Collaborative Electronic Records Project. CERP team presentation to the Archivists Round Table of Metropolitan New York November 15, 2006
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1 Collaborative Electronic Records Project CERP team presentation to the Archivists Round Table of Metropolitan New York November 15, 2006
2 Dr. Darwin H. Stapleton Executive Director Rockefeller Archive Center 15 Dayton Avenue Sleepy Hollow, NY This documentation is released by the Collaborative Electronic Records Project under a Creative Commons Attribution-Noncommercial-Share Alike 3.0 United States License, 2008 and This license can be viewed at Citation CERP. (2006). The Collaborative Electronic Reocrds Project. Sleepy Hollow, NY and Washington DC: The Collaborative Electronic Records Project.
3 Lynda Schmitz Fuhrig Project Archivist Smithsonian Institution Archives Capital Gallery Building 600 Maryland Avenue, SW, Suite 3000 Washington, D.C
4 Letter from Wilbur Wright to the Smithsonian Institution May 30, 1899
5 Letter from Wilbur Wright to the Smithsonian Institution 2006
6
7 Collaborative Electronic Records Project Three-year undertaking Testbed surveys guidance Transfer guidelines Long-term preservation of electronic files
8 Publications GUIDELINES
9 & Internet Use Form
10 CERP Website The Project Background Participating Archives Timetable Work Products The Project The Smithsonian Institution Archives (SIA) and the Rockefeller Archive Center (RAC) are engaged in a collaborative threeyear project to develop, test, and share the technology to preserve digital documents with other non-profit organizations. SIA and RAC will develop and test electronic records preservation, focusing on , that will draw on the SIA s more established framework for developing methodologies, and that will draw on the RAC s network of donor institutions for testing the preservation system and strategies. Working together they expect not only to achieve much more than they could accomplish separately, but they expect to develop a model that should have implications for a broad range of nonprofit and philanthropic institutions. Archival institutions, which provide permanent access to information deemed vital to understanding the history of individuals and organizations, are encountering the loss of digitally-created information before it even crosses their thresholds. Given modern digital forms of information, the long-term preservation of electronic records, particularly , will be critically important for scholars looking at the first decade of the 21st century, as well as for organizational accountability. Yet few institutions have taken significant steps toward preservation, in part because there are few accepted standards for such preservation in the archival world. Much of the electronic information created by institutions now becomes inaccessible or is intentionally destroyed within a few months or a few years of creation. This is true for the offices and organizations for which the Rockefeller Archive Center and the Smithsonian Institution Archives have archival responsibilities, as well as for virtually all other nonprofit institutions. Personnel Smithsonian Institution Archives
11
12 Smithsonian Institution Archives
13 The Smithsonian Associates, Website Records, 2004
14 SIA testbed relationship Three SI units agreed to participate in the project SIA Collects, preserves, and makes available the official records of the Smithsonian Institution Administrative Has very active relationship with SIA. One of our largest depositors. Financial Deposits records regularly using its own records disposition schedule. Project has raised issues about retention of some records. Public-Research Deposits made irregularly. Records schedules only exist for some departments within unit.
15
16 screenshot
17 CD testing
18 Missing Metadata
19 Inbox numbers +10,000 14% Less than 50 28% 1,001-9,999 29% 51-1,000 29%
20 Subfolders within an account Number of subfolders Series1 2 0 < >76
21 Attitudes about electronic records/ is transitory Storage is cheaper than managing Nothing I have is important.
22 guidance Testbed Wish List Records management system Paperless office
23 Nancy L. Adgent Project Archivist Rockefeller Archive Center 15 Dayton Avenue Sleepy Hollow, NY
24 ROCKEFELLER ARCHIVE CENTER
25 RAC DEPOSITOR CHART RAC R. University R. Foundation R. Family R. Brothers Fund Individuals NAR founded Population Council Rockefeller Related China Medical Board JDR Jr. founded General Education Board Own Own Some On Deposit Markle Foundation Russell Sage Foundation Other Foundation for Child Development Commonwealth Fund Foundation Center
26 Survey Results
27 Key Survey Findings
28 Inbox Folder Organization
29 Inbox Non Standard File Names Suggested Subject Names: Staff Meeting.Minutes
30 Electronic Records Accession & Documentation Form
31 WYSIWYG?
32 Message
33 Internet Header Metadata
34 Header Metadata Return-Path: METADATA Received: from (localhost [ ] )by mailserver1 with LMTP for Fri, 19 May :41: Received: from mailserver1edu ([ ]) by mailserver1edu (3.0.2/sieved-3-0- build-942) for Fri, 19 May :41: Received: from Stapleton-pc.Rockefeller.edu (localhost [ ] )by mailserver1 with ESMTP id k4jif82s for Fri, 19 May :41: (EDT) Message-Id: mailserver1edu> X-Mailer: QUALCOMM Windows Eudora Version Date: Fri, 19 May :41: To: From: Subject: mitelman Mime-Version: 1.0 Content-Type: text/plain; charset="us-ascii"; format=flowed X-MASF: 0.00%
35 Changes to Original & Metadata
36 Different Creation Dates
37 Conversion to.pdf
38 Verification Process
39 Scanned Documents
40 Adobe search for handwritten word
41 ISSUES Unknown formats Deteriorating media Data on portable devices Native format vs. converting Upgraded hardware/old media Obsolete or unsupported software Duplicates, personal, junk mingled Information quantity & rate increase Traditional archival concepts/new era
42 Riccardo Ferrante CERP Project Manager Information Technology Archivist Smithsonian Institution Archives Capital Gallery Building, MRC Maryland Avenue, SW, Suite 3000 Washington, D.C
43 Technical Considerations
44 Open Archive Information System Submission Information Packet (SIP) Archival Information Packet (AIP) Dissemination Information Packet (DIP)
45 Open Archive Information System Submission Information Packet (SIP) What is transferred What is accessed What is archived Archival Information Packet (AIP) Dissemination Information Packet (DIP)
46 Open Archive Information System Archival Information Packet (AIP) What is archived Original source records data format(s) Documentation - metadata Archival storage physical media
47 Digital Obsolescence Danger from three different directions Format (data file) Media (physical storage media) Technical environment (hardware & software) Monitoring risk factors
48 Conservation? Good housekeeping Determining strategies Timing Capture Conservation Object complexity Multiple formats? Authenticity principles More than one viable method?
49 Open Archive Information System Archival Information Packet (AIP) What is archived Original source records data format(s) Documentation - metadata Archival storage physical media After preservation/conservation measures Original source records data format(s) Conserved records (full set) Documentation - metadata Archival storage physical media
50 The final archival package Original Preserved/conserved form Documentation How long does the final package last?
51 Storage Economics Life Frequency of use
52 Toward a workable solution Do something now Education/change management a must Good tools Good documentation Vigilance
53 For More Information CERP website Smithsonian Institution Archives website Rockefeller Archive Center website Nancy Adgent Lynda Schmitz Fuhrig
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