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Maine GeoArchives Project and the Digital Archives Concept

Maine GeoArchives Project and the Digital Archives Concept. Presented at NAGARA, SAA, CoSA joint conference, Washington, DC, August 3, 2006 Jim Henderson, Maine State Archivist. Digital Archives Goals.

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Maine GeoArchives Project and the Digital Archives Concept

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  1. Maine GeoArchives Project and the Digital Archives Concept Presented at NAGARA, SAA, CoSA joint conference, Washington, DC, August 3, 2006 Jim Henderson, Maine State Archivist

  2. Digital Archives Goals • Preserve permanently valuable State of Maine official records that are in digital form, either "born digital" or digitized for access, and • Provide continuing digital access to these records.

  3. Digital Archives Context • State has spent a billion dollars in the past fifteen years creating systems to produce digital records. • Often to replace "legacy" systems whose records are not accessible: media deterioration or obsolescence, software or O/S obsolescence, inadequate documentation. • Little has been done to protect the long-term and permanent value of these assets.

  4. The Problem - Examples • State Planning Office data on 8” floppy disks: no longer readable • GIS data: deleted by agencies that have no current need • Human Services “scanned” vital records: inaccessible, indexing database corrupted. • E-mail containing policy level material: either deleted or exists on obsolete e-mail systems no longer supported. • Hundreds of thousands of indexes to marriage records 1967-1976: lost when Human Services' data became unreadable. • Agencies embarrassed, A.G. concerned, Governor very concerned when legal “discovery” and FOI requests bungled in 2006!

  5. Archives Digital Experience • 1999 Digital Records Management Plan from “Camp Pitt” process and NHPRC • E-mail guidance for State employees since 1997 • Scanned/cataloged hundreds of documents for Maine on-line “museums” and learning environments • Mass digitization: 19,000 images from archival microfilm - 2004 • Education of Maine IT professionals and other agencies on need to retain selected digital records • GeoArchives GIS preservation project 2005, now institutionalized • Maine Digital Archives Planning - 2005-2006

  6. Overall Strategy • Born Digital - targets of opportunity • GIS • E-mail • Digitized Analog • Media: paper, film, analog tape • For access: researchers, agencies, Archives staff

  7. Digital Archives Process

  8. GeoArchives Project Goal, Objectives • Goal Digital system, based on current research and standards, to preserve and provide access to, State GIS records having permanent value. • Objectives • Immediate reduction in the loss of archival GIS records • A prototype for continuing development and application for all State and local GIS records. • A model for others to critique, improve, apply

  9. Project Scope - Limited • Preservation • Data (layers, images) in GeoLibrary only • A large subset of all GIS records in agencies • Vetted for FGDC metadata compliance • Select Test Data from GeoLibrary • Relatively stable - municipal boundaries • Relatively dynamic - E911 Roads • Orthophoto Imagery from “Fly Overs” • Access • Use existing GeoLibrary • Compare layer status (boundaries, roads) at any historical time • Overlay different layers (boundaries 2005; roads 2010)

  10. GeoArchives as OAIS

  11. Project Process • Research • Project Team - true collaboration • User needs - survey • Functional Requirements • for the project • for the outcome • Consultants - multiple • Metadata Requirements • Dublin Core, MARC 21, FGDC • Crosswalks FGDC v. archival standards

  12. Project Functional Requirements • Identify GIS administrative records • Set appraisal level - attributes, layers • Appraise data layers • Determine additional metadata needs • Provide for data integrity and security • Provide access to archival GIS data • Define Archive’s administrative procedures FOR MORE INFO... Functional requirements document: http://www.maine.gov/geoarch/Project%20Proposal%20and%20Documents/Frgeo08.doc

  13. FGDC Metadata for Appraisal and Archival Description • Originator [Administrative records] • Title [Unique Identifier] • Series_Name [Descriptive name] • Abstract [Legal, informational, evidential value; related digital data] • Purpose [Evidential value] • Time_Period_Information Beginning_Date [Existing archival layer] Ending_Date [Existing archival layer] • Status Progress [Periodicity of accession] Maintenance_and_Update_Frequency • Point_of_Contact Contact_Organization_Primary [Administrative records] Contact_Address [Administrative records] • Overview_Description [Legal, informational, evidential value] • Entity_And-Attribute_Overview [Legal, informational, evidential value] • Use_Constraints [Access restrictions] • Source_Information Originator [Scope and content accuracy] Contribution [Scope and content accuracy]

  14. Additional Archival Metadata • Creator’s content in FGDC Metadata • Assess completeness for archival description • Enhance as needed • Archive’s content in FGDC Metadata • Citation - Maine State Archives as data owner • Keywords - Library of Congress Thesaurus • Contact - MSA phone, address ,etc. • Process Description - description of accession process • Metadata Access Constraints - notice “no changed permitted to archival version”

  15. Appraisal Process

  16. Outcomes: Retention Formats • Preservation • All formats likely to change • Embed archival records in systems holding critical operational records • Migrate archival records along with others • Export to XML initially, new solutions as needed • Access • ESRI - the 900 lb. gorilla, with tools • Exportable to non-ESRI formats

  17. Manual for Managing the GeoArchives • Appraisal Process • Key metadata fields • Decision-making process • Accession Process • Review current metadata • Add archival metadata to change ownership • Administrative Records • Post Accession (error correction)

  18. Tools Required by Archives • Storage (ArcSDE versions 9.2+?) • Data storage for “snapshots” • Use SDE Archive functions to track changes • Management (ArcCatalog) • Metadata style sheets to support appraisal • View complete metadata for accession • Editing to add archival metadata fields • GIS Viewer (many free options) • View samples of data during appraisal and accession • Provide researchers access to GeoArchives

  19. Maine GeoArchives: Status • A model for Digital Archives: design, experience • “Snapshot” layers on Data Catalog http://megis.maine.gov/catalog/ • On-going assessment for “continuous layer history” solution • Manual for Managing the GeoArchives • Receiving update alerts for data layers • Appraisal and accessioning continues

  20. The Devil - Lessons on Details • communications with IT partner: clear and continuous • documentation of applications supporting the GeoArchives: complete and understandable • documentation of servers hosting archival layers - location and physical controls: complete, understandable • metadata for layers accessioned must be complete and consistent with the GeoArchives Manual • Archives staff specifically assigned to GeoArchives maintenance

  21. Maine GeoArchives Web Site • Agendas, Minutes • Project Documents - raw and refined • Functional Requirements • Manual for Managing the GeoArchives • Administrative Records Schedule • Consultant reports • Project Final Reports FOR MORE INFO... GeoArchives Web: http://www.maine.gov/sos/arc/GeoArchives/geoarch.html

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