Working with a Preservation Software Vendor - The Kentucky Experience Glen McAninch

Transcription

1 Working with a Preservation Software Vendor - The Kentucky Experience Glen McAninch Kentucky Department for Libraries and Archives November 2014 Best Practices Exchange Montgomery, Alabama

2 Who We Are Kentucky Department for Libraries and Archives State Library State Archives State Records Management

3 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 Participated in a test audit for ISO Standard for Trustworthy Digital Repositories 2012 Began a pilot of Preservica Service 2012 (Nov.) Purchased Preservica Service

4 KDLA Collection File Types Web sites Publications Minutes Geospatial datasets (maps) Databases Digital images Video Audio recordings

5 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)

6 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

7 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

8 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

9 Tech Support Small % of Budget Low High 20 0 Labor Storage & servers Outsource services Technology support Conversion Training Preservica & DSpace

10 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)

11 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

12 Dashboard with Customizable Graphs

13 Ingest and Normalization Processes Format validation Fixity checking with checksum Virus checking Metadata extraction Metadata generation through templates Creation of thumbnails Normalization of format

14 Preservica SIP Creator Locate batch of files to accession Select structures Select collection from pick list

15 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

16 Workflows are Customizable

17 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

18 Agency/Series/ Deliverable unit Organization

19 Accession Metadata From Template

20 Dublin Core Descriptive Metadata

21 Administration Reports

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23 Explorer Searching Capabilities

24 Integrity Checking Each storage unit customizable by: Volume size (portion of repository) Days between checks Repair damaged files manually (automated not practical)

25 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

26 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

27 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

28 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

29 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

30 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

31 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.

32 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

33 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

34 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

35 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

36 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)

37 Preservica Development Microsoft PST Ingest (October 2014) Rendering (October 2014) 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)

38 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