Uniting 100+ Countries for Archives: My Experience at ICA Barcelona 2025
It was an incredible honour to represent the Indian Institute of Astrophysics (IIA) at the International Council on Archives (ICA) Congress 2025 in Barcelona, Spain (21–25 October 2025). The ICA Congress is one of the most prestigious global gatherings in the archival profession, and this edition brought together more than 2,000 participants from over 100 countries — archivists, records managers, researchers, policymakers, technologists, and heritage professionals — all united by a shared commitment to preserving memory, democracy, and justice.
The scale, diversity, and intellectual energy of the Congress were truly inspiring. Catalonia emerged as a vibrant hub for innovation in archival science and records management, and being part of such a global forum provided invaluable exposure to international perspectives, methodologies, and best practices.
Presenting IIA’s Digital Archive Journey
I had the opportunity to present my paper titled:
“Towards a Digital Archive: A Case Study on Enhancing Access with AtoM-Based Finding Aids at the Indian Institute of Astrophysics.”
My presentation focused on our journey of implementing Access to Memory (AtoM) as an open-source platform to develop comprehensive online finding aids and create a one-window digital access system for IIA’s archival collections.
Rather than maintaining a separate archival portal, we integrated AtoM functionalities directly into IIA’s external-facing website. This strategic decision ensured a seamless and unified user experience for researchers, students, and the wider public — bridging archival content with institutional identity.
Key Highlights from the Presentation
- Metadata Standards & Unified Taxonomy
We implemented internationally accepted metadata standards and developed a consistent taxonomy to enhance archival description, interoperability, and discoverability. - System Customization & Data Migration
The transition to a digital environment required careful customization of the AtoM platform, structured data migration, and iterative testing. - Capacity Building & Staff Training
A significant component of the project involved training staff to adapt to new workflows and digital archival practices. - User-Centric Design Approach
Accessibility, intuitive navigation, device responsiveness, and usability were central to our design philosophy — ensuring that archival content is not just preserved, but meaningfully accessible. - Scalable & Sustainable Methodology
The framework we developed is not limited to IIA; it offers a replicable model for other institutions planning similar digital transformation initiatives.
Learning from a Global Archival Community
One of the most enriching aspects of the ICA Congress was interacting with professionals from across continents. The passion archivists bring to their work — whether in national archives, universities, community heritage projects, or digital preservation labs — was deeply motivating.
The Congress exposed me to:
- Innovative digital preservation strategies
- Community archives and participatory models
- Ethical dimensions of archival practice
- AI-driven tools in archival description
- Policy frameworks supporting access to public records
Listening to professionals from diverse cultural and institutional backgrounds reinforced a powerful truth: archives are not passive repositories; they are living institutions that shape identity, accountability, and collective memory.
Reflecting on the Experience
Participating in the ICA Congress 2025 was more than a conference presentation — it was an immersive global learning experience. It broadened my professional perspective, strengthened international connections, and reaffirmed the importance of open-source, inclusive, and sustainable archival solutions.
This initiative reflects IIA’s commitment to preserving and sharing India’s astronomical heritage through digital innovation. I am deeply grateful to the ICA community for providing such a global platform, and to my colleagues at IIA for their collaboration and continued support in realizing our vision for a modern, accessible, and inclusive archive.
The energy, dedication, and vision of the international archival community left a lasting impression — and I return inspired, motivated, and more committed than ever to advancing digital archival practices in India.
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