NLM’s Permanence Ratings and Web Page Archives CNI Spring Meeting April 5, 2005

1. NLM’s Permanence Ratings and Web Page ArchivesCNI Spring Meeting April 5, 2005 Margaret M. Byrnes National Library of Medicine National Institutes of Health Dept of Health & Human Services

2. NLM Long Range Plan 2000-2005 Take a leadership role in ensuring permanent access to important digital materials in health and biomedicine … using NLM’s own electronic output and services as initial test-beds

3. NLM Permanence Working Group Levels of permanence suitable for categories of NLM Web information Methods to communicate those levels Implementation strategy

4. Aspects of Permanence Identifier validity: whether the identifier will always provide access to the same resource Resource availability: whether the resource is guaranteed to remain available Content invariability: whether the content of the resource could change

5. Permanence Ratings Permanence Not Guaranteed Permanent: Dynamic Content Permanent: Stable Content Permanent: Unchanging Content

6. PERMANENCE NOT GUARANTEED NLM has made no commitment to retain this resource. It could become unavailable at any time. Its contents and identifier could change.

8. PERMANENT: DYNAMIC CONTENT NLM has made a commitment to keep this resource permanently available. Its identifier will always provide access to the resource. Its content could be revised or replaced.

11. PERMANENT: STABLE CONTENT NLM has made a commitment to keep this resource permanently available. Its identifier will always provide access to the resource. Its content is subject only to minor corrections or additions.

13. PERMANENT: UNCHANGING CONTENT NLM has made a commitment to keep this resource permanently available. Its identifier will always provide access to the resource. Its content will not change.

15. NLM Metadata Scheme The NLM metadata scheme is based on Dublin Core, with some local adaptations including permanence ratings The full scheme may be seen at • http://www.nlm.nih.gov/tsd/cataloging/metafilenew.html

16. Required Metadata Elements

17. Assigning Metadata Required metadata and permanence ratings are assigned before a resource is promoted to the Web Default permanence ratings are generated based on document categories

18. Sample Document Categories Announcements Permanence Not Guaranteed Clinical Alerts Permanent: Unchanging Content Databases Permanent: Dynamic Content Fact Sheets Permanent: Stable Content Official Minutes Permanent: Unchanging Content Press Releases Permanent: Stable Content

19. Assigning Metadata Cont’d A template is used to add required metadata No knowledge of HTML is needed Minimal set of required fields, with default values or drop-down menus supplied wherever possible

22. Basic Metadata

23. Creating Enhanced Metadata Permanent resources are routed to the Cataloging Section Complete MARC bibliographic records are created • Accessible in NLM online catalog • Distributed to the bibliographic utilities and other NLM licensees

24. Creating Enhanced Metadata Cont’d The enhanced metadata created in Cataloging are then added back to the header information of the online resource

26. Enhanced Metadata

27. The NLM Archives A site to store NLM Web resources that are permanent but outdated or superseded Searchable yet clearly distinguished from current material

28. Key System Features Archived documents maintain the look of original document Versions of documents are linked Searchable using standard NLM search software

29. NLM Web Archives

38. Archive Workflow System notifies NLM Archivist via email that a permanent resource is to be deleted from current site NLM Archivist: Reviews resource Classifies it as a major revision or unreplaced document

39. Archive Workflow Cont’d NLM Archivist: Identifies archival package (may be multiple files) Captures archival package to local drive Deadens links as appropriate

40. Archive Workflow Cont’d Uploads archival package to content management software Links the versions Creates redirect page for unreplaced resources Triggers promotion of the resource to NLM Archive

41. Current Work Archiving non-HTML files (PDFs) Automating metadata capture from existing documents Automating transfer of enhanced metadata back into Web version

42. Current Work Cont’d Automating capture of archival packages and transfer to the Archives Archiving permanent resources from other areas of NLM Working with other libraries to encourage use of permanence ratings