in pursuit of common digital curaon guidelines: an exploraon of...

InPursuitofCommonDigitalCura2onGuidelines:

AnExplora2onofCurrentPrac2cesatMichiganState

LisaSchmidt,ElectronicRecordsArchivistMichiganStateUniversity

Archives&HistoricalCollec2onsMarch29,2010

Overview

• MichiganStateUniversityandtheMSUArchives&HistoricalCollec2ons

• Archives2.0:Policymakersvs.Custodians

• MSUArchivesElectronicRecordsIni2a2ves

• DigitalCura2onPlanning(DCP)Project

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MichiganStateUniversity

• Establishedin1855byactoftheMichiganLegislaturetocreateanagriculturalcollege

• Na2on’spioneerlandgrantcollege

• Tieroneresearchuniversitywithsignificantna2onalandglobalimpact

• Leaderininnova2onandtechnology

• 46,648students:36,337undergrad,10,311graduate/professional

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MichiganStateUniversity

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MSUArchives&HistoricalCollec2ons

• OfficialrepositoryforthehistoricalarchivesofMichiganStateUniversity

• EstablishedbyBoardofTrusteesmandatein1969– CollectandpreservehistoricalrecordsofMSU

– Provideuniversitycommunity,scholars,andgeneralpublicwithaccesstorecords

– Approvefinaldisposi2onanddestruc2on

• 33,000cubicfeetofuniversityrecords5


• Subjects:– Administra2on

– Athle2cs

– Campusbuildingsandgrounds

– Studentgroupsandac2vi2es

– Facultypapersandresearch

• 700+historicalcollec2onsrelatedtoMichiganandtheGreatLakesregion

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• Ac2velyassistsMSUunitsinefficientadministra2onandmanagementofofficialuniversityrecords

• Includesmanagement,collec2on,andpreserva2onofelectronicrecords

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Archives2.0

“Theins2tu2onalarchiveneedstoassumemoreofapolicyrole,iden2fyingrecordsthroughoutthecampusandworkingtoensurethatdigitalrecordsarebothmaintainedbytheircreatorsandkeptreadyforresearchuse.”

RichardCox,“TheAcademicArchivesoftheFuture,”EDUCAUSEReviewMagazine,Volume43

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ElectronicRecordsIni2a2ves

• Documentmanagementsystem– ExploringbothenterpriseDMSandguidelinesforlocallevelDMSs

• SpartanArchive– NHPRC‐fundedprojecttodevelopagovernancestructureandtechnicalinfrastructuretoaccession,provideaccessto,andpreserveelectronicrecords

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ElectronicRecordsIni2a2ves

• EnterpriseBusinessSystemsProject(EBSP)– Mul2‐yearini2a2vetocreatestreamlinedbusinessprocessesandinterconnectedadministra2vesystemsforMSU’sfinance,humanresources,andresearchadministra2on

• DigitalCura2onPlanningProject

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DigitalCura2onPlanningProject

• TheProblem

• DigitalCura2onInternship

• OriginalDigitalPreserva2onPlanProposal

• New,CurrentDigitalCura2onPlan

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TheProblem

• MichiganState’sgrowingbodyofdigitalassetsandinforma2on– Ins2tu2onalrecords

– Facultyandstudentresearch

– Thesesanddisserta2ons

– Universitypublica2ons

– Mul2mediacollec2ons

– Digitalsurrogatesofculturalmaterial

– Learningobjectsandcoursematerials12

TheProblem

• Valuabledigitalresourcescreatedthroughmuch2me,effort,grantfunding,humancapital,andresearch

• Changingtechnologylikelytorenderdigitalassetsinaccessibleabsentalong‐termmanagementandpreserva2onplan

• Storagelimita2ons

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TheProblem

• Somecampusunitshavecreatedtheirowndigitalrepositories

• But—nocomprehensive,campus‐widedigitalpreserva2onstrategyorguidelines

• Noins2tu2onalrepository

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DigitalCura2onInternship

• Winter2009

• InternfromUniversityofMichiganSchoolofInforma2on

• Assessedproblemspaceinrela2ontodigitalmul2mediacollec2ons

• Interviewed7units

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DigitalCura2onInternship

• Recommenda2ons– Morecomprehensivesurveyneeded

– Guidanceonbestprac2cesinselec2on,formats,namingconven2ons,metadata

– Beierlong‐termstorageop2ons

– Ins2tu2onalrepository

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TheSolu2on:OriginalDPProposal

• Digitalpreserva2onplanrootedinbestprac2cestoprovidetrustworthystewardshipofdigitalassetsandintellectualproperty

• Collabora2onofMSULibraries,UniversityArchives,andMATRIX

• Toplevelbuy‐in:VPofLibraries,Compu2ngandTechnologyfundingdigitalpreserva2onanalystposi2on

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TheSolu2on:OriginalDPProposal

• Engagingdigitalpreserva2onanalystforoneyear

• Planningteam– Representa2vesfromotherunits

– Monthlymee2ngs

– Buy‐inandrealitycheckbeyondArchives,Libraries,andMATRIX

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OriginalDigitalPreserva2onPlan

• Conductanenvironmentalscanoftheuniversity’sdigitalassets

• SurveyofMSU’sexis2ngdigitalrepositoriesandtechnicalinfrastructure

• Iden2fybestpreserva2on,management,andaccessprac2cesalreadyoncampus

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OriginalDigitalPreserva2onPlan

• Developpolicies,procedures,andworkflowtostandardizeMSU’sapproachtodigitalassetmanagementandpreserva2on

• Explorepoten2alcollabora2onswithotherins2tu2onsandconsor2a—suchasHathiTrust,LOCKSS,CIC

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OverlyAmbi2ous!

• Wouldeventuallyreachsatura2onpointwithbroad,all‐encompassinginventory

• Impossibletocompleteinone‐year2meframe

• Concernoverpercep2onofcrea2onofone‐size‐fitsalldatarepository,lossofcontrolofdigitalassetsatunitlevel

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NewDigitalCura2onPlan

• Campus‐wide,self‐selec2ngsurveyusingweb‐basedques2onnaire

• In‐depthinterviewswithselectunits

• Inventoryandappraisedigitalassetsofselectunits

• Evaluatetechnicalinfrastructures,storageneeds,metadataschemes,andnamingconven2ons

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NewDigitalCura2onPlan

“Stopdiscipliningdataandstartherdingit.”SteveBailey,ManagingtheCrowd

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An2cipatedOutcomes

• Guidelinesforelectronicrecordsappraisal,preferredfileformats,metadata,andfilenamingconven2ons

• Layeredstoragesolu2onandfiletransfermethodologies

• Founda2onfortheestablishmentofanins2tu2onalrepositoryorins2tu2on‐widefedera2onofdigitalrepositories

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Storage

• CentralITsupportsadministra2vebusinesssystems,e‐mail,academicsupportfunc2ons– Pro:Moreefficientmanagementofelectronicrecordsanddigitalassets

• Tradi2onoflocalITstaffmanagingunitsystems

• Pooreconomymeritscloserlookatcentralvs.localIT

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Storage

• CentralITdevelopingvirtualserverenvironmentstolocalunits

• Layeredstorage,avarietyofstoragetypesorlevelstomeetdiverseneeds– Localstorageforfilesoftemporary,short‐termuse

– Permanentlong‐termstorageenvironment,possiblyundercustodianshipoftheArchives

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WhatisDigitalCura2on?

“Digital curation is maintaining and adding valueto a trusted body of digital information for currentand future use… the active management andappraisal of data over the life-cycle of scholarlyand scientific materials.”

DigitalCura2onCentre(www.dcc.ac.uk)

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WhatisDigitalCura2on?

“Implicit ... are the processes of digital archivingand preservation but it also includes all theprocesses needed for good data creation andmanagement, and the capacity to add value todata to generate new sources of information andknowledge.”

DigitalCura2onCentre(www.dcc.ac.uk)

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DigitalCura2onintheZeitgeist!

• Ini2a2vesatotheruniversi2es– PennState,OhioState,Duke,Yale

• Interestinprojectfromotherins2tu2ons– UniversityofUtah,JamesMadison,Smithsonian

• Invita2ontopresentatALAMidwinter

• Invita2ontosubmitjournalar2cle

• ApproachedbyNEHtodevelopproposalwithotherCICins2tu2ons

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BaselineDataQues2onnaire

• Informal,web‐basedsurvey

• Publicizedtopoten2alpar2cipantsthroughITExchange,MSUNews,projectwebsite/blog

• Encouragedpar2cipa2onoftechnologystaffandcontentcreators

• AvailablefortwoweeksinOctober2009

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• Typesofdigitalcontent

• Digitalcontentmakinguplargestpercentage

• ApproximatevolumeofdigitalcontentinTB

• Storagemedia

• Fileformats

• Formatsmakinguplargestpercentage

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• Onlinestoragecapacityandexpansionplans

• Contentmanagementsystemsused

• Digitalrepositorysouwareused

• Presenceofconfiden2aldata

• Addi2onalcomments

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Ques2onnaireResults

• 90responses– 23academicdepartments

– 31administra2veservicesunits

– 9researchcenters

– 27technologyservicesunits

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Ques2onnaireResults

• Typesofdigitalcontentvariedconsiderably

• Fileformatsvariedconsiderably

• Storagemostlyonharddrives,somecombina2onofremovablemediaandnetworkedstorage

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Ques2onnaireResults

• 17unitsplannedincreaseofstoragecapacity,mostfrom1‐10TB

• SeveralCMSand/ordigitalrepositoryimplementa2ons

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Ques2onnaireResults

• Greatinterestandenthusiasminproject

• Anecdotalcomments– “Accumula2ngmorethanwecanstore!”

– Requestsforguidanceoniden2fyingandhandlingarchive‐worthyfilesat2meofcrea2on

– Howtochoosedigitalassetmanagementsystem

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One‐on‐OneInterviews

• Largeproblemspace—howtobreakdown?

• Decidedtostartbyfocusingonunitswithcontentmanagementsystemsand/ordigitalrepositories

• Informal,two‐hourconversa2onsratherthanformalinterviews

• Heldatunitoffice

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• Digitalcontent,rela2ontomissionofunit

• Contentthatmustbepreserved– Ofongoinguse

– Archival,documentsac2vityofunitoruniversity

• Fileformats

• Storage,includinganyissues

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• Contentmanagementsystemand/ordigitalrepository– Systemusedandwhyitwaschosen

– Whatit’susedfor

• Ingest,archivalstorage/preserva2on,accessprocesses

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• Metadatastoredwithorrelatedtocontent

• Filenamingconven2ons

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• MSUExtension/AgricultureandNaturalResources(ANR)TechnologyServices– DotNetNuke,SharePoint,IntrafinityPortal(wriienforMSUE)

• Art&ArtHistoryDepartment– Masterimagefilesstoredoffline

– AccessfilesstoredinMDID

– MetadatacatologedusingIRIS

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• ConfuciusIns2tute– PromotesChineseLanguage/CultureEduca2on

– VersionCue,Subversion(SVN)

• DepartmentofTheatre– 75%digitalphotos,15%CADdrawings

– In‐houseCMSbasedonLAMP

– ResourceSpacedigitalrepository

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• Broadcas2ngServices

• CenterforResearchonMathema2csandScienceEduca2on(CRMSE)

• TurfgrassInforma2onCenter(TIC)

• MATRIX

• Na2onalSuperconduc2ngCyclotronLaboratory(NSCL)

• PhysicalPlant

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Prototype:UniversityRela2ons

• Publicrela2onsarmofMichiganState

• Holdrecordsofhistoricalvaluetotheuniversity

• Serversburs2ngattheseamswithdigitalphotosandvideo

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UniversityRela2ons:DigitalPhotos

• Hundredsofthousandsofdigitalphotos

• 4.6TBonnetworkedservers

• NikonRAWNEF,TIFF,JPEGformats

• Someembargoesanduserestric2ons

• 21,000imagesindexedinExtensisPorxolio

• 5,100imagespubliclyavailablethroughNetPublishPorxolio

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URDigitalPhotos:Value?

• Someofhistorical/archivalsignificance

• Manyoftemporaryuse/value

• Manyofnocurrentvalue,shouldbedisposedof

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URDigitalPhotos:Cura2onNeeds

• Recordsinventory

• Appraisalofcurrentlyheldfiles– Iden2fypermanentrecordsofarchivalvalue

• Storage– Preserva2onspace/environmentforarchivalmasters

– Publicaccessspacefordatabaseandlowresolu2onfiles

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UniversityRela2ons:DigitalVideo

• MSUTodayshowonBig10Network

• ShotinXDCAMHD

• Showsrun30‐60minutes

• Avid,OpenMediaFramework,QuickTimeformats– Avidforedi2ng

– QuickTimeforaccesscopies

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• 2TBnetworkedstorage

• 6TBnon‐networkedstorage

• 4TBinternalstorageonedi2ngmachines

• 16TB“scratch”storageonAvidUnitnetwork

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• AccessversionsuploadedtoYouTubewithclosedcap2oning

• TapessenttoProvost’soffice

• URkeepstwoeditedversions– Showmaster,includingtextoverlays

– Cleanmaster

• Mostusagewithin6monthsofproduc2on

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URDigitalVideo:Cura2onNeeds

• Preserva2onguidelines,includingformatrecommenda2ons

• Archivalstorage

• Filetransferworkflow

• Abilitytoprovideaccessorreproduceasneeded

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UniversityRela2ons:NextSteps

• Recordsinventoryandappraisal/selec2onguidelines– Meetwithcontentcreatorsandusers

• Storageop2ons

• Custodyandfiletransferworkflows

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Analysis

• Unitsdevelopedsolu2onsthatfitnatureoftheirdata,needsoftheirusers

• Someusingcommercialsouware,someopensource

• Someholdcontentofarchivalvalue,touniversityand/ortheunit

• Needforappraisalandpreserva2onguidelines

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Analysis:TheGood

• Mostunitsbackingupdatainsomefashion

• Manydemonstrategooduseofmetadata

• Manyusingrepositorysouwaretomanagedigitalcontent

• Manyhadgoodaccess/discoveryinterfaces

• Manyhadstrongsupportfrommanagement,stablefunding

• Opentodigitalcura2onguidelines

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Analysis:TheNot‐So‐Good

• Liileemphasison/plansforpreserva2on

• Backups/servermirrorstooclosetoproduc2on

• Somecreateanduseliileornometadata

• Liileinthewayofdigitalcura2onpolicies

• Ques2onofsupport,sustainablefunding

• Culturalandfinancialinter2a

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MetadataComparison

• Inves2gatemetadataapproachesandschemasusedbyprototypeunits

• ComparetoDublinCoremetadataelements

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MetadataComparison

• Sixunitshadmetadatatoshare– MATRIX,Theatre,andMSUExtensionbasedonDublinCore

– Art&ArtHistoryusesIRISdatastandardforcatalogingandmanagementofartimages,metadatabasedonVRACoreandCCO

– PhysicalPlantmetadatafromengineeringcontentmanagementsolu2onusedtomanagefacili2esassets

– TICusesbibliographicindexingtermsinCuadraStarsystem

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DigitalCura2on:NextSteps

• Best/goodprac2cesrecommenda2onsandguidance

• Foster“CommunityofPrac2ce”mee2ngs

• NEHgrantproposal

• Developmentoflayeredstorageplans,includingtransferstoArchives

• Moreappraisalhelp– UniversityRela2ons– Otherunits,especiallythosewithcontenttotransfertoArchives

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DigitalCura2on:NextSteps

• Explora2onofunrepresentedunitswithothertypesofdigitalcontentandcura2onprac2ces

• Three2ers– Cura2onplanforMSUpublica2ons,toincludeinves2ga2onintotheop2onsofcrea2nganins2tu2onalrepositoryorusingCLOCKSSorotherLOCKSS‐baseddistributedpreserva2onsolu2on

– Cura2onguidelinesformaterialthatshouldbetransferredtoArchives

– Cura2onguidelinesfornon‐MSU‐relatedmaterial

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Deliverables&Dissemina2on

• FinalreporttoUniversityforthisphaseofproject

• Projectwebsite:hip://msudcp.archives.msu.edu/

• Presenta2ons– ALAMidwinterMee2ng,January2010

– SAAStudentChapter,SchoolofInforma2on,UniversityofMichigan,March2010

– SAAAnnualMee2ng,August2010

• Publica2ons– LibraryResources&TechnicalServices(LRTS)journalar2cle,dateTBD

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References

• Cox,Richard.“TheAcademicArchivesoftheFuture,”EDUCAUSEReviewMagazine,Volume43,hip://www.educause.edu/EDUCAUSE+Review/

• DigitalCura2onCentre(DCC),hip://www.dcc.ac.uk• MichiganStateUniversityArchives&HistoricalCollec2ons,

hip://www.archives.msu.edu/

• MichiganStateUniversityDigitalCura2onPlanningProject,hip://msudcp.archives.msu.edu/

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