A presentation that I have given at various points about KY's experience with a could-based digital preservation program.

2. Electronic Records Archivist
Public Records Division,
Kentucky Department for Libraries and Archives
E-mail: mark.myers@ky.gov
Phone: (502)564-8300 Ext. 244
4/30/2009 2

3. Kentucky Department for Libraries and
Archives
State Library State Archives
State Records Management

4. Development of e-Archives
2003 – Began archiving Governor’s website (recreated Governor’s 1997 website)
2010 – Began evaluation of Archive-It – Became full member in 2012
2011 – Participated in ISO-16363 test audit
1996 – Began downloading publications off the Internet
2009 – e-Archives relaunched with Dspace
2002 – Electronic Records Working Group Formed
2001 – Electronic Records Archivist Hired
2006 – e-Archives is available to the public on the Internet
2008- Began evaluation of Dspace
2012 – Purchased the Preservica digital preservation system
1984 – KDLA receives a Machine Readable Records Grant from NHPRC
2011-2012 – Began evaluation and pilot of Tessella digital preservation system

5.  Publications,
 Minutes,
 Geospatial datasets (maps, shapefiles),
 Web sites,
 Databases,
 Digital images,
 Video, and
 Audio recordings.

6.  Approximately 5 TB in e-Archives
 Includes multiple copies
 1.6 TB of GIS data (vector data and imagery)
 0.5 TB of high resolution Digital Photos
 0.3 TB Includes textual material, digital photo,
audio/video and website snapshots
 300 GB of Governors databases (mail database)
 100 GB of Scanned Images (historic documents)

7.  DSpace is primary access tool
 <14,000 = files (objects) in DSpace
 ~160 GB in Asset Store
 Some publications cross-linked to library catalog
But several things NOT in DSpace
 Snapshots of Governor’s Office Website
 GIS Data
 Some shapefiles and map images in DSpace
 Geodatabase snapshots on file server
 Backlog

10. Pros:
 Cost = $ Free
 Open source
 Out-of-box product
 Great access tool
 Remote deposit
 Templates
 Single item uploads
Cons:
 Cost = IT support
 Open source – IT support
 Out-of-the-box product
 Mass Import hard
 Compound Objects
 Lack of “Robust” preservation
tools*
* Newer versions of DSpace adding more preservation tools

11.  Summer 2011 Participated in the PTAB audit
 Primary Trustworthy Digital Repository Authorization
Body
 6 Test audits
 3 in US & 3 in Europe
 KY only government archives
 Centered around:
 ISO 16363 – Requirements for Audit and Certification of
Trustworthy Digital Repositories
 ISO 16919 – Requirements for bodies providing audit
and certification of Trustworthy Digital Repositories

12.  2 Parts:
 Self Assessment – sent in advance of audit team
 On-Site visit – July 6-7, 2011
 Focused on:
 Technology and Infrastructure
 Policies and Procedures
 Administration

13. “None
Shall
Pass!”

14.  METRIC 3.1.2 – The repository shall have a
preservation strategic plan that defines the approach
the repository will take in the long-term support of its
mission.
 Move to a “Financially Sustainable” program
 ID all the designated communities
 Strategic Plan
 ID the scope of the system – separate operational and
developmental components

15.  METRIC 4.3.1 – The Repository shall have documented
preservation strategies relevant to its holdings.
 Develop a Systematic Approach to digital preservation
 All records integrated into a single preservation and
access program
 Define the AIP
 System for validating the integrity of the records

16.  METRIC 5.2.1 – The Repository shall maintain a
systematic analysis of the security risk factors
associated with data, systems, personnel, and physical
plant.
 Multiple-geographically dispersed copies of AIP
 More defined security, backup, disaster plan (migration
strategy)

17.  Final recommendation:
 In keeping with the spirit and intent of ISO 17021 and
ISO 16919, this report makes no recommendations as to
how KDLA might address the enumerated findings in
the preceding section.

18. Picture of my son
removed

19.  “Financially Sustainable” program
 “Line item” funding better than “Ad-hoc” funding
 Government archives serve at the whim of the
government
 Strategic planning underway
 All policies and procedures
 Identifying operational and developmental systems
 Watching out for the buses
 Designated Communities – Everyone

20.  All records preserved in a single preservation and
access system
 DSpace – Publications, Photo, Audio, Video, Scanned
documents, Maps, Shape files
 Website Snapshots – On our own, and Archive-It
 GIS Databases and Imagery
 Digitized Film/Audio
 Other data on file server

21.  Automate largely distributed process of ingest and
preservation to lessen cost of labor and be more
efficient
 Import effectively from our access system
 Establish connections from our network to
preservation system and back again
 Gain intellectual and physical control over growing
number of electronic records
 Manage the holdings through time

22.  Demonstrations of the product
 Stand-alone product – Safety Deposit Box (SDB)
 Examined studies by state archives
 Established a list of functional requirements
 Began a pilot with a cloud-based solution
 6 weeks test of developing Preservica product spring of
2012
 Negotiated a contract for the service
 Purchased Preservica in November 2012
http://www.digital-preservation.com/

23. IT Consolidation

29.  Cost – Cheaper than stand-alone system
 Full range of services and support
 Use of templates to automate descriptive and accession
metadata insertion
 Automated technical data extraction from files
 Format normalization and migration
 Administrative control of the archive
 Geographic dispersal of copies
 KDLA Goal – Local copies of AIP
 Little or no on-site maintenance

32.  Currently have about 0.25 TB in Preservica
 135820 files, for a total 262 GB
 Focusing on things not in DSpace
 Working through metadata issues
 XIP – METS – DC – It’s all XML, right?
 Integration with Dspace
 More metadata issues: Qualified DC vs DC
 Not really designed for public access
 Still relying on DSpace for access
 Problems with the “Pipe”
 File Size upload issues

34. Added our accession metadata.

36. Working on adding the DSpace Dublin Core metadata.

38.  Figure out what you can do and work on it.
 Exploit your strengths
 Micrographics/Digital Imaging
 Publications
 Partner with somebody
 Collaborative projects
 Join groups or committees
 Keep it simple
 Don’t reinvent the wheel
 Look for practical/realistic solutions
 Don’t be afraid to get dirty!
Pictures of my
children
removed

39. E-mail:
mark.myers@ky.gov
Phone:
(502)564-8300 Ext. 244
KDLA web site:
http://www.kdla.ky.gov
E-Archive website:
http://kdla.ky.gov/records/e-
archives/Pages/default.aspx
Thank You!