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The Power of 0101: A slow revolution Washington State Digital Archives and Library of Congress Multi-State Preservation Partnership. Presented by: Jerry Handfield, State Archivist Washington State Archives July, 2008 NDIIPP Partner Meeting Library of Congress. Records Online - PowerPoint PPT Presentation
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Washington State ArchivesDocumenting Democracy
The Power of 0101: A slow revolution
Washington State Digital Archives and Library of Congress
Multi-StatePreservation Partnership
Presented by:Jerry Handfield, State Archivist
Washington State ArchivesJuly, 2008
NDIIPP Partner MeetingLibrary of Congress
Washington State ArchivesDocumenting Democracy
Shift Happens
Records Online
October 2004 0
July 2008 34M
2009 100M ?
2010 ???
Washington State ArchivesDocumenting Democracy
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
Washington State ArchivesDocumenting Democracy
Intergovernmental Agreement
• Agreement between Office of the Secretary of State (OSOS) Digital Archives and grant participants.
• Participant Field List
• Security and Connectivity
• Participant Contacts
Washington State ArchivesDocumenting Democracy
Data Transfer: 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
Washington State ArchivesDocumenting Democracy
Supported Records• 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.
Washington State ArchivesDocumenting Democracy
Supported Records• 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.
Washington State ArchivesDocumenting Democracy
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
Washington State ArchivesDocumenting Democracy
Washington Record Series Count33,488,634
Washington State ArchivesDocumenting Democracy
Washington Statistics
Washington State ArchivesDocumenting Democracy
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.
Washington State ArchivesDocumenting Democracy
Sample Sites
• http://idaho.digitalarchives.wa.gov
• http://test.digitalarchives.wa.gov
Washington State ArchivesDocumenting Democracy
Change is Rough!• Relative to what?
• Who judges?
• Remember beta was the best?
• Model T 100 years!
• Wang and Univac.
• Internet.
• Information overload.
Washington State ArchivesDocumenting Democracy
Obstacles to Change• Centuries of silos.• Three revolutions of information retrieval.• Professions, personalities and training.• Nervous Nellies – version 1-77.• Lack of resources.• Vendors and technology.• Complex bureaucracies, forms, grants…• Forever is a very long time.• Global warming.
Washington State ArchivesDocumenting Democracy
Incentives to Changeand Participate
• Education and Training
• Money and Efficiency
• Access and Democracy
Washington State ArchivesDocumenting 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)
Washington State ArchivesDocumenting Democracy
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…
Washington State ArchivesDocumenting Democracy
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
Washington State ArchivesDocumenting Democracy
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
Washington State ArchivesDocumenting Democracy
•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
Washington State ArchivesDocumenting Democracy
Simple Government Form!• Express grants – 2 pages.
• Do you have archival records?
• What are they?
• Sign below.
• We scan and post at the Digital Archives.
• Originals stored at State Archives.
Washington State ArchivesDocumenting Democracy
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
Washington State ArchivesDocumenting Democracy
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
Washington State ArchivesDocumenting Democracy
The Power of Change• Examples and demonstrations.• Leadership – National, State, and Local.• Resources.• Sector support – business/government.• Public support and benefit.• Technology adaptation.• Ownership of information: Private or Public• Another silo!
Washington State ArchivesDocumenting Democracy
Thanks!• Library of Congress.
• NDIIPP
• State Partners.
• The risk takers, the willing, the cautious, and the guardians of the silos!
• Questions?
Washington State ArchivesDocumenting Democracy
Contact
Justin JaffeData Ingestion Coordinator for the
Library of Congress Multi State Project at the Washington State
Digital [email protected](509) 235-7500 x224