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Protecting the Bits Preserving your digital records
Mark Myers Senior Electronic Records Specialist
Texas State Library and Archives Commission
1
Texas Digital Archive (TDA)
bull Created in 2015bull Repository for
electronic archival state records held by TSLAC
bull Preserves and provides access to electronic records
2
3
Currently the TDA hasbull ~ 83 million recordsbull lt 60 TBbull Born-digital amp
Digitized materialbull Records from all
branches of TX state government
bull Wide variety of file typesbull Textbull Photosbull Audiobull Video amp Filmbull Databasesbull Artifacts (kind of)
httpswwwtsltexasgovtexasdigitalarchive
TSLACrsquos Mission
bull Preserve the record of government for public scrutiny
bull Secure and make accessible historically significant records and other valuable resources both for print and electronic documents
4
ProtectingElectronic State Records
Using ldquoprotectingrdquo to meanbull Securing bull Preservingbull Making them accessible
5
bull Unlike some paper records digital records do not survive without constant attention
bull Biggest challenge facing electronic records - CHANGE
Preservation Challenges
Technical obsolescence
Hardware software media
Media DeteriorationMagneticOpticalSSDflash
Technological DependencyHardware software etc
20
When Electronic Records Are at Risk
bull Software is obsolete or getting to end of life
bull Dependency on specific hardware or system
bull Non-standardspecialty formats used
bull Systems being replaced
bull Records no longer in use
bull Records are on removable media
bull Starts with Records Managementndash Records Retention Schedules
bull Identify what records you have and what purpose they serve
bull Establish appropriate retention periods to manage volumendash Dispose of records at the right timendash Protect records that need to be retained
ndash Recordkeeping systemsbull Organize and Categorize Recordsbull Centralized controlbull Managed Access and storage
ndash Policies and Proceduresbull People know how to use the systembull Train people on the culture of management
Get control over your records
Securing records in the TDA
134
Step one ndash getting the records
10
What do we take
bull The same kind of records that you transfer in paperndash Records with an ldquoArdquo designation on the schedulendash Records with an ldquoRrdquo designation (need to be reviewed by an archivist
prior to transfer)
bull After active administrative use endsbull ldquoOriginalrdquo format ndash especially with images audio video
ndash Or the ldquoofficialrdquo or ldquopublishedrdquo for text-based records
What do we takebull Can take records in any format
howeverndash Proprietary formats that require
specialexpensive licensendash Encrypted records ndash other forms
of DRMndash Older ldquolegacyrdquo formats ndash Legacy media
bull We need to talk first
13
Step two - build the foundation
14
bull TDA is built in the Amazon Government Cloudndash Amazon S3 online
storagendash Glacier near line storage
bull Encryption in transit and at rest
bull Rolling integrity checks
15
Select security tags for files
3 tagsbull Publicbull Openbull Closed
Can be set at multiple levels
Add checksums to the files
16
Integrity = Protecting the bits
Example of Bit Rot
Preserving electronic records
17
Texas Digital Archive (TDA)Functional Requirements
bull Ingest electronic records from state agencies in any format
bull Characterize validate and track digital formats over time
bull Monitor integrity and security of digital filesbull Migrate to sustainable formats for preservationbull Collect and store all appropriate metadata about the
recordsbull Allow for proper access to records that meets the
needs of our usersndash Provide records in access formats based on user needs
bull Follow appropriate archival standards for preservation
18
Long-Term PreservationSustainable Formats
Formats expected not to change or change slowly
bull Widely supported amp usedbull Easily Transferable
ndash Compatible with other applicationsndash ForwardBackward Compatibilityndash Version Control
bull Non-proprietary or openpublished standards
Types of Standards- StateEnterprise- NationalInternational Standards (ANSI ISO)
- Industry Standards
- ldquoDe factordquo Standards
21
Ingest Workflow ndash how we bring a file into the repository
bull Runs a series of ldquomicro-servicesrdquo on the files
bull Most important for long-term preservation being the ldquoCharacterizerdquo step
22
Characterize step indentifies the file format
Plugged in to an international registry of file formats
23
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
Texas Digital Archive (TDA)
bull Created in 2015bull Repository for
electronic archival state records held by TSLAC
bull Preserves and provides access to electronic records
2
3
Currently the TDA hasbull ~ 83 million recordsbull lt 60 TBbull Born-digital amp
Digitized materialbull Records from all
branches of TX state government
bull Wide variety of file typesbull Textbull Photosbull Audiobull Video amp Filmbull Databasesbull Artifacts (kind of)
httpswwwtsltexasgovtexasdigitalarchive
TSLACrsquos Mission
bull Preserve the record of government for public scrutiny
bull Secure and make accessible historically significant records and other valuable resources both for print and electronic documents
4
ProtectingElectronic State Records
Using ldquoprotectingrdquo to meanbull Securing bull Preservingbull Making them accessible
5
bull Unlike some paper records digital records do not survive without constant attention
bull Biggest challenge facing electronic records - CHANGE
Preservation Challenges
Technical obsolescence
Hardware software media
Media DeteriorationMagneticOpticalSSDflash
Technological DependencyHardware software etc
20
When Electronic Records Are at Risk
bull Software is obsolete or getting to end of life
bull Dependency on specific hardware or system
bull Non-standardspecialty formats used
bull Systems being replaced
bull Records no longer in use
bull Records are on removable media
bull Starts with Records Managementndash Records Retention Schedules
bull Identify what records you have and what purpose they serve
bull Establish appropriate retention periods to manage volumendash Dispose of records at the right timendash Protect records that need to be retained
ndash Recordkeeping systemsbull Organize and Categorize Recordsbull Centralized controlbull Managed Access and storage
ndash Policies and Proceduresbull People know how to use the systembull Train people on the culture of management
Get control over your records
Securing records in the TDA
134
Step one ndash getting the records
10
What do we take
bull The same kind of records that you transfer in paperndash Records with an ldquoArdquo designation on the schedulendash Records with an ldquoRrdquo designation (need to be reviewed by an archivist
prior to transfer)
bull After active administrative use endsbull ldquoOriginalrdquo format ndash especially with images audio video
ndash Or the ldquoofficialrdquo or ldquopublishedrdquo for text-based records
What do we takebull Can take records in any format
howeverndash Proprietary formats that require
specialexpensive licensendash Encrypted records ndash other forms
of DRMndash Older ldquolegacyrdquo formats ndash Legacy media
bull We need to talk first
13
Step two - build the foundation
14
bull TDA is built in the Amazon Government Cloudndash Amazon S3 online
storagendash Glacier near line storage
bull Encryption in transit and at rest
bull Rolling integrity checks
15
Select security tags for files
3 tagsbull Publicbull Openbull Closed
Can be set at multiple levels
Add checksums to the files
16
Integrity = Protecting the bits
Example of Bit Rot
Preserving electronic records
17
Texas Digital Archive (TDA)Functional Requirements
bull Ingest electronic records from state agencies in any format
bull Characterize validate and track digital formats over time
bull Monitor integrity and security of digital filesbull Migrate to sustainable formats for preservationbull Collect and store all appropriate metadata about the
recordsbull Allow for proper access to records that meets the
needs of our usersndash Provide records in access formats based on user needs
bull Follow appropriate archival standards for preservation
18
Long-Term PreservationSustainable Formats
Formats expected not to change or change slowly
bull Widely supported amp usedbull Easily Transferable
ndash Compatible with other applicationsndash ForwardBackward Compatibilityndash Version Control
bull Non-proprietary or openpublished standards
Types of Standards- StateEnterprise- NationalInternational Standards (ANSI ISO)
- Industry Standards
- ldquoDe factordquo Standards
21
Ingest Workflow ndash how we bring a file into the repository
bull Runs a series of ldquomicro-servicesrdquo on the files
bull Most important for long-term preservation being the ldquoCharacterizerdquo step
22
Characterize step indentifies the file format
Plugged in to an international registry of file formats
23
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
3
Currently the TDA hasbull ~ 83 million recordsbull lt 60 TBbull Born-digital amp
Digitized materialbull Records from all
branches of TX state government
bull Wide variety of file typesbull Textbull Photosbull Audiobull Video amp Filmbull Databasesbull Artifacts (kind of)
httpswwwtsltexasgovtexasdigitalarchive
TSLACrsquos Mission
bull Preserve the record of government for public scrutiny
bull Secure and make accessible historically significant records and other valuable resources both for print and electronic documents
4
ProtectingElectronic State Records
Using ldquoprotectingrdquo to meanbull Securing bull Preservingbull Making them accessible
5
bull Unlike some paper records digital records do not survive without constant attention
bull Biggest challenge facing electronic records - CHANGE
Preservation Challenges
Technical obsolescence
Hardware software media
Media DeteriorationMagneticOpticalSSDflash
Technological DependencyHardware software etc
20
When Electronic Records Are at Risk
bull Software is obsolete or getting to end of life
bull Dependency on specific hardware or system
bull Non-standardspecialty formats used
bull Systems being replaced
bull Records no longer in use
bull Records are on removable media
bull Starts with Records Managementndash Records Retention Schedules
bull Identify what records you have and what purpose they serve
bull Establish appropriate retention periods to manage volumendash Dispose of records at the right timendash Protect records that need to be retained
ndash Recordkeeping systemsbull Organize and Categorize Recordsbull Centralized controlbull Managed Access and storage
ndash Policies and Proceduresbull People know how to use the systembull Train people on the culture of management
Get control over your records
Securing records in the TDA
134
Step one ndash getting the records
10
What do we take
bull The same kind of records that you transfer in paperndash Records with an ldquoArdquo designation on the schedulendash Records with an ldquoRrdquo designation (need to be reviewed by an archivist
prior to transfer)
bull After active administrative use endsbull ldquoOriginalrdquo format ndash especially with images audio video
ndash Or the ldquoofficialrdquo or ldquopublishedrdquo for text-based records
What do we takebull Can take records in any format
howeverndash Proprietary formats that require
specialexpensive licensendash Encrypted records ndash other forms
of DRMndash Older ldquolegacyrdquo formats ndash Legacy media
bull We need to talk first
13
Step two - build the foundation
14
bull TDA is built in the Amazon Government Cloudndash Amazon S3 online
storagendash Glacier near line storage
bull Encryption in transit and at rest
bull Rolling integrity checks
15
Select security tags for files
3 tagsbull Publicbull Openbull Closed
Can be set at multiple levels
Add checksums to the files
16
Integrity = Protecting the bits
Example of Bit Rot
Preserving electronic records
17
Texas Digital Archive (TDA)Functional Requirements
bull Ingest electronic records from state agencies in any format
bull Characterize validate and track digital formats over time
bull Monitor integrity and security of digital filesbull Migrate to sustainable formats for preservationbull Collect and store all appropriate metadata about the
recordsbull Allow for proper access to records that meets the
needs of our usersndash Provide records in access formats based on user needs
bull Follow appropriate archival standards for preservation
18
Long-Term PreservationSustainable Formats
Formats expected not to change or change slowly
bull Widely supported amp usedbull Easily Transferable
ndash Compatible with other applicationsndash ForwardBackward Compatibilityndash Version Control
bull Non-proprietary or openpublished standards
Types of Standards- StateEnterprise- NationalInternational Standards (ANSI ISO)
- Industry Standards
- ldquoDe factordquo Standards
21
Ingest Workflow ndash how we bring a file into the repository
bull Runs a series of ldquomicro-servicesrdquo on the files
bull Most important for long-term preservation being the ldquoCharacterizerdquo step
22
Characterize step indentifies the file format
Plugged in to an international registry of file formats
23
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
TSLACrsquos Mission
bull Preserve the record of government for public scrutiny
bull Secure and make accessible historically significant records and other valuable resources both for print and electronic documents
4
ProtectingElectronic State Records
Using ldquoprotectingrdquo to meanbull Securing bull Preservingbull Making them accessible
5
bull Unlike some paper records digital records do not survive without constant attention
bull Biggest challenge facing electronic records - CHANGE
Preservation Challenges
Technical obsolescence
Hardware software media
Media DeteriorationMagneticOpticalSSDflash
Technological DependencyHardware software etc
20
When Electronic Records Are at Risk
bull Software is obsolete or getting to end of life
bull Dependency on specific hardware or system
bull Non-standardspecialty formats used
bull Systems being replaced
bull Records no longer in use
bull Records are on removable media
bull Starts with Records Managementndash Records Retention Schedules
bull Identify what records you have and what purpose they serve
bull Establish appropriate retention periods to manage volumendash Dispose of records at the right timendash Protect records that need to be retained
ndash Recordkeeping systemsbull Organize and Categorize Recordsbull Centralized controlbull Managed Access and storage
ndash Policies and Proceduresbull People know how to use the systembull Train people on the culture of management
Get control over your records
Securing records in the TDA
134
Step one ndash getting the records
10
What do we take
bull The same kind of records that you transfer in paperndash Records with an ldquoArdquo designation on the schedulendash Records with an ldquoRrdquo designation (need to be reviewed by an archivist
prior to transfer)
bull After active administrative use endsbull ldquoOriginalrdquo format ndash especially with images audio video
ndash Or the ldquoofficialrdquo or ldquopublishedrdquo for text-based records
What do we takebull Can take records in any format
howeverndash Proprietary formats that require
specialexpensive licensendash Encrypted records ndash other forms
of DRMndash Older ldquolegacyrdquo formats ndash Legacy media
bull We need to talk first
13
Step two - build the foundation
14
bull TDA is built in the Amazon Government Cloudndash Amazon S3 online
storagendash Glacier near line storage
bull Encryption in transit and at rest
bull Rolling integrity checks
15
Select security tags for files
3 tagsbull Publicbull Openbull Closed
Can be set at multiple levels
Add checksums to the files
16
Integrity = Protecting the bits
Example of Bit Rot
Preserving electronic records
17
Texas Digital Archive (TDA)Functional Requirements
bull Ingest electronic records from state agencies in any format
bull Characterize validate and track digital formats over time
bull Monitor integrity and security of digital filesbull Migrate to sustainable formats for preservationbull Collect and store all appropriate metadata about the
recordsbull Allow for proper access to records that meets the
needs of our usersndash Provide records in access formats based on user needs
bull Follow appropriate archival standards for preservation
18
Long-Term PreservationSustainable Formats
Formats expected not to change or change slowly
bull Widely supported amp usedbull Easily Transferable
ndash Compatible with other applicationsndash ForwardBackward Compatibilityndash Version Control
bull Non-proprietary or openpublished standards
Types of Standards- StateEnterprise- NationalInternational Standards (ANSI ISO)
- Industry Standards
- ldquoDe factordquo Standards
21
Ingest Workflow ndash how we bring a file into the repository
bull Runs a series of ldquomicro-servicesrdquo on the files
bull Most important for long-term preservation being the ldquoCharacterizerdquo step
22
Characterize step indentifies the file format
Plugged in to an international registry of file formats
23
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
ProtectingElectronic State Records
Using ldquoprotectingrdquo to meanbull Securing bull Preservingbull Making them accessible
5
bull Unlike some paper records digital records do not survive without constant attention
bull Biggest challenge facing electronic records - CHANGE
Preservation Challenges
Technical obsolescence
Hardware software media
Media DeteriorationMagneticOpticalSSDflash
Technological DependencyHardware software etc
20
When Electronic Records Are at Risk
bull Software is obsolete or getting to end of life
bull Dependency on specific hardware or system
bull Non-standardspecialty formats used
bull Systems being replaced
bull Records no longer in use
bull Records are on removable media
bull Starts with Records Managementndash Records Retention Schedules
bull Identify what records you have and what purpose they serve
bull Establish appropriate retention periods to manage volumendash Dispose of records at the right timendash Protect records that need to be retained
ndash Recordkeeping systemsbull Organize and Categorize Recordsbull Centralized controlbull Managed Access and storage
ndash Policies and Proceduresbull People know how to use the systembull Train people on the culture of management
Get control over your records
Securing records in the TDA
134
Step one ndash getting the records
10
What do we take
bull The same kind of records that you transfer in paperndash Records with an ldquoArdquo designation on the schedulendash Records with an ldquoRrdquo designation (need to be reviewed by an archivist
prior to transfer)
bull After active administrative use endsbull ldquoOriginalrdquo format ndash especially with images audio video
ndash Or the ldquoofficialrdquo or ldquopublishedrdquo for text-based records
What do we takebull Can take records in any format
howeverndash Proprietary formats that require
specialexpensive licensendash Encrypted records ndash other forms
of DRMndash Older ldquolegacyrdquo formats ndash Legacy media
bull We need to talk first
13
Step two - build the foundation
14
bull TDA is built in the Amazon Government Cloudndash Amazon S3 online
storagendash Glacier near line storage
bull Encryption in transit and at rest
bull Rolling integrity checks
15
Select security tags for files
3 tagsbull Publicbull Openbull Closed
Can be set at multiple levels
Add checksums to the files
16
Integrity = Protecting the bits
Example of Bit Rot
Preserving electronic records
17
Texas Digital Archive (TDA)Functional Requirements
bull Ingest electronic records from state agencies in any format
bull Characterize validate and track digital formats over time
bull Monitor integrity and security of digital filesbull Migrate to sustainable formats for preservationbull Collect and store all appropriate metadata about the
recordsbull Allow for proper access to records that meets the
needs of our usersndash Provide records in access formats based on user needs
bull Follow appropriate archival standards for preservation
18
Long-Term PreservationSustainable Formats
Formats expected not to change or change slowly
bull Widely supported amp usedbull Easily Transferable
ndash Compatible with other applicationsndash ForwardBackward Compatibilityndash Version Control
bull Non-proprietary or openpublished standards
Types of Standards- StateEnterprise- NationalInternational Standards (ANSI ISO)
- Industry Standards
- ldquoDe factordquo Standards
21
Ingest Workflow ndash how we bring a file into the repository
bull Runs a series of ldquomicro-servicesrdquo on the files
bull Most important for long-term preservation being the ldquoCharacterizerdquo step
22
Characterize step indentifies the file format
Plugged in to an international registry of file formats
23
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
bull Unlike some paper records digital records do not survive without constant attention
bull Biggest challenge facing electronic records - CHANGE
Preservation Challenges
Technical obsolescence
Hardware software media
Media DeteriorationMagneticOpticalSSDflash
Technological DependencyHardware software etc
20
When Electronic Records Are at Risk
bull Software is obsolete or getting to end of life
bull Dependency on specific hardware or system
bull Non-standardspecialty formats used
bull Systems being replaced
bull Records no longer in use
bull Records are on removable media
bull Starts with Records Managementndash Records Retention Schedules
bull Identify what records you have and what purpose they serve
bull Establish appropriate retention periods to manage volumendash Dispose of records at the right timendash Protect records that need to be retained
ndash Recordkeeping systemsbull Organize and Categorize Recordsbull Centralized controlbull Managed Access and storage
ndash Policies and Proceduresbull People know how to use the systembull Train people on the culture of management
Get control over your records
Securing records in the TDA
134
Step one ndash getting the records
10
What do we take
bull The same kind of records that you transfer in paperndash Records with an ldquoArdquo designation on the schedulendash Records with an ldquoRrdquo designation (need to be reviewed by an archivist
prior to transfer)
bull After active administrative use endsbull ldquoOriginalrdquo format ndash especially with images audio video
ndash Or the ldquoofficialrdquo or ldquopublishedrdquo for text-based records
What do we takebull Can take records in any format
howeverndash Proprietary formats that require
specialexpensive licensendash Encrypted records ndash other forms
of DRMndash Older ldquolegacyrdquo formats ndash Legacy media
bull We need to talk first
13
Step two - build the foundation
14
bull TDA is built in the Amazon Government Cloudndash Amazon S3 online
storagendash Glacier near line storage
bull Encryption in transit and at rest
bull Rolling integrity checks
15
Select security tags for files
3 tagsbull Publicbull Openbull Closed
Can be set at multiple levels
Add checksums to the files
16
Integrity = Protecting the bits
Example of Bit Rot
Preserving electronic records
17
Texas Digital Archive (TDA)Functional Requirements
bull Ingest electronic records from state agencies in any format
bull Characterize validate and track digital formats over time
bull Monitor integrity and security of digital filesbull Migrate to sustainable formats for preservationbull Collect and store all appropriate metadata about the
recordsbull Allow for proper access to records that meets the
needs of our usersndash Provide records in access formats based on user needs
bull Follow appropriate archival standards for preservation
18
Long-Term PreservationSustainable Formats
Formats expected not to change or change slowly
bull Widely supported amp usedbull Easily Transferable
ndash Compatible with other applicationsndash ForwardBackward Compatibilityndash Version Control
bull Non-proprietary or openpublished standards
Types of Standards- StateEnterprise- NationalInternational Standards (ANSI ISO)
- Industry Standards
- ldquoDe factordquo Standards
21
Ingest Workflow ndash how we bring a file into the repository
bull Runs a series of ldquomicro-servicesrdquo on the files
bull Most important for long-term preservation being the ldquoCharacterizerdquo step
22
Characterize step indentifies the file format
Plugged in to an international registry of file formats
23
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
When Electronic Records Are at Risk
bull Software is obsolete or getting to end of life
bull Dependency on specific hardware or system
bull Non-standardspecialty formats used
bull Systems being replaced
bull Records no longer in use
bull Records are on removable media
bull Starts with Records Managementndash Records Retention Schedules
bull Identify what records you have and what purpose they serve
bull Establish appropriate retention periods to manage volumendash Dispose of records at the right timendash Protect records that need to be retained
ndash Recordkeeping systemsbull Organize and Categorize Recordsbull Centralized controlbull Managed Access and storage
ndash Policies and Proceduresbull People know how to use the systembull Train people on the culture of management
Get control over your records
Securing records in the TDA
134
Step one ndash getting the records
10
What do we take
bull The same kind of records that you transfer in paperndash Records with an ldquoArdquo designation on the schedulendash Records with an ldquoRrdquo designation (need to be reviewed by an archivist
prior to transfer)
bull After active administrative use endsbull ldquoOriginalrdquo format ndash especially with images audio video
ndash Or the ldquoofficialrdquo or ldquopublishedrdquo for text-based records
What do we takebull Can take records in any format
howeverndash Proprietary formats that require
specialexpensive licensendash Encrypted records ndash other forms
of DRMndash Older ldquolegacyrdquo formats ndash Legacy media
bull We need to talk first
13
Step two - build the foundation
14
bull TDA is built in the Amazon Government Cloudndash Amazon S3 online
storagendash Glacier near line storage
bull Encryption in transit and at rest
bull Rolling integrity checks
15
Select security tags for files
3 tagsbull Publicbull Openbull Closed
Can be set at multiple levels
Add checksums to the files
16
Integrity = Protecting the bits
Example of Bit Rot
Preserving electronic records
17
Texas Digital Archive (TDA)Functional Requirements
bull Ingest electronic records from state agencies in any format
bull Characterize validate and track digital formats over time
bull Monitor integrity and security of digital filesbull Migrate to sustainable formats for preservationbull Collect and store all appropriate metadata about the
recordsbull Allow for proper access to records that meets the
needs of our usersndash Provide records in access formats based on user needs
bull Follow appropriate archival standards for preservation
18
Long-Term PreservationSustainable Formats
Formats expected not to change or change slowly
bull Widely supported amp usedbull Easily Transferable
ndash Compatible with other applicationsndash ForwardBackward Compatibilityndash Version Control
bull Non-proprietary or openpublished standards
Types of Standards- StateEnterprise- NationalInternational Standards (ANSI ISO)
- Industry Standards
- ldquoDe factordquo Standards
21
Ingest Workflow ndash how we bring a file into the repository
bull Runs a series of ldquomicro-servicesrdquo on the files
bull Most important for long-term preservation being the ldquoCharacterizerdquo step
22
Characterize step indentifies the file format
Plugged in to an international registry of file formats
23
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
bull Starts with Records Managementndash Records Retention Schedules
bull Identify what records you have and what purpose they serve
bull Establish appropriate retention periods to manage volumendash Dispose of records at the right timendash Protect records that need to be retained
ndash Recordkeeping systemsbull Organize and Categorize Recordsbull Centralized controlbull Managed Access and storage
ndash Policies and Proceduresbull People know how to use the systembull Train people on the culture of management
Get control over your records
Securing records in the TDA
134
Step one ndash getting the records
10
What do we take
bull The same kind of records that you transfer in paperndash Records with an ldquoArdquo designation on the schedulendash Records with an ldquoRrdquo designation (need to be reviewed by an archivist
prior to transfer)
bull After active administrative use endsbull ldquoOriginalrdquo format ndash especially with images audio video
ndash Or the ldquoofficialrdquo or ldquopublishedrdquo for text-based records
What do we takebull Can take records in any format
howeverndash Proprietary formats that require
specialexpensive licensendash Encrypted records ndash other forms
of DRMndash Older ldquolegacyrdquo formats ndash Legacy media
bull We need to talk first
13
Step two - build the foundation
14
bull TDA is built in the Amazon Government Cloudndash Amazon S3 online
storagendash Glacier near line storage
bull Encryption in transit and at rest
bull Rolling integrity checks
15
Select security tags for files
3 tagsbull Publicbull Openbull Closed
Can be set at multiple levels
Add checksums to the files
16
Integrity = Protecting the bits
Example of Bit Rot
Preserving electronic records
17
Texas Digital Archive (TDA)Functional Requirements
bull Ingest electronic records from state agencies in any format
bull Characterize validate and track digital formats over time
bull Monitor integrity and security of digital filesbull Migrate to sustainable formats for preservationbull Collect and store all appropriate metadata about the
recordsbull Allow for proper access to records that meets the
needs of our usersndash Provide records in access formats based on user needs
bull Follow appropriate archival standards for preservation
18
Long-Term PreservationSustainable Formats
Formats expected not to change or change slowly
bull Widely supported amp usedbull Easily Transferable
ndash Compatible with other applicationsndash ForwardBackward Compatibilityndash Version Control
bull Non-proprietary or openpublished standards
Types of Standards- StateEnterprise- NationalInternational Standards (ANSI ISO)
- Industry Standards
- ldquoDe factordquo Standards
21
Ingest Workflow ndash how we bring a file into the repository
bull Runs a series of ldquomicro-servicesrdquo on the files
bull Most important for long-term preservation being the ldquoCharacterizerdquo step
22
Characterize step indentifies the file format
Plugged in to an international registry of file formats
23
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
Securing records in the TDA
134
Step one ndash getting the records
10
What do we take
bull The same kind of records that you transfer in paperndash Records with an ldquoArdquo designation on the schedulendash Records with an ldquoRrdquo designation (need to be reviewed by an archivist
prior to transfer)
bull After active administrative use endsbull ldquoOriginalrdquo format ndash especially with images audio video
ndash Or the ldquoofficialrdquo or ldquopublishedrdquo for text-based records
What do we takebull Can take records in any format
howeverndash Proprietary formats that require
specialexpensive licensendash Encrypted records ndash other forms
of DRMndash Older ldquolegacyrdquo formats ndash Legacy media
bull We need to talk first
13
Step two - build the foundation
14
bull TDA is built in the Amazon Government Cloudndash Amazon S3 online
storagendash Glacier near line storage
bull Encryption in transit and at rest
bull Rolling integrity checks
15
Select security tags for files
3 tagsbull Publicbull Openbull Closed
Can be set at multiple levels
Add checksums to the files
16
Integrity = Protecting the bits
Example of Bit Rot
Preserving electronic records
17
Texas Digital Archive (TDA)Functional Requirements
bull Ingest electronic records from state agencies in any format
bull Characterize validate and track digital formats over time
bull Monitor integrity and security of digital filesbull Migrate to sustainable formats for preservationbull Collect and store all appropriate metadata about the
recordsbull Allow for proper access to records that meets the
needs of our usersndash Provide records in access formats based on user needs
bull Follow appropriate archival standards for preservation
18
Long-Term PreservationSustainable Formats
Formats expected not to change or change slowly
bull Widely supported amp usedbull Easily Transferable
ndash Compatible with other applicationsndash ForwardBackward Compatibilityndash Version Control
bull Non-proprietary or openpublished standards
Types of Standards- StateEnterprise- NationalInternational Standards (ANSI ISO)
- Industry Standards
- ldquoDe factordquo Standards
21
Ingest Workflow ndash how we bring a file into the repository
bull Runs a series of ldquomicro-servicesrdquo on the files
bull Most important for long-term preservation being the ldquoCharacterizerdquo step
22
Characterize step indentifies the file format
Plugged in to an international registry of file formats
23
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
Step one ndash getting the records
10
What do we take
bull The same kind of records that you transfer in paperndash Records with an ldquoArdquo designation on the schedulendash Records with an ldquoRrdquo designation (need to be reviewed by an archivist
prior to transfer)
bull After active administrative use endsbull ldquoOriginalrdquo format ndash especially with images audio video
ndash Or the ldquoofficialrdquo or ldquopublishedrdquo for text-based records
What do we takebull Can take records in any format
howeverndash Proprietary formats that require
specialexpensive licensendash Encrypted records ndash other forms
of DRMndash Older ldquolegacyrdquo formats ndash Legacy media
bull We need to talk first
13
Step two - build the foundation
14
bull TDA is built in the Amazon Government Cloudndash Amazon S3 online
storagendash Glacier near line storage
bull Encryption in transit and at rest
bull Rolling integrity checks
15
Select security tags for files
3 tagsbull Publicbull Openbull Closed
Can be set at multiple levels
Add checksums to the files
16
Integrity = Protecting the bits
Example of Bit Rot
Preserving electronic records
17
Texas Digital Archive (TDA)Functional Requirements
bull Ingest electronic records from state agencies in any format
bull Characterize validate and track digital formats over time
bull Monitor integrity and security of digital filesbull Migrate to sustainable formats for preservationbull Collect and store all appropriate metadata about the
recordsbull Allow for proper access to records that meets the
needs of our usersndash Provide records in access formats based on user needs
bull Follow appropriate archival standards for preservation
18
Long-Term PreservationSustainable Formats
Formats expected not to change or change slowly
bull Widely supported amp usedbull Easily Transferable
ndash Compatible with other applicationsndash ForwardBackward Compatibilityndash Version Control
bull Non-proprietary or openpublished standards
Types of Standards- StateEnterprise- NationalInternational Standards (ANSI ISO)
- Industry Standards
- ldquoDe factordquo Standards
21
Ingest Workflow ndash how we bring a file into the repository
bull Runs a series of ldquomicro-servicesrdquo on the files
bull Most important for long-term preservation being the ldquoCharacterizerdquo step
22
Characterize step indentifies the file format
Plugged in to an international registry of file formats
23
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
What do we take
bull The same kind of records that you transfer in paperndash Records with an ldquoArdquo designation on the schedulendash Records with an ldquoRrdquo designation (need to be reviewed by an archivist
prior to transfer)
bull After active administrative use endsbull ldquoOriginalrdquo format ndash especially with images audio video
ndash Or the ldquoofficialrdquo or ldquopublishedrdquo for text-based records
What do we takebull Can take records in any format
howeverndash Proprietary formats that require
specialexpensive licensendash Encrypted records ndash other forms
of DRMndash Older ldquolegacyrdquo formats ndash Legacy media
bull We need to talk first
13
Step two - build the foundation
14
bull TDA is built in the Amazon Government Cloudndash Amazon S3 online
storagendash Glacier near line storage
bull Encryption in transit and at rest
bull Rolling integrity checks
15
Select security tags for files
3 tagsbull Publicbull Openbull Closed
Can be set at multiple levels
Add checksums to the files
16
Integrity = Protecting the bits
Example of Bit Rot
Preserving electronic records
17
Texas Digital Archive (TDA)Functional Requirements
bull Ingest electronic records from state agencies in any format
bull Characterize validate and track digital formats over time
bull Monitor integrity and security of digital filesbull Migrate to sustainable formats for preservationbull Collect and store all appropriate metadata about the
recordsbull Allow for proper access to records that meets the
needs of our usersndash Provide records in access formats based on user needs
bull Follow appropriate archival standards for preservation
18
Long-Term PreservationSustainable Formats
Formats expected not to change or change slowly
bull Widely supported amp usedbull Easily Transferable
ndash Compatible with other applicationsndash ForwardBackward Compatibilityndash Version Control
bull Non-proprietary or openpublished standards
Types of Standards- StateEnterprise- NationalInternational Standards (ANSI ISO)
- Industry Standards
- ldquoDe factordquo Standards
21
Ingest Workflow ndash how we bring a file into the repository
bull Runs a series of ldquomicro-servicesrdquo on the files
bull Most important for long-term preservation being the ldquoCharacterizerdquo step
22
Characterize step indentifies the file format
Plugged in to an international registry of file formats
23
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
What do we takebull Can take records in any format
howeverndash Proprietary formats that require
specialexpensive licensendash Encrypted records ndash other forms
of DRMndash Older ldquolegacyrdquo formats ndash Legacy media
bull We need to talk first
13
Step two - build the foundation
14
bull TDA is built in the Amazon Government Cloudndash Amazon S3 online
storagendash Glacier near line storage
bull Encryption in transit and at rest
bull Rolling integrity checks
15
Select security tags for files
3 tagsbull Publicbull Openbull Closed
Can be set at multiple levels
Add checksums to the files
16
Integrity = Protecting the bits
Example of Bit Rot
Preserving electronic records
17
Texas Digital Archive (TDA)Functional Requirements
bull Ingest electronic records from state agencies in any format
bull Characterize validate and track digital formats over time
bull Monitor integrity and security of digital filesbull Migrate to sustainable formats for preservationbull Collect and store all appropriate metadata about the
recordsbull Allow for proper access to records that meets the
needs of our usersndash Provide records in access formats based on user needs
bull Follow appropriate archival standards for preservation
18
Long-Term PreservationSustainable Formats
Formats expected not to change or change slowly
bull Widely supported amp usedbull Easily Transferable
ndash Compatible with other applicationsndash ForwardBackward Compatibilityndash Version Control
bull Non-proprietary or openpublished standards
Types of Standards- StateEnterprise- NationalInternational Standards (ANSI ISO)
- Industry Standards
- ldquoDe factordquo Standards
21
Ingest Workflow ndash how we bring a file into the repository
bull Runs a series of ldquomicro-servicesrdquo on the files
bull Most important for long-term preservation being the ldquoCharacterizerdquo step
22
Characterize step indentifies the file format
Plugged in to an international registry of file formats
23
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
13
Step two - build the foundation
14
bull TDA is built in the Amazon Government Cloudndash Amazon S3 online
storagendash Glacier near line storage
bull Encryption in transit and at rest
bull Rolling integrity checks
15
Select security tags for files
3 tagsbull Publicbull Openbull Closed
Can be set at multiple levels
Add checksums to the files
16
Integrity = Protecting the bits
Example of Bit Rot
Preserving electronic records
17
Texas Digital Archive (TDA)Functional Requirements
bull Ingest electronic records from state agencies in any format
bull Characterize validate and track digital formats over time
bull Monitor integrity and security of digital filesbull Migrate to sustainable formats for preservationbull Collect and store all appropriate metadata about the
recordsbull Allow for proper access to records that meets the
needs of our usersndash Provide records in access formats based on user needs
bull Follow appropriate archival standards for preservation
18
Long-Term PreservationSustainable Formats
Formats expected not to change or change slowly
bull Widely supported amp usedbull Easily Transferable
ndash Compatible with other applicationsndash ForwardBackward Compatibilityndash Version Control
bull Non-proprietary or openpublished standards
Types of Standards- StateEnterprise- NationalInternational Standards (ANSI ISO)
- Industry Standards
- ldquoDe factordquo Standards
21
Ingest Workflow ndash how we bring a file into the repository
bull Runs a series of ldquomicro-servicesrdquo on the files
bull Most important for long-term preservation being the ldquoCharacterizerdquo step
22
Characterize step indentifies the file format
Plugged in to an international registry of file formats
23
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
Step two - build the foundation
14
bull TDA is built in the Amazon Government Cloudndash Amazon S3 online
storagendash Glacier near line storage
bull Encryption in transit and at rest
bull Rolling integrity checks
15
Select security tags for files
3 tagsbull Publicbull Openbull Closed
Can be set at multiple levels
Add checksums to the files
16
Integrity = Protecting the bits
Example of Bit Rot
Preserving electronic records
17
Texas Digital Archive (TDA)Functional Requirements
bull Ingest electronic records from state agencies in any format
bull Characterize validate and track digital formats over time
bull Monitor integrity and security of digital filesbull Migrate to sustainable formats for preservationbull Collect and store all appropriate metadata about the
recordsbull Allow for proper access to records that meets the
needs of our usersndash Provide records in access formats based on user needs
bull Follow appropriate archival standards for preservation
18
Long-Term PreservationSustainable Formats
Formats expected not to change or change slowly
bull Widely supported amp usedbull Easily Transferable
ndash Compatible with other applicationsndash ForwardBackward Compatibilityndash Version Control
bull Non-proprietary or openpublished standards
Types of Standards- StateEnterprise- NationalInternational Standards (ANSI ISO)
- Industry Standards
- ldquoDe factordquo Standards
21
Ingest Workflow ndash how we bring a file into the repository
bull Runs a series of ldquomicro-servicesrdquo on the files
bull Most important for long-term preservation being the ldquoCharacterizerdquo step
22
Characterize step indentifies the file format
Plugged in to an international registry of file formats
23
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
15
Select security tags for files
3 tagsbull Publicbull Openbull Closed
Can be set at multiple levels
Add checksums to the files
16
Integrity = Protecting the bits
Example of Bit Rot
Preserving electronic records
17
Texas Digital Archive (TDA)Functional Requirements
bull Ingest electronic records from state agencies in any format
bull Characterize validate and track digital formats over time
bull Monitor integrity and security of digital filesbull Migrate to sustainable formats for preservationbull Collect and store all appropriate metadata about the
recordsbull Allow for proper access to records that meets the
needs of our usersndash Provide records in access formats based on user needs
bull Follow appropriate archival standards for preservation
18
Long-Term PreservationSustainable Formats
Formats expected not to change or change slowly
bull Widely supported amp usedbull Easily Transferable
ndash Compatible with other applicationsndash ForwardBackward Compatibilityndash Version Control
bull Non-proprietary or openpublished standards
Types of Standards- StateEnterprise- NationalInternational Standards (ANSI ISO)
- Industry Standards
- ldquoDe factordquo Standards
21
Ingest Workflow ndash how we bring a file into the repository
bull Runs a series of ldquomicro-servicesrdquo on the files
bull Most important for long-term preservation being the ldquoCharacterizerdquo step
22
Characterize step indentifies the file format
Plugged in to an international registry of file formats
23
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
16
Integrity = Protecting the bits
Example of Bit Rot
Preserving electronic records
17
Texas Digital Archive (TDA)Functional Requirements
bull Ingest electronic records from state agencies in any format
bull Characterize validate and track digital formats over time
bull Monitor integrity and security of digital filesbull Migrate to sustainable formats for preservationbull Collect and store all appropriate metadata about the
recordsbull Allow for proper access to records that meets the
needs of our usersndash Provide records in access formats based on user needs
bull Follow appropriate archival standards for preservation
18
Long-Term PreservationSustainable Formats
Formats expected not to change or change slowly
bull Widely supported amp usedbull Easily Transferable
ndash Compatible with other applicationsndash ForwardBackward Compatibilityndash Version Control
bull Non-proprietary or openpublished standards
Types of Standards- StateEnterprise- NationalInternational Standards (ANSI ISO)
- Industry Standards
- ldquoDe factordquo Standards
21
Ingest Workflow ndash how we bring a file into the repository
bull Runs a series of ldquomicro-servicesrdquo on the files
bull Most important for long-term preservation being the ldquoCharacterizerdquo step
22
Characterize step indentifies the file format
Plugged in to an international registry of file formats
23
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
Preserving electronic records
17
Texas Digital Archive (TDA)Functional Requirements
bull Ingest electronic records from state agencies in any format
bull Characterize validate and track digital formats over time
bull Monitor integrity and security of digital filesbull Migrate to sustainable formats for preservationbull Collect and store all appropriate metadata about the
recordsbull Allow for proper access to records that meets the
needs of our usersndash Provide records in access formats based on user needs
bull Follow appropriate archival standards for preservation
18
Long-Term PreservationSustainable Formats
Formats expected not to change or change slowly
bull Widely supported amp usedbull Easily Transferable
ndash Compatible with other applicationsndash ForwardBackward Compatibilityndash Version Control
bull Non-proprietary or openpublished standards
Types of Standards- StateEnterprise- NationalInternational Standards (ANSI ISO)
- Industry Standards
- ldquoDe factordquo Standards
21
Ingest Workflow ndash how we bring a file into the repository
bull Runs a series of ldquomicro-servicesrdquo on the files
bull Most important for long-term preservation being the ldquoCharacterizerdquo step
22
Characterize step indentifies the file format
Plugged in to an international registry of file formats
23
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
Texas Digital Archive (TDA)Functional Requirements
bull Ingest electronic records from state agencies in any format
bull Characterize validate and track digital formats over time
bull Monitor integrity and security of digital filesbull Migrate to sustainable formats for preservationbull Collect and store all appropriate metadata about the
recordsbull Allow for proper access to records that meets the
needs of our usersndash Provide records in access formats based on user needs
bull Follow appropriate archival standards for preservation
18
Long-Term PreservationSustainable Formats
Formats expected not to change or change slowly
bull Widely supported amp usedbull Easily Transferable
ndash Compatible with other applicationsndash ForwardBackward Compatibilityndash Version Control
bull Non-proprietary or openpublished standards
Types of Standards- StateEnterprise- NationalInternational Standards (ANSI ISO)
- Industry Standards
- ldquoDe factordquo Standards
21
Ingest Workflow ndash how we bring a file into the repository
bull Runs a series of ldquomicro-servicesrdquo on the files
bull Most important for long-term preservation being the ldquoCharacterizerdquo step
22
Characterize step indentifies the file format
Plugged in to an international registry of file formats
23
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
Long-Term PreservationSustainable Formats
Formats expected not to change or change slowly
bull Widely supported amp usedbull Easily Transferable
ndash Compatible with other applicationsndash ForwardBackward Compatibilityndash Version Control
bull Non-proprietary or openpublished standards
Types of Standards- StateEnterprise- NationalInternational Standards (ANSI ISO)
- Industry Standards
- ldquoDe factordquo Standards
21
Ingest Workflow ndash how we bring a file into the repository
bull Runs a series of ldquomicro-servicesrdquo on the files
bull Most important for long-term preservation being the ldquoCharacterizerdquo step
22
Characterize step indentifies the file format
Plugged in to an international registry of file formats
23
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
21
Ingest Workflow ndash how we bring a file into the repository
bull Runs a series of ldquomicro-servicesrdquo on the files
bull Most important for long-term preservation being the ldquoCharacterizerdquo step
22
Characterize step indentifies the file format
Plugged in to an international registry of file formats
23
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
22
Characterize step indentifies the file format
Plugged in to an international registry of file formats
23
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
23
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
24
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
25
Migration example
These are MS Word documents marked as the Original
System allows us to normalize to a variety of file formats
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
26
Migration example
After migration now have a ldquoPresentationrdquo format in PDFPresentation format is the one that gets pushed out to the public
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
Redaction of an Outlook calendar entry in a PST file
Redaction of an email
27SAA 2015
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
28
We also watermark images and films for extra protection The watermarked image is the presentation copy
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
Providing Public Access to electronic records
29
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
Access = Preservation
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
Public Access Portal
bull Preservica Universal Accessndash Free ndash provided as part of preservation system ndash WordPress front-end ndash Linked directly to back-end Preservica repositoryndash Can control access through security settingsndash Displaysearchndash Customizable look and feelndash Browse read search
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
Searchbull Searches everything
bull Metadata (seenunseen)
bull Full-text searching of text files
bull Facets and filters let you narrow the search
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
Content viewers
Photos Video
Audio
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
Benefits of transferring records to the TDA
bull Relieves the preservation burden from the agency
bull Saving taxpayer money ndash Reducing agency storage and migration costs
bull Reducing agency staff time for PIA requestsbull Increases transparency by making more
records accessiblebull Preserves and protects electronic state
records a secure trusted repository
34
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
Want to transfer electronic records to the TDA
bull First step ndash Contact usbull Complete our electronic
records surveybull Identify the series to
transferbull Negotiate the timing and
method transfer
35
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
36
-If you have worked with an appraisal archivist you can contact them as well
- Laura Saegert ndash Assistant Director for Archives
- lsaegerttsltexasgov- 512-463-5500
-Mark Myers ndash Senior Electronic Records Specialist
- mmyerstsltexasgov- 512-463-5434
Questions
37
Questions
37