Digital Preservation (E-Archiving)

Disseminating statistics: Internet and PublicationsMadrid, 3-5 March 2008

Digital Preservation(E-Archiving)

Marta Melgar Garcí[email protected]


Presentation Index

• Introduction• Digital Preservation Strategies• Digital Preservation Problems• INE Journals digital repository• INEBase History

– Our Virtual Library– Project Phases– The Technical Process in 3 steps– The Publisher– Visualization On Internet– Interesting Data– IT Data


Introduction

• Digital preservation combines policies, strategies and actions that ensure access to information in digital formats over time.

• Publications will be available and accessible for generations to come.

Source: American Library Association

Digital Preservation definition


Digital preservation strategies and actions address content creation, integrity and maintenance.

– Planning– Content creation – Content integrity– Content maintenance– Problems

Source: ALA

Digital Preservation strategies


• Clear and complete technical specifications

• Production of reliable master files

• Sufficient descriptive, administrative and structural metadata to ensure future access

• Detailed quality control of processes



Program planning, management and evaluation should consider:

• Risk assessment and management.• Cost benefit analysis.• Legal issues.• The role of file formats,standards and metadata.• Storage and maintenance.• Disaster planning.• The relationship between preservation and access.• Preservation strategies, approaches, and methodologies.• Technology forecasting for preservation.

Source: Cornell University Library



Content integrity includes:

• Documentation of all policies, strategies and procedures

• Use of persistent identifiers

• Recorded provenance and change history for all objects

• Verification mechanisms

• Attention to security requirements

• Routine audits



Content maintenance includes:

• A computing and networking infrastructure

• Storage and synchronization of files at multiple sites

• Continuous monitoring and management of files

• Programs for refreshing, migration and emulation

• Written disaster prevention and recovery plans

• Periodic review and updating of policies and procedures



• We have to preserve the records in an electronic era where change and speed is valued more highly that conservation and longevity.

• Enormous amounts of digital information are already lost forever.• Information technologies are essentially obsolete in a short period of

time. This dynamic creates an unstable and unpredictable environment for the continuance of hardware and software.

• There is a proliferation of document and media formats, each one potentially carrying their own software and hardware dependencies.Copying these formats from one storage device to another is simple. However, merely copying bits is not sufficient for preservation purposes. If the software is not avaliable, the information will lost. Besides the complexity of maintaining the integrity of links, embedded objects, etc.

• Digital preservation is expensive.• Increasingly restictive intellectual property and licensing regimes.

Source: http://www.ifla.orgSource: http://www.ifla.org

Digital Preservation problems


Process steps:

1. In our OPAC (On-line public Access Catalogue), we select the 856 field (for electronical resources).

2. We create a fixed URL. This URL is inside our server.

3. We scan the journals in PDF format.

4. We get up the PDF files to the server through FTP.

5. We use the fixed URL and incorporate every different PDF file to its root.

6. We link every file to the OPAC Web.

7. We see the digitalized file in our OPAC Web.

INE Journals digital repository

In our Library we have created a digital repository of printed journals.


Field 856



Some interesting data:

• No cost of implementation

• Involved personel: 2 people

• Project time: one and a half year

• Current status: More than 1000 journal numbers digitalized and published



INEbase history

Background• 1996: The INE joins the Internet

• 2000: INEbase birth all statistical production offered on the Internet

• 2004: what shall we do with past information only available in printed format? Target: opening up to the public historical collection of INE publications only available on paper

Statistical books 1858-1997 available on the web


We had to choose between different alternatives:

• Tables in pc-axis format

• Complete PDF versions of the books

• INEbase history

INEbase history: a new section of INEbase


INEBase History: Our Virtual Library


1858 Yearbook



Population (28 tables)



• Phase 1.

– What should be published? Most symbolic and

representative volumes of public statistical activity:Statistical Yearbooks (1858 – 1997) Population Censuses (1900 – 1970)

– Outsource scanning ( + de 100,000 pages)

– Outsource the software development• Phase 2.

– Cataloguing starts

– Software improvements suggested by use– 20 publications catalogued before publishing

INEbase history: Project Phases


• Phase 3. – Internet launch takes place with 20 Yearbooks and 1 Census

• Phase 4.

– Cataloguing and web publications of 78 Yearbooks and 9 Censuses

(34 volumes)

INEbase history: Project Phases

• Phase 5.

Incorporation of new publications

Scan the Agrarian Census and VS statistics

Programme adaptation

Cataloguing & publication


1. Scanning and OCR

• Scanning using the originals

– Unbinding (old and non-unique)

– Guillotining (repeated and unimportant)

– Microfiche (rare, old copies)

• TIFF files obtained

• OCR programme used to generate txt files used for

search engine

• Once PDF file is obtained ready to be catalogued

INEbase history: The Technical Process in 3 steps


2. Cataloguing books into the system: “cataloguer” role 1st step: create index with

categories until we get to the final node: the statistical tables

2nd step: associate one or more PDF documents to each node




How is cataloguing done? Practical example

Creation of a virtual book: Statistical Yearbook 2010

Node blocked



Creation of the index publication

Creating as many chapters as needed



Creation of the tables and association to the corresponding PDF-doc.



Recreating the hierarchical tree

All the publication´s documents appear associated to their corresponding table

Cataloguer’s work ends here

Nodes unblocked


3. Revision before publishing

• Cataloguing should be revised before being published

• Who revises? there is a specific role, the “proof-reader”,

but…. this role has not really been used and …in reality another

cataloguer does the revision

• Once the proof-reading work is finished, the book is ready for

publication

Proof-reader’s work ends here



Main task: to publish books; other tasks: user and trasmission control, nodes translation

Blocked node

Published node

Unblocked node

Book ready to be shown on the Internet

And the translation process begins

INEbase history: The Publisher


Cataloguing Server

Dissemination Server

Trasmission process: synchronization of servers

This step might not be needed


INEbase history: Visualisation on the Internet


INEbase history: Visualisation on the Internet

Yearbooks ordered by decades


INEbase history: The hierarchical tree....

On the dissemination server On the cataloguing programme


And just a click on the required table

And a 9 page PDF document is shown


INEbase history: Anything else to be taken in account

Search engine

Change language

No. of tables

Size of pdf file


INEbase history: The search engine

Direct access to the pdf document


The search engine is based on the table titles (sorry, only in Spanish) and the hierarchical tree (in English as well)

Of course, you might as well use INE’s general search engine:



Population censuses: Everything is also valid



1- Economic data

• Initial scanning stage: 12,000 Euros, 110,000 pages

• External development: 90,000 Euros

2- Deadlines• Scaning + development programme: 6 months• Cataloguing: 20 months

3- Amount of scanned pages • Yearbook: 70,000 pages• Census: 30,000 pages• Total: 100,000 pages

INEbase history: Some Interesting Data


4- Personnel used: • Cataloguing: 0 – 3 Recording assistants• Indexes translator: 1 trainee• Publisher: 1 – 2 Statisticians• IT support team

5- How many people use INEbase History? • Page views in october: 77,623 (1.2 % of total)

INEbase history: Some Interesting Data


IT infrastructure: a reasonably simple system:

• A cataloguing server houses a copy of the work from the database and the collection of PDF pages; multiple cataloguer PCs provided with a "client" application connect to the server

• One of the components of the family of web servers at www.ine.es houses the dissemination server (the software, plus a copy of the database and a copy of the collection of PDF pages). This is the system that serves Internet files

• There are copy and safety mechanisms between one environment and the other

• The environment is similar to a content management programme

INEbase history: IT DATA


IT infrastructure: a reasonably simple system:

• Client programmes developed with Microsoft.Net.

• Server programme developed with Java.

• Catalogue and dissemination database, Oracle 9i.

• Programmes for working with PDF files obtained from a manufacturer specialised in this kind of software.

• Conceptual design. Setting requirements, selection of

• platforms: National Statistics Institute.

• Scanning of originals: Proco S.A.

• Tecnological partner development: Sopra Group.

INEbase history: IT DATA


Thank you very much for your attention

Digital Preservation (E-Archiving)

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