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Washington State Digital Archives

Washington State Digital Archives. Presented by: Adam Jansen Digital Archivist Washington State Archives 360-586-4893 ajansen@secstate.wa.gov. As defined in RCW 40.14

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Washington State Digital Archives

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  1. Washington StateDigital Archives Presented by: Adam Jansen Digital Archivist Washington State Archives 360-586-4893 ajansen@secstate.wa.gov

  2. As defined in RCW 40.14 ANY records that have been made by or received by any agency of the state of Washington in connection with the transaction of public business Public Records

  3. Any destruction of official public records shall be pursuant to a schedule approved under RCW 40.14 Why?... The foundation of democracy in America is government accountability to the people Records Retention

  4. Not mass storage for active business applications & data Not remote back-up for state & local government networks & data What the Digital Archives is not

  5. The Digital Archives will: • Preserve electronic records with long-term legal, historical and/or fiscal significance • Assure platform-neutral retrieval 50, 100, or more years from now • Provide security back-up of certain permanent electronic legal records (courts, vital records, land records, etc.)

  6. Comply with statutory & regulatory mandates Avoid loss of legal & historical records Manage risk (avoid litigation losses) Preserve rare paper records Centralize access to permanent electronic records for government Improve access for citizens Business Need

  7. 8 Requirements for Preservation } • Readable • Retrievable • Intelligible • Encapsulated • Reconstructible • Identifiable • Understandable • Authentic * From Authentic Electronic Records by Charles Dollar Hardware } File Format } Content Management

  8. Digital Archives Multi-pronged approach: Maintain native format, wrapped Render XML formatted version, wrapped Acquire original hardware and software File Formats

  9. Phase I – SAN Roll-Out with OSOS & one local government record series as beta test Phase II – Four to 6 state & local government agencies Phase III – Agencies with electronic records of high archival value Phase IV – All remaining state & local government agencies as they are ready Phased Implementation

  10. Authenticity of record Chain of custody Metadata File naming conventions Corporate Culture Start with e-mail, web page Use existing retention schedules Educate Shift AWAY from desktops Management Software is a must! Management Issues

  11. DoD 5015.2-STD compliant system Wrap original file in native format Wrap XML copy Apply metadata & XML for indexing, searching & retrieval Provide chain of custody & authenticity ‘Content Management’

  12. Microsoft Solution Custom Coded .Net front end SQL Server back end BizTalk translation utility SSH Tectia for secure transport ‘Content Management’

  13. Microsoft BizTalk 2004 Transforms, adds metadata based on business rules Creates ‘deep storage’ copy wrapping original file in XML, with Hash Creates ‘web’ version of original file Ingestion Process

  14. Deep Storage XML Schema Record Common • Who • What • When • Where • Original File • ‘web’ file • Security • Fixity Vital Records • Type Birth • Date of • Father, Mother • Hospital

  15. Developed in VB.Net by Microsoft/EDS Web based solution Allows uploading of documents, searching and ordering of certified copies Front End

  16. Web Design Wire Frame www.digitalarchives.wa.gov

  17. SQL Server 2000 Multiple databases, similar construction to XML schema Record Common Record series specific Security Roles Locks at office, agency, global level Record Series, Record Field or Record Back End

  18. Custom Built Solution Saves binary streams and BLOBs into SQL Database Multiple streams, Assist with Archiving Allows predefining of internal fragments, levels, maximum file size, secure authentication Command line interface Can be used to ‘spider’ email Web Services allows current architecture for retrieval Web Archiving

  19. Allows viewing of confidential information E-Transmittal process Viewing of open orders Admin Pages

  20. Strong executive sponsorship & involvement Regular weekly project team meetings Outside expert: GlassHouse Technologies Targeted recruitment & training of staff Proof of concept testing External Quality Assurance during procurement, installation & testing Phased implementation Competitive procurement process among high-quality, experienced prime vendors Risk Management& Quality Assurance

  21. 97% of legacy file formats tested were successfully converted to XML with no change in format, feel or function Top-four levels of OSOS web site (5,015 files & 250 MB) were spidered remotely in 8 minutes E-mail on Novell GroupWise & Microsoft Exchange servers was successfully archived onto a remote server Proof of Concept Tests

  22. Seven-Year Growth Estimates

  23. The Digital Archives is essential to meet statutory & regulatory mandates to preserve & make accessible legally & historically significant electronic records. The Preferred Alternative is the best solution for a stable, cost-effective, long-term storage & retrieval system. The project has a high probability of success by using proven technologies & experienced vendors. Ready to proceed to the procurement phase Summary

  24. Digital Archives Eastern Washington University, Cheney, Washington Adam Jansen Digital Archivist ajansen@secstate.wa.gov

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