Lessons learned from the Digital Trenches: the experiences of two archivists managing born digital materials in two different contexts
1. Lessons learned from the
digital trenches:
The experiences of two archivists
managing born digital materials in
two different contexts
Sam Meister, The University of Montana
Jenny Mundy, Multnomah County
AABC / NWA 2013 Conference
May 3, 2013
9. Feasibility Assessment
Do we have resources to feasibly acquire, preserve,
and provide access to the digital materials?
Do we have an administrative, fiscal, legal or
historic obligation to take the digital
materials, regardless?
15. Data Transfer
3.5 Floppy Drive
5.25. Floppy Drive
Zip Drive
CD / DVD Drive
USB Write-Blocker
SATA / IDE Write-Blocker
Hardware
FTK Imager
Guymager
FC5205
Command Prompt
ExactFile
Software
16. Disk Imaging
“A single file or storage device containing the complete contents
and structure representing a data storage medium or
device, such as a hard drive, tape drive, floppy
disk, CD/DVD/BD, or USB flash drive”
42. Produce AIP
Archivematica
Using virtual appliance
demo version for testing
and small scale
accessions
Current
Install version 0.10 on
dedicated machine (or
possibly as virtual server)
Future
47. A & D
• Integrate Born Digital
materials into existing
A&D process / tools (mix
of Excel, Word, XMetal
XML editor)
Current
• Determine tools needed
for reviewing content
• Integrate Born Digital
materials into archival
collection management
system
Future
52. Discovery & Access
• No materials
online
• Access via on
site reading room
Level 1
• Some materials
online
• Access via on
site reading room
and online digital
collections
Level 2
• All materials
online
• Access via digital
repository
system
Level 3
56. • Embrace iterative approach (use what you have and
get what you need when you need it)
• Capture as much metadata as possible
(descriptive, structural, administrative)
• Start with workflow requirements (what needs to be
done) then test tools (what things will get it done)
• Build flexibility into system (may not always be ideal
scenarios)
Lessons Learned
Sam – discuss donor survey / site visit Types of information captured / purpose of collecting information for appraisal / selection decision-making Jenny: - Relationship building: meet with customer; find an ally- Work with IT: Also take time to find allies/build relationships;
Sam – discuss donor survey / site visit Types of information captured / purpose of collecting information for appraisal / selection decision-making Each potential acquisition is a new case to be investigated High potential for various types of content and format types Donor survey is tool to capture initial information to assist in determining feasibility of acquiring materials Caveat / Disclamer: Not all acquisition scenarios will allow for use of donor survey tool before acquisition decision made
Current = Word document
FutureWeb Form – exports XML or tabular data To allow for integration / interoperability with collection management / descriptive system
Sam – discuss feasibility assessment process Series of questions to assist in acquisition decision-making Analyzing sample set of files / data may be required to determine answers Ultimate question is resource-based – cost/ / benefit analysis New content / media / format types may require new software / hardware to acquire / accession materials Jenny: briefly review content; introduce customer to accession process; frequent repeat or reluctant customers
Sam – discuss transfer processTwo basic transfersPhysical media and/or Network transfer / agreement / forms Jenny: Transferring within Windows environment (using a server share to isolate files); calculating and comparing checksums; transfer agreement completed. Financial issues.
Current = Word documentDigital Materials Transfer document functions as appendix to deed of gift Documents details of transfer / acquisition process
FutureWeb Form – exports XML or tabular data To allow for integration / interoperability with collection management / descriptive system
Sam – overview of accession steps
Sam – provide overview of current born digital workstation Media drives Use of digital forensics hardware and software Born Digital Log – record / document accession process in Access database discuss disk imaging purpose / function
Sam – provide overview of current born digital workstation Media drives Use of digital forensics hardware and software Born Digital Log – record / document accession process in Access database discuss disk imaging purpose / function Jenny : When we do this, why we mostly don’t
Sam – born digital workstation version 2
Sam – born digital workstation version 2
Sam – 3.5 floppy drive
Sam – 5.25 floppy drive
Sam – zip drive
Sam – write blockers
Sam – overview of disk imaging steps
Sam – give overview of Born digital Log to document accession process
Sam – discuss purpose of Photograph media Documenting label text and artifact characteristics May / may not continue this step / practice in the future
Sam – discuss use of FTK imager to create disk images, file directory listings, and export files and checksums
Sam – overview of analysis steps
Sam – discuss tools used for initial analysis BitCurator
Sam – discuss use of fiwalk to extract / generate filesystem metadata for disk images
Sam – discussfiwalk output as dfxml file
Sam – discuss purpose of using bulk extractor to generate reports about file content
Sam – discuss processing / preparing of data / files and metadata for storageJenny: Currently, AIP is produced manually and stored on Windows drive. Will need to revise process with TRIM. Could make use of Archivematica, but waiting until after ERMS implementation.
Sam – discuss processing / preparing of data / files and metadata for storageArchivematica
Sam – archivematica transfer steps
Sam – overview of archivematica ingest steps
Sam – archivematica storage of AIP
Sam – discuss current and potential future uses of ArchivematicaDescribe continued used in relation to overall digital preservation program development
Jenny: How do you preserve original order in the digital world? Creative file naming with RDI files.
Jenny: Archon (ArchivesSpace)
Sam – describe general A&D strategy Basic steps are same for analog and digital materials
Sam – describe current and future A&D process Current = in development Future = dependent on decision to implement an ACMS
Jenny: Metadata can be accessed through Archon; Digital objects will be much more easily accessible through HP TRIM; PST files project
Jenny: What makes sense for your organization? Talks at UNESCO conf. (Get name of City of Surrey presenter)
Jenny: Consider risks, short term vs long term vs archival
Jenny: Audience, making allies in communications, building interest and community
Sam – overview of access levels / options
Sam – example of level 3 from UCIspace
Sam – example of level 3 from UCIspaceRestricted materials are managed via authentication