Archiving is an aspect of publishing that is often overlooked, likely because of its distance from the immediate publication and distribution process. When we think of archives, we often think of old documents being preserved in library basements--a retroactive process that doesn't affect modern-day materials. All of that is changing though, in the digital age, when archiving presents ways to not only preserve old (and new) documents, but also provide access to a greater audience, promote unseen authors and works, provide a richer bank of withstanding knowledge, and even provide data for analysis for publishers and librarians alike. Learning more about archiving processes not only provides grounds for understanding its role in publishing and literature, but also opens the doors for students, writers, publishers, and editors to consider new career paths for themselves, and beneficial practices for their businesses. Though this article reveals key reasons why studying and understanding archival work is foundational to publishing, see the further reading section for a more in-depth description of what this work can look like. 

 

Preservation and Access

​

An issue that publishers and readers alike have grappled with over time and through changing media is the preservation of documents. When it comes to older historical sources, the materials like physical manuscripts, the general wear and tear, types of paper, ink, and production materials do not always remain in good condition. Digitizing these resources, and creating a digital space for retrieval, has provided an opportunity for rescuing historic materials of all kinds, including literature, research, data, etc. Furthermore, according to a peer-reviewed Scholastic journal, many publishers today are even requiring the  authors whose work they are publishing to deposit their contributions into a digital archive, a now preventative measure that is part of the process of publishing. As the digital landscape changes, this is just one practice that is being implemented to protect against the passage of time. Another benefit to this though, is greater access due to a digital host platform. For example, the different digital archival software provide a new avenue for magazines or other publishing bodies that might be discontinued and do not want to lose their backlog of work. Small, indie presses are on the rise as a pushback against corporate monopolies, but many places struggle to amass a lasting readership in the saturated market. Digital archives present a solution for these small companies that can not only newly offer a backlog of pieces that were originally published in print as well as their online content, but also their entire catalog should the magazine be discontinued. Learning about this process of not only retroactively archiving old material but also immediately archiving new material, as well as learning how to use the software involved, is a vital extension of knowledge for those hoping to pursue indie publishing. Furthermore, digitizing documents in general can make writing more accessible to a wider audience of readers, than those who would only consume a print text. In an instructional document from the Society of American Archivists, there are provisions that require digital archive material to be compatible with screen-readers and to allow for text-enlargement, alt-text for images, proper descriptions, and headings throughout, and the restriction of using color to indicate meaning. There are other stipulations for in-person archival spaces too, but the expansion of the digital era has necessitated different guidelines for accessibility, a practice that has opened the doors to people who might not be able to visit a physical space.

​

Another layer of access that benefits everyone is that with Internet access, you can visit a website from anywhere in the world to view digital archives, rather than having to visit a library or specific archive building in a fixed location. Though specific clearances might be necessary, this still links different parts of the world and their own knowledge and information together, whether that be research or literature. 

 

Promotion

​

Well-kept archives can also promote previously published articles that have gone unnoticed by researchers. Because of digital algorithms, these systems can filter, sort, and push the relevant content to people accessing the archives, based on smart technological information of what they're looking for. Not only does this provide wider viewership for the author, but also a more efficient system. Along with the benefit of access, because people from all over can view a document previously stored in a fixed location, there can be a better promotion of ideas and research throughout communities, rather than isolated to a specific region or place. Another aspect of promotion is for libraries themselves. By digitizing texts in libraries that were previously stored on shelves, there is more space for a richer collection of widely circulated materials, rather than the niche records taking up valuable space. Not only do archives promote their own materials, but also that of any other texts housed in the same location, as librarians can devote more physical space to books when the relevant information is digitized. Again, this is an opportunity to promote unseen authors, but it also stimulates the library's economy by stocking in-demand goods, in addition to a vast archive, which can boost the success of a community library. For larger cities with a self-publishing market, or bookstores and libraries that produce in-house publications, the shifting of not commonly accessed texts to the digital realm can free up the space for new work that engages the community and the publishing market as well. 

 

Misinformation and the Foundation of Knowledge 

 

In the digital age, there has been a proliferation of misinformation, spread easily by unverified sources. This affects not only news distribution, but also academic publishing and research journals. By preserving a rich and accurate foundation of archival work, modern research can be evaluated against the previous material, ensuring accuracy and further expansion of knowledge. Archival science is a specific skill set, and by promoting this kind of work to college students interested in publishing or book-related industries, we can replenish the workforce of archivists that perform such a specific and important job. Having this bank of information is also critical to editing when it comes to fact-checking, so that current published articles can draw on accurate accounts of past findings. Furthermore, performing archival evaluations can root out unreliable or misinformed research, and ensure the validity of the knowledge that writers and researchers draw from. Having accurate information and research to rely on is crucial for any branch of academic, scientific, or historical writing and publishing, and learning about proper preservation in archives ensures that future generations keep this bank of knowledge in check. 

 

Data Insights and Analytics

​

Another crucial reason for the existence and use of archives is the data that both librarians and publishers alike can draw from. For librarians, evaluating which sources people are commonly requesting, and which fields are most popular, can inform future collections and orders in that area. This promotes specific cultures depending on the library and enriches the experience of a local community. On the publishing end, like any other market trends, this information can be used to analyze what any given readership is consuming, and which niches to appeal to, a critical pillar of the business side of things. Archival data can be a key insight, especially in publishers specializing in any type of research, in order to analyze trends in not only current materials, but older ones too. The digitization of archives only makes this access to data easier, and training in archival software and data retrieval can provide unique insight into a readership often overlooked.

 

Further Reading

​

What's an archivist? 

What does an archivist do?