Coming to TERM:

Designing the Texas Email Repository Model

Sue SoyStan Gunn

Marlan GreenDr. Patricia Galloway

University of Texas at AustinGraduate School of Library and Information Science

Problem

Permanent retention of electronic recordsRules for management of email (TSLAC)Agencies may not currently be compliantLegal risks involved

All Email has a common format

Every agency produces email

Legal record

Multiple platforms

Complexity increased by attachments

Solution

Archival trusted repository + OAIS model +Multiple proofs of concept (Harvard

& MIT)

=TERM

MIT’s Dspace Project

Players

State Agencies

DIRTexas Department of Information Resources

TSLACTexas State Library and Archives Commission

Vendor(s)

RMICCRecords Management Interagency Coordinating Council

Public

Attorney General

Composition of TERM Repository Management Team and members' areas of responsibility.

Repository Management Team

RepositoryManagement Team

State mandated bodyrepresentative of all

concerned parties - acollaborative effort endowedwith generous amounts of

authority.

StateAgencies

Officeof the

AttorneyGeneral

Texas State Library andArchives Commission

Public Interest

TERM/OAISManagement(Contractors)

TERM/OAISAdministration

Texas State Department ofInformation Resources

owner's special knowledgeusers’ concernsresponsivenesssecurity

legalitiessecurity

custodianshippreservationarchival functions

accountabilityresponsiveness

technology concerns withrepository's commercial products

OAIS capabilitiessecurity

securityenabling infrastructurestrategies

Records Management InteragencyCoordination Council

administering and unifying group

TERM OAIS Structure

Major functions of the OAIS Reference Model from Consultative Committee for Space Data Systems (CCSDS), CCSDS 650.0-W-1, Producer-Archive Interface Methodology Abstract Standard. (OAIS). White Book. Issue 1. Draft Recommendation for Space Data System Standards.

TERM

PRODUCER

CONSUMER

MANAGEMENT

ADMINISTRATION

DataManagement

IngestAccess

Archival StoragePreservation

Descriptive Information Descriptive Information

AIPSIP

DIP

queries

result sets

orders

Agency Level Email Capture

TERM

Ingest

Arc

Dat

AIP

Local Repository

SIP is prepared andTERM notified

Email Messaging System

Email Created

OutgoingMessage

InternalMessage

IncomingMessage

Recipient

copy of originalemail captured

and sent tolocal repository

SIP

Information flow from agency to consumer, adapted from Kenneth Thibodeau, The Unsteady State of the Art of Preserving Electronic Records.

Information Flow

TERM

Archival Storage

Consumer

State Agencyor

citizens

Producer

State Agency

SIP DIPAIP

Ingest

descriptive informationis extracted

SIP

DataManagement

Access

ADMINISTRATION

Metadata Capture

TERM

Application of SIP

agency controlled transitory correspondence

Emailcreation

1 year 2 years 3 years

Optional records managementreview to accommodate any

alteration in policy or law.

Permanent retention under Agencyor Texas State Library and Archive

Commission Ownership.

Disposal (after appropriate review)

Records Retention

Agency negotiates SIP Agreement with TERM

SIP Agreement stipulates transfer date, ownership, privacy, access, and retention actions for administrative and general correspondence.

Transitory records are disposed of by the agency.

Recommendations—Short Term

Recruit repository management team (RMICC)Foster collaborative environmentCommit to OAIS standard Enforce TSLAC email guidelinesRequire open standards and softwareAdopt standard user practicesAvoid exotic attachment file formatsConsider using established resources (WTDROC)Recruit agency for pilot project

Recommendations—Intermediate

Implement pilot projectDevelop phased planEvaluate repository functionalityLocate fundingAssess producer community’s needs Investigate automated classification systemsIdentify vendors willing to collaborate on development

Recommendations—Long Term

Select vendor for repository developmentReview findings and continuously improve planDevelop and implement automated classification systemsBuild value-added services (knowledge management, data warehousing etc.)Address preservation issues (migration, refreshing etc.)Test repository cessation and disaster plans

D-Lib Online Magazine

Coming to TERM:Designing the Texas Email Repository Model

http://www.dlib.org/dlib/september02/09contents.html

Questions?