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Lessons learned from the Digital Trenches: the experiences of two archivists managing born digital materials in two different contexts
This document summarizes the experiences of two archivists, Sam Meister from the University of Montana and Jenny Mundy from Multnomah County, in managing born digital materials. It outlines their born-digital workflows, including acquisition, accessioning, arrangement and description, and providing discovery and access. It emphasizes embracing an iterative approach, capturing comprehensive metadata, focusing on workflow needs before tools, and allowing flexibility. The document concludes by thanking the audience and providing contact information for the two archivists.
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Lessons learned from the Digital Trenches: the experiences of two archivists managing born digital materials in two different contexts
- 1. Lessons learned fromthe 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
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- 4. Acquisition Process Donor Survey FeasibilityAssessment Transfer Agreement
- 5. Trust Relationships Institutional Savvy Respect Honoring and CelebratingLegacy Donor surveys in institutional archives
- 6. Donor Survey Creation Context Organization Privacy &Security Storage Technical Transfer Options
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- 8. Future Web Form XML/ CSV
- 9. Feasibility Assessment Do wehave 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?
- 10. Transfer Physical Media Network ARCHIVES/ Digital Repository
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- 12. Future Web Form XML/ CSV
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- 14. Accession Process Disk ImageMedia Initial Analysis Produce AIP
- 15. Data Transfer 3.5 FloppyDrive 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 singlefile 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”
- 17. Disk Imaging Born DigitalWorkstation 1.0
- 18. Disk Imaging Born DigitalWorkstation 2.0
- 23. Disk Imaging Get Media Assign Identifier Photograph Media Record Characteristics Write-Protect Media CreateImage Export Files Virus Scan
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- 37. AIP = ArchivalInformation Package Produce AIP
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- 42. Produce AIP Archivematica Using virtualappliance demo version for testing and small scale accessions Current Install version 0.10 on dedicated machine (or possibly as virtual server) Future
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- 46. A & D Prepare DevelopProcessing Plan Implement Processing Plan
- 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
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- 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
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- 56. • Embrace iterativeapproach (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
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Editor's Notes
- #5 Sam – Overview of acquisition steps
- #6 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;
- #7 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
- #8 Current = Word document
- #9 FutureWeb Form – exports XML or tabular data To allow for integration / interoperability with collection management / descriptive system
- #10 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
- #11 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.
- #12 Current = Word documentDigital Materials Transfer document functions as appendix to deed of gift Documents details of transfer / acquisition process
- #13 FutureWeb Form – exports XML or tabular data To allow for integration / interoperability with collection management / descriptive system
- #15 Sam – overview of accession steps
- #16 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
- #17 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
- #18 Sam – born digital workstation version 2
- #19 Sam – born digital workstation version 2
- #20 Sam – 3.5 floppy drive
- #21 Sam – 5.25 floppy drive
- #22 Sam – zip drive
- #23 Sam – write blockers
- #24 Sam – overview of disk imaging steps
- #25 Sam – give overview of Born digital Log to document accession process
- #26 Sam – discuss purpose of Photograph media Documenting label text and artifact characteristics May / may not continue this step / practice in the future
- #27 Sam – discuss use of FTK imager to create disk images, file directory listings, and export files and checksums
- #31 Sam – overview of analysis steps
- #32 Sam – discuss tools used for initial analysis BitCurator
- #33 Sam – discuss use of fiwalk to extract / generate filesystem metadata for disk images
- #34 Sam – discussfiwalk output as dfxml file
- #35 Sam – discuss purpose of using bulk extractor to generate reports about file content
- #38 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.
- #39 Sam – discuss processing / preparing of data / files and metadata for storageArchivematica
- #40 Sam – archivematica transfer steps
- #41 Sam – overview of archivematica ingest steps
- #42 Sam – archivematica storage of AIP
- #43 Sam – discuss current and potential future uses of ArchivematicaDescribe continued used in relation to overall digital preservation program development
- #45 Jenny: How do you preserve original order in the digital world? Creative file naming with RDI files.
- #46 Jenny: Archon (ArchivesSpace)
- #47 Sam – describe general A&D strategy Basic steps are same for analog and digital materials
- #48 Sam – describe current and future A&D process Current = in development Future = dependent on decision to implement an ACMS
- #49 Jenny: Metadata can be accessed through Archon; Digital objects will be much more easily accessible through HP TRIM; PST files project
- #50 Jenny: What makes sense for your organization? Talks at UNESCO conf. (Get name of City of Surrey presenter)
- #51 Jenny: Consider risks, short term vs long term vs archival
- #52 Jenny: Audience, making allies in communications, building interest and community
- #53 Sam – overview of access levels / options
- #54 Sam – example of level 3 from UCIspace
- #55 Sam – example of level 3 from UCIspaceRestricted materials are managed via authentication
- #57 Sam – overview of major lessons learned to date