built to last: creating digital repository … . the state archives of north carolina and . the...
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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 [email protected]
State Archives of North Carolinahttp://www.ncdcr.gov/archives/Home.aspx