Building a Digital Archives at the City of Vancouver
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1 Building a Digital Archives at the City of Vancouver Glenn Dingwall glenn.dingwall@vancouver.ca InterPARES 3 Project 3 rd International Symposium Vancouver, BC, Canada 29 May 2010
2 Introduction City of Vancouver Background and Context Addressing Digital Records Challenges Current Challenges Approach to Solutions Influence of Organizational Culture on Digital Preservation Planning
3 City of Vancouver Some Context Incorporated 1886 Largest city in BC and in the Metro region Population ~580,000 (~28% of metro pop) Regional centre for Business Government Services Entertainment Transportation
4 City of Vancouver Organizational Entities Components of the City of Vancouver Police Department City of Vancouver Public Library Board of Parks and Recreation
5 Records and Archives Organizational Context City Manager s Office City Clerk s Office Records and Archives Division Records & Information Management City of Vancouver Archives
6 Digital Preservation Challenges What are the digital preservation challenges specific to the City of Vancouver?
7 Digital Preservation Challenges Broad Acquisitions Mandate Total Archives - Broad mandate to preserve and make available to the public: Public records created by the City and its Boards (Parks, Library & Police) Private records from individual, businesses and organizations that document the history of Vancouver These records are being increasingly produced in digital form, and in many cases, exist only in digital form
8 Sources of Digital Records Public Records Records Management System (VanDocs) Unstructured network shared drives Isolated Content Management systems Enterprise Resource Planning systems (SAP) Geographic Information Systems (VanMap) Over 250 others on the IT Systems List
9 Sources of Digital Records Private Records Much less ability to control environment in which private records are created and kept Potential donations range from small donations containing well known formats - digital images - office documents
10 Sources of Digital Records Private Records Also, some very large imminent donations
11 Sources of Digital Records
12 Sources of Digital Records Private Records VANOC Records City is obligated by the Host City Agreement to preserve the records of the Games Almost entirely digital Extremely large volume (>20 TB) No influence over creation environment
13 CoV as Total Archives Potential Sources of Records
14 Meeting the Challenge How is the City of Vancouver Archives addressing these preservation challenges?
15 Meeting the Challenge Digital Archives Project Phase 1 Phase 2 Timeline: Nov 2008-Oct 2009 Nov 2009-Dec 2010 Focus: Public records (ERDMS) Private records (VANOC) Funding: ~$150,000 ~$580,000 Source: ERDMS Project Funds Olympic Legacy Fund
16 Digital Archives Project Preservation Strategy Use available open source tools to prepare digital records for preservation Integrity Checking File Format Identification and Validation Malware Checking Metadata Extraction and Management Format Migration to Normalized Preservation Copies and Access Copies Manage and Provide Web Access to Archival Descriptions and Access Copies
17 Digital Archives Project - System Requirements Looked at a number of requirement sources: OAIS Reference Model InterPARES findings UNESCO Towards an Open Source Repository METS PREMIS
18 Digital Archives Project Selecting and Integrating Components XUbuntu Linux EXT3 filesystem Thunar file manager incron flock md5deep and hashdeep UUID detox easy-extract File Information Tool Set (FITS) DROID JHOVE NLNZ Metadata Extractor Clam AV (anti-virus) unoconv OpenOffice.org BagIt Zip Samba/CIFS NFS-common ICA-AtoM Digital Collection Builder Poster
19 Archivematica
20 Digital Archives Project - Archivematica Project Consultant Artefactual Systems Current Version Archivematica Expect to begin processing of VANOC records this summer using v0.7 release
21 InterPARES Participation Role of InterPARES in CoV Digital Archives Development includes: Requirements Source Feedback on Work Contribution to Specific Problems
22 InterPARES Participation System Requirements Evaluation Gap analysis of CoV Digital Archives Requirements against CoP model Next - Need to re-assess as built system against CoP model Development of CoP requirements checklist
23 InterPARES Participation Metadata Analysis Help identifying necessary and sufficient metadata; how and where it is generated PREMIS-CoP Mapping part of work towards building a metadata profile for our Digital Archives
24 Meeting the Challenge Is this approach working?
25 Role of Organizational Culture in the Success of the Digital Archives Project Project success in part attributed to supportive organizational culture Combination of: Us actively working towards contributing to a favorable organizational culture Taking advantage of fortuitous circumstances
26 Organizational Culture Archives History History of Canadian Firsts 1 st Municipal Archives 1 st Appointed City Archivist 1 st Purpose Built Municipal Archives Building Institutional pride in taking a leadership role in the digital realm
27 Organizational Culture - Leadership City Council aware of Records and Archives Progressive attitude towards information technology issues Open 3 Motion (Spring 2009) promoting Open Source Software Open Standards Open Data
28 Organizational Culture Size and Structure Big and Decentralized organizational inertia Locating authority can be problematic when dealing with Records Management issues Corporate IT vs. Departmental IT Decentralized IT particularly problematic when trying to address digital records issues Archives has worked had to build a positive relationship with IT
29 Organizational Culture Size matters Archives size is close to ideal Small enough to: enjoy relative independence have minimal red tape within Archives itself Large enough to: have specialist staff have access to resources to act on initiatives have management whose voices get heard in other parts of the City s bureaucracy
30 Organizational Culture Location, Location, Location Reporting relationship to City Clerk, not Library or Cultural Services Level of integration and collaboration between Archives and Records Management
31 Organizational Culture Professional Skills Knowledge Base of Records and Archives Staff Awareness of Digital Issues Close relationship with MAS programme at UBC SLAIS InterPARES veterans Current Archives/RIM Staff 5 Former Staff 3 Consultants 2 Closely knit local archival community
32 Digital Archives Project (revisited) Categorizing the Challenges Technical Policy Resource
33 End Thank-you
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