SMU Libraries has launched a digital preservation system to store, curate, and preserve the institution’s heritage and memories. This centralized repository aims to collect content from across Singapore Management University (SMU), ensuring it is properly archived, described, and maintained. Additionally, a publicly accessible website, SMUseum (https://smuseum.smu.edu.sg/), was created to showcase the rich history of SMU.

SMUseum showcasing the university’s history and institutional memories

Founded in 2000, SMU is celebrating its 25th anniversary this year. In recognition of this milestone, SMU established a Silver Jubilee Taskforce to plan a series of events. SMU Libraries partnered with the taskforce to highlight the university’s history through the themes of People, Places, and Purpose.

The People theme, which is now live, emphasizes the visionaries who helped shape SMU, such as Dr. Tony Tan, Dr. Ho Kwon Ping, and Prof. Tan Chin Tiong, alongside the trailblazing students who chose SMU and went on to achieve great success. This theme also honors the faculty who serve as pillars of excellence, blending world-class research, professional expertise, and a passion for teaching.

In addition, collections were created for key annual events like Patron’s Day, Open House, Convocation, and Commencement, with images spanning from the very first instance of each event.

Collections featured on SMUseum

The next phase, focusing on the Places theme, will be ready in April 2025, followed by the Purpose theme, which is scheduled for September 2025.

Background
In preparation for the 25th anniversary, SMU Libraries proposed a digital preservation system (DPS) to better manage the university’s archival content. After receiving approval, a project team, comprising staff from various library units, collaborated with the university’s IT team, Integrated Information Technology Services, to define system requirements, evaluate submissions, and implement the solution.

To enhance their digital preservation knowledge, the team attended training from the Digital Preservation Coalition. They also visited Temasek Polytechnic, which had already implemented a digital preservation system, TP Archives. The Temasek Polytechnic colleagues were most generous with sharing their experience and we learnt a lot from them.

Following a thorough evaluation of tenders, the project was awarded to LibNova. The team then focused on learning the new system, selecting content, and creating metadata for existing collections, including those from a previous oral history project. Collaboration with departments like the Office of Corporate Communications and the Office of Campus Infrastructure and Services helped to source additional content.

With a firm deadline of January 2025 to prepare enough content for the 25th anniversary celebrations, the team worked closely with the Silver Jubilee Taskforce to finalize the themes and content.

Key Takeaways
Currently, the main content format we obtained is photographs. While photographs can tell a story, having the right descriptions can truly bring that story to life. We plan to include other types of content in the future. One format to focus on could be videos, as they are even more powerful in allowing viewers to see and to hear directly from individuals, offering a unique, personal perspective.

Partnerships with the departments mentioned above have been instrumental in sourcing additional content. We plan to extend our outreach to other parts of the university, such as the Schools and Colleges, to introduce more unique content from diverse perspectives. Through this collaboration, we aim to foster greater awareness and ownership of digital preservation within the university community.

Conclusion
The implementation of the digital preservation system is a key step in ensuring that SMU’s rich history is safeguarded for future generations. By creating a centralised, accessible archive, SMU Libraries is not only preserving the university’s legacy but also fostering a deeper connection to SMU’s heritage and promoting a sense of pride and belonging within our community.

As we continue to build out the Places and Purpose themes, the SMUseum website will serve as a dynamic resource for both the SMU community and the wider public, offering an ever-evolving story of a university committed to driving innovations, transcending boundaries, and transforming lives.

With the foundation now in place, SMU Libraries looks forward to further enhancing the collection, ensuring that the institution’s memories are preserved, celebrated, and shared for years to come.

Contributed by Yeo Pin Pin, Head, Research Services and Salihin Mohammed Ali, User Experience & Technology, SMU Libraries