time,
there are very few studies that would accumulate these aspects in one scientific con-
text [14, 17, 39]. It should be noted that the various problems of social communica-
tions (especially in the library field) are quite widely represented in the specialized
literature. The analysis included those scientific works that are relevant to the subject
of research. Of the recent comprehensive studies, a collective monograph by scientists
of the Vernadsky National Library of Ukraine “Information and Communication Ac-
tivities of Scientific Libraries in the Development of a Knowledge Society” can be
noted. It covered theoretical issues related to the creation of information and commu-
nication library space; integration processes of libraries and research institutions that
contribute to the formation of a knowledge society. The monograph also examined the
resource bases and services of scientific library institutions and demonstrated the
activities of libraries in creating and organizing access to electronic resources and
their popularization using marketing methods [5]. The work of T. Kolesnikova is
devoted to the issue of digital services of libraries of higher education institutions
[15]. In the works of V. Stepanov the possibilities and problems inherent in the devel-
opment of digital communications in the library sphere, their functions and ways of
survival are analyzed. Particular attention was paid to the study of a set of problems
related to the strategy and tactics of libraries in the digital age [35, 36]. The issues of
digital communications in the library sphere are considered in the work of N. Strelets,
that highlighted the foreign experience of libraries, emphasizing that the development
of this area abroad is facilitated by "developed standards, metadata schemes and open
source software for long-term storage of network information" [37]. V. Strungar con-
sidered the activity of libraries on the development of communication strategies of
libraries and consumers through social media. The author used a static approach,
which allowed to determine the importance of creating not only centralized pages in
social media, but also dispersed ones, which will contribute to the creation of a library
micro-network in one account [38].
In comparison with the scientific literature devoted to electronic communications
of libraries, there are still very few scientific works that address the issues of digital
communications and digital archives. The problems of creating digital archives in
social memory institutions attracted the attention of two international conferences
“Historical and Cultural Heritage: Preservation, Access, Use”, which took place in
2015 [12] and 2017 [13] and two international Ukrainian-Lithuanian scientific semi-
nars “Digital Space and Archives” (Kyiv, 2016) and “Digital Transformations and
Social Memory Institutions” (Kyiv, 2019), conducted at the Department of History
and Documentation of the National Aviation University.
L. Filipova's publication is devoted to theoretical problems in determining the dif-
ference between the concepts of "digital archive" and "electronic archive". In particu-
lar, the author stressed that the concept of "electronic archive" is broader than the
concept of "digital archive". The electronic archive, according to L. Filipova, contains
documents that are stored in digital format, as well as electronic documents created
with the help of computer equipment and information and communication technolo-
gies [42]. A number of works highlight the experience of different countries in creat-
ing integrated digital resources by a partnership of archives, libraries and museums. In
particular, the dissertation work of O. Rybachko reveals the generalization of interna-
tional experience in creating integrated digital resources of documentary heritage of
social memory institutions [31]. S. Zvorsky's publication emphasizes overcoming
bureaucratic approaches in the management of archives and libraries to facilitate co-
operation between them for integrating documentary heritage into the world infor-
mation space [11].
The scientists proposes the creation of a single online platform and a relevant site
for the exchange of international experience between archives and museums and for
the preservation of historical and cultural heritage [6]. A number of works are devoted
to practical experience in creating and digitizing archival documents. So, one of the
first publications, which dealt with the implementation of the Irmos project to create
an open digital archive on the basis of the Ukrainian Catholic University in partner-
ship with Ukrainian and foreign institutions was the work of V. Bondarenko [2]. The
author described step by step each of the stages of creating a digital archive from goal
setting, information structure design, planning and description of documents, catalog-
ing to the use of documents and problems of the digital archive [2]. The advantages of
such an archive were the creation of a database that contained materials of manu-
scripts and old printed books, notes, musical works, illustrations, the possibility of
better storage of archives, their use and organization of quick access to documents
from anywhere in the world. Applied research to summarize the experience of archiv-
al institutions on the state of preservation and access to digital historical and cultural
heritage in the archival space of Ukraine includes a collective monograph by I. Tiur-
menko, M. Rohozha, L. Bozhuk, which became one of the first monitoring scientific
researches in this area [41]. T. Yemelianova covered a number of issues related to the
activities of the Central State Film and Photo Archive of Ukraine named after G.S.
Pshenychnyi on the implementation of scientific, methodological and technical solu-
tions for creating digital copies of documents, forming a user base, substantiating the
principles of selecting audio-visual documents for digitization and introducing new
approaches to completing collections with digital documents [8, 9]. T. Klymenko
highlighted the experience of creating an electronic registration and accounting data-
base, digitizing archival documents and modernizing the processes of record keeping
and archiving in the State Archives of the Cherkasy Region [16]. Thus, the analysis of
publications showed that scientists mainly focus on the study of experience, problems
and the formation of digital collections. At the same time, the issues of digital com-
munications, as a complex scientific problem, are still little studied in the scientific
literature.
1.3 Methodology of research
The research methodology is based on the information and communication approach,
which was applied to the study of digital communication tools, digital information
projects and social partnership. The method of monitoring the websites of archival
institutions of Ukraine allowed to identify the mechanisms of digital communications.
The methods of analysis and synthesis helped to identify and determine the general
trends of digital communication tools in the archival system of Ukraine, aimed at
organizing collections of documents and providing online access to them. The com-
parative method made it possible to find out the changes in the digital infrastructure
of archival institutions. The generalization method helped to identify the best practic-
es in the field of digital communications of archival institutions.
2 Communication tools of archival institutions
In the context of digital transformations, archives as social and communication insti-
tutions undergo qualitative transformations. In the context of the development of a
digital society and the formation of a single information space, the process of transi-
tion of archival institutions to new technologies is intensifying, which in turn leads to
a change in the system of social and communication functions of archives.
The understanding of the archive as a subject of information processes is undergo-
ing transformation. Performing its main function - mediation between the creators and
consumers of retrospective document information, archives in the context of virtual-
ization of communications shift the emphasis on the presentation and dissemination of
digital retrospective information to "satisfy the information needs of society and the
state, realize the rights and legitimate interests of each person" [18]. The introduction
of innovative information communications radically changes the paradigm of presen-
tation of archival information, policies and practices of managing available resources.
The globalization of information processes has contributed to the development by the
international community of common technological principles for the creation and
exchange of information resources, the formation of integrated resources on the Inter-
net and the organization of free remote access to socially significant information.
This, according to scientists, contributes to avoiding a narrow understanding of digital
copying as insurance and "creates its own special world of digital reality of the histor-
ical past and the development of culture and spiritual communication." In it, the insti-
tutions of social memory “turn into the main actors in the formation of a new virtual
integrated culture, combining the various forms and contents of objects” of historical
and cultural heritage [31].
Digitalization in the archival sphere is becoming increasingly customer-oriented
[21]. The digital information communication system ensures the functioning of the
virtual information space of the archival institutions of Ukraine, taking into account
international standards for the processing and storage of retrospective information,
which represents the national cultural heritage, integration with other digital resource
bases. Thus, the digital information communication system "radically modernizes the
conditions in the field of search, processing and storage of data. The virtual infor-
mation space of archival institutions now includes the following virtual representa-
tions: sites, blogs, archive pages in social networks” [1], archival video channels,
online presentations, virtual tours, etc. The use of modern digital marketing tools in
the system of modern digital communications increases the importance of the infor-
mation potential of archives, its representation in the network society [7]. The use of
modern marketing technologies in the archival field is focused on understanding the
process of forming consumer demands in obtaining information. The number of inno-
vations and new products determine the active use of digital communication mecha-
nisms in the activities of archival institutions.
Based on a study of the websites of 9 central state archives, 24 state archives of re-
gions and annual reports on the results of the activities of the State Archival Service,
the diverse aspects of digital communication strategies were examined and the best
practices in the activities of archival institutions of Ukraine were identified.
2.1 Digital projects of archival institutions in the creation of information
space
The project activity, which is based on social partnership, covers several areas of the
digital communications strategy. It is the joint projects of the institutes of social
memory that are the basis for large-scale events in the interests of both the direct par-
ticipants and organizers of the project, and the general public [40].
Partnership projects increase the social significance of archives, which "perform
vital functions not only of preserving the documentary memory of the state and socie-
ty, replenishing information resources, but also providing social services" [19].
An important role belongs to archival projects in the formation of digital infor-
mation space. Thus, cooperation with the Ukrainian Cultural Foundation became the
basis for the implementation of the project "History of the Mykolayiv region of the
1960s and 1970s in film and photo documents. Digitization of visual documents in the
State Archives of the Mykolaiv region", presented by the State Archives of the Myko-
laiv Region in July 2019 with the aim of preserving and introducing into the scientific
circulation modern objects of pictorial history as a component of the cultural heritage
of Ukraine [34]. An example of the development of an international partnership in the
direction of digitization of archival documents is the project "Alma Mater Leopo-
liensis: Activities of the Lviv Humanities of 1661–1946,” implemented by the State
Archives of the Lviv Region [33].
Research, digital reproduction and use of archival documents related to the Holocaust
and the pre-war and post-war history of Jewish communities in Ukraine are carried
out by the state archives of Vinnytsia, Lviv and Khmelnytsky regions in cooperation
with the Holocaust Memorial Museum (USA).
Implementation of the projects “Very Important CASE” by the Central State Ar-
chive-Museum of Literature and Art [3], “Alive Archive”, “BLITZ Archive” and
“Cetera Archive” by the Central State Historical Archives of Ukraine in Kyiv con-
tributed to bringing the activities of archival institutions closer to the needs of society,
familiarizing the public with the most famous figures who played an exceptional role
in the development of state-building and cultural-artistic processes in Ukraine and the
most valuable archival documents covering their lives and work [25, 26, 28].
The popularization of the documentary heritage of archives, the comprehension of
the achievements and lessons of history became the leitmotif of the project “The
Ukrainian Revolution: Archival Chronicles”, dedicated to the 100th anniversary of the
Ukrainian Revolution (1917-1921), launched in 2017 by the Central State Archive of
the Supreme Authorities of Ukraine. A significant part of the project was the monthly
presentation of collections of documents from the funds of the archive “The Calendar
of the Revolution” (450 documents were presented during 2019) [29].
Formation of an objective vision of the historical past for a better understanding of
the present, honoring the memory of the victims, commemorating the huge contribu-
tion of the Ukrainian people in the fight against Nazism became the main idea of the
Internet project of the Central State Film and Photo Archive of Ukraine named after
G.S. Pshenychnyi dedicated to the 70th anniversary of the Victory over Nazism in
Europe and the end of World War II "If We Remember We Win: 1939-1945” [27]
and the exhibition project of the State Archives of the Lviv Region “The Torn Roots”
(carried out in cooperation with the National Museum of History of Ukraine in the
Second World War to produce 45 digital scanned copies related to the forced reset-
tlement of the population of the village of Liskuvate in 1951) [30].
A special place belongs to projects that promote the development of regional part-
nerships for the preservation of historical and cultural heritage. The joint organization
by state authorities, museums, educational and public institutions of local history
activities and the popularization of archival information resources on the history of
regions contribute to the formation of historical memory, national and cultural identi-
ty. Such projects include, in particular: the historical-documentary and public project
“Ostarbeiters of the Kyiv Region: Difficult Letters” (2019), organized by the State
Archive of the Kyiv Region and dedicated to the Day of Remembrance and Reconcil-
iation [32]; “Interactive Lviv”, “City Media Archive” [33] organized by the State
Archive of the Lviv Region in cooperation with the Center for Urban History of Cen-
tral and Eastern Europe and the Harald Binder Private Foundation, during the imple-
mentation of which 19 storage units and130 film documents were digitized.
To achieve the goals declared in the projects, archival institutions use various
forms of information activities: videoconferencing, online exhibitions on the websites
of archival institutions and presenting them on social networks (Facebook, Twitter,
YouTube), virtual tours, information messages in electronic media and regular col-
umns on TV -and radio channels with the presentation of digitized documents, blogs,
tags, etc. These forms of activity are used both within projects and independently.
2.2 Changing the paradigm of presentation of archival information resources
In the context of digital transformations, Ukrainian archivists are increasingly aware
of the importance of bringing archives closer to the needs of society and the benefits
of digitalization. Over the last ten years, there has been a tendency to change the poli-
cy of management of archival information resources: from declassification and
preservation of the documents of the National Archival Fund (NAF), to bringing the
activities of archives and institutions of the insurance fund documentation to the in-
formation needs of civil society.
The development of digital information space in Ukraine was facilitated by the
harmonization of normative legal acts and scientific and methodological works in the
field of archival institutions with international standards, which became the basis for
digitizing descriptions and providing access to them via the Internet. If at the begin-
ning of 2016 only about 6.4% of descriptions were digitized [20], then from 2017–
2018 there is a tendency to increase the digital content of the NAF information re-
sources, which is intensifying in 2019.
Thus, in 2017, 42 905 storage units were digitized, which was 61% more than in
2016 and 300% more than in 2015. In addition, 15 611 descriptions were digitized in
2017, which is twice as many as in 2016 and 22 times more than in 2015 [24]. At the
beginning of 2020, 83 052 units of storage and accounting of NAF documents were
digitized [19].
The digitization of NAF documents has become a priority for archival institutions
of Ukraine in organizing access to archival information. Actually, the advantages of
digitalization are precisely in optimizing the operation of all archive processes, ex-
panding the list of archive services, improving the quality of customer service for
retrospective information.
The best practices of archival institutions in the formation of digital information
space are presented in Table 1.
Table 1. Best practices of digital communications of archival institutions
Сharacteristic of practices Archive name
Digital archive Central Archives of Public Organizations of
Ukraine
Е-Archive State Archives of Kyiv Region
Digitization of NAF documents Central State Archive of Public Organizations of
Ukraine, Central State Historical Archives of
Ukraine in Lviv, Central State CinePhotoPhono
Archives of Ukraine, Central State Scientific and
Technical Archives of Ukraine, state archives of
Vinnytsia, Volyn, Kyiv, Luhansk, Khmelnytsky
regions
Digitization of descriptions of NAF State archives of Volyn, Kirovohrad, Mykolaiv,
documents Rivne regions
Cooperation with electronic media Central State Archives of Supreme Authorities
of Ukraine, Central Archives of Public Organi-
zations of Ukraine, Central State Historical
Archives of Ukraine in Kyiv, Central State Ar-
chives Museum of Literature and Art of Ukraine,
Central State Archives of Foreign Archival
Ucrainica, state archives of Volyn, Vinnytsia,
Donetsk, Zakarpattia, Luhansk, Lviv, Odesa,
Poltava, Rivne, Sumy, Ternopil, Chernihiv re-
gions
Organization and presentation of online Central State Archives of Supreme Authorities
exhibitions of Ukraine, state archives of Kirovohrad,
Luhansk, Lviv, Mykolaiv regions
Project activity Central State Archives of Supreme Authorities
of Ukraine, Central State Archives Museum of
Literature and Art of Ukraine, Central State
Historical Archives in Kyiv, State Archive of
Kyiv Region, State Archives of Lviv Region,
State Archive of Odesa Region
Presentation of the rubric "Document of the State Archives of Kyiv Region
Day" on the official website of an archive
Сharacteristic of practices Archive name
Representation in social networks Central State Archives Museum of Literature
and Art of Ukraine, Central State Archives of
Supreme Authorities of Ukraine, Central Ar-
chives of Public Organizations of Ukraine, Cen-
tral State Historical Archives of Ukraine in
Kyiv, Central State Electronic Archives of
Ukraine, Central State Archives of Foreign
Archival Ucrainica, state archives of Kiro-
vohrad, Luhansk, Lviv, Odesa, Rivne, Ternopil,
Kyiv, Kharkiv regions
Blogging Central State Electronic Archives of Ukraine,
Vinnytsia Regional Archive
Central State Electronic Archives of Ukraine,
Tags
State Archives of Kharkiv Region
3 Conclusions
Thus, the analysis of the obtained results showed that archival institutions of Ukraine
are actively implementing and developing, especially in recent years (2018-2019),
digital communication technologies aimed at optimizing the communication functions
of archives, organizing collections of documents and providing online access to them.
This, in turn, changes the system of social and communication functions of archives
and contributes to the growth of their social significance in society. The most com-
mon digital communication tools currently used by Ukraine’s archival institutions are:
blogs, social networks, search engines, sites, tags, which are aimed at the develop-
ment of customer-oriented and image technologies.
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