The document outlines a strategic approach to document and digital object management at the University of the Witwatersrand, Johannesburg. It emphasizes the importance of safeguarding digital assets against threats like obsolescence and loss of metadata while proposing various solutions for digital archiving and preservation. The content covers technological requirements, the management of digital assets, and the significance of creating an integrated digital asset management project to enhance innovation.

1. A strategic view of document and digital object management for the University of the Witwatersrand, Johannesburg Prof Derek W. Keats Deputy Vice Chancellor (Knowledge & Information Management) The University of the Witwatersrand, Johannesburg http://kim.wits.ac.za [email_address]

3. What are documents? How does the computer 'see' them?

4. The storage view

5. The manipulation view

6. The structural view

7. The operational view

8. The storage view The operational view The manipulation view The structural view

9. The storage view The operational view The manipulation view The structural view Time Time Time Require software that understands the 'document' and knows how to present it.

10. Survival The future Today Physical deterioration Digital obsolescence Accidental damage Loss of metadata Devices File formats

11. Survival A major threat to proprietary file formats common in proprietary systems Today Physical deterioration Digital obsolescence Accidental damage Loss of metadata Devices File formats

12. Device obsolescence

13. File format obsolescence Software supporting the format fails in the marketplace or is bought by a competitor and withdrawn.

14. File format obsolescence Software upgrades fail to support legacy files The format itself is superseded by another or evolves in complexity The format "take up" is low or industry fails to create compatible software The format fails, stagnates, or is no longer compatible with the current environment

15. > A small subset of commonly used media formats! Media

16. If you don't have the software, even a perfectly preserved document is of no use.

17. Digitization Document management Born digital Analogue Digital Time Digital assets Digital recovery Digital archiving Digital preservation Risk without long term planning

18. As a component of how we manage our digital assets

19. Why digital asset management? We are a knowledge organization

20. Knowledge workers spend 30-40% of their time on document related tasks

21. This increases significantly when other digital assets are taken into consideration

22. Digital assets are increasing and increasingly easy to lose

23. Digital assets form the basis of much of our research And much more is possible

24. Digital archiving and preservation Institutional papers and documents Other digital assets Historical papers

25. Library collections

26. Various history projects

27. Rockart collections

28. Video and audio collections e.g. Wits TV Donations of significant collections from industry

29. History of human evolution research

30. Research output and theses

31. Research data

32. The curse of the born-analogue

33. Capture Create Classify Share Archive Destroy Protect Retain Find & use Preserve Route Social and semantic elements

34. Creating semantic and socially connected document stores archives repositories museums herbaria 21 st Century

35. Semantic and social 'X' Fedora commons

36. Fedora commons SWORD API

37. Chisimba Chisimba Fedora Commons SWORD API Chisimba API XMPP eLearning 'Portals'

38. Workflow WEWE

39. Workflow

40. WeWe Basics Rules-driven workflow engine

41. Rules represented in XML

42. Sequential event support

43. Conditional Return support

44. Written in Perl

45. Uses PostgreSQL Database

46. Open Source

47. Originally developed for The University of the Witwatersrand, Johannesburg

48. Multiple Management interfaces

49. WeWe Designer Web-based design tool for designing workflows

50. Supports multiple events with multiple return types/states

51. Drag and drop interface

52. Written in JQuery

53. Open Source Interface

54. Adapt from Design “Template” support

55. WeWe Developer Developers create Rules Modules

56. Modules can be written in Perl or any other language that can be executed from the Linux commandline

57. API

58. Commandline Interface

59. Workflow Process

60. Enterprise document management An approach using private cloud Workflow managed by WEWE layer Folder server WEWE Chisimba Private cloud infrastructure Site Ingest Born digital Shared folder Network WEWE Network Site Site Site Shared folder WWW WEWE

61. Private cloud infrastructure Robotic tape library Spinning disks Flash memory Hosted services Digital archive Virtualization Chisimba Fedora Chisimba Other Wits portals eLearning OS: Open Solaris SOA layer email Zimbra iRODS Remote site Remote site Remote site Remote site WEWE Compute cloud Hierarchical storage

62. Private cloud infrastructure Use in establishing digital archive Compute cloud Storage cloud Robotic tape library Digital archive Fedora WEWE Chisimba Archon WEWE rules Ingest Source artifacts Digital conversion Remote site Ingest Source artifacts Digital conversion WEWE rules Remote site Born digital Docs Audio Video etc SOA layer OS: Open Solaris First tier storage

63. Private cloud infrastructure Use in establishing digital archive Compute cloud Storage cloud Robotic tape library Digital archive Fedora WEWE Chisimba Archon WEWE rules Ingest Source artifacts Digital conversion Remote site Ingest Source artifacts Digital conversion WEWE rules Remote site Born digital Docs Audio Video etc SOA layer OS: Open Solaris First tier storage Scanning & assembly

64. The real challenge is getting the document scanned and into a PDF and sent off to somewhere meaningful. Thats why we need expensive document imaging software. Right? #!/bin/bash #Scan in the pages scanadf --mode "Black & White" --resolution 200 #Convert each page to a pdf file do convert $file $file.pdf rm $file done #Concatenate all the individual pdf files pdftk image-*.pdf cat output $1.pdf rm image-*.pdf mv *.pdf /home/$USER/monitored/outgoing/ . exit 0

65. Let's have one digital asset management project for Wits and let us create the synergy that leads to innovation.

67. Attribution file: http://www.dkeats.com/usrfiles/users/ 1563080430/attribution/attrib.txt