1 / 21

KY e-Archive: Accession metadata

KY e-Archive: Accession metadata. Mark J. Myers Electronic Records Archivist, KY Dept for Libraries and Archives (2001-May, 2014) Electronic Records Specialist, TX State Library and Archive Commission (June, 2014 – Present).

madeline-willis
Download Presentation

KY e-Archive: Accession metadata

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. KY e-Archive: Accession metadata Mark J. Myers Electronic Records Archivist, KY Dept for Libraries and Archives (2001-May, 2014) Electronic Records Specialist, TX State Library and Archive Commission (June, 2014 – Present)

  2. KDLA e-Archives: www.kdla.ky.gov/records/e-archives/Pages/default.aspx

  3. KDLA Electronic Collections • Publications, • Minutes, • Geospatial datasets (maps, shapefiles), • Web sites, • Databases, • Digital images, • Video, and • Audio recordings.

  4. Contents of the e-Archives • Approximately 5 TB in e-Archives • Includes multiple copies • 1.6 TB of GIS data (vector data and imagery) • 0.5 TB of high resolution Digital Photos • 0.3 TB Includes textual material, digital photo, audio/video and website snapshots • 300 GB of Governors databases (mail database) • 100 GB of Scanned Images (historic documents)

  5. The Landscape • DSpace is primary access tool (2009) • <14,000 = files (objects) in DSpace • ~160 GB in Asset Store • Some publications cross-linked to library catalog But several things NOT in DSpace • Website Archives • Snapshots captured by KDLA • Since 2010 – Archive-It • GIS Data • Some shapefiles and map images in DSpace • Geodatabasesnapshots on file server • Preservica (2012) • High-resolution photos • Other records not in DSpace

  6. Files on the file server

  7. Accession metadata • Screenshot of accession data

  8. KDLA’s Electronic Records Accession form • Metadata captured: • Agency Info - Includes Record Group number which links out to other (paper) accession databases • Accession number – “E” (for electronic)/year/000-999 • Method of Transfer – Optical disk, Email, Download from website, FTP. Download site url if applicable • Total number of files • Volume in MB • For each series: • Series Number • Disk • Folder name • Number of Files • Format (PDF, DOC, JPG, TIF) • Date span • Technical Contact info – person responsible for electronic record • Records Officer • Other technical/preservation metadata based on file type • Only PDF and Digital images

  9. KDLA’s Electronic Records Accession form • Issues: • All manual – not automated • Only internal – we have to fill out • Manual form on website, but staff still have to enter into database • No extraction of metadata from files/objects • Doesn’t capture file names – only total number of files • No fixity information (checksums) • Only sight verification – open folders and count number of files • Mixed media an issue – folders with multiple file types • Many times don’t have technical contact info • Technical/preservation information is often incomplete • Again, manual – no validation/extraction of technical information • Mirrors Paper system

  10. DSpace Simple Item Record DSpace Full Item Record

  11. DSpace • Item-level organization • Metadata from template added to file/object • Extended Dublin Core • Allowed for hierarchical arrangement • Communities & Collections changed to Agencies & Series • Search based on metadata (text files full-text searchable) • Can export AIP-based package • DC – METS • Added some accession metadata • Accesion number to DC template • Changed DSpace license agreement to a transmittal statement

  12. DSpace Transmittal • This transmittal agreement serves as acknowledgment that, per KRS 171.580 (1), and 725 KAR 1:040, a copy of a state agency record is being transferred in electronic format to the Public Records Division, Kentucky Department for Libraries and Archives. • The submitted record is an accurate copy of the title in question. No access restrictions shall be applied to the record.

  13. Added our accession metadata.

  14. Working on adding the DSpace Dublin Core metadata.

  15. DSpace – Preservica Issues • DSpace exports to METS • Lots of versions of METS • Lacks a namespace file • Could export METS file but required programming • DSpace uses Extended Dublin Core – Preservica used basic DC • Got Preservica to repeat extended fields

  16. How much metadata do we need? • Questions over the value of the accession metadata • Important: • Agency name • Date of accession (into archive) • Schedule records are attached to • Content of transfer Name/number files • Questionable: • Method of transfer – may change • Contact Information

  17. Thank You! Contact Info: Mark Myers – Texas State Archives Email: mmyers@tsl.texas.gov Kentucky Department Libraries and Archives Glen McAninch: glen.mcaninch@ky.gov e-Archives site: http://kdla.ky.gov/records/e-archives/Pages/default.aspx

More Related