Digital Archiving

In this article by Eric North, we examine the latest techniques in archiving and digital preservation of a Club’s heritage.

The recent dramatic floods around the UK, arguably the worst in living memory, should have focused the mind of many committee members as to the danger of fire and water. Continual movements of people within the clubhouse at all times of the day contributes to a building that is high on the list of properties exposed to the risk of fire.

A Club does not have to dwell too much on the shock to the system in the aftermath of such an event. The disbelief will be rapidly followed by the reassurance that the clubhouse was ‘well insured’. Well, was it ? In reality, it is only when confronted with such a situation that the Committee might find, to their horror, that to replace the familiar items that gave the clubhouse its unique character, is going to cost them well over what they might have estimated on the insurance policy. (That is if they can be identified and replaced!)

As most well established Golf Clubs can go back over a century, they are a prime source of extremely valuable and much prized golfing memorabilia, the value of which is going up in the collector’s market at a rate well over inflation. Furthermore, many of the paintings and photographs that adorn the walls are unique to that Club. The same applies to the many and varied photographs and records, that are a much valued part of the Club’s heritage. If they are not taken by the ravages of fire, they can still be irreplaceably damaged by water in the aftermath.

A lack of hard visual evidence of the memorabilia, records, and contents of the trophy cabinet can place their value as questionable between the Club and the loss adjusters. It is this lack of confirmed evidence in the Club records that can make the job of negotiating a settlement long, protracted and difficult. Not for the first time could a Club Committee come under the wrath of its members and be pilloried for their lack of foresight in such matters.

So, what is the solution ? In the past the archiving of Club valuables and the recorded documentation of the memorabilia will have been regarded as too being expensive. The consensus being that the high cost outweighed the risk. However, with the advent of sophisticated computer software, a new generation oc cameras, and more importantly skilled digital artists, this has led to the availability of an inexpensive range of digital photographs. These are contained on easy storage CD-Rom disks, which may be duplicated and stored well away from the premises.

Using this process, Club trophies can now be photographed from every angle showing an accurate overview as well as all details. Hallmarks can be visibly recorded. Photographic memorabilia can be either digitally photographed or scanned. Paintings can be digitally photographed in sections and placed on a computer then built into an overall high resolution image. Old Club documents can be scanned, recorded and archived. Thus, in the event of an incident all the information is to hand and it can be replaced at a very low cost - the price of photographic prints - and the replacement prints will retain the same authentic period ‘feel’ as the originals.

Most photographs taken around the turn of the century and older are rapidly fading and degrading both on display and in albums. Some are in a very delicate condition and all of these would benefit from being scanned. In so doing they can be enhanced and restored to their original condition.

Detailed archiving does not have to stop at trophies and memorabilia. Old and valued items of furniture can also be photographed and recorded. Wood carvings on staircase balustrades and panelling can be identified and illustrated. In fact all that makes the clubhouse unique can be recorded and catalogued, which would become invaluable in the case of producing replacement furniture.

In addition to loss or damage by fire and water, loss or damage caused by the incidence of theft and burglary cannot be discounted. This applies to both in the clubhouse and to Club trophies, which are kept in members’ homes during their year of triumph. Whilst this may not be as dramatic as an overall wipe out it is still an irritation that happens all too frequently.

The advent of this new technology now enables the cost of archiving to be within reach all Clubs, thereby alleviating the risk. The uninterrupted continuity of a Club’s heritage comes not through tradition but by sound judgement of forethought made at the right time.

For further information, contact Eric North, Restored Memories, 7 Marina Mews, Walton-on-the-Naze, Essex CO14 8QB. Tel/Fax. 01255 675929. E-mail : eric.north@btinternet.com