DSpace, CyberCemeteries and Other Active Sites for Community Networking

RecordsMaria Esteva and Sue Soy

School of Information, UT AustinAustin History Center

May 2005

Why Save CN Records

Story of societal change Historical record Evidence of our culture

? How do we save the electronic record? Where is this done?

CyberCemetery??

• Yes, it does exist University of North Texas

• http://govinfo.library.unt.edu/

Example - COPA

• The COPA Commission, a congressionally appointed panel, was mandated by the Child Online Protection Act, which was approved by Congress in October 1998. Since the Commission has completed its work, no more submissions can be accepted.

• Potential for TOP?

Digital Environment

• Selection of records

• Version control

• Access rights management

• Preservation

• Privacy

• Standards Development

• Our experiment with MAIN

MAIN

Not for profit All volunteer Steady core-membership Distributed recordkeeping Involved with ground-breaking

technology Administrative and service functions:

– Web hosting/Web-training/awareness/networking. Historically significant

Submission Agreement

Contract between the donor and the repository

Agreement and UnderstandingWho, when, how, why

Transfer of electronic records to the repositoryCreation metadataLong-term preservation Copyright, privacy

Record retention schedule

Adjusted to laws, practices, and opportunistic possibilities

Administrative series Meeting minutes, grants, correspondence, etc. 3 year retention

Server directories and files Operational series 3 year retention

Website and database Changes in content 1 year retention

RecordkeepingA recordkeeping system that does not

blurry MAIN’s unstructured quality

Provenance Functions Records File naming convention

Series.subject.initials.date RM.SIP.me.04162004 RM.pilottest.me.05162004 Jobdesc.secretary.ss.02041999

Durable Digital Repository

DSpace

Digital repository - MIT and Hewlett Packard

Open source, supported by MIT Reliable – integrity of data remains un-

affected Becoming specifically useful to archives Metadata disposition allows to navigate

the structure of the archives Multiple levels of arrangement Dublin Core (standard) metadata

Arrangement in DSpace

CommunityMAIN

Collection Sue SoyItem SS 1996Item SS 1997Item SS 1998Item SS 1999Item SS 2000Item SS EMAIL

Collection Terry DykeItem TD 1999Item TD 2000Item TD 2001Item TD EMAIL

Item TD Treasurer

Collection MAIN WebsiteItem Website 1999Item Website 2000Item Website 2002

Item Database 2002

Collection MAIN ServerItem Configuration files

Item Software System FilesItem Operating System Files

The Broad View - MAIN Records

CommunityScope and Content

Collection Scope and contentCreator’s sketch

ItemDublin Core

Abstract: Scope and content

Keywords: LCSH

Identifier: AHC Accession number

Description: Technical and Preservation metadata

File upload: relationships between files, conversion and migration

The Public View - MAIN in DSpace

Conclusions

Uniformity between electronic and paper records arrangement

Importance of records management Implementing a repository Can a local CN use this to provide a

service to other community non-profits?

Can AFCN provide this service for others?

What about TOP records?

Community Networkers – Tell Your Story

Connect with Sue Soy during the conference to participate in a one hour interview – we want to know about your community networking experiences

Bibliography

• Austin History Center. (2000). Archives and Manuscripts Processing Manual. Available at the Austin History Center.

• Botticelli, P. (2000). Records Appraisal in Network Organizations. Archivaria 49. 161-191

• Cunningham, A. (1998). From here to eternity: collecting archives and the need for a National documentation strategy. Retrieved October 3, 2003, from State Library of New South Wales Web site: http://www.sl.nsw.gov.au/lasie/mar98

• Chartman, C. N. The CyberCemetery and Perpetual Care: Realigning Resourcess to Meet Technology’s Challenges in a Research Library. NAGARA Electronic Records Forum, April 1, 2005.

• DSpace. (2002). System Documentation: Administration User Interface. Retrieved February 2, 2004 from http://www.dspace.org/technology/system-docs/admin-ui.html

• Harvard E-Journal Archive. (2001). Submission Information Package (SIP) Specification Version 1.0 Draft. Retrieved March 23 from Harvard University Library, http://www.diglib.org/preserve/harvardsip10.pdf

• Mississippi Archives and Library. Electronic Records Draft Guidelines Part I: General Considerations for Electronic Records. Retrieved February 4, 2004 from http://www.mdah.state.ms.us/arlib/erglcov.html

• Mississippi Archives and Library. Electronic Records Draft Guidelines Part II: Desktop Files. Retrieved February 4, 2004 from

• http://www.mdah.state.ms.us/arlib/ergldesk.html• Paquet, L. (20000). Appraisal, Acquisition, and Control of Personal Electronic Records:

From Myth to Reality. Archives and Manuscripts, 71-91.• Underwood, W. (1999). Analysis of Presidential Electronic Records: Final Report.

Retrieved October 3, 2003, from http://perpos.gtri.gatech.edu/perpos/Final Report.pdf

Thanks!

Austin History Center, Austin Public LibraryMAIN

Dr. Patricia GallowayDSpace

Maria Esteva