ROTTERDAM MUNICIPAL ARCHIVES:

1. ROTTERDAM MUNICIPAL ARCHIVES: a digital repository: learning by experience with open standards and open source

2. DLM: 6 October 2005 • Outline of the preservation problem for RMA • International and Dutch initiatives • RMA: starting points and characteristics • Project E-repository in 2004 and 2005: results • Evaluation of the Rotterdam model: low cost, open source, learning a digital repository: learning by experience

3. A digital repository: an (inter)national challenge • The challenge: the realization of a digital repository • RMA: ambition to be a ‘trusted digital repository • Organisation, strategy, staff, resources, procedures, methods, next to hard- and software • Dutch examples: • National Archives: functional specifications 2000 • Dutch Royal Library: repository for e-publications a digital repository: learning by experience

4. (Inter)national projects Publications: • OAIS reference model • Dutch Testbed • Erpanet publications: preservation tool • Interpares I • Research Library Group (RLG) • The National Archives (UK) • The National Archives (Australia) • City Archive of Antwerpen (DAVID) Costs of the projects already executed and implemented? a digital repository: learning by experience

5. Rotterdam Municipal Archives: start of project • Second largest municipal archive in the Netherlands • 114 staff members • 17 km1 archives, 90.000 publications, 325.000 photographs, 600.000 negatives and films, video, audio, placards • Know how and procedures for the analogue material in the repositories • No know how and procedures for digital information objects • 2003: urgency to act! a digital repository: learning by experience

6. 2004: urgency and confrontation Digital repository and what about: • Organisation: consequences of a digital repository • Staff: change in knowledge, attitude • Technique: storage capacity, software • Procedures: analogy with physical documents or difference • Resources: where to start (people, money) • User needs and expectations • Digitised objects; in 2005 700 Gb! a digital repository: learning by experience

7. 2004: just do it! Collaboration RMA and Archival School Starting points: • Use existing theory • Open standards: OAIS, XML, EAD, ISAD (G), ISAAR(CPF) • Migration as strategy • Open source software: DSpace and i-Tor • Low cost • Learning a digital repository: learning by experience

8. Digital Reading room System-documen-tation Websites Large records Hard- & Software Proce-dures Relation with the creator Digital Preserva- tion strategy Data-bases Multi-media 2005: designing, developing, changing a digital repository: learning by experience

9. Planning and control (preservation planning) Storage I-objects Ingest Metadata system Queries & Requests Access Administration RMA: Business Model a digital repository: learning by experience

10. Dataflow Internet LAN EDQ EDP EDD EDR BACKUP shield DSpace XENA SIARD i-Tor SWITCH LUN 23 LUN 24 Original files Migrated files Metadata Snapshot E-Depot a digital repository: learning by experience

11. Rotterdam: costs 2004 - 2006 a digital repository: learning by experience

12. Results in 2004 and 2005 • Strategy of RMA for long term preservation • Organisation: custodial, implementation • Staff: knowledge + competencies • Technique: hardware, functional specifications, existing • Yourdon models: Organisation model (custodial, no new Digital Department), Environment model, Process model, Metadatamodel • Sharing results with colleagues a digital repository: learning by experience

13. Conclusion E-repository: START AND LEARN! a digital repository: learning by experience