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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
The BasicsThe Basics SelectionSelection AccessionAccession PreservationPreservation DocumentationDocumentation AccessAccess
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
The BasicsThe Basics SelectionSelection AccessionAccession PreservationPreservation DocumentationDocumentation AccessAccess
Slowing Deterioration - GeneralSlowing Deterioration - General
The BasicsThe Basics SelectionSelection AccessionAccession PreservationPreservation DocumentationDocumentation AccessAccess
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
The BasicsThe Basics SelectionSelection AccessionAccession PreservationPreservation DocumentationDocumentation AccessAccess
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
The BasicsThe Basics SelectionSelection AccessionAccession PreservationPreservation DocumentationDocumentation AccessAccess
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
The BasicsThe Basics SelectionSelection AccessionAccession PreservationPreservation DocumentationDocumentation AccessAccess
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
The BasicsThe Basics SelectionSelection AccessionAccession PreservationPreservation DocumentationDocumentation AccessAccess
Prepare for AccessPrepare for Access
The BasicsThe Basics SelectionSelection AccessionAccession PreservationPreservation DocumentationDocumentation AccessAccess
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
The BasicsThe Basics SelectionSelection AccessionAccession PreservationPreservation DocumentationDocumentation AccessAccess
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
The BasicsThe Basics SelectionSelection AccessionAccession PreservationPreservation DocumentationDocumentation AccessAccess
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!