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Pe. DALS Persistent Digital Archives & Library System Richard Pearce-Moses Deputy Director for Technology Pe. DALS Persistent Digital Archives & Library System Richard Pearce-Moses Deputy Director for Technology & Information Resources Arizona State Library, Archives and Public Records

Curatorial Rationale Transformation of traditional, paper-based practices into the digital arena p Open Archival Curatorial Rationale Transformation of traditional, paper-based practices into the digital arena p Open Archival Information System (OAIS) p p p Acquisition Arrangement & description Housing & storage Reference and access Preservation p p p Ingest Storage Data management Preservation Access

Data Flow Data Flow

Middleware: Microsoft Biz. Talk p Automated business rules n n p Connecting multiple databases Middleware: Microsoft Biz. Talk p Automated business rules n n p Connecting multiple databases (“glue”) n n p Transforming SIPs to AIPs and DIPs Mapping, generating metadata Many OOOs One repository Allows communication between systems n Validation

1. OOO Recordkeeping System p For each series of records OOO and repository n 1. OOO Recordkeeping System p For each series of records OOO and repository n n p Negotiate metadata you will receive Negotiate format of the records (TIFF, PDF, XML) Negotiate format of the submission information package Negotiate frequency and manner of transfer OOO develops procedures to create SIPs n n Metadata, Record Shipping manifest with hash and file names

Submission Information Packages p OOO Metadata n “Well number Submission Information Packages p OOO Metadata n “Well number" , "Owner" , "Title" , "File name" n "56 -000001", "CITY OF TUCSON", "2003 annual report", "56 files56000001_0000. pdf" "56 -000001", "CITY OF TUCSON", "2004 annual report", "56 files56000001_0000_E 52 B 0. pdf" "56 -000001", "CITY OF TUCSON", "2005 annual report", "56 files56000001_0000_E 8578. pdf" "56 -000001", "CITY OF TUCSON", "2006 annual report", "56 files56000001_0000_EC 3 F 8. pdf" n n n p Records n n n XML PDF Other formats

2. Ingest: Transfer to Drop Box p Transfer to a drop box in DMZ 2. Ingest: Transfer to Drop Box p Transfer to a drop box in DMZ n n n FTP Tape Disk p Isolated for virus scanning p Validation n n Were all records received without corruption? Were any false records received?

3. Data Management: Metadata p Generate core metadata n n n p Administrative (6 3. Data Management: Metadata p Generate core metadata n n n p Administrative (6 elements) Descriptive (28 elements) Preservation (12 elements) Stored in “Accessions Register” n MS SQL Server

Administrative Metadata p Information created by repository to track records in the system n Administrative Metadata p Information created by repository to track records in the system n n n Accession Number Transfer Authority Acquisition Ingest Identifier Acquisition Date Unique Item Identifier Item Location

Discovery Metadata p Information created by OOO or Repository to help retrieving records for Discovery Metadata p Information created by OOO or Repository to help retrieving records for a variety of purposes p Office of Origin, Variant name Source Series Title, ID Series Dates Series Extent Series Description Arrangement Restrictions Series Subjects, Keywords Activity p p p p p Item Title Originator ID Item Extent Item Date Item Description First 1024 Party and Role, Subjects, Location Item Keywords, Form/Genre Related Item Language Open Date

Preservation Metadata p Information created by Repository to support to protect integrity, support readability Preservation Metadata p Information created by Repository to support to protect integrity, support readability over time p p p Access Facilitators Operating System Access Inhibitors Hardware Exceptions Signature Information p p p File Description Fixity Functionality Software Structural Type Technical Infrastructure

Mapping and Creating Metadata Element Received Pe. DALS Core Office of Origin Arizona. Dept Mapping and Creating Metadata Element Received Pe. DALS Core Office of Origin Arizona. Dept of Water Resources Var Names Water Resources Series Title Annual Reports Series Description/Scope note [Narrative text] Arrangement [Narrative text] Series Date Range 2003 – 2006 Series Subjects Water wells Water Supply Activity/Function Regulation Health and safety Transfer authority Retention schedule 89 -403 Restrictions Open

Mapping and Creating Metadata Element Received Pe. DALS Core Title 2003 Annual Report Date Mapping and Creating Metadata Element Received Pe. DALS Core Title 2003 Annual Report Date 2003 Party to Record City of Tucson: Author Location Tucson Subjects Water wells Water supply Description [autogenerated] First 1024 [autogenerated] OOO Id 56 -00001_0000 File format PDF Fixity [autogenerated]

4. Storage p Create AIP n p <AIP> <Hash> </Hash> <Core. Metadata> </Core. Metadata> 4. Storage p Create AIP n p Deposit in Digital Stacks (LOCKSS) n n Generate manifest list to expose to LOCKSS harvests from manifest server

Why LOCKSS? p Benefits n n n p Automatic integrity checking Automate error-correction Geographically Why LOCKSS? p Benefits n n n p Automatic integrity checking Automate error-correction Geographically dispersed copies Bitstream preservation Committed community of support Hardened operating system Concerns n n Maximum number of objects in a Unix file system Community of support is small

4. Access p DIPs for public access n n p Website n n p 4. Access p DIPs for public access n n p Website n n p No administrative, preservation metadata Formats supported by common browsers Records not confidential (by law) SQL query engine with discovery metadata Limited access website n n In repository, selected locations Record series with personally identifying information

5. Preservation p Bitstream preservation p Developing audit procedures n p Periodic validation of 5. Preservation p Bitstream preservation p Developing audit procedures n p Periodic validation of dark archives against accession register For future development n n n Capturing minimum preservation metadata On-the-fly rendering tools Long-term format migration

Community of Shared Practice p Personal Relationships n n n p Challenge of building Community of Shared Practice p Personal Relationships n n n p Challenge of building relationships over the Internet Lack of rich, immediate feedback in communication Lack of spontaneity, serendipity, play Inter-Agency Relationships n n n Different practices Laws and regulations Money

For more information p http: //rpm. lib. az. us/Pe. DALS/ p Principal Investigator n For more information p http: //rpm. lib. az. us/Pe. DALS/ p Principal Investigator n p Project Coordinator n p Richard Pearce-Moses Sara Muth State Partner Leads n n Florida: Mark Flynn New York: Bonnie Weddle South Carolina: Bill Henry Wisconsin: Helmut Knies