Digitization of The Archives of The

With its 135 years of history as the world’s oldest international political organization, the Inter‑Parliamentary (IPU) has amassed in its archives an exceptionally rich collection of documents, images and memorabilia dating back from late nineteenth century through to today. Among its treasures, the IPU archives comprise unique documents relating to no less than 27 Nobel Peace Prize laureates who had been associated with the Organization in one way or another. Given its present non-digital form, the collection cannot be consulted easily without assistance and is therefore not well known. For this reason and as part of its efforts to promote the digital transformation of parliamentary institutions globally, the IPU will begin the process of digitization of its archives starting with the segment comprising materials from the first fifty years of the IPU’s existence (1889-1939).

An initial analysis of this segment has revealed that it included some 355,800 pages of printed, typed and manuscript texts as well as numerous photos, drawings and press cuttings stored in altogether 247 standard archive boxes. Their physical preparation for digitization has already been completed.

In late 2022, the IPU commissioned a Roadmap Study covering both the technical and financial aspects of the archives’ digitization project and analyzing available options in the light of experience and best practices of a selected number of other organizations and institutions known to have carried out similar projects. The Study included several practical recommendations and paved the way for the start of the project’s implementation phase that should include a fund‑raising campaign to be carried out with a proactive participation of an external Senior Consultant whose responsibilities are described below.

The main objective of this position is to ensure the successful execution of the archives’ digitization project in an orderly and cost-effective way, with special attention paid to the technical quality of the outcome, through efficient teamwork with service providers, and by running all activities in accordance with approved project plans, designs and specifications.

**Organizational setting and reporting relationships**

The Consultant will report to the Director for Member Parliaments and External Relations. The day-to-day supervision of the Consultant's work as well as all necessary practical assistance will be the responsibility of the Chief of the IPU Archives (currently a pro bono position).

**Accountabilities**

The Senior Consultant will be expected to:

- Get acquainted in a hands-on way with the entire collection of archived IPU materials from 1889 to 1939, including the corresponding printed and electronic catalogues.
- Develop a work plan based on the findings and recommendations of the Roadmap Study and that covers all phases of the practical implementation of the digitization project up to the delivery of the final product.
- Prepare detailed technical terms of reference to be shared with both prospective donors and service providers.
- If necessary, resort to third-party professional assistance when preparing attractively laid-out printouts, electronic presentations and other illustrative materials highlighting the overall objective and cultural value of the IPU archives’ digitization project, and when setting out its technical and financial parameters for donors and the media.
- Analyze information regarding the two alternative fundraising strategies described in the Roadmap Study and propose practical ways of implementing the best strategy.
- In collaboration with relevant services and individual staff members of the IPU Secretariat and particularly with the Division of Support Services, propose funding agreements with donors and proactively participate in related fundraising activities ensuring financial sustainability of the archives’ digitization project.
- In collaboration with the Division of Support Services, manage administrative and logístical arrangements relating to the organization, in conformity with applicable IPU policies and rules, of competitive tenders among digitization service providers with proven records of success in projects of digitization of cultural heritage, with the final product (an online database) delivered on a turnkey basis. Absolute guarantee of safe transportation and handling of archive materials must be a mandatory condition.
- Project-manage the IPU relationship with the digitization service provider selected through the tender, ensuring effective quality control of the digitization process, of pre
- and post-digitization tasks and of metadata creation.
- Identify optimal solutions regarding the choice of digital archives management tools and of long-term digital archives preservation software. Implement those solutions with the assistance of a digital preservation service provider selected through a second competitive tender.
- Control project expenditures