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Managing born-digital archives:& collaborative trans-Atlantic working Simon Wilson, Digital Archivist (AIMS Project) Hull History Centre
outline Look at AIMS Project - trying to create a model for managing born-digital  archives  How the project has  coped with collaborative working across 3 time zones View looking down one aisle in the History Centre; there are 12km of shelves in total
AIMS Project An inter-Institutional Model for Stewardship  To process born-digital collections   To use Hydra, a Fedora repository-based solution To disseminate the results & lessons learnt Identify commonality across 4 partners - not to create a single path
manuscripts The message and the  medium are inseparable Preserve the medium &  message remains legible The items are usually  unique and irreplaceable  and held by us because  they are historical   Detail from Letters Patent exempting St Andrew Priory from Dissolution, 9 Sep 1536 (U DDCA2/29/119)
born-digital files The message and the  medium are different Both are threatened by obsolescence  The files are usually  copies with the creator  keeping the originals  which may still be in use A 2GB pen drive is capable of holding more than 900 photographs
our starting point Fedora repository was       already installed and being used at the University Archives had a few born-digital items - but these were not in Fedora Some partners already    had TB of born-digital material in their repository Screenshot of University Repository
challenges faced Software – new versions every 12-18 months  Each new version brings new headaches aboutbackward compatibility Don’t want to become a museum with hundreds of old software titles Look to convert material to suitable open formats Screenshot of WordPerfect 5.1 (for DOS) released in 1989 from http://forum.osdev.org/viewtopic.php?f=15&p=189225
challenges faced Hardware  - series of steps, eg portable media 1978 - 5¼ disk1987 - 3½ floppy disk1994 - Zip drive 2000 - USB drive Don’t want to become a museum of hardware – do need to read some formats – eg floppy disks   IBM 5150 PC, introduced in Aug 1981, purchase price $1565 excluding disk drives
challenges faced Professional – how do we preserve, convertcatalogue and describe this material? We now have over 30,000 born-digital files – from just 3 deposits Expect to have over 1m files within 5 years and  a cataloguing backlog measured in TB
depositors Every outline, script and novel draft has flown back and forth without ever existing as hard copy until (in the case of the scripts) printed and handed to the actors. The relationship is more critical than with paper archives – need to ask questions we haven’t asked before Stephen Gallagher
hybrid collections Paper and born digital material - catalogue based on content not formatPaper archives offer a  sense of discoveryNotebooks - snippets of dialogue etc for different work all intermingled With born-digital material information is dispersed between multiple files Acc 2008 box 15, Chimera file 2 and an Amstrad disc
scale of the task 55m tweets Archives have had to adapt to changing situations and  phenomena  ,[object Object]
the Y2K problem
Social Media is the biggest challenge yet4.3m photos added  @ 1bn bits content added 250bn emails sent every day
what have we lost? Open Planets Foundation estimate there is 100GB  data for each individual on the planet and that the rate of data creation doubles every 18 months Archive services: Some are collecting Some are managing Some aren’t doing either How much information  has already been lost? http://dilbert.com/strips/comic/2008-04-09/
discovery & access Every 2 days.... we create as much information as we did from the dawn of civilization up until 2003  Eric Schmidt, Google CEO (Aug 2010) If...we manage  to  preserve the born-digital archives How do we allow users to  discover and access all of this material Can’t “keep everything” and hope that Google will create an algorithm to enable meaningful access
collaborative trans-Atlantic working
collaborative working Four partners in four institutions in four very distinct locations   Range of experiences (including none) ensure that project tools and guidelines are relevant  and appropriate for novices and experts alike Needed to find ways to work together http://nerdapproved.com/misc-gadgets/watch-time-fly-by-with-the-world-clock/
collaborative tools Collab site is a secure space (at Uva), useful for  reference documents  but not collaborative working Google docs enables  multiple editors to work     on the same document – add comments, seek  clarification etc from any location UVaCollab screenshot and Google docs logo
virtual team Skype  - easy to use, shows importance of actual (rather  than email) conversations also builds sense of team  Kept to 1 hr duration  to keep focus Jira/Duraspace - digital  archivists write tickets for the development work  Introduction to this process was done face to face  Skype screenshot and Duraspace logo (https://jira.duraspace.org/secure/Dashboard.jspa)

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Born Digital Archives

  • 1. Managing born-digital archives:& collaborative trans-Atlantic working Simon Wilson, Digital Archivist (AIMS Project) Hull History Centre
  • 2. outline Look at AIMS Project - trying to create a model for managing born-digital archives How the project has coped with collaborative working across 3 time zones View looking down one aisle in the History Centre; there are 12km of shelves in total
  • 3. AIMS Project An inter-Institutional Model for Stewardship To process born-digital collections To use Hydra, a Fedora repository-based solution To disseminate the results & lessons learnt Identify commonality across 4 partners - not to create a single path
  • 4. manuscripts The message and the medium are inseparable Preserve the medium & message remains legible The items are usually unique and irreplaceable and held by us because they are historical Detail from Letters Patent exempting St Andrew Priory from Dissolution, 9 Sep 1536 (U DDCA2/29/119)
  • 5. born-digital files The message and the medium are different Both are threatened by obsolescence The files are usually copies with the creator keeping the originals which may still be in use A 2GB pen drive is capable of holding more than 900 photographs
  • 6. our starting point Fedora repository was already installed and being used at the University Archives had a few born-digital items - but these were not in Fedora Some partners already had TB of born-digital material in their repository Screenshot of University Repository
  • 7. challenges faced Software – new versions every 12-18 months Each new version brings new headaches aboutbackward compatibility Don’t want to become a museum with hundreds of old software titles Look to convert material to suitable open formats Screenshot of WordPerfect 5.1 (for DOS) released in 1989 from http://forum.osdev.org/viewtopic.php?f=15&p=189225
  • 8. challenges faced Hardware - series of steps, eg portable media 1978 - 5¼ disk1987 - 3½ floppy disk1994 - Zip drive 2000 - USB drive Don’t want to become a museum of hardware – do need to read some formats – eg floppy disks IBM 5150 PC, introduced in Aug 1981, purchase price $1565 excluding disk drives
  • 9. challenges faced Professional – how do we preserve, convertcatalogue and describe this material? We now have over 30,000 born-digital files – from just 3 deposits Expect to have over 1m files within 5 years and a cataloguing backlog measured in TB
  • 10. depositors Every outline, script and novel draft has flown back and forth without ever existing as hard copy until (in the case of the scripts) printed and handed to the actors. The relationship is more critical than with paper archives – need to ask questions we haven’t asked before Stephen Gallagher
  • 11. hybrid collections Paper and born digital material - catalogue based on content not formatPaper archives offer a sense of discoveryNotebooks - snippets of dialogue etc for different work all intermingled With born-digital material information is dispersed between multiple files Acc 2008 box 15, Chimera file 2 and an Amstrad disc
  • 12.
  • 14. Social Media is the biggest challenge yet4.3m photos added @ 1bn bits content added 250bn emails sent every day
  • 15. what have we lost? Open Planets Foundation estimate there is 100GB data for each individual on the planet and that the rate of data creation doubles every 18 months Archive services: Some are collecting Some are managing Some aren’t doing either How much information has already been lost? http://dilbert.com/strips/comic/2008-04-09/
  • 16. discovery & access Every 2 days.... we create as much information as we did from the dawn of civilization up until 2003 Eric Schmidt, Google CEO (Aug 2010) If...we manage to preserve the born-digital archives How do we allow users to discover and access all of this material Can’t “keep everything” and hope that Google will create an algorithm to enable meaningful access
  • 18. collaborative working Four partners in four institutions in four very distinct locations Range of experiences (including none) ensure that project tools and guidelines are relevant and appropriate for novices and experts alike Needed to find ways to work together http://nerdapproved.com/misc-gadgets/watch-time-fly-by-with-the-world-clock/
  • 19. collaborative tools Collab site is a secure space (at Uva), useful for reference documents but not collaborative working Google docs enables multiple editors to work on the same document – add comments, seek clarification etc from any location UVaCollab screenshot and Google docs logo
  • 20. virtual team Skype - easy to use, shows importance of actual (rather than email) conversations also builds sense of team Kept to 1 hr duration to keep focus Jira/Duraspace - digital archivists write tickets for the development work Introduction to this process was done face to face Skype screenshot and Duraspace logo (https://jira.duraspace.org/secure/Dashboard.jspa)
  • 21. conclusions The nature (and format) of archives is undergoing a fundamental change on our watch We need to act now to collect born-digital archives before it is too late There are useful tools and free software that support collaborative working Two banks of servers at Facebook by Darren Mckeeman http://www.flickr.com/photos/tjcrowley/2419036573/in/photostream/
  • 22. contact ... Simon Wilson Digital Archivist Hull History Centre Tel 01482 317506 s.wilson@hull.ac.uk http://born-digital-archives.blogspot.com Portrait of Claude-Henri Watalet blogging, after Jean-Baptiste Greuzehttp://www.flickr.com/photos/notionscapital/2497196140/in/photostream/