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Coming to TERM: Designing the Texas Email Repository Model

Coming to TERM: Designing the Texas Email Repository Model. Sue Soy Stan Gunn Marlan Green Dr. Patricia Galloway University of Texas at Austin Graduate School of Library and Information Science. Problem. Permanent retention of electronic records Rules for management of email (TSLAC)

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Coming to TERM: Designing the Texas Email Repository Model

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  1. Coming to TERM:Designing the Texas Email Repository Model Sue Soy Stan Gunn Marlan Green Dr. Patricia Galloway University of Texas at Austin Graduate School of Library and Information Science

  2. Problem • Permanent retention of electronic records • Rules for management of email (TSLAC) • Agencies may not currently be compliant • Legal risks involved

  3. All Email has a common format • Every agency produces email • Legal record • Multiple platforms • Complexity increased by attachments

  4. Solution Archival trusted repository + OAIS model + Multiple proofs of concept (Harvard & MIT) =TERM

  5. MIT’s Dspace Project

  6. State Agencies DIR Texas Department of Information Resources TSLAC Texas State Library and Archives Commission Vendor(s) RMICC Records Management Interagency Coordinating Council Public Attorney General Players

  7. Repository Management Team Composition of TERM Repository Management Team and members' areas of responsibility.

  8. TERM OAIS Structure Major functions of the OAIS Reference Model from Consultative Committee for Space Data Systems (CCSDS), CCSDS 650.0-W-1, Producer-Archive Interface Methodology Abstract Standard. (OAIS). White Book. Issue 1. Draft Recommendation for Space Data System Standards.

  9. Agency Level Email Capture

  10. Information Flow Information flow from agency to consumer, adapted from Kenneth Thibodeau, The Unsteady State of the Art of Preserving Electronic Records.

  11. Metadata Capture

  12. Records Retention • Agency negotiates SIP Agreement with TERM • SIP Agreement stipulates transfer date, ownership, privacy, access, and retention actions for administrative and general correspondence. • Transitory records are disposed of by the agency.

  13. Recommendations—Short Term • Recruit repository management team (RMICC) • Foster collaborative environment • Commit to OAIS standard • Enforce TSLAC email guidelines • Require open standards and software • Adopt standard user practices • Avoid exotic attachment file formats • Consider using established resources (WTDROC) • Recruit agency for pilot project

  14. Recommendations—Intermediate • Implement pilot project • Develop phased plan • Evaluate repository functionality • Locate funding • Assess producer community’s needs • Investigate automated classification systems • Identify vendors willing to collaborate on development

  15. Recommendations—Long Term • Select vendor for repository development • Review findings and continuously improve plan • Develop and implement automated classification systems • Build value-added services (knowledge management, data warehousing etc.) • Address preservation issues (migration, refreshing etc.) • Test repository cessation and disaster plans

  16. D-Lib Online Magazine Coming to TERM: Designing the Texas Email Repository Model http://www.dlib.org/dlib/september02/09contents.html

  17. Questions?

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