DigitalCura+onPlanningatMichiganStateUniversity
LisaSchmidt,ElectronicRecordsArchivistMichiganStateUniversity
Archives&HistoricalCollec+onsJanuary17,2010
Overview
• MichiganStateUniversityandtheMSUArchives&HistoricalCollec+ons
• Archives2.0:Policymakersvs.Custodians
• MSUArchivesElectronicRecordsIni+a+ves
• DigitalCura+onPlanning(DCP)Project
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MichiganStateUniversity
• Establishedin1855byactoftheMichiganLegislaturetocreateanagriculturalcollege
• Na+on’spioneerlandgrantcollege
• Tieroneresearchuniversitywithsignificantna+onalandglobalimpact
• Leaderininnova+onandtechnology
• 46,648students:36,337undergrad,10,311graduate/professional
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MSUArchives&HistoricalCollec+ons
• OfficialrepositoryforthehistoricalarchivesofMichiganStateUniversity
• EstablishedbyBoardofTrusteesmandatein1969– CollectandpreservehistoricalrecordsofMSU
– Provideuniversitycommunity,scholars,andgeneralpublicwithaccesstorecords
– Approvefinaldisposi+onanddestruc+on
• 33,000cubicfeetofuniversityrecords5
MSUArchives&HistoricalCollec+ons
• Subjects:– Administra+on
– Athle+cs
– Campusbuildingsandgrounds
– Studentgroupsandac+vi+es
– Facultypapersandresearch
• 700+historicalcollec+onsrelatedtoMichiganandtheGreatLakesregion
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MSUArchives&HistoricalCollec+ons
• Ac+velyassistsMSUunitsinefficientadministra+onandmanagementofofficialuniversityrecords
• Includesmanagement,collec+on,andpreserva+onofelectronicrecords
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Archives2.0
“Theins+tu+onalarchiveneedstoassumemoreofapolicyrole,iden+fyingrecordsthroughoutthecampusandworkingtoensurethatdigitalrecordsarebothmaintainedbytheircreatorsandkeptreadyforresearchuse.”
RichardCox,“TheAcademicArchivesoftheFuture,”EDUCAUSEReviewMagazine,Volume43
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ElectronicRecordsIni+a+ves
• Documentmanagementsystem– ExploringbothenterpriseDMSandguidelinesforlocallevelDMSs
• SpartanArchive– NHPRC‐fundedprojecttodevelopagovernancestructureandtechnicalinfrastructuretoaccession,provideaccessto,andpreserveelectronicrecords
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ElectronicRecordsIni+a+ves
• EnterpriseBusinessSystemsProject(EBSP)– Mul+‐yearini+a+vetocreatestreamlinedbusinessprocessesandinterconnectedadministra+vesystemsforMSU’sfinance,humanresources,andresearchadministra+on
• DigitalCura+onPlanningProject
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DigitalCura+onPlanningProject
• TheProblem
• DigitalCura+onInternship
• OriginalDigitalPreserva+onPlanProposal
• New,CurrentDigitalCura+onPlan
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TheProblem
• MichiganState’sgrowingbodyofdigitalassetsandinforma+on– Ins+tu+onalrecords
– Facultyandstudentresearch
– Thesesanddisserta+ons
– Universitypublica+ons
– Mul+mediacollec+ons
– Digitalsurrogatesofculturalmaterial
– Learningobjectsandcoursematerials12
TheProblem
• Valuabledigitalresourcescreatedthroughmuch+me,effort,grantfunding,humancapital,andresearch
• Changingtechnologylikelytorenderdigitalassetsinaccessibleabsentalong‐termmanagementandpreserva+onplan
• Storagelimita+ons
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TheProblem
• Somecampusunitshavecreatedtheirowndigitalrepositories
• But—nocomprehensive,campus‐widedigitalpreserva+onstrategyorguidelines
• Noins+tu+onalrepository
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DigitalCura+onInternship
• Winter2009
• InternfromUniversityofMichiganSchoolofInforma+on
• Assessedproblemspaceinrela+ontodigitalmul+mediacollec+ons
• Interviewed7units
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DigitalCura+onInternship
• Recommenda+ons– Morecomprehensivesurveyneeded
– Guidanceonbestprac+cesinselec+on,formats,namingconven+ons,metadata
– Bejerlong‐termstorageop+ons
– Ins+tu+onalrepository
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TheSolu+on:OriginalDPProposal
• Digitalpreserva+onplanrootedinbestprac+cestoprovidetrustworthystewardshipofdigitalassetsandintellectualproperty
• Collabora+onofMSULibraries,UniversityArchives,andMATRIX
• Toplevelbuy‐in:VPofLibraries,Compu+ngandTechnologyfundingdigitalpreserva+onanalystposi+on
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TheSolu+on:OriginalDPProposal
• Engagingdigitalpreserva+onanalystforoneyear
• Planningteam– Representa+vesfromotherunits
– Monthlymee+ngs
– Buy‐inandrealitycheckbeyondArchives,Libraries,andMATRIX
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OriginalDigitalPreserva+onPlan
• Conductanenvironmentalscanoftheuniversity’sdigitalassets
• SurveyofMSU’sexis+ngdigitalrepositoriesandtechnicalinfrastructure
• Iden+fybestpreserva+on,management,andaccessprac+cesalreadyoncampus
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OriginalDigitalPreserva+onPlan
• Developpolicies,procedures,andworkflowtostandardizeMSU’sapproachtodigitalassetmanagementandpreserva+on
• Explorepoten+alcollabora+onswithotherins+tu+onsandconsor+a—suchasHathiTrust,LOCKSS,CIC
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OverlyAmbi+ous!
• Wouldeventuallyreachsatura+onpointwithbroad,all‐encompassinginventory
• Impossibletocompleteinone‐year+meframe
• Concernoverpercep+onofcrea+onofone‐size‐fitsalldatarepository,lossofcontrolofdigitalassetsatunitlevel
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NewDigitalCura+onPlan
• Campus‐wide,self‐selec+ngsurveyusingweb‐basedques+onnaire
• In‐depthinterviewswithselectunits
• Inventoryandappraisedigitalassetsofselectunits
• Evaluatetechnicalinfrastructures,storageneeds,metadataschemes,andnamingconven+ons
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An+cipatedOutcomes
• Guidelinesforelectronicrecordsappraisal,preferredfileformats,metadata,andfilenamingconven+ons
• Layeredstoragesolu+onandfiletransfermethodologies
• Founda+onfortheestablishmentofanins+tu+onalrepositoryorins+tu+on‐widefedera+onofdigitalrepositories
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Storage
• CentralITsupportsadministra+vebusinesssystems,e‐mail,academicsupportfunc+ons– Pro:Moreefficientmanagementofelectronicrecordsanddigitalassets
• Tradi+onoflocalITstaffmanagingunitsystems
• Pooreconomymeritscloserlookatcentralvs.localIT
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Storage
• CentralITdevelopingvirtualserverenvironmentstolocalunits
• Layeredstorage,avarietyofstoragetypesorlevelstomeetdiverseneeds– Localstorageforfilesoftemporary,short‐termuse
– Permanentlong‐termstorageenvironment,possiblyunderthecustodianshipoftheArchives
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WhatisDigitalCura+on?
“Digital curation is maintaining and adding valueto a trusted body of digital information for currentand future use… the active management andappraisal of data over the life-cycle of scholarlyand scientific materials.”
DigitalCura+onCentre(www.dcc.ac.uk)
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WhatisDigitalCura+on?
“Implicit ... are the processes of digital archivingand preservation but it also includes all theprocesses needed for good data creation andmanagement, and the capacity to add value todata to generate new sources of information andknowledge.”
DigitalCura+onCentre(www.dcc.ac.uk)
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BaselineDataQues+onnaire
• Informal,web‐basedsurvey
• Publicizedtopoten+alpar+cipantsthroughITExchange,MSUNews,projectwebsite/blog
• Encouragedpar+cipa+onoftechnologystaffandcontentcreators
• AvailablefortwoweeksinOctober2009
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BaselineDataQues+onnaire
• Typesofdigitalcontent
• Digitalcontentmakinguplargestpercentage
• ApproximatevolumeofdigitalcontentinTB
• Storagemedia
• Fileformats
• Formatsmakinguplargestpercentage
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BaselineDataQues+onnaire
• Onlinestoragecapacityandexpansionplans
• Contentmanagementsystemsused
• Digitalrepositorysoswareused
• Presenceofconfiden+aldata
• Addi+onalcomments
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Ques+onnaireResults
• 90responses– 23academicdepartments
– 31administra+veservicesunits
– 9researchcenters
– 27technologyservicesunits
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Ques+onnaireResults
• Typesofdigitalcontentvariedconsiderably
• Fileformatsvariedconsiderably
• Storagemostlyonharddrives,somecombina+onofremovablemediaandnetworkedstorage
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Ques+onnaireResults
• 17unitsplannedincreaseofstoragecapacity,mostfrom1‐10TB
• SeveralCMSand/ordigitalrepositoryimplementa+ons
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Ques+onnaireResults
• Greatinterestandenthusiasminproject
• Anecdotalcomments– “Accumula+ngmorethanwecanstore!”
– Requestsforguidanceoniden+fyingandhandlingarchive‐worthyfilesat+meofcrea+on
– Howtochoosedigitalassetmanagementsystem
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One‐on‐OneInterviews
• Largeproblemspace—howtobreakdown?
• Decidedtostartbyfocusingonunitswithcontentmanagementsystemsand/ordigitalrepositories
• Informal,two‐hourconversa+onsratherthanformalinterviews
• Heldatunitoffice
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One‐on‐OneInterviews
• Digitalcontent,rela+ontomissionofunit
• Contentthatmustbepreserved– Ofongoinguse
– Archival,documentsac+vityofunitoruniversity
• Fileformats
• Storage,includinganyissues
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One‐on‐OneInterviews
• Contentmanagementsystemand/ordigitalrepository– Systemusedandwhyitwaschosen
– Whatit’susedfor
• Ingest,archivalstorage/preserva+on,accessprocesses
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One‐on‐OneInterviews
• MSUExtension/AgricultureandNaturalResources(ANR)TechnologyServices– DotNetNuke,SharePoint,IntrafinityPortal(wrijenforMSUE)
• Art&ArtHistoryDepartment– Masterimagefilesstoredoffline
– AccessfilesstoredinMDID
– MetadatacatologedusingIRIS
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One‐on‐OneInterviews
• ConfuciusIns+tute– PromotesChineseLanguage/CultureEduca+on
– VersionCue,Subversion(SVN)
• DepartmentofTheatre– 75%digitalphotos,15%CADdrawings
– In‐houseCMSbasedonLAMP
– ResourceSpacedigitalrepository
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Prototype:UniversityRela+ons
• Publicrela+onsarmofMichiganState
• Holdrecordsofhistoricalvaluetotheuniversity
• Serversburs+ngattheseamswithdigitalphotosandvideo
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UniversityRela+ons:DigitalPhotos
• Hundredsofthousandsofdigitalphotos
• 4.6TBonnetworkedservers
• NikonRAWNEF,TIFF,JPEGformats
• Someembargoesanduserestric+ons
• 21,000imagesindexedinExtensisPorvolio
• 5,100imagespubliclyavailablethroughNetPublishPorvolio
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URDigitalPhotos:Value?
• Someofhistorical/archivalsignificance
• Manyoftemporaryuse/value
• Manyofnocurrentvalue,shouldbedisposedof
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URDigitalPhotos:Cura+onNeeds
• Recordsinventory
• Appraisalofcurrentlyheldfiles– Iden+fypermanentrecordsofarchivalvalue
• Storage– Preserva+onspace/environmentforarchivalmasters
– Publicaccessspacefordatabaseandlowresolu+onfiles
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UniversityRela+ons:DigitalVideo
• MSUTodayshowonBig10Network
• ShotinXDCAMHD
• Showsrun30‐60minutes
• Avid,OpenMediaFramework,QuickTimeformats– Avidforedi+ng
– QuickTimeforaccesscopies
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UniversityRela+ons:DigitalVideo
• 2TBnetworkedstorage
• 6TBnon‐networkedstorage
• 4TBinternalstorageonedi+ngmachines
• 16TB“scratch”storageonAvidUnitnetwork
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UniversityRela+ons:DigitalVideo
• AccessversionsuploadedtoYouTubewithclosedcap+oning
• TapessenttoProvost’soffice
• URkeepstwoeditedversions– Showmaster,includingtextoverlays
– Cleanmaster
• Mostusagewithin6monthsofproduc+on
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URDigitalVideo:Cura+onNeeds
• Preserva+onguidelines,includingformatrecommenda+ons
• Archivalstorage
• Filetransferworkflow
• Abilitytoprovideaccessorreproduceasneeded
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UniversityRela+ons:NextSteps
• Recordsinventoryandappraisal/selec+onguidelines– Meetwithcontentcreatorsandusers
• Storageop+ons
• Custodyandfiletransferworkflows
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Metadata
• Inves+gatemetadataapproachesandschemasusedbyprototypeunits
• Comparetocoremetadataelementsincludedinrecommenda+onsfromMATRIXandtheMSUArchives
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Metadata
• MATRIX– KORAmetadata:DublinCore,PBCore,PREMIS
– Preserva+onmetadataincludestechnicalmetadata,fixity,rightsmanagement(future)
• MSUArchives– Metadataguidelinesforimaging,collec+on‐level
– SpartanArchiveprojectexpectedtoimprovepreserva+onmetadata
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Metadata
• Ifkeypreserva+onmetadataelementsmissing,recommendaddingthem
• Notemethodsofmetadatacapture
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ProjectDeliverables
• Digitalcura+onrecommenda+onsforUniversityRela+ons’digitalphotosanddigitalvideocollec+ons,includingplansfortransferstoArchives
• Documenta+onofcurrentstateofdigitalcura+onatselectunits
• ReporttoUniversityonfindings,toincludedigitalcura+onguidelinesandrecommenda+ons
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Conclusions
• Digitalcura+onplanforUniversityRela+onsanddigitalcura+onprac+cesofotherprototypeunitsmaybeleveragedforusebyothersasapplicable
• Resultswillfeedintootherelectronicrecordsini+a+ves,especiallySpartanArchive,possiblyanins+tu+onalrepositoryforMichiganState
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References
• Cox,Richard.“TheAcademicArchivesoftheFuture,”EDUCAUSEReviewMagazine,Volume43,hjp://www.educause.edu/EDUCAUSE+Review/
• DigitalCura+onCentre(DCC),hjp://www.dcc.ac.uk• MichiganStateUniversityArchives&HistoricalCollec+ons,
hjp://www.archives.msu.edu/
• MichiganStateUniversityDigitalCura+onPlanningProject,hjp://msudcp.archives.msu.edu/
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