built to last: creating digital repository … . the state archives of north carolina and . the...

A T T H E S T A T E A R C H I V E S O F N O R T H C A R O L I N A

A N D T H E S T A T E L I B R A R Y O F N O R T H C A R O L I N A

Built to Last: Creating Digital Repository Documentation

What do we mean?

Digital repository = a system of sustained processes that actively manages digital objects throughout their entire life cycle – from creation to storage to long-term access (or scheduled destruction) and that inspires a sense of enduring trust in its stakeholders.

Who is it for?

Department of Cultural Resources

State Archives of North Carolina

State Library of North Carolina

Collaborative Efforts To Date

• North Carolina Digital Collections• NC State Government Website

Archives (includes a beta state agency social media project)

• Digital Preservation

State Archives of North Carolina

State LibraryState Library of North Carolina

What Do They Need?

State Archives of North Carolina

Need to process & describe: Born-digital state records &

special collections Geospatial data

Need to store: Digitized copies of fragile

documents Large scale digitization

projects for access

State Library of North Carolina

Need to deposit: Born-digital state

publications Digitized surrogates of

SLNC-0wned materials

Catalog born-digital state publications

Publish cataloged born-digital publications

Digital Services Section

Digital Services

• Digital records policy and guidelines

• Digital repository and systems

• Preservation of websites/social media

Digital Access Branch

• Digital collections and digitization

• Online catalog• Websites for

Archives, OBHC, WRA

• Social media

Setting the Stage: How did we get here?

2005 –Approved

and adopted Digital

Preservation Framework

2012 –Digital

Preservation Plan written and adopted

2011 –Started

writing the Digital

Preservation Policy

2014 –Adopted Digital

Preservation Policy

But What Does the Digital Repository Look Like?

Policies andDocumentation

Deposit/ingest system

DataManagement

system

Access System

(like CONTENT

dm)

Administrative Systems

Current Timeline for 2014-2015

July-September, 2014Take workflows and apply good

digital preservation practicesTake into account resource

constraints

June-August, 2014

Interview staff to determine workflows & needs

June-August, 2014

Identify resources needed Identify systems to test

Timeline of a Digital Repository

?-?

Evaluate systems Choose a system

August, 2014-?

Test systems Narrow down options

September, 2014-January,2015

Build testing plan

The Administrative Code

A big step was codifying the transfer of digital records to the State Archives: http://reports.oah.state.nc.us/ncac.asp

07 NCAC 04M .0503 PROCEDURES FOR TRANSFER OF RECORDS

(c) For transfer of electronic public records:(1) Transfers of databases shall be accompanied by index information required in G.S. 132-6.1.(2) The custodian shall scan records and find them to be free of viruses. The State Records Center shall not accept any electronic public records that contain viruses.(3)The custodian shall generate a hash algorithm for each file being transferred. The custodian shall include the hash algorithm as part of the transfer.(4)The custodian shall include any metadata generated at the time of file creation and any subsequent metadata created during the use of the file in the records transfer.(5)Upon receipt of the transfer of electronic records, the State Records Center shall verify that the electronic records transferred were complete and unaltered by reviewing the hash algorithm and using antivirus software prior to accepting them for storage by the Division of Archives and Records.

Documentation Available Online Now

Available on the State Archives website (http://www.ncdcr.gov/archives/ForGovernment/DigitalRecords.aspx):

• DCR Digital Preservation Policy [April 2014]• Best Practices for Digital Permanence [July 2013]• Archival Process for Data and Image

Preservation: the Management and Preservation of Digital Media [April 2008]

Related Documents

• Metadata as a Public Record in North Carolina: Best Practices Guidelines for Its Retention and Disposition [Nov. 2010]

• File Formats Guidelines for Management and Long-Term Retention of Electronic Records [Sept. 2012]

• File Formats for Transfer of Electronic Records to the State Archives of North Carolina [Sept. 2012]

http://www.ncdcr.gov/archives/ForGovernment/DigitalRecords/StateArchivesDigitalRepository.aspx

http://www.digitalpreservation.ncdcr.gov/

http://www.digitalpreservation.ncdcr.gov/policies.html

Documentation in Process Now

• Digital repository requirements

• Digital records transfer documentation

What Resources Will We Need in the Future?

• Preservation Management System

• Storage• Access tools

Outstanding Issues

• The requirement of being in state infrastructure IT systems can be challenging when the tool is outside the typical needs of state government departments

• Money• Staff time • Moving out of testing and into production

with users unfamiliar with digital records preservation

To Sum Up…

Creating an OAIS compliant digital repository is the goal. Policy and documentation are the vehicle we are using to help get us there.

Contact Information

Ashley Yandleashley.yandle@ncdcr.gov

State Archives of North Carolinahttp://www.ncdcr.gov/archives/Home.aspx