Wisconsin Digital Archives

1. Wisconsin Digital Archives Digital Preservation of Wisconsin State Government Information

2. Clarifying Terms **Digital Archiving** preservation of information in digital formats accessed on the Internet using a tool to spider the web content and associated files to create a stable URL to secure continued access. VS. Digitization process of turning a tangible format (i.e. print publications, photographs) into a digital representation of that format usually by scanning the item.

3.  Wisconsin Document Depository Program shall collect and distribute a wide range of state government publications and information to depository libraries [r]egardless of format or process by which produced and regardless of the source of funds provided to the publisher in order to preserveand make available a record of major state government programs for future use Defined by Sections 35.81- 35.84 of the Wisconsin Statutes, as amended by 1991 Wisconsin Act 285

4. Decline in Print Distribution through Wisconsin Document Depository Program

5. Access to state government information has changed…

6. Wisconsin Digital Archives provides opportunities for digital preservation Primary Goals: To provide the opportunity for state agencies to continue to fulfill their statutory obligation to participate in the Wisconsin Document Depository Program with electronic formats. To provide authoritative permanent electronic access to web content originally accessed from Wisconsin state agency websites. To provide all libraries, regardless of depository status, greater access to state government information in electronic formats. To provide unlimited users 24/7 convenient access to digitally archived state government information.

7. Collaboration is Key Managed by the Wisconsin Reference and Loan Library Library Collaborators: Wisconsin Legislative Reference Bureau Wisconsin Dept. of Transportation Wisconsin Historical Society (Library-Archives) UW-Madison Wisconsin State Law Library

8. Collaborator Contributions Collaborators represent all 3 branches of gov’t Collaborators are experts in their field and can help manage lifecycle of information more effectively Identify special projects Discovery of content to be archived Cataloging DA URLs Establishing cataloging standards and strategies

9. What are we digitally archiving? Publications that provide public perspective on state government programs and are created through the use of state funding Annual / Biennial reports Budgets Research and informational studies and reports Legal reports Interim and final reports Handbooks, guides and manuals Periodicals, journals, newspapers and newsletters meant for public audiences Licensing standards State Plans Regional planning commission publications Statistical compilations Technical bulletin

10. New collecting opportunities for librarians Empowers information professionals to identify content for preservation Selection is no longer just in hands of the state agencies More information to choose from to build stronger collections Collaborators impact collection development Collection development strategies Capture unique born digital content Fill in existing gaps in print collections (Biennial and Annual reports) Publications in high demand (Legislative Audit Bureau & current events) Publications available in limited or poor tangible quantities Provide more robust info packages (Legislative Council) Replace existing deadlinks in catalog records with stable DA URLs Publications can be “reborn” into the digital world (DOT Interstate)

11. What are we not digitally archiving? Not collecting all items that might be considered public records Not digitally archiving content that is not meant for public consumption Nothing from Intranet sites Not digitizing content Content is not being scanned from tangible formats, it already exists in electronic format online Not archiving entire websites We Are Not the Way Back Machine

12. Using the OCLC Digital Archive Tool Tool is accessed through OCLC Connexion Browser Web Harvester that spiders specific parts of state agency web sites Spider captures all links needed to replicate how the content was originally presented on the state agency website at the time it was spidered. It’s a snapshot in time. Access to the spidered content is through persistent digital archives URLs. Content associated with each digital archives URL is currently being stored on servers in Dublin, OH at OCLC for a storage fee based on the amount of content being stored. OCLC performs periodic virus and fixity checks to guarantee rendering of content. Use of the Digital Archive tool lets us focus on content and the digital preservation process, not storage space and technology trends.

13. A brief demo of the software… Connexion http://connexion.oclc.org/

14. Examples Wisconsin state planning grant : Amish project http://digitalarchive.oclc.org/request?pid%3Dobjid%3A0000012966 Special Committee on Arts Funding [2000 interim study committees] http://digitalarchive.oclc.org/request?id%3Doclcnum%3A181086485 2006 the year of the interstate http://digitalarchive.oclc.org/request?pid%3Dobjid%3A0000028238 Forest health conditions in Wisconsin annual report http://digitalarchive.oclc.org/request?id%3Doclcnum%3A40445103

15. Technical Limitations of OCLC Digital Archive Tool Accepted formats Content accessible via the http protocol Microsoft file formats, ZIP files, PDF, GIF, JPG, TIF Environmental Vs. Bit preservation Software can provide false positives The Digital Archives branding bar sometimes makes it appear that certain links are part of the DA URL that really are not Could experience being bumped out to live site unless paying attention to address bar Formats and web development not supported File formats that are served up via a protocol other than http, such as FTP Audio and video files that require a streaming server All file must be under 4 GB Content accessed through a database interface JavaScript Cannot handle embedded PDFs that exist within in a document Impending changes to the tool that are still unclear

16. Alternatives to OCLC Digital Archive Tool Underdeveloped solutions Not turn key solutions Open Source No ongoing support for future data migration No guarantees for rendering of content Requires staff and expertise that WI does not yet have

17. The Key is Providing Access Digital Archives catalog records are accessed in OPAC settings WorldCat, WISCAT, MadCat, LRBCat Provides search benefits and convenient access to state agency information in a controlled environment State agency publications co-exist regardless of format providing full historical range of state agency publications Provide monthly lists of fully cataloged digital archive records, http://dpi.wi.gov/rll/indship.html List are available to both depository and non-depository libraries Do not mandate use of records in local OPACs to fulfill depository requirements Continue to seek ways to expand audience State agencies?

18. Digital Archives Shipping Lists

19. Shortcut when Searching WISCAT

20. Digital Archives Catalog Records

21. Use of DA URLs to Increase Access

22. Promoting additional modes of access DA URLs work outside of an OPAC setting

23. Accessing DA URLs on Webpages

24. Future Access through CONTENTdm?

25. Impact of Wisconsin Digital Archives

26. Digital Archives Distribution

27. Redefining Depository Status Selective depository libraries are dropping out of the print program 2 year retention guidelines for docs Most feel they can get what they want from the internet in that 2 year period Increased confidence in Digital Archives Like being able to make selections from DA lists Libraries who drop continue to participate in Digital Archives

28. What’s next New webpages Investigate ways to promote greater access Web 2.0 technologies to highlight records Free subscription service for DA lists Improved searching capabilities in OPACs Develop an information portal for DA records Survey to libraries for input Content Usage Annual report to state agencies to promote more interaction PeDALS Project, Persistent Digital Archives and Library System Uses of LOCKSS technology

29. For More Information Visit our website: http://dpi.wi.gov/rll/inddep.html Contact us: Abby Swanton, (608) 224-6174 Wisconsin Document Depository Librarian Wisconsin Dept. of Public Instruction Reference and Loan Library Abbigail.Swanton@dpi.state.wi.us