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Managing and Preserving Electronic Records at McGill University: The digitalpermanence initiative

Managing and Preserving Electronic Records at McGill University: The digitalpermanence initiative. Objectives. McGill University Archives (MUA) digitalpermanence initiative Projects Results Next steps Q & A. McGill University. Montreal, Quebec, Canada Established in 1821

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Managing and Preserving Electronic Records at McGill University: The digitalpermanence initiative

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  1. Managing and Preserving Electronic Records at McGill University:The digitalpermanence initiative

  2. Objectives • McGill University Archives (MUA) • digitalpermanence initiative • Projects • Results • Next steps • Q & A McGill University Archives :: ICA Seminar 2005

  3. McGill University • Montreal, Quebec, Canada • Established in 1821 • Research intensive/graduate programs • 32,143 Students - 8,850 Employees • Existing IT infrastructure in transition • ERP, document imaging • Increasing RM implications McGill University Archives :: ICA Seminar 2005

  4. McGill University Archives • Established in 1962 • Reports to the Secretary-General of McGill (corporate head office of the University) • First university archives in Canada • Campus Archival & RM authority • Quebec legislative framework • Access Act (1982) and Archives Act (1983) McGill University Archives :: ICA Seminar 2005

  5. McGill University Archives :: ICA Seminar 2005

  6. What is digitalpermanence? • Launched in December 2003 • “A McGill University Archives initiative, promoting the collaborative, strategic, long-term management and preservation of McGill University’s electronic records.” McGill University Archives :: ICA Seminar 2005

  7. Why digitalpermanence? • A new records management reality • Electronic format • “Born-digital” or converted to digital • Manage e-records for business interests • Fragile • Not like paper • Preserve e-records for research interests McGill University Archives :: ICA Seminar 2005

  8. Phase I - digitalpermanence January 2004 – October 2004 • Goals • Projects • Results (Oct-Nov 2004) McGill University Archives :: ICA Seminar 2005

  9. Goals - Info Gathering • Determine the extent of electronic records on campus • Examine and select software solutions (e-records management & preservation) • Review and develop new policies McGill University Archives :: ICA Seminar 2005

  10. Project – E-Records Inventory • Extend and types of e-records • Results: • Enterprise systems = structured, organized, well-documented • Office Systems, Email = unstructured, at times chaotic • Absence of tools and policies • Localized RM “solutions” McGill University Archives :: ICA Seminar 2005

  11. Project – Software Review • DM & Web Archiving • Results: • DM software – function-rich – but costly, no univ. clients, IT infrastructure, long-term preservation? • McGill “Gateway” – web presence • Web archiving – HTTrack – Static vs. Dynamic web pages McGill University Archives :: ICA Seminar 2005

  12. Project – Policy Development • Absence of policies in dealing with: • Corporate e-records, emails, and document imaging (paperless initiatives) • Results: • Corporate e-records classification schemes • Email Best Practices • Document imaging standards McGill University Archives :: ICA Seminar 2005

  13. Phase II - digitalpermanence On-going Projects as of June 2005 McGill University Archives :: ICA Seminar 2005

  14. Phase II • McGill Web System Snapshot Tool • To capture McGill “Gateway” web pages • Static and Dynamic web pages • Joint effort with McGill Web Service Group • XHTML (web pages) and XML (databases) McGill University Archives :: ICA Seminar 2005

  15. Phase II • Email Conversion (link) • To convert email from proprietary to non-proprietary file format • Email in .PST – batch process to HTML, PDF, XML, etc • ABC Amber Outlook Converter software • Good software, good results, but large-scale email conversion?? McGill University Archives :: ICA Seminar 2005

  16. Phase II • Transfer and Access Protocols Document (link) • To develop e-records’ transfer and access strategies • Themes: transferring, processing, preserving, and accessing e-records • digitalpermanence storage server: centralized or federated McGill University Archives :: ICA Seminar 2005

  17. Phase II • Document Management Software • To organize office e-records • Campus-wide vs. office by office solutions • Joint committee between University Archives and University IT sector McGill University Archives :: ICA Seminar 2005

  18. Phase II • Outreach to University Offices (link) • To raise awareness on campus • Advise on email best practices • Advise on document imaging projects • Proactive approach = Changes staff perception on e-records McGill University Archives :: ICA Seminar 2005

  19. Phase II • Revision to Terms of Reference • Accepted by Board of Governors 2005 • New language reflects role of Archives in governing, and accounting for, campus electronic records McGill University Archives :: ICA Seminar 2005

  20. Next Steps • Retention Rules • Enterprise Systems (SIS, FIS, HRIS) • Email McGill University Archives :: ICA Seminar 2005

  21. Overall Observations • Collaboration • Cannot do e-records project alone • Work with experts in other fields (IT, records creators) • Achievable project goals • Complex project but… • Proper resources, clear strategy, take risks, test and try – success! McGill University Archives :: ICA Seminar 2005

  22. Staffing - digitalpermanence • Archivist-Electronic Records • David Kemper • Archivist/Records Analyst • Aaron Spreng • Senior Archivist-Records Management • Alex Richmond (start Oct. 2005) McGill University Archives :: ICA Seminar 2005

  23. Questions ? McGill University Archives :: ICA Seminar 2005

  24. McGill University Archives :: ICA Seminar 2005

  25. References Outreach to University Offices resources • Email Best Practices & Office Records Classification http://www.archives.mcgill.ca/dp/practices/office.htm • Document Imaging (scanning) Standards http://www.archives.mcgill.ca/dp/practices/scanning.htm McGill University Archives :: ICA Seminar 2005

  26. References Terms of Reference • The mission of the McGill University Archives (MUA) is to promote good governance, and accountability, through the protection of the University’s documentary heritage and records/information assets, in all formats, by combined archives and records management services. McGill University Archives :: ICA Seminar 2005

  27. Why digitalpermanence? • To take on the challenge of managing electronic records – “born-digital” or converted to digital – for business interests • To develop strategies to preserve electronic records, in collaboration with the university’s IT sector, for research interests McGill University Archives :: ICA Seminar 2005

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