The International Council on Archives (ICA) is pleased to announce the successful delivery of the four-day onsite training workshop, Digitisation, Digital Preservation, and Emergency Response for Endangered Archival Collections, which took place in Warsaw, Poland, from 16 to 19 September 2025, Organized in partnership with the Institute of National Remembrance, the International Alliance for the Protection of Heritage (ALIPH), and the State Archival Service of Ukraine, this initiative strengthens the skills and networks needed to protect endangered collections not just in Ukraine, but around the world.
This onsite workshop represents the culmination of that learning journey and a key component of the wider project, which also includes the development of a practical manual to further support professional capacity and knowledge sharing. It closely aligned with the themes and outcomes of the seven-week training held between February and May 2025, reinforcing the commitment of ICA, ALIPH, and their partners to strengthening Ukraine’s archival resilience and safeguarding its documentary heritage in times of crisis.
Hosted at the Institute of National Remembrance — Poland’s primary state institution responsible for managing archives, conducting research, and promoting education about the nation’s modern history and injustices — the onsite training workshop brought together 27 participants from Ukraine, archival professionals from the Institute of National Remembrance, and international trainers including Amira Aly, Executive Manager of the Egyptian Heritage Rescue Foundation (EHRF), Andrew Chernevych, Head Archivist at Galt Museum & Archives, and Maryna Chernyavska, Digital Archivist, Library and Museums at University of Alberta. Its goal was to strengthen professional expertise and foster collaboration around some of the most pressing challenges facing archives today: safeguarding vulnerable collections, developing robust digitisation workflows, and preparing for emergencies that may endanger archival materials.
An ambitious and collaborative programme
Over four days, participants were guided through an ambitious agenda balancing theoretical learning with practical, hands-on sessions. The workshop opened with demonstrations of digitisation modules and scanning equipment, including workstations for 3D, photographic, and microfilm materials. Conservation practices and document preservation techniques were also introduced, highlighting the importance of careful handling before, during, and after digitisation.
Institute of National Remembrance Tour — Digitization equipment
Day two emphasized emergency preparedness, with immersive sessions on situation analysis, risk assessment, and salvage practices, culminating in a full simulation of an emergency evacuation and response. Subsequent days explored imaging strategies, metadata standards, and essential tools for digital preservation, including formats, validation processes, and fixity checks.
Simulation of Emergency Response and Evacuation — Greeting from Carlos Serrano Vasquez and Marzena Kruk (Director, Institute of National Remembrance- IPN)
Site visits to the Central Archives of Modern Records and the archival storage facilities of the Institute of National Remembrance offered participants an invaluable opportunity to see large-scale archival infrastructure in action.
Tour to the Central Archives of Modern Records
Building resilience and networks
Participants highlighted the immediate relevance of the workshop for safeguarding archival heritage, particularly in times of crisis. Anastasiya Kholyavka of the Urban Media Archive, Center for Urban History, emphasized the value of collaborative learning and networking:
This kind of collaborative learning is a very effective tool… we realised how much more collaboration can offer and how valuable it is to cultivate, support, and develop these connections in the future… Our experience can be interesting and useful to others, and we should… share what we are learning while working under a strong sense of threat.
Trainers also praised participants’ dedication and engagement. Andrew Chernevych, Head Archivist at the Galt Museum & Archives, said:
What stood out most for me is how amazingly motivated all the participants were… they really want to learn from somebody else’s experience and relate their experiences to what they see and learn… This kind of training can create partnerships that bring new projects, new funding, and new opportunities for professional development.
Together, these reflections underscore the workshop’s lasting impact — not only in building technical skills, but also in fostering a strong sense of professional solidarity and shared purpose among archivists working to protect cultural heritage in times of crisis.
Partner Perspectives: Strengthening Archival Leadership and Regional Collaboration
The onsite training was also praised by partner institutions for reinforcing their mission and regional leadership in archival preservation. Director Marzena Kruk of the Institute of National Remembrance (IPN) highlighted the significance of the partnership:
This cooperation perfectly aligns with the mission of the Institute of National Remembrance, which has long been actively working to protect, collect, preserve, and digitize archival resources. IPN, as an institution with an established position in Poland and abroad, shares its experience and infrastructure with foreign partners, especially with Polish diaspora institutions, supporting joint efforts to preserve historical heritage and promoting good practices in modern archive management. Our task is not only to secure archival collections but also, by ensuring access to them, to actively contribute to commemorating victims and providing them with restitution. We also aim to educate and tell the story and experiences of the Polish nation in its struggle against totalitarian systems. Especially today, as we live in very tense times — some say similar to the pre-war period — it is particularly important to remind people of these experiences. Projects like this one help us fulfil that mission.
Oleksandr Lashko, Chief Digital Transformation Officer of the State Archival Service of Ukraine (SASU), emphasized the importance of this collaboration for Ukraine’s archival sector:
The cooperation between ICA/ALIPH and the State Archival Service of Ukraine (SASU) is critically important for the protection of Ukrainian archives. The seminar in Warsaw became a powerful platform for advanced training. Ukrainian specialists demonstrated extraordinary interest and a high level of preparation for implementation. The acquired knowledge directly supports the priorities of the SASU regarding digitization, preservation and accessibility. The main message that Ukraine heard: it is necessary to immediately integrate international practices and increase crisis preparedness. Due to the high motivation of the participants, while still in Warsaw, Ukrainian archivists previously agreed on a separate meeting in Ukraine dedicated to detailed planning and implementation of all the skills and knowledge gained during the seminar. This will ensure the most effective use of international assistance.
These reflections underscore the shared vision of ICA, ALIPH, IPN, and SASU: to strengthen archival capacity, safeguard documentary heritage under threat, and build sustainable frameworks for international collaboration in the protection of cultural memory.
Looking ahead
In addition to practical skills, the training created space for peer-to-peer exchange, enabling participants to refine their digitisation projects with expert input while forging professional networks that extend beyond borders. The ICA remains committed to supporting archival institutions and professionals through capacity-building initiatives, advocacy, and knowledge-sharing. The Warsaw training represents a vital step in developing resilient archival systems and ensuring that endangered collections are not only preserved but made accessible for generations to come.
For more information about the project, please contact us at programme@ica.org.
