A Model for Managing Digital Pictures of the National Archives of Iran Based on the Open Archival Information System Reference Model Saeed Rezaei Sharifabadi, Mansour Tajdaran and Zohreh Rasouli Alzahra University Abstract The present research is to represent a model for managing digital pictures of National Archives of Iran, based on the Open Archival Information System reference model (OAIS). The research is quantitative and uses the library method. Descriptive and analytic survey is also used for data analysis. The data are gathered through a researcher made checklist. The statistic population involves 32 persons, expert at digital preservation field and familiar with OAIS reference model, among whom only 20 persons accepted to complete the checklist. Regarding experts viewpoint, 89 elements from the total 135 elements available at audit list, have been represented for the suggested model of managing digital pictures of National Archives of Iran. Digital pictures are important records, which have a considerable role on the meeting of users information needs. Since there has been done no research at the field of managing digital pictures of National Archives of Iran, based on OAIS reference model so far; this research is to represent a desirable model for managing digital pictures of National Archives of Iran through developing a check list based on OAIS reference model. Authors Saeed Rezaei Sharifabadi received his Ph.D. degree in Library and Information Science from the University of New South Wales (Australia) in 1996 and is currently an Associate Professor and the Dean of Faculty of Education and Psychology at Alzahra University (Iran). He has served as the Editor-in-Chief of Ganjine_ye Asnad (a historical research and archival studies quarterly) since 2006. Dr. Rezaei is also former Deputy National Archivist of Iran and a former member of the Iranian National Committee of the Memory of the World Program. He has been part of the InterPARES Project during his sabbatical leave at the University of British Columbia in 2009. His publications/research deal mainly with IT Applications in Libraries and Archives, srezaei@alzahra.ac.ir. Mansour Tajdaran is an Assistant Professor in the Department of Library and Information Science at Alzahra University, tajdaranmansour@yahoo.com Zohreh Rasouli holds an M.A. in Library and Information Science from Alzahra University, rasoulizohreh@yahoo.com 1. Introduction Today, many information centres have digitized their resources. With the development of technology, various formats developed for old software and hardware are replaced with the new ones. All these cause a big challenge for the long-term access to the content of digital resources. Therefore, applying the digital life cycle, which is responsible for the preservation and long-term access, is considerably important.
Many national libraries and archives have benefited from the OAIS reference model for designing and constructing their digital archives. Currently, this reference model is a well-known standard in the field of digital preservation that has been approved by ISO in 2003. The OAIS has created a general model or framework for the construction and maintenance of an information warehouse for the long term preservation and access to digital materials (Samiee, et al. 2011, p. 165). 2. Research Questions The present research is an attempt to answer the following research questions regarding the experts viewpoints: 1. What are the most important components of each functional entity of the OAIS reference for managing the digital pictures of the National Archives of Iran? These functional entities include: Ingest Archival Storage Data Management Administration Preservation Planning Access 3. Review of the Related Literature The review of the related literature, which includes the previous studies conducted inside and outside Iran, are further discussed in detail. Samiee (2010), in her PhD dissertation entitled an Examination of the digital preservation posture of the resources of national libraries members of the Internet Preservation International Consortium and representing a suggested model for the National Library and Archives of Iran, studied and analyzed the OAIS reference model as the only digital preservation standard in digital repositories and suggested the implementation of this standard for digital libraries software. Beedhamet al. (2004) in research entitled assessment of Ukda and Tena conformity rate to METS (Metadata Encoding and Transmission Standard) and OAIS reference model, examined six main entities of the OAIS reference model and METS and then explained about their functions in digital archives such as Tena and Ukda. Semple (2004) in Developing strategies for Digital preservation in Edinburg Academic Library, studied the general view toward developing a preliminary project of digital preservation at Edinburg University, the integrity of METS, the OAIS reference model and development of digital preservation operations in a digital materials system in Edinburg Academic Library. Anderson et al. (2006) in a research titled as an archival study of digital photos, described digital photos features, preservation strategies, metadata available for digital photos, and a digital photos life cycle for the OAIS reference model and trusted digital repositories (T.D.R.). 2
Nordland (2007) in his PhD dissertation, titled International Development and Research Center (IDRC) as a case study for long term preservation strategy, has considered challenges for archivists and records managers in the long-term preservation management of digital records. This dissertation has studied IDRC as a prominent instance in different areas of digital long-term preservation such as digital preservation standards and strategies, permanent digital repository, web archiving and the like. The results of this research have contributed to the OAIS reference model for maintenance and preservation of information resources in archives. The reviewed studies indicate that the OAIS reference model is a formal standard at digital preservation area and using it at digital repositories will contribute to the integral management of existing digital resources, saving cost and time for setting up digitizing systems and easy sharing of and access to information. This research aims at suggesting a framework and model for managing digital pictures of the National Archives of Iran, based on this model (OAIS). 4. Research Methodology Regarding the content of this research, it is a survey study (descriptive and analytic). First, the OAIS reference model was studied in order to determine the prominent activities at main functional entities of the reference model, including: ingest, archival storage, data management, administration, preservation planning and access. The final entity is common services, which underlies all the others, and includes operating system services, network services and security services. After determining these activities for data gathering, a list of 135 closed questions, based on the Likert scale (5 options), - was designed which included the 6 main entities: ingest (23 questions), archival storage (21 questions), data management (21 questions), administration (28 questions), preservation planning (25 questions) and access (16 questions). A content validity method has been used to assess the researcher-made assessment list validity. After preparing the checklist, experts in the archival field and members of the scientific board were asked to assess its validity, and then the suggested revisions were made. Cronbach s alpha coefficient was used for the assessment of the checklist reliability of this research; which was then separated into the 6 main entities of the OAIS model. Table 1: Cronbach Alfa quantities, separated into 6 main entities of OAIS model Number OAIS reference model entities Cronbakh Alfa 1 Ingest.754 2 Archival storage.744 3 Data management.853 4 Administration.865 5 Preservation planning.848 6 Access.718 As we can see in the above table, each main functional entity of the model is higher than.7. This shows that the checklist stability is favourable. 3
5. Data analysis After gathering the existing data at the researcher made checklist, these data were analyzed through descriptive statistics (including cumulative frequency per cent, average, and standard deviation) and SPSS software. The results are represented at the following tables. 5.1 The most important elements at OAIS reference model Ingest entity Before Ingest of the data, a data transmission contract (negotiation with works authors about dedication agreements) will be concluded and then the activities of this entity are accomplished, including: obtaining the Submission Information Package (SIP), quality guarantee of SIPs, production of an Archival Information Package (AIP), the extraction of descriptive information from the Archival Information Package, and coordinate updating. Among 23 prominent elements of the Ingest entity of the OAIS reference model, 14 elements with the averages of 5, 4.5 and 4 and with a cumulative frequency per cent higher than 80, were identified as the most important prominent elements, which are represented in table 2. Table 2. The prominent elements at OAIS reference model Ingest entity 1. Ingest Functional Entity A transmission contract with dedicator (work author) Data delivering way (at archives location, through computer network, ) Determining necessary information at SIP Determining the rate of originality (original or copy) Ingest of SIP Way of SIP delivering File transfer protocol (FTP) Quality guarantee of SIP Controlling of SIP to have no virus before transmission Scanning to control errors Controlling of SIP not to have virus Production of archival information package (AIP) Extraction of descriptive information from AIP Cataloguing records Index files Coordination of updating at archival repository Making descriptive information integrative Data management Transmission of AIP to archival storage Transmission of descriptive information to data management 5.2 The most important elements at OAIS reference model archival storage entity This entity includes activities such as: the Ingest of the Archival Information Package (AIP) from the ingest functional entity and adding it to the permanent memory; hierarchical management of the repository; replaced media; determining the rate of the importance of methods for controlling regular and special errors; retrieval improvement; and data acquisition. 4
Among 21 prominent elements at OAIS reference model Archival Storage entity, 11 elements with the averages of 5, 4.5 and 4 and with a cumulative frequency per cent higher than 80, were identified as the most important prominent elements, which are represented in table 3. Table 3. The most important elements at OAIS reference model archival storage entity 2. Storage functional entity Acquiring of AIP from Ingest functional Determining media type for AIP storage entity and adding it to permanent memory Hierarchical management of repository Storage methods Online Hierarchical Offline Replace media Selection of replace media type Transmission methods Refreshment (like transmission from old DVD onto new DVD) Replication (like transmission from DVD onto CD) Repackaging (like transmission from GIF format into JPEG) Determining the importance rate of methods Allocation of identifiers (ID) for controlling regular and special errors Checksum of each data file Retrieval improvement (backing up) Copying digital content Acquisition for information representing Acquisition a copy from AIP for access entity (for order completion) 5.3 The most important elements at OAIS reference model data management entity This entity includes activities such as: management of archival information base, question representation (query), acquisition of report from answers and updating of database (placing of new descriptive information or archival management data). Among 21 prominent elements of the OAIS reference model Data Management entity, 16 elements with the averages of 5, 4.5 and 4 and with a cumulative frequency per cent higher than 80, were identified as the most important prominent elements, which are represented in table 4. Table 4. The most important elements at OAIS reference model data management entity 3. Data management functional entity Archival database management Creation of descriptive metadata (like Dublin Core and VRA Core) Creation of constructive metadata Creation of preservation metadata (like PREMIS) 5
Query implementation Acquisition of report set from among responses set Updating of database Creation of legal metadata (like ODRL) Creation of technical metadata (like MIX) Metadata Encoding and Transmission Standard (METS) Studying of information originality and controlling of information integrity Exerting of users' ideas about repository content Production of responses set Acquisition of descriptive information Applying of statistic indicator for access to archival holding Updating of descriptive information for new AIP The necessity of system's Applied statistics information updating Checking updating Checking important information (names and signs) 5.4 The most important elements at OAIS reference model Administration Entity This entity provides services and operations for archival systems and manages the general operations of archival systems. Management tasks include: arrangement of a data transmission contract (negotiation with producers about representation agreement), management of hardware and software systems configuration, physical access control, creation of archival standards and policies, activation of cumulative requests, and services for users. Among 28 prominent elements of OAIS reference model Administration Entity, 23 elements with the averages of 5 and 4; and with the cumulative frequency per cent higher than 80, were identified as the most important prominent elements, which are represented in table 5. Table 5. The most important prominent elements at OAIS reference model Administration Entity 4. Administration Functional Entity Arrangement of data transmission contract Management of hardware and software systems configuration Updating of archival information Determining of data transmission format at transmission contract The necessity of following up system operations for warranting archival operations The necessity of following up system implementation for warranting archival operations The necessity of following up system application for warranting archival operations Creation of a mechanism for updating archival content Updating through sending dissemination request to access entity Updating of the resulted DIP and redelivering it to 6
Exerting physical access control Creation of standards and policies Archives Activation of accumulative requests Services to users ingest entity as SIP Acquiring changes request, procedures and configuration management tools The necessity of determining physical access control policy The necessity of determining copy right policy The necessity of determining budgeting policy The necessity of determining policy for retrieval improvement The necessity of determining resource usefulness The necessity of determining standards for dissemination formats (according to users' priority, e.g. TIF, GIF, JPEG) The necessity of determining pricing policy The necessity of determining new archival data formats The necessity of determining transmission goals The necessity of determining transmission formats The necessity of periodical review of conformity rate of user's request with archives content (in order to assess information availability) Responding to the requested information Responding to the users' feedbacks against access services and products 5.5 The most important elements at OAIS reference model preservation planning entity This entity supplies services and operations for monitoring Open Archival Information Systems (OAIS) and is also responsible for theory provision to guarantee the long term access to the stored information of the OAIS, even if the environment and the main calculation system is useless. The tasks of Preservation Planning include: monitoring community of the goal, surveillance technology, developing standards and preservation strategies, and developing packaging plans and transmission programs. Among 25 prominent elements at OAIS reference model Preservation Planning entity, 14 elements with the averages of 5, 5, 4 and 4; and with the cumulative frequency per cent higher than 80, were identified as the most important prominent elements, which are represented in table 6. Table 6. The most important elements at OAIS reference model preservation planning entity 5. Preservation planning Monitoring technology Determining of new digital technologies Determining of software detects for new storage and retrieval formats The necessity of exerting changes at conditions of services 7
Developing of standards and preservation strategies Developing of packaging plans and migrate programs to users (regarding changes at users' information needs) Determining of hardware detects for new storage and retrieval formats Migrate Transfer Emulate Technology preservation Creation of new standards for dealing with new transmission conditions Prediction of changes at conditions of services to users Developing of new EEP patterns for responding to migrate goals Obtaining standards from administration entity and acquisition of SIPs and EIPs Obtaining new standards for dealing with new transmission conditions Applying pre-sample software for responding to migrate goals 5.6 The most important elements at OAIS reference model access entity The tasks of this entity include: the coordination of access activities (including methods of user interaction with archives, request type, making resources available, and user validation for access to resources), the production of a Dissemination Information Package (DIP), and delivering results to users. Among 17 prominent elements at OAIS reference model Access entity, 11 elements with the averages of 5, 4.5 and 4; and with the cumulative frequency per cent higher than 80, were identified as the most important prominent elements, which are represented in table 7. Table 7. The most important elements at OAIS reference model access entity 6. Access functional entity Through computer network Methods of user interaction with archives Interaction through web Determining of request type (queries, reports, orders) Making resources available Determining of request posture The necessity of user's Users validation for access to name resources User's email address Retrieving holding (through searching meetings, identifiers on AIP, representing of queries, and returning responses set) Coordination of access activities 8
Determining of request type (set of descriptive information, dissemination information package (DIP), available information resources at archives, reports results) Production of DIP (dissemination information package) Way of delivering answer to user by archives Delivering answer to user 6. Conclusion About 80000 pictures have been digitized thus far at the National Archives of Iran. The National Archives of Iran needs strategies for digital preservation in order to supply future generations with access to this digital heritage. Since the reference model is responsible for long term access to digital resources and has been used for the long term preservation by many national libraries and archives, a checklist was designed based on 6 main entities of this model in the present research including 135 closed questions based on a Likert scale (5 optional) which were given to experts in order to determine the importance rate of each element. Finally, 98 important elements were identified, from among which 14 elements are related to the Ingest entity (table 2), 11 elements to the Storage entity (table 3), 16 elements to the Data Management entity (table 4), 23 elements to the Administration entity (table 5), 14 elements to the Preservation Planning entity (table 6), and 11 elements are related to the Access entity (table 7). References Anderson, S. et all. (2006). Digital Images Archiving Study. Retrieved August 9, 2012, from http://www.ahds.ac.uk/about/projects/archiving-studies/index.htm Beedham, H. et all. (2006). Assessment of UKDA and TNA Compliance with OAIS and METS Standards. Retrieved August 9, 2012, from http://www.jisc.ac.uk/media/documents/programmes/preservation/oaismets.pdf Nordland, L. P. (2007). The Long and short of IT: The international development research center as a case study for a long-term digital preservation system. Canada: the University of Manitoba. Samiee, M. (2010). A survey of the status of the digital preservation of the IIPC members` resources and proposing a feasible paradigm to the NLAI. PhD dissertation in library & information science. Iran, Tehran,Azad University; Samiee, M. et.al(2011). Survey and analysis of the OAIS reference model. in Gholamreza Azizy (compiler)."management of digital records". (chapter3, p165-172). Tehran:The NLAI publishing, Semple, N. (2004). Developing a Digital Preservation Strategy at Edinborgh University library. VINE,vol.34 (1): 33-37. Retrieved August 9, 2012, from http://www.emeraldinsight.com/journals.htm?issn=03055728&volume=34&issue=1&articleid=862 529&show=abstract 9
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