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The History of Data / Records Preservation @ SLAC

The History of Data / Records Preservation @ SLAC. Jean Marie Deken, M.A., M.L.I.S., C.A. Archivist and Head SLAC Archives and History Office 2 nd Workshop on Data Preservation and Long-Term Analysis in HEP 26-28 May 2009 -- SLAC National Accelerator Laboratory. Outline. Context @ SLAC

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The History of Data / Records Preservation @ SLAC

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  1. The History of Data / Records Preservation @ SLAC Jean Marie Deken, M.A., M.L.I.S., C.A. Archivist and Head SLAC Archives and History Office 2nd Workshop on Data Preservation and Long-TermAnalysis in HEP 26-28 May 2009 -- SLAC National Accelerator Laboratory

  2. Outline • Context @ SLAC • Relationships • General definitions • Regulations • Records Management (RM) • Archives & History Office (AHO) • Appraisal and Scheduling • Scientific Data • Future Plans / Prospects Deken -- 2nd Workshop on Data Preservation & long-Term Analysis in HEP

  3. Context @ SLAC: Relationships • Owned and operated by Stanford University • 1962 contract with Atomic Energy Commission  Department of Energy (DOE) • Initially single-purpose lab: HEP • Now multi-purpose • Records Management not part of contract to date… Deken -- 2nd Workshop on Data Preservation & long-Term Analysis in HEP

  4. Context @ SLAC:General Definitions -- Elements Deken -- 2nd Workshop on Data Preservation & long-Term Analysis in HEP

  5. Context @ SLAC:General Definitions -- Record “..all books, papers, maps, photographs, machine readable materials, or other documentary materials, regardless of physical form or characteristics, made or received by an agency of the United States Government under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government or because of the informational value of data in them…” (44 USC 3301) Deken -- 2nd Workshop on Data Preservation & long-Term Analysis in HEP

  6. Context @ SLAC: General Definitions: Records Management (RM) • “…. activities involved in records creation, maintenance and use, and disposition in order to achieve adequate and proper documentation of the policies and transactions of the Federal Government and effective and economical management of agency operations”(44 U.S.C. 2901) Deken -- 2nd Workshop on Data Preservation & long-Term Analysis in HEP

  7. Context @ SLAC: Regulations • US Government • Department of Energy (DOE) • National Archives and Records Administration (NARA) • Local government (City / County) • Stanford University • Contract with US gov’t for SLAC –RM not included • Campus policy on records – no University-wide RM Deken -- 2nd Workshop on Data Preservation & long-Term Analysis in HEP

  8. Context @ SLAC: Records Management (RM) • SLAC Records Manager • Responsible for temporary records • Business • Accounting • Part-time (< one-quarter) • “…institutional lack of awareness of records management concepts.” (Point One report, April 2009) Deken -- 2nd Workshop on Data Preservation & long-Term Analysis in HEP

  9. Archives and History Office (Archives) • Responsible for Records of • Directorate • Science activities • Support • Records management for science records • Historical Archiving • Inactive records • Long-term interest and enduring value • Provide: storage, arrangement, access, preservation Deken -- 2nd Workshop on Data Preservation & long-Term Analysis in HEP

  10. Archives: Appraisal and scheduling of records • DOE Research and Development Records Schedule • http://www.slac.stanford.edu/history/rs.shtml -- SLAC implementations • Level 1: Permanent retention • Level 2: 25-year retention • Level 3: 10-year retention Deken -- 2nd Workshop on Data Preservation & long-Term Analysis in HEP

  11. Archives: Scientific Dataappraisal guidance • Raw data (all levels) • 10 year retention (N1-434-07-01, item 4c(12) • Evaluated or Summarized data • Level 1: permanent retention (N1-434-96-9, item1B13a) • Level 2: 25-year retention (N1-434-96-9, item1B13b • Level 3: 10-year retention (N1-434-96-9, item1B13c) Deken -- 2nd Workshop on Data Preservation & long-Term Analysis in HEP

  12. Archives: Scientific Data practices to date • DOE contract – “best practices” • Distributed management model • Experiment “Data Czars” • Off-line storage on data tapes • At discretion of Data Czar: • Platform migration • Retirement to Archives of inactive datasets (Level 1 and Level 2) Deken -- 2nd Workshop on Data Preservation & long-Term Analysis in HEP

  13. Archives: Scientific Data holdings • Tapes stored off-line • Long-term viability undetermined • Mark II, Mark III, E135; Bubble chamber experiments; early BaBar; SSRL • Persistent Archives Testbed (PAT) project – 2003 to 2006 • Prototype funded by NARA, NSF • SLD records –excluded data • Grid storage @ SDSC Supercomputer Center Deken -- 2nd Workshop on Data Preservation & long-Term Analysis in HEP

  14. Archives: Future Plans / Prospects • DOE O 243.1 -- Records Management Program • Expected to become part of contract…soon • Electronic records management (ERM) application…OR… • Print out paper records • Does not directly address scientific data, BUT -- • Requires compliance with DOE schedules Deken -- 2nd Workshop on Data Preservation & long-Term Analysis in HEP

  15. Archives: Future Plans / Prospects • Not yet determined: • Extent of SLAC future support? • Staffing? • Funding ? • Responsibility for compliance? • Scientific collaborations / groups • SLAC Office of Compliance • SLAC Archives and History Office Deken -- 2nd Workshop on Data Preservation & long-Term Analysis in HEP

  16. Conclusion • Questions? • Contact information: Jean Marie Deken SLAC Archives and History Office jmdeken@slac.stanford.edu http://www.slac.stanford.edu/history Deken -- 2nd Workshop on Data Preservation & long-Term Analysis in HEP

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