Electronic Archives Preservation and Access The Basics b Selection b Accession b Preservation - 300...

Electronic Archives Electronic Archives Preservation and Access Preservation and Access

The BasicsThe Basics SelectionSelection

AccessionAccession

Preservation - Preservation - 300 years?300 years?

DocumentationDocumentation

AccessAccess

The ChallengesThe Challenges Massive quantities!Massive quantities!

Too easy! Too easy! (Psst! Want some disks, tapes?)(Psst! Want some disks, tapes?)

Formats, media, operating Formats, media, operating systems, hardwaresystems, hardware

Metadata, programsMetadata, programs

Migration, refreshingMigration, refreshing

Selecting Important RecordsSelecting Important Records

The BasicsThe Basics SelectionSelection AccessionAccession PreservationPreservation DocumentationDocumentation AccessAccess

Limited resourcesLimited resources

Choices requiredChoices required

Standards for choiceStandards for choice

Collecting policiesCollecting policies

Soliciting recordsSoliciting records

Deaccessioning recordsDeaccessioning records

Standards for ChoiceStandards for Choice

The BasicsThe Basics SelectionSelection AccessionAccession PreservationPreservation DocumentatioDocumentatio

nn AccessAccess

Essential to your missionEssential to your mission Convenient for your usersConvenient for your users Maintenance costMaintenance cost

• Technical expertiseTechnical expertise• Media obsolescenceMedia obsolescence• Format obsolescenceFormat obsolescence• Space requirementsSpace requirements

Alternatives accessible?Alternatives accessible?

Process of AccessionProcess of Accession


Taking full responsibilityTaking full responsibility Deed of Gift - full rights?Deed of Gift - full rights? Provenance - its “history”Provenance - its “history” Documenting the recordDocumenting the record

• Standard accession termsStandard accession terms• Condition, format, mediaCondition, format, media• Dates, places, personsDates, places, persons

Creating a finding aidCreating a finding aid

Physical safetyPhysical safety• theft (locks, alarms, inventory)theft (locks, alarms, inventory)• fire, water (alarms, containers)fire, water (alarms, containers)

Preserving integrityPreserving integrity• erasure, corruption, changeserasure, corruption, changes

VersionsVersions• Original, master (archival), Original, master (archival),

duplicating and user copiesduplicating and user copies Disaster planningDisaster planning

• Training, support, suppliesTraining, support, supplies• Special needs for electronicSpecial needs for electronic

Securing the RecordSecuring the Record


Slowing Deterioration - GeneralSlowing Deterioration - General


Environmental controlsEnvironmental controls• temperaturetemperature• humidityhumidity• dustdust• airborne pollutantsairborne pollutants• magnetic fieldsmagnetic fields

Pest control-fungi!Pest control-fungi! Mold, mildew treatmentMold, mildew treatment

FormatsFormats• still images: jpg, gif, bmp, wmf, tiffstill images: jpg, gif, bmp, wmf, tiff• moving images: avi, mov, rmmoving images: avi, mov, rm• audio: au, wav, dataudio: au, wav, dat• docs: doc, wpd, pdf, lwp, html, rtf, txtdocs: doc, wpd, pdf, lwp, html, rtf, txt• spreadsheets: 123, xls, wk1spreadsheets: 123, xls, wk1• e-mail: dbx, mime, e-mail: dbx, mime, • databases: dbf, mdb databases: dbf, mdb • OS’s: Windows, MAC, LinuxOS’s: Windows, MAC, Linux

MediaMedia• physical: disc (CD, DVD), tape, on-linephysical: disc (CD, DVD), tape, on-line• type: magnetic, opticaltype: magnetic, optical

Slowing Deterioration - DigitalSlowing Deterioration - Digital


ProblemsProblems• Some become unreadable in 2-3 Some become unreadable in 2-3

yearsyears• Some unreadable by Some unreadable by youryour computer computer• DelaminationDelamination• WarpingWarping

ReasonsReasons• HandlingHandling• Storage: short and long termStorage: short and long term• FormatsFormats• Physical characteristics: dyesPhysical characteristics: dyes

Slowing Deterioration - CD/DVDSlowing Deterioration - CD/DVD


Media and FormatsMedia and Formats• Highest qualityHighest quality• CD-R v. CD-RW; read onlyCD-R v. CD-RW; read only

EnvironmentEnvironment• Cool, dry, stable Cool, dry, stable • Low lightLow light• UV in sunlight and florescentUV in sunlight and florescent

HandlingHandling• Edges and center holeEdges and center hole• Avoid scratches, fingerprintsAvoid scratches, fingerprints• Center-supported jewel casesCenter-supported jewel cases• Avoid adhesives, pensAvoid adhesives, pens

Inspect and TestInspect and Test

Slowing Deterioration - CD/DVDSlowing Deterioration - CD/DVD


Slowing Deterioration - ResourcesSlowing Deterioration - Resources

The Care and Handling of Recorded Sound Materialshttp://palimpsest.stanford.edu/byauth/st-laurent/care.htmlhttp://palimpsest.stanford.edu/byauth/st-laurent/care.html

Digitization Reconsidered http://www.bodley.ox.ac.uk/dept/preservation/information/audiovisual/http://www.bodley.ox.ac.uk/dept/preservation/information/audiovisual/lindner/lindner.htmlindner/lindner.htm

The Do’s and Don'ts of Videotape Carehttp://www.bodley.ox.ac.uk/dept/preservation/information/audiovisual/http://www.bodley.ox.ac.uk/dept/preservation/information/audiovisual/wheeler/jim.htmwheeler/jim.htm

Baltimore Academic Libraries Consortium Disaster Preparedness Planhttp://disaster.lib.msu.edu/balcplan.cfmhttp://disaster.lib.msu.edu/balcplan.cfm

Handbook for Digital Projects - Digital Longevity (nedcc)Handbook for Digital Projects - Digital Longevity (nedcc)http://www.nedcc.org/digital/ix.htmhttp://www.nedcc.org/digital/ix.htm

FormatsFormats• proprietary, riskyproprietary, risky• few standards, changingfew standards, changing

MediaMedia• unreliable, esp. magneticunreliable, esp. magnetic• few standards, changingfew standards, changing

AccessAccess to older formats/media to older formats/media MigratingMigrating to new formats/media to new formats/media

Maintaining Access - IssuesMaintaining Access - Issues

The BasicsThe Basics SelectionSelection AccessionAccession PreservationPreservation DocumentatioDocumentatio

nn AccessAccess

Content by LevelContent by Level• Collection levelCollection level• SeriesSeries• ItemsItems

Electronic additionsElectronic additions• System requirementsSystem requirements• Program requirementsProgram requirements• File formatsFile formats• Schedule for inspecting, copying, Schedule for inspecting, copying,

migrating, reformattingmigrating, reformatting

Documentation DetailDocumentation Detail


Prepare for AccessPrepare for Access


Protect Master CopiesProtect Master Copies• Physically segregatePhysically segregate• Password protectPassword protect• Backup regularlyBackup regularly• Create duplicating masterCreate duplicating master• Create User CopiesCreate User Copies

Locate RecordsLocate Records• InventoryInventory• Logical arrangementLogical arrangement• Finding aid, indexes, including Finding aid, indexes, including

web-based standardweb-based standard• Knowledgeable peopleKnowledgeable people

Access on SiteAccess on Site


Appropriate equipment Appropriate equipment Identification, registrationIdentification, registration Allow users to create digital Allow users to create digital

copies?copies?• MF MF digital; digital digital; digital digital digital

Supervision Supervision • Orientation to finding aids and Orientation to finding aids and

equipmentequipment• Provide user with protected copiesProvide user with protected copies• Review of copies used for damageReview of copies used for damage

Remote AccessRemote Access


Distribute physical duplicatesDistribute physical duplicates Web siteWeb site

• Indexes, finding aids, databasesIndexes, finding aids, databases• Post images, soundsPost images, sounds• File download optionsFile download options• Provide contextProvide context

E-MailE-Mail• Receive requests; deliver digital filesReceive requests; deliver digital files• Bill by credit card, Pay PalBill by credit card, Pay Pal• e.g., Maine Memory Network; Maine e.g., Maine Memory Network; Maine

Archives InteractiveArchives Interactive

Convert to Convert to microfilmmicrofilm, if . . ., if . . .

Volume is Volume is Access frequency isAccess frequency is Access timeAccess time Multiple use isMultiple use is Security requirementSecurity requirement Retention Retention Budget available isBudget available is

Moderate-Very HighModerate-Very High Moderate-HighModerate-High ShortShort LowLow Very HighVery High Moderate-Very HighModerate-Very High Moderate-HighModerate-High

Convert to Convert to digital imagesdigital images, if . . ., if . . .

Volume is Volume is Access frequency isAccess frequency is Access time Access time Multiple use isMultiple use is Security requirement Security requirement RetentionRetention Budget available isBudget available is

Moderate-Very HighModerate-Very High High-Very HighHigh-Very High Very Short-ShortVery Short-Short High-Very HighHigh-Very High ModerateModerate N/AN/A Very HighVery High

Reasons Reasons NOTNOT to Scan to Scan

Wrong ReasonWrong Reason Need more storage Need more storage

spacespace

Organize the Organize the recordsrecords

Preserve the Preserve the recordsrecords

Why not?Why not? Less expensive Less expensive

options availableoptions available

Should be done Should be done before scanningbefore scanning

Less expensive Less expensive options availableoptions available

MicrofilmMicrofilm - Pro’s and Con’s - Pro’s and Con’s

Pro’sPro’s Archival mediumArchival medium Low cost per imageLow cost per image Security copy off-siteSecurity copy off-site Printed copies availablePrinted copies available Integrity of records highIntegrity of records high Human readableHuman readable Low or no indexing costLow or no indexing cost Computer retrieval,rapid, Computer retrieval,rapid,

non-sequential accessnon-sequential access Digital conversion optionDigital conversion option

Con’sCon’s Document preparationDocument preparation Off-site filmingOff-site filming Moderate costModerate cost Cost of verifying imagesCost of verifying images Moderate cost for viewerModerate cost for viewer Higher cost: viewer/printerHigher cost: viewer/printer User unfamiliarityUser unfamiliarity Color usually not availableColor usually not available Sequential access without Sequential access without

higher costhigher cost

ScanningScanning - Pro’s and Con’s - Pro’s and Con’s

Pro’sPro’s On-site imagingOn-site imaging Simultaneous accessSimultaneous access Rapid, easy accessRapid, easy access Security copy off-siteSecurity copy off-site Printed copies availablePrinted copies available Flexible indexing Flexible indexing Integrity of records highIntegrity of records high Color availableColor available Microfilm conversion Microfilm conversion

optionoption

Con’sCon’s Document preparationDocument preparation Non-archival, need to keep Non-archival, need to keep

archival originals or film themarchival originals or film them Cost of verifying imagesCost of verifying images High cost per imageHigh cost per image High equipment costHigh equipment cost Not-human readableNot-human readable Cost of indexingCost of indexing Maintenance/upgrade costsMaintenance/upgrade costs

Other ConsiderationsOther Considerations

Size and layoutSize and layout• Standard size/layout may be rapidly microfilmed or scanned with Standard size/layout may be rapidly microfilmed or scanned with

automated equipment - low cost for large volumeautomated equipment - low cost for large volume• Non-standard, varying sizes need special, labor intensive attention Non-standard, varying sizes need special, labor intensive attention

to film or scanto film or scan

Condition of the media and clarity of the contentCondition of the media and clarity of the content• Fragile paper is more costly to prepare and to film or scanFragile paper is more costly to prepare and to film or scan• Faded, low contrast and/or handwritten content needs special, Faded, low contrast and/or handwritten content needs special,

labor intensive attention to film or scanlabor intensive attention to film or scan

Special NeedsSpecial Needs• Search by unindexed record content (phrase, keywords)Search by unindexed record content (phrase, keywords)• Convert paper to digital?Convert paper to digital?• Distribute throughout the organization or over the InternetDistribute throughout the organization or over the Internet

Resource RequirementsResource Requirements

Budget - amountBudget - amount

Staff - numberStaff - number

Training - levelTraining - level

Equipment - research appropriateEquipment - research appropriate

Space: operations and storageSpace: operations and storage

Equipment: get, maintain, upgradeEquipment: get, maintain, upgrade

Data migration, software upgradeData migration, software upgrade

Initial AnnualInitial Annual ________|__________________|__________ ________|__________________|__________ ________|__________________|__________ ________|__________________|__________ ________|__________________|__________ ________|__________________|__________ ________|__________________|__________

Q & A!Q & A!

Electronic Archives Preservation and Access The Basics b Selection b Accession b Preservation - 300...

Documents

Transcript of Electronic Archives Preservation and Access The Basics b Selection b Accession b Preservation - 300...