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Working with a Preservation
Software Vendor -
The Kentucky Experience
Glen McAninch
Kentucky Department for Libraries and Archives
November 2014
Best Practices Exchange
Montgomery, Alabama
Who We Are
Kentucky Department for Libraries and
Archives
State Library State Archives
State Records Management
Background for Using Preservica
1996 Began downloading publications
2003 Began archiving governors’ websites
2006 e-Archives available to public
2009 Launched DSpace application
2010 GeoMAPP grant project – Demo of
Safety Deposit Box (SDB)
2010 – Began evaluation of Archive-It –
Became full member in 2012
2012 (Nov.) Purchased Preservica Service
2012 Began a pilot of Preservica Service
2011 Participated in a test audit for ISO
Standard for Trustworthy Digital Repositories
KDLA Collection File Types
• Web sites
• Publications
• Minutes
• Geospatial datasets (maps)
• Databases
• Digital images
• Video
• Audio recordings
Volume of Electronic Collections
• Approximately 7 TB in e-Archives -Includes multiple copies
– 1.38 TB on file server • 1/2 TB of high resolution Digital Photos (Preservica)
• 1/3 TB includes textual material, digital photographs, audio/video and website snapshots
– 1.6 TB of GIS data (vector data and imagery)
– 300 GB of databases (Governors’ constituent mail and vital statistics)
– 100 GB of Scanned Images (historic documents) (DSpace)
KDLA Electronic Collections
• DSpace is currently the primary access tool
– <15,000 records in DSpace
– ~160 GB in files in Asset Store of DSpace
– Some publications cross-linked to library catalog
But several things NOT in DSpace
– Snapshots of Elected Officials Websites (Archive-IT)
– GIS Data • Some shapefiles and map images in DSpace
• Geodatabase snapshots on file server and in Preservica
– Photos (Governors & some agencies) - Preservica
– Backlog waiting to be added
Support for DSpace
• Open source software
• Large consortium to plan updates
• Changed from inhouse support to State
technology unit support
• Moved from open source database to Oracle
• Greater expertise in managing & customizing –
good wiki to diagnose problems
• Greater cost in the state system
Business Challenges
• Automate largely distributed process of ingest and preservation to lessen cost of labor and be more efficient
• Import effectively from our access system
• Establish connections from our network to Preservica and back again
• Gain intellectual and physical control over growing number of electronic records
• Manage the holdings through time
Tech Support Small % of Budget
Preservica
& DSpace
0
20
40
60
80
100
120
140
160
Labor Storage &servers
Outsourceservices
Technologysupport
Conversion Training
Low
High
KDLA Customization of Preservica
• 6 week test of Preservica in spring of 2012
• Purchased Preservica in November 2012
• KDLA Customization Needs
– Workflow began building own workflow using
existing tools January 2013
– DSpace import early in 2014
– Improvement of uploads August 2014?
– Public interface Version 1 August 2014
Version 2 October 2014
– Management of local copy (in progress)
Preservica as a Business Solution
• Tools (full preservation services):
– Use of templates to automate descriptive and accession metadata insertion
– Automated technical data extraction from files
– Format normalization and migration
• Administrative control of the archive
• Cloud storage
• Little or no on-site maintenance
• Search features enable batch operations
Dashboard with Customizable Graphs
Ingest and Normalization Processes
• Format validation
• Fixity checking with checksum
• Virus checking
• Metadata extraction
• Metadata generation through
templates
• Creation of thumbnails
• Normalization of format
Preservica
SIP Creator
• Locate batch
of files to
accession
•Select
structures
• Select
collection from
pick list
Preservica SIP
Creator (lower)
•Draw
metadata from
folder titles or
preassign to a
field
•Apply Integrity
Checks
• Attach
metadata
(accession) to
the package as
template
Workflows are Customizable
Ingest for Preservation
Preservation
Processes
•Virus Scan
•Characterization and
Format validation
•Normalization &
Creation of DIP’s
(Original and
Derivative
managed together)
•Generates checksums
•Distributes metadata
and indexes it
•Generates thumbnails
Agency/Series/“Deliverable unit” Organization
Accession Metadata From Template
Dublin Core Descriptive Metadata
Administration Reports
Explorer Searching Capabilities
Integrity Checking
• Each storage unit customizable by:
– Volume size (portion of repository)
– Days between checks
– Repair damaged files manually (automated not practical)
Benefits
• Automate the ingest and
preservation processes
• Accession information addresses elements of provenance for users
• Migration of formats in the future
• Continual integrity checking
• Export to both a local copy and display copy
• Collaboration to continue to improve the product like additional access mechanisms
Development of a Preservica
Universal Access Interface
• Preservica conference calls with user
group to determine needs
• Sample constructs were presented
• Users suggested supplementing search
with browse
• Need to customize metadata displayed
• Customizing of opening page
• Search result filtering
• Thumbnails and viewers
Customization of Universal Access Site
• Use of the WordPress based interface
– KDLA name and logo
– Selection of collections to feature with images
– Selection of background and font colors
• Customization within UA transform code
– Selection of fields to display at various levels
including Dublin Core descriptive elements and
Preservica generated preservation metadata
KDLA: Opening Page & Detail Page
• Browsing
collections
• Keyword
searching
• “Featured”
or “other
items of
interest”
allows
further
browsing
• Images and
descriptions
of featured
collections
selected by
archivist
KDLA: Browse Collections (Agencies) • Browse
collections
by agency
and view
the series
under each
agency
• The user
can select
“view
details” for
metadata
• Browse a
collection
further
KDLA: Gallery Display of Images
• Thumbnail
display of
folders
with a
single
image
allows the
user to
quickly
review the
images in
a gallery
display
KDLA: Folder with Map Images
• This record of map images imported from our DSpace repository shows Dublin Core metadata at the bottom
• Allows users to view many images in an additional display.
KDLA: Video Record for Download or Play
• This screen
allows uses to
both download
or play video
• When “play
video” is
selected it is
automatically
converted to a
version that
plays on users
computers
• KDLA has not
currently
loaded lengthy
videos
KDLA: Broad Search “Agriculture”
• Searching
with broad
keyword
terms like
“Agriculture”
• Filter by
using the
“Refine your
search”
feature to
retrieve at
the file,
record, or
collection
levels.
• Search only
in specific
collection
KDLA: Keyword Search for “bees AND statistics”
• Full text
searches of
keywords
in
documents
as well as
metadata
fields
• Boolean
operators
can also be
applied to
refine a
search
Summary of Preservica Universal
Access Capabilities
• Online public access to preserved records
• Customizable interface
• Commitment to adding features
• Follows suggestions by customers
• Open source tool for managing opening
page
Preservica User Group Activities
• State Archives Members at SAA meeting • Michigan, Kentucky, New York, Wisconsin, Vermont
• Alabama (pilot)
• Regular meetings • US group began at SAA 2014
• Sarah Grimm (Wisc.) chair
• Blog/Press releases
• Collaboration on development
– DSpace (Kentucky)
– Universal Access (Michigan and Kentucky)
Preservica Development
– Email: • Microsoft Email PST Ingest (October 2014)
• Email Rendering (October 2014)
• Email Search (October 2014)
– Records management – exchange with Enterprise Content Management Systems based on retention schedules
• Lotus Notes Export/Ingest (previous)
• SharePoint/Outlook Export/Ingest (October 2014)
• Filenet, HP Trim, and OpenText Export/Ingest (2015)
– Access Systems - export/import from • DSpace (Spring 2014)
• CONTENTdm (October 2014)
– Universal Access • Launched (July 2014)
• Upgrade (October 2014)
Contact Information
• Glen McAninch – Kentucky Dept. for Libraries and Archives
– Manager of Technology Analysis & Support Branch
• Beth Shields – Kentucky Dept. for Libraries and Archives
– Technology Analysis & Support Branch
