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Donald G. Davis Collection

Donald G. Davis Collection. 392K Amy Baker, Megan Peck, Zach Vowell. Dr. Donald G. Davis. 1972 Doctorate, University of Illinois 1971 University of Texas at Austin 1977 Libraries and Culture Editor

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Donald G. Davis Collection

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  1. Donald G. Davis Collection 392K Amy Baker, Megan Peck, Zach Vowell

  2. Dr. Donald G. Davis • 1972 Doctorate, University of Illinois • 1971 University of Texas at Austin • 1977 Libraries and Culture Editor • Dr. Davis has written over 130 book chapters, articles, and reports, as well as more than 250 book reviews.

  3. Technology Use • Typewriter • Office computer • PC • 1994 WordPerfect • 1996 Word

  4. Donald G. Davis Collection • Project Outline • Problems encountered • Recommendations

  5. Project Outline • Collection Development with Creator • File Capture • Creation of Inventories • Arrangement and Description • Administrative Decisions • Metadata schema • Standard series names • File Conversion • Ingest into DSpace

  6. Collection Development with Creator • First meeting: • Board minutes, L&C working files, journals, mostly paper materials • Second meeting: • 32,742 Emails (1995-2005) • 39 Floppies (Classes, MSS, and Miscellaneous) • Desktop Folders (L&C, courses, and personal)

  7. File Capture • Group server space requested (700+ MB) • Transfer of floppy files to server • Transfer of desktop folders to server • Email, a different story

  8. Creation of Inventories

  9. Original naming scheme: Classes Miscellaneous MSS L&C Office File names: FP-ANN.95 HOW-GEN.T1A DSpace naming scheme: Learning Objects Professional Activities Publications Libraries & Culture Arrangement and Description

  10. Administrative Decisions • Metadata schema • Author • Keyword (Correspondence, Learning objects etc.) • Original/Converted (file level) • Collection • Standard series names • Learning object • Publications (pre-print, post-print)

  11. Conversion • Unknown text files to .rtf • Tools: FileMerlin, WordPort • WordPerfect 5.1 • Group members assigned workflow • MS Word batch conversion and manual conversion

  12. Manual ingest Assign metadata Workflow sheets Batch ingest Arrange directories Develop Tool Ingest Process

  13. Problems Encountered • Email IP questions • File Transfer (lost creation date, virus detected-Junk file) • Duplicates, naming convention, arrangement • Standard series names • Metadata (due to volume, couldn’t be specific) • Ingest (manual vs. bulk) • Incorrect date on computer

  14. Email IP Questions • Correspondents’ IP • Over 20,000 emails “from” someone other than Dr. Davis • Attachments • Email preservation format • Non-proprietary • Database, instead of individual files

  15. File Transfer • Free access to Dr. Davis’ computer • What now? • “Holding space” • Creation dates • Is “Last Modified” date good enough? • Viruses and junk files

  16. Duplicates, Naming Convention, & Arrangement • Attachments, floppies, and the hard drive • Similar forms for different years • How to express Davis’ organization? • Build into intellectual arrangement? • Apply to naming convention? • Arrangement • By form • By original order

  17. Metadata • Quantity limited precision • Need for further automation • From Davis’ PC to ingest • Transfer alters metadata • Visibility • Unreadable formats

  18. Standard Collection Names • Need for standardization • Unique nature of Davis’ records • Forms • Prolific digital output • Are not all collections unique?

  19. Ingest • Manual ingest • Determining a workflow • Subject keywords • Batch ingest • Automation of content & xml files • Quantity prevents close inspection • File names: Characters, DSpace, & Unix

  20. Incorrect Date on Computer • Effect on authenticity • Any analogy to traditional archives? • Does it really matter? • Folder & content verification • Uneven

  21. 32,742 Emails • 4 .PST Files • Okay, we got ‘em, now what do we do? • Extraction and conversion utilities • Attachments • How to archive them • Who ‘owns’ them?

  22. Recommendations • Maintain original order and file names • Switch from Project Muse to JSTOR • Digitization • JSTOR • Grant funded projects DLSD • Word batch conversion • CDWinder for inventory

  23. Recommendations • Appraisal and processing by archives students • Have a systems/software expert on board • Create detailed procedural documentation

  24. Going Forward • DON’T WAIT! • ARCHIVE NOW! • SYSTEMATIZE!

  25. Questions?

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