Digital Power Washington State Digital Archives Multi-State Preservation Partnership

Washington State ArchivesDocumenting Democracy

Digital Power

Washington State Digital Archives Multi-StatePreservation Partnership

Presented by:Jerry Handfield, State Archivist

Washington State ArchivesJuly, 2008

NDIIPP Partner Meeting


Shift Happens

Records Online

October 2004 0

July 2008 34

2009 100M

2010 ???


Justin Jaffe

Data Ingestion Coordinator

[email protected]

(509) 235-7500 x224


Washington State Digital Archives Multi-State Digital Preservation Partnership


Partners

Library of Congress Ingestion Coordinator

Project Manager Montana

Project Manager Idaho

Project Manager Alaska

Project Manager Oregon

Project Manager Colorado

Project Manager Indiana

Project Manager Louisiana


Intergovernmental Agreement

• Agreement between Office of the Secretary of State (OSOS) Digital Archives and grant participants.

• Participant Field List

• Security and Connectivity

• Participant Contacts


Data Transfer

• Hard Drive

• SFTP


Hard Drive Process

Hard drive given to Assistant Network

Administrator

Note: After each task is completed this needs to be documented in the

spreadsheet by the responsible party.Spreadsheet located;

TFS, Optimus Prime, Document & Lists, Incoming Data List, Incoming Data

Information List

Hard drive received at the front desk

Assistant Network Administrator

to run virus scan on data, using two separate

virus scanners, along with MD5 hash

Data copied to back up server 1 & then moved to

tape for archive by the Assistant Network

Administrator

Assistant Network Administrator restores

data from back-up server to inbox for ingestion

Data Ingestion Coordinator to retrieve

from the inbox folder and begin the ingestion

process

Data Ingestion Coordinator to burn a copy

of the bulk file report & summary to a CD/DVD, along with light scribing

Data Ingestion Coordinator to give

CD/ DVD to Front Desk to mail to customer, along

with the letter

Email sent to Data Ingestion Coordinator; Are you ready or not?

Ready to Ingest

Not ready to Ingest

Email will be sent by the Data Ingestion

Coordinator to the Assistant Network

Administrator

After 2 weeks the folder will be

removed from the back-up server by

the Assistant Network

Administrator

Data Ingestion Coordinator has 2 weeks to review

Assistant Network Administrator will need to check the tags on hard

drive case to verify there has been no tampering; document in the Hard Drive Check Out sheet


Supported Record Series• Auditor Records – Cris Plus Recording system, Anthem

Recording System, and Oncore Recording System. This includes Marriage, Land, Misc Auditor Records, Uniform Commercial Code, Power of Attorney, Minutes, Ordinance, Resolution, Military, Plats and Survey, and Recorded Agreements.

• Birth Records - Regional Archives.• Census Records - Regional Archives.• City Council Records – Minutes, Ordinance, and Resolution.• Death Records – Social Security Death Index, and Regional

Archives. • Executive Orders – Documents released from the office of

Governor. • Frontier Justice Records.


Supported Record Series (Continued)

• Institution Records – Regional Archives.• Marriage Records – Provided by both Auditors and

Regional Archives.• Military Records - Provided by both Auditors and

Regional Archives.• Miscellaneous Historical Records - Regional Archives.• Naturalization Records - Regional Archives.• Oath of Office Records - Regional Archives.• Photograph Records - Regional Archives.• Physician Records - Regional Archives.• Voter Registration Database.


Records Per Partner• Idaho 398,796

• Alaska 83,316

• Montana 359,627

• Oregon 1,119,975

• Louisiana Coming Soon

• Indiana Coming Soon

• Colorado Coming Soon


Searches Per Partner• Idaho 54

• Alaska 83

• Montana 35

• Oregon 119


Washington Record Series Count33,488,634


Washington Statistics


Ingestion CapacityAuditor Data

• If we have indexes only with no images, we can process 10,000 indexes per minute for a total of 14,400,000 indexes a day.

• If on average the indexes have one associated image with it, we can process 1,600 images and indexes a minute for a total of 2,304,000 total records (this includes indexes and images) a day.

• If on average the indexes have four associated images with it, we can process 400 images and indexes a day for a total of 576,000 total records (this includes in indexes and images) a day.


Sample Sites

• http://idaho.digitalarchives.wa.gov

• http://test.digitalarchives.wa.gov


Incentives to Changeand Participate

• Education & Training

• Money & Efficiency

• Access & Democracy


Local Records Grant ProgramWAC 434-670

Created in 2001 to provide financial assistance to local government

officials to support records management and preservation

efforts.Administered by the Washington State Archives

Office of the Secretary of Stateand

The Archives Oversight Committee (comprised of local government elected officials and

representatives)


Grant Program History

$100,000

$200,000

$500,000

$ 898,438

2002 7 Grants

2003-2005 22 Grants

2005-2007 54 Grants

2007-2009 93 Grants

So far…


2007-2009 Grant Cycle:

Express Grants up to $17,500

only for agencies representing populations under 20,000

Regular Grants up to $30,000

for all populations


Who Can Apply?WAC 434-670-030

All local government entities, including special purpose districts.

• School districts• Fire districts• County officials• City officials• Library districts

• Law enforcement• Housing authorities• Transit authorities• Public works• Health

departments


•Preservation of archival/essential records

•Records Management – planning and inventories

•Security backup microfilm for records that exist only in paper form

•Essential equipment (microfilm reader, metal shelving, archive boxes)

•Improved access to records via scanning

Types of Projects Eligible for Grants


2007-2009 Grant Recipients: 146City/Town 67 $ 939,842

County 49 $ 950,587Fire District 7 $ 73,655Health District 1 $ 3,579

Housing Authority 3 $ 44,026Irrigation District 1 $ 7,154Law Enforcement 1 $ 30,000Library District 1 $ 30,000Port District 2 $ 25,799

Public Utility District 2 $ 55,382Regional Council 1 $ 5,219School District 6 $ 81,957Transit Authority 3 $ 65,517Water District 1 $ 6,263


2007-2009 County Awards: 49Assessor 2 $ 41,503Auditor 7 $ 147,188Boundary Review Bd. 1 $ 30,000Clerk 12 $ 265,108

Community Dev. 4 $ 115,305Commissioners 8 $ 142,414Health 3 $ 70,535Prosecuting Attorney 1 $ 2,000

Public Works 5 $ 100,835Records Management 1 $ 6,808Regional Justice Ctr. 1 $ 5,000Sheriff 2 $ 9,000Treasurer 2 $ 14,891