Transcript
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Week X:
Electronic Records
April 6, 2011
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Growth of Websites on the Internet
06/1993130
12/1993623
06/19942,738
12/199410,022 06/199523,500
01/1996100,000
06/1996252,000
06/19971,117,259
(Number of
Unique Hosts)
06/19982,410,067
06/19996,177,453
06/200017,119,262
06/200129,302,656 06/200238,807,788
06/200340,936,076
06/200451,636,284
11/2006101,435,253
Stats By MIT
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Growth of Traffic on the Internet
Petabyte = 1 MillionGB
1990 = .001 Petabyte
1991 = .002 1993 = .008
1994 = .016
1995 = .15
1996 = 1.5 1997 = 2.5 to 4.0
1998 = 5.0 to 8.0
(Estimates are permonth)
1999 = 10 to 16
2000 = 20 to 35 2001 = 40 to 70
2002 = 80 to 140
2003 = 130 to 210
2004 = 200 to 300 2005 = 300 to 500
2006 = 450 to 800
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Digital Curation: Definitions
includes the authentication, archiving, management,preservation, retrieval, and presentation for use andreuse over time of high-quality digital data in anyformat.Stephanie Clark, IMLS
Managing digital objects, and sustaining usability, overthe long termStephen Chapman, Harvard University Library
"Everyone from museum administrators to college
students are trying to figure out what it actually meansto be an information professional in a museum.Cathryn Goodwin, Museum Computer Network(MCN)
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What are Digital Curators Called?
Digital Acquisitions Program Librarian
Digital Acquisitions Support Librarian
Digital Cartography Specialist
Digital Library Program Manager
Digital Library Projects Liaison
Digital Library Software Engineer
Digital Projects Analyst
Digital Projects Librarian
Digital Projects Program Librarian
Electronic Reserves Librarian
E-Resources Licensing Specialist
HCL Librarian for Collections
Digitization Metadata Analyst
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What do they do?
(Example: Digital Repository)
Digital stewardship:Cooperate with collection managers in exercising appropriatedigital stewardship.
Preservation of usability:Preserve the usability of stored objects over time.
Delivery services:Deliver content to desktop client applications via standard webprotocols.
Professionalism and sustainability:Manage Digital Repository in a manner that is administratively,financially, and technically sustainable.
Responsiveness and transparency:Be responsive to the needs and concerns of the collectionmanager community and conduct Digital Repository policy settingand planning activities in an open and transparent manner.(From presentation by Stephen Chapman, Harvard UniversityLibrary)
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Who is Providing a Program in
Digital Curation?
University of Arizona, SIRLS in partnership withthe AZ State Libraryhttp://sirls.arizona.edu/program/digIn
University of Illinois at Urbana-Champaign inpartnership with science data centershttp://www.lis.uiuc.edu/programs/ms/data_curation.html
University of North Carolina at Chapel Hill inpartnership with the National Archiveshttp://ils.unc.edu/digccurr/index.html
http://webmail.uis.edu/exchweb/bin/redir.asp?URL=http://sirls.arizona.edu/program/digInhttp://webmail.uis.edu/exchweb/bin/redir.asp?URL=http://sirls.arizona.edu/program/digInhttp://www.lis.uiuc.edu/programs/ms/data_curation.htmlhttp://www.lis.uiuc.edu/programs/ms/data_curation.htmlhttp://webmail.uis.edu/exchweb/bin/redir.asp?URL=http://ils.unc.edu/digccurr/index.htmlhttp://webmail.uis.edu/exchweb/bin/redir.asp?URL=http://ils.unc.edu/digccurr/index.htmlhttp://www.lis.uiuc.edu/programs/ms/data_curation.htmlhttp://webmail.uis.edu/exchweb/bin/redir.asp?URL=http://sirls.arizona.edu/program/digIn8/6/2019 6615 WeekX Electronic Records
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Chapter 10: Digital Records
(Hunter) Several Test Cases involving Digital
Records
The Nature of the Problem
Foundational Research
Approaches to Managing Digital Records
Suggestions for the Practical Archivist
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Definition of a Record???
Three Main Characteristics: Content
Structure
Context Archival Record is Preserved because of
its Enduring Value
Remember from the second week Organic by-product of human activity created
to capture meaningful information preservedfor long value
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Storage Media/System Dependence
Emails are not sufficient for preservationunless the context and structure arepreserved as well as content (1993 U.S.
Court of Appeals) Physical Lifetime of a Digital Record is 10-
20 years (actual results may vary).
Dependence on obsolete hardware and
software How to archive? One example is the
PDF/A.
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Foundational Research
University of British Columbia
University of Pittsburgh
The InterPARES Project
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Approaches to Managing Digital
Records Analog Storage Digital Archaeology
Computer Museums
Backward Compatibility Formulating Policies
Standards
Conversion & Migration
Emulation
Trustworthy Information Systems
Persistent Digital Archives
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Discussion Questions???
What is the difference between anelectronic and a digital record?
Should computer be kept to read old files orshould they be converted to new files
compatible with new technology? Of the ten approaches Hunter discusses
which approaches can be excluded today andwhich approaches seem to be gaining
momentum toward becoming standardpractices? How easily can one tamper with digital
records? What measures can an archivist
take to prevent such tampering?
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Policies
Digital Records policies should have thefollowing features: Capable of being generalized to the range of
departments and problems being addressed
Pose clear alternatives with sufficient basis tosupport judgments
Be easily implemented, flexible and cost
effective Policy Issues Associated with Digital
Records (p. 259)
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Standards
Promote Interoperability and Portability Should be aware of these standards:
ASCII (text)
JPEG (imagescompressed) TIFF (imagesno compression)
SGML (electronic publishing language)
XML (extensible markup language)
OSI (network standards for computer comm)
SQL (most common database language)
TCP/IP (communication std for the Internet)
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OAIS Model
(Open Archival Information System) Six Distinct Functional Areas:
Ingest
Archival Storage
Data Management Administration
Preservation Planning
Access
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Suggestions for the Practical
Archivist Suggestions for Organizations
Policies that define Digital Records
Rules for Naming Files and Disks
Good System Documentation
Let Vendors Know that Managing Digital Records
is IMPORTANT Suggestions for Individuals:
Meaningful Descriptions to Documents
Backup Regularly, Store Off-Site
Record Info on each Document Created Only Use Password Protection when absolutely
necessary
If Compressed, Keep Versions of Compression
Software
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Discussion Questions???
Where do you think Hunter stands in hisapproach to digital records? Is he more
of a "traditionalist" or do you get the
impression that he is embracing the ideathat archives need to reinvent
themselves?
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Schellenberg in Cyberspace
(By Linda J. Henry) Linda J. Henry has worked with manuscripts,
organizational, and public records in severalinstitutions. Since 1991 she has been anarchivist with the Center of Electronic
Records of the National Archives andRecords Administration.
She is the former archivist of the Schlesinger
Library at Radcliffe College. She is an SAA fellow and has served as SAA
Treasurer and as a member of the SAACouncil.
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New Paradigm???
Does electronic records overthrowSchellenbergs traditional archival
theories?
Why arent more archivists creating orworking on electronic records programs
even today?
What is the new paradigm anyway?
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Definition of a Record
Schellenbergs definition of a record
Are electronic records ONLY those with
evidence of business transactions? Or is
that just the footprints of bureaucrats? Does defining get in the way of
determining if an electronic record has
permanent value?
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The Records Continuum
How do we appraise electronic records?
Should archivists intervene before the
creation of electronic records? The
concept stage??? Schellenberg did not think archivists
should become creators of records BUT
if archivists usurp the role of creator bydefining what records should be
created..then archivists make records.
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Discussion Questions???
Henry states that the new paradigmthinkers believe that within the idealrecords continuum, creators will producethe records archivists want. Have any ofthese new tinkers ever worked at a hugebureaucracy like a University? How canone archivist get an organization of
thousands to create specific records justso they wont be burdened with physicalcustody or requests for records?
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Custody
Who owns electronic records? Whoshould have custody?
Archive without custody would not be
archives at all Shifting custodial responsibilities to
creators would leave the Oliver Norths
of this world in charge of their records A noncustody agreement???
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The New Archivist
Smaller body of records in which toprocess???
Not burdened with physical custody?
Creators only produce the recordsarchivists want?
Maybe a future with no role at all?
Self-documenting records???
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Manner/Expression
Confusing Jargon and Technobabble
We Know Best Aura
Schellenbergs statement that we are not
betterjust different.
Concerns that supporters of electronic
records is dividing the profession
Dont abandon established principles andpractices???
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Discussion Questions??? If so many writers offering new solutions to
electronic records have little to no archivalexperience, why would they even bemotivated to write about this issue at all?Why would journals publish these articles if
they are not from archival professionals? Is it irresponsible for archivists to assume
control of digital records while the problemof preserving, storing, and accessing them is
unresolved? If the new paradigm argues that there might
be no need for an archivist, then who willmitigate, adapt and validate these digital
records?
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Skills Required to be an Effective
Manager of Electronic Records
Who is Philip Bantin? Over 20 Years as a Professional Archivist
Associate Professor for the School of Library and
Information Science (Indiana UniversityBloomington)
Director of Archives Specialization
Director of Office of University Archives
MLS, University of WisconsinMadison (1976) MA, Emory University (1975)
Responsible for multiple electronic recordsprojects across entire IU system
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What Skills Do Archivists Need?
Basic knowledge of how automated systems arecreated and work
More detailed knowledge of data administrationmethodology
Experience with functional analysis methodologyand data modeling
Knowledge of computer based informationsystems
Data dictionaries Information resource dictionary systems
Goals was to speak the language of thetechnologist and was able to perform some basic
tasks related to modeling and describing data
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Refining Those Skills
How much specialization is needed? How do you determine when you have
acquired enough information to do your job? At what point do you hand the ball off to
partners (assuming IT partners) for them todo their thing?
How to strike a balance between teachingknown methods and techniques- built
around traditional archival functions- andteaching archivists how to evaluate, apply,and modify theory to address the changingneeds of advanced technology?
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Skill Set Categories
First Skill: Obtaining basic knowledge ofautomated systems and how they process
data and information
On-Line Transaction Processing systems (OLTP), Database Management Systems (DBMS),
Management Information Systems (MIS),
Decision Support System (DSS) and Data
Warehouses
Electronic Document Management Systems
(EDMS).
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Skill Set Categories (Continued)
Second Skill: Information System Analysis andDesign Skills Records professionals will be creating and
employing conceptual models designed to analyzeand document record systems.
The equivalent of a traditional records surveywould be the creation of business processmodels.
In documenting records, a complete, authentic
and reliable record would be captured not byphysically reviewing the record but by analyzingmetadata and data models and by comparing theresults to an established set of metadataspecifications and recordkeeping requirements.
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Skill Set Categories (Continued)
Third Skill: Obtaining the management skillsrequired to translate this knowledge into astrategic plan Constantly devising new strategies and
management plans designed to move therecordkeeping agenda forward.
Finding creative ways to promote a partnershipswith Internal Audit, IT, etc.
Translate a set of goals and objectives into arealistic and effective implementation project.
Must learn effective techniques forcommunicating archival needs, capabilities and
contributions to non-archival professionals.
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How to do this???
The goal is not be become a programmer,systems analyst or decision support specialist,
but rather an archivist/records manager who
can speak the language of the technologist,understands how various data and
information systems function, and is able
perform some basic tasks related tomodeling and describing business processes.
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Discussion Questions???
Philip Bantin greatly advocates for the generalarchivist to know technical jargon and able to dobasic tasks of modeling and describing data. Doesarchival education need to include an extensivecourse load in information technology? Should an
archivist have an IT degree or experience? Is aninformational science and technology backgroundmore useful than a historical background indealing with electronic records in archives?
Do papers like BantinsSkills Required to be anEffective Manager of Electronic Records, onlyfurther reveal the large impact library schoolshave on the archives profession?
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