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Automated or Nothing: Large Textual Projects in
The document outlines the mission of the Utah State Archives to help government agencies manage and preserve records while providing public access to information. It discusses the growth and status of the digital program, highlighting key collections and best practices for digital imaging and metadata management. Additionally, it emphasizes the importance of context in archival materials and presents tools and workflows for digital project planning and tracking.
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Automated or Nothing: Large Textual Projects in
- 1. Automated or Nothing Large TextualProjects in CONTENTdm Gina Strack Utah State Archives Seattle, Washington August 9, 2013 1
- 2. About Us The purposeof the State Archives is to assist Utah government agencies in the efficient management of their records, to preserve those records of enduring value, and to provide quality access to public information. 2
- 3. About the DigitalProgram 3 Senate Bill Files 2011 House of Representatives Bill Files 2008 Death Certificates* 2007 Governor Leavitt’s Records 2006 One-time Appropriation Microfilm Roll Scanner CONTENTdm 2005 *not in CONTENTdm
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- 6. Growth 2006-2013 0 200,000 400,000 600,000 800,000 1,000,000 1,200,000 2006 20072008 2009 2010 2011 2012 2013 CONTENTdm Indexes 6
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- 8. Largest Collections Public Access 8 159,789 141,781 76,948 54,848 36,091 15,085 13,0218,163 1,696 1,371 Total Images Senate Bills House of Representatives Bills Birth Certificates Board of Pardons Death Certificates Territorial Executive Papers Indian War Service Affidavits Utah Constitutional Convention Brand Books Executive Reorganization
- 9. Largest Collections Staff Access(Governors) 9 23,389 21,483 15,752 15,530 5,092 2,214 1,665 1,616 1,610 1,506 Total Images Governor Leavitt State Olympic Office Governor Leavitt Chief of Staff Records Governor Leavitt Programs of the First Lady Governor Leavitt Newspaper Clippings Governor Walker Photographs Governor Walker Newspaper Clippings Governor Leavitt Press Releases Governor Leavitt 2K2 Program Records Governor Walker Executive correspondence Governor Leavitt Photographs
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- 11. It Feels Like “Thenatural condition is one of insurmountable obstacles on the road to imminent disaster.” “So what do we do?” “Nothing. Strangely enough, it all turns out well.” “How?” “I don't know. It's a mystery.” ULA2013 11
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- 13. Project Planning Propose Digital Project •“Building Good Collections” Discuss in monthly Team Meeting • Processed? • Public? • Partner or vendor? ULA2013 13
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- 18. I Still MissJob Lists* • Government records, like many archival materials, must retain context to be both useful and retain meaning • Almost all digital objects = compound objects *not really 18
- 19. Page 2 ofa letter means little without Page 1 19
- 20. Directory Structure 20 Series Numberand Title tiff Directory Name (matches “Caption” field in metadata) seriesboxfolder_001.tif seriesboxfolder_002.tif seriesboxfolder_003.tif Directory Name
- 21. Especially with “MoreProduct Less Process” 21
- 22. Metadata Container List Identification and Digitization Information Digital Metadata 22 • EAD •database • inventory • Collection • Creator • Dates • Scanning • Rights, etc. Tab-delimited text file
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- 25. Add Compound Objects> Object List 25
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- 29. Open “export.xml” inExcel as XML Table 29
- 30. Resulting Container Listin Excel 30
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- 33. Review of Tools •Microsoft Excel • Project tracking • Collection inventories • Links to inventories • Microsoft Access • Add digitization for metadata • Quick File Rename • Folder Creator or Folder Maker 33
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