In the ever-evolving digital landscape, preserving a record of how the University’s IT offering has grown over the years has become a crucial yet challenging task. The Bulletin of IT Services (BITs) chronicled the technological transformation at the University between 1994 and 2019. Here, Senior Service Designer Sonia Virdi and Digital Archivist Sara Day Thomson discuss their work to digitally preserve editions of BITs.
The journey begins: recovering BITs
Originally launched in 1990 by the Edinburgh University Computing Service (EUCS) as a newsletter, BITs evolved significantly over the years. With the formation of Information Services in the early 2000s, the publication expanded its scope, reflecting the rapid technological advancements within the University and covering milestones such as the Y2K problem, the rise of the World Wide Web, the introduction of email, and the development of virtual learning platforms like WebCT.
Through its articles and design, BITs serves as a time capsule, reflecting how technology has shaped academic life. The Graphic Design Team had archived BITs’ original design files onto CDs and DVDs in the past, many of which were now 20-30 years old. Their initial task was to retrieve and preserve these files, ensuring they remained accessible for future generations. However, what seemed like a straightforward retrieval process quickly revealed the inherent challenges of digital preservation. The team recruited Digital Preservation Intern Jasmine Patel to help.
Challenges of digital decay
In the early 2000s, CDs were considered a durable and reliable storage solution. However, experience proved otherwise. The first few discs that Jasmine attempted to read were completely unreadable. Out of the 120 discs processed, 10 had suffered corruption, rendering some files permanently lost. This was a stark reminder of how fragile digital media can be, especially as technology advances and hardware compatibility diminishes.
Additionally, finding a functional disc reader became an unexpected challenge. The struggle to extract BITs files reinforced the understanding of why digital preservation is essential, not just for historical records but for all digital content.
Rediscovering BITs through the internet archive
Jasmine’s perseverance paid off when a treasure trove of BITs editions was discovered in an unexpected place – the Internet Archive. This digital repository contained hundreds of PDF copies of BITs, including editions that had been presumed lost. By combining these files with the successfully retrieved CD data, a near-complete collection of 230 BITs editions was assembled.
Creating the BITs online exhibition
From January 2024, Jasmine and the Library’s Heritage Collections teams, the Graphic Design and the Media team began work on an online exhibition to showcase BITs’ history, illustrations, and design evolution. The process involved curating key issues, selecting noteworthy articles, and structuring the exhibition in a way that captured BITs’ legacy.
Why digital preservation matters
The project reaffirmed that digital preservation is about more than just saving files – it’s about safeguarding history, knowledge and creative efforts. The rapid pace of technological change means that what seems accessible today may become obsolete tomorrow. By taking proactive steps, such as migrating data to modern formats and creating structured archives, valuable digital content can be preserved for future generations.
The BITs preservation project serves as a case study in the importance of digital archiving. It highlights how easily digital media can degrade and how vital it is to act before critical information is lost. Through this work, BITs has not only been rescued from potential obscurity but has also provided a model for future preservation efforts.