NLM’s Permanence Ratings NLM’s Permanence Ratings and Web Page Archivesand Web Page ArchivesCNI Spring Meeting April 5, 2005CNI Spring Meeting April 5, 2005

Margaret M. ByrnesMargaret M. ByrnesNational Library of Medicine National Library of Medicine National Institutes of HealthNational Institutes of Health

Dept of Health & Human ServicesDept of Health & Human Services

NLM Long Range Plan NLM Long Range Plan 2000-20052000-2005

Take a leadership role in ensuring Take a leadership role in ensuring permanent access to important permanent access to important digital materials in health and digital materials in health and biomedicine … using NLM’s own biomedicine … using NLM’s own electronic output and services as electronic output and services as initial test-bedsinitial test-beds

NLM Permanence Working NLM Permanence Working GroupGroup

Levels of permanence suitable Levels of permanence suitable for categories of NLM Web for categories of NLM Web informationinformation

Methods to communicate those Methods to communicate those levelslevels

Implementation strategyImplementation strategy

Aspects of PermanenceAspects of Permanence

Identifier validity:Identifier validity: whether the whether the identifier identifier will always provide access to will always provide access to the same the same resourceresource

Resource availability:Resource availability: whether the whether the resource is guaranteed to remain resource is guaranteed to remain availableavailable

Content invariability:Content invariability: whether whether the content of the resource could the content of the resource could change change

Permanence RatingsPermanence Ratings

Permanence Not GuaranteedPermanence Not Guaranteed

Permanent: Dynamic ContentPermanent: Dynamic Content

Permanent: Stable ContentPermanent: Stable Content

Permanent: Unchanging ContentPermanent: Unchanging Content

PERMANENCE NOT PERMANENCE NOT GUARANTEEDGUARANTEED

NLM has made no commitment to NLM has made no commitment to retain this resource. It could retain this resource. It could become unavailable at any time. Its become unavailable at any time. Its contents and identifier could contents and identifier could change. change.

PERMANENT: DYNAMIC PERMANENT: DYNAMIC CONTENTCONTENT

NLM has made a commitment to NLM has made a commitment to keep this resource permanently keep this resource permanently available. Its identifier will always available. Its identifier will always provide access to the resource. Its provide access to the resource. Its content could be revised or content could be revised or replaced. replaced.

PERMANENT: STABLE PERMANENT: STABLE CONTENTCONTENT

NLM has made a commitment to NLM has made a commitment to keep this resource permanently keep this resource permanently available. Its identifier will always available. Its identifier will always provide access to the resource. provide access to the resource. Its content is subject only to Its content is subject only to minor corrections or additions.minor corrections or additions.

PERMANENT: UNCHANGING PERMANENT: UNCHANGING CONTENTCONTENT

NLM has made a commitment to NLM has made a commitment to keep this resource permanently keep this resource permanently available. Its identifier will always available. Its identifier will always provide access to the resource. provide access to the resource. Its content will not change. Its content will not change.

NLM Metadata SchemeNLM Metadata Scheme

The NLM metadata scheme is based The NLM metadata scheme is based on Dublin Core, with some local on Dublin Core, with some local adaptations including permanence adaptations including permanence ratingsratings

The full scheme may be seen atThe full scheme may be seen at– http://www.nlm.nih.gov/tsd/cataloging/http://www.nlm.nih.gov/tsd/cataloging/

metafilenew.htmlmetafilenew.html

Required Metadata ElementsRequired Metadata Elements

Title Rights

Heading Contact e-mail

Date first published Language

Date last modified Document category

Next scheduled review date

Permanence level

Publisher URL

Assigning MetadataAssigning Metadata

Required metadata and permanence Required metadata and permanence ratings are assigned before a ratings are assigned before a resource is promoted to the Webresource is promoted to the Web

Default permanence ratings are Default permanence ratings are generated based on document generated based on document categories categories

Sample Document CategoriesSample Document Categories

AnnouncementsAnnouncements Permanence Not GuaranteedPermanence Not Guaranteed

Clinical AlertsClinical Alerts Permanent: Unchanging ContentPermanent: Unchanging Content

DatabasesDatabases Permanent: Dynamic ContentPermanent: Dynamic Content

Fact SheetsFact Sheets Permanent: Stable ContentPermanent: Stable Content

Official MinutesOfficial Minutes Permanent: Unchanging ContentPermanent: Unchanging Content

Press ReleasesPress ReleasesPermanent: Stable ContentPermanent: Stable Content

Assigning Metadata Cont’dAssigning Metadata Cont’d

A template is used to add required A template is used to add required metadatametadata

No knowledge of HTML is needed No knowledge of HTML is needed

Minimal set of required fields, with Minimal set of required fields, with default values or drop-down menus default values or drop-down menus supplied wherever possiblesupplied wherever possible

Basic MetadataBasic Metadata

Creating Enhanced MetadataCreating Enhanced Metadata

Permanent resources are routed to Permanent resources are routed to the Cataloging Section the Cataloging Section

Complete MARC bibliographic Complete MARC bibliographic records are createdrecords are created

–Accessible in NLM online catalogAccessible in NLM online catalog

–Distributed to the bibliographic Distributed to the bibliographic utilities and other NLM licensees utilities and other NLM licensees

Creating Enhanced Metadata Creating Enhanced Metadata Cont’dCont’d

The enhanced metadata created in The enhanced metadata created in Cataloging are then added back to Cataloging are then added back to the header information of the online the header information of the online resource resource

Enhanced MetadataEnhanced Metadata

The NLM ArchivesThe NLM Archives

A site to store NLM Web resources A site to store NLM Web resources that are permanent but outdated or that are permanent but outdated or supersededsuperseded

Searchable yet clearly distinguished Searchable yet clearly distinguished from current materialfrom current material

Key System FeaturesKey System Features

Archived documents maintain the Archived documents maintain the look of original documentlook of original document

Versions of documents are linkedVersions of documents are linked

Searchable using standard NLM Searchable using standard NLM search softwaresearch software

NLM Web ArchivesNLM Web Archives

Archive WorkflowArchive Workflow

System notifies NLM Archivist via email that a System notifies NLM Archivist via email that a permanent resource is to be deleted from current permanent resource is to be deleted from current sitesite

NLM Archivist:NLM Archivist:Reviews resourceReviews resource

Classifies it as a major revision or unreplaced Classifies it as a major revision or unreplaced documentdocument

Archive Workflow Cont’dArchive Workflow Cont’d

NLM Archivist:NLM Archivist:Identifies archival package (may be Identifies archival package (may be multiple files) multiple files)

Captures archival package to local Captures archival package to local drive drive

Deadens links as appropriateDeadens links as appropriate

Archive Workflow Cont’dArchive Workflow Cont’d

Uploads archival package to content Uploads archival package to content management softwaremanagement software

Links the versions Links the versions

Creates redirect page for unreplaced resourcesCreates redirect page for unreplaced resources

Triggers promotion of the resource to NLM Triggers promotion of the resource to NLM ArchiveArchive

Current WorkCurrent Work

Archiving non-HTML files (PDFs)Archiving non-HTML files (PDFs)

Automating metadata capture from Automating metadata capture from existing documentsexisting documents

Automating transfer of enhanced Automating transfer of enhanced metadata back into Web version metadata back into Web version

Current Work Cont’dCurrent Work Cont’d

Automating capture of archival packages Automating capture of archival packages and transfer to the Archivesand transfer to the Archives

Archiving permanent resources from other Archiving permanent resources from other areas of NLM areas of NLM

Working with other libraries to encourage Working with other libraries to encourage use of permanence ratingsuse of permanence ratings