1. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 Digital Preservation (E-Archiving) Marta Melgar García mmelgar@ine.es

2. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 Presentation Index Introduction Digital Preservation Strategies Digital Preservation Problems INE Journals digital repository INEBase History –Our Virtual Library –Project Phases –The Technical Process in 3 steps –The Publisher –Visualization On Internet –Interesting Data –IT Data

3. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 Introduction Digital preservation combines policies, strategies and actions that ensure access to information in digital formats over time. Publications will be available and accessible for generations to come. Source: American Library Association Digital Preservation definition

4. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 Digital preservation strategies and actions address content creation, integrity and maintenance. –Planning –Content creation –Content integrity –Content maintenance –Problems Source: ALA Digital Preservation strategies

5. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 Clear and complete technical specifications Production of reliable master files Sufficient descriptive, administrative and structural metadata to ensure future access Detailed quality control of processes Digital Preservation strategies

6. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 Program planning, management and evaluation should consider: Risk assessment and management. Cost benefit analysis. Legal issues. The role of file formats,standards and metadata. Storage and maintenance. Disaster planning. The relationship between preservation and access. Preservation strategies, approaches, and methodologies. Technology forecasting for preservation. Source: Cornell University Library Digital Preservation strategies

7. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 Content integrity includes: Documentation of all policies, strategies and procedures Use of persistent identifiers Recorded provenance and change history for all objects Verification mechanisms Attention to security requirements Routine audits Digital Preservation strategies

8. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 Content maintenance includes: A computing and networking infrastructure Storage and synchronization of files at multiple sites Continuous monitoring and management of files Programs for refreshing, migration and emulation Written disaster prevention and recovery plans Periodic review and updating of policies and procedures Digital Preservation strategies

9. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 We have to preserve the records in an electronic era where change and speed is valued more highly that conservation and longevity. Enormous amounts of digital information are already lost forever. Information technologies are essentially obsolete in a short period of time. This dynamic creates an unstable and unpredictable environment for the continuance of hardware and software. There is a proliferation of document and media formats, each one potentially carrying their own software and hardware dependencies.Copying these formats from one storage device to another is simple. However, merely copying bits is not sufficient for preservation purposes. If the software is not avaliable, the information will lost. Besides the complexity of maintaining the integrity of links, embedded objects, etc. Digital preservation is expensive. Increasingly restictive intellectual property and licensing regimes. Source: http://www.ifla.org Digital Preservation problems

10. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 Process steps: 1. In our OPAC (On-line public Access Catalogue), we select the 856 field (for electronical resources). 2. We create a fixed URL. This URL is inside our server. 3. We scan the journals in PDF format. 4. We get up the PDF files to the server through FTP. 5. We use the fixed URL and incorporate every different PDF file to its root. 6. We link every file to the OPAC Web. 7. We see the digitalized file in our OPAC Web. INE Journals digital repository In our Library we have created a digital repository of printed journals.

11. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 Field 856 INE Journals digital repository

12. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 INE Journals digital repository

13. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 INE Journals digital repository

14. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 INE Journals digital repository

15. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 INE Journals digital repository

16. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 INE Journals digital repository

17. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 Some interesting data: No cost of implementation Involved personel: 2 people Project time: one and a half year Current status: More than 1000 journal numbers digitalized and published INE Journals digital repository

18. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 INEbase history Background 1996: The INE joins the Internet 2000: INEbase birth  all statistical production offered on the Internet 2004: what shall we do with past information only available in printed format?  Target: opening up to the public historical collection of INE publications only available on paper Statistical books 1858-1997 available on the web

19. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 We had to choose between different alternatives: Tables in pc-axis format Complete PDF versions of the books INEbase history INEbase history: a new section of INEbase

20. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 INEBase History: Our Virtual Library

21. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 INEBase History: Our Virtual Library

22. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 1858 Yearbook INEBase History: Our Virtual Library

23. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 Population (28 tables) INEBase History: Our Virtual Library

24. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 INEBase History: Our Virtual Library

25. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 INEBase History: Our Virtual Library

26. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 Phase 1. –What should be published? Most symbolic and representative volumes of public statistical activity: Statistical Yearbooks (1858 – 1997) Population Censuses (1900 – 1970) –Outsource scanning ( + de 100,000 pages) –Outsource the software development Phase 2. –Cataloguing starts –Software improvements suggested by use –20 publications catalogued before publishing INEbase history: Project Phases

27. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 Phase 3. –Internet launch takes place with 20 Yearbooks and 1 Census Phase 4. –Cataloguing and web publications of 78 Yearbooks and 9 Censuses (34 volumes) INEbase history: Project Phases Phase 5. Incorporation of new publications  Scan the Agrarian Census and VS statistics  Programme adaptation  Cataloguing & publication

28. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 1. Scanning and OCR Scanning using the originals –Unbinding (old and non-unique) –Guillotining (repeated and unimportant) –Microfiche (rare, old copies) TIFF files obtained OCR programme used to generate txt files  used for search engine Once PDF file is obtained  ready to be catalogued INEbase history: The Technical Process in 3 steps

29. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 2. Cataloguing books into the system: “cataloguer” role 1st step: create index with categories until we get to the final node: the statistical tables 2nd step: associate one or more PDF documents to each node INEbase history: The Technical Process in 3 steps

30. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 INEbase history: The Technical Process in 3 steps How is cataloguing done? Practical example Creation of a virtual book: Statistical Yearbook 2010 Node blocked

31. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 INEbase history: The Technical Process in 3 steps Creation of the index publication Creating as many chapters as needed

32. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 INEbase history: The Technical Process in 3 steps Creation of the tables and association to the corresponding PDF-doc.

33. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 INEbase history: The Technical Process in 3 steps Recreating the hierarchical tree All the publication´s documents appear associated to their corresponding table Cataloguer’s work ends here Nodes unblocked

34. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 3. Revision before publishing Cataloguing should be revised before being published Who revises?  there is a specific role, the “proof-reader”, but…. this role has not really been used and …in reality another cataloguer does the revision Once the proof-reading work is finished, the book is ready for publication Proof-reader’s work ends here INEbase history: The Technical Process in 3 steps

35. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 Main task: to publish books; other tasks: user and trasmission control, nodes translation Blocked node Published node Unblocked node Book ready to be shown on the Internet And the translation process begins INEbase history: The Publisher

36. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 Cataloguing Server Dissemination Server Trasmission process: synchronization of servers This step might not be needed

37. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 INEbase history: Visualisation on the Internet

38. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 INEbase history: Visualisation on the Internet Yearbooks ordered by decades

39. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 INEbase history: The hierarchical tree.... On the dissemination serverOn the cataloguing programme

40. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 And just a click on the required table And a 9 page PDF document is shown

41. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 INEbase history: Anything else to be taken in account Search engine Change language No. of tables Size of pdf file

42. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 INEbase history: The search engine Direct access to the pdf document

43. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 The search engine is based on the table titles (sorry, only in Spanish) and the hierarchical tree (in English as well) Of course, you might as well use INE’s general search engine: INEbase history: The search engine

44. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 Population censuses: Everything is also valid INEbase history: The search engine

45. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 1- Economic data Initial scanning stage: 12,000 Euros, 110,000 pages External development: 90,000 Euros 2- Deadlines Scaning + development programme: 6 months Cataloguing: 20 months 3- Amount of scanned pages Yearbook: 70,000 pages Census: 30,000 pages Total: 100,000 pages INEbase history: Some Interesting Data

46. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 4- Personnel used: Cataloguing: 0 – 3 Recording assistants Indexes translator: 1 trainee Publisher: 1 – 2 Statisticians IT support team 5- How many people use INEbase History? Page views in october: 77,623 (1.2 % of total) INEbase history: Some Interesting Data

47. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 IT infrastructure: a reasonably simple system: A cataloguing server houses a copy of the work from the database and the collection of PDF pages; multiple cataloguer PCs provided with a "client" application connect to the server One of the components of the family of web servers at www.ine.es houses the dissemination server (the software, plus a copy of the database and a copy of the collection of PDF pages). This is the system that serves Internet files There are copy and safety mechanisms between one environment and the other The environment is similar to a content management programme INEbase history: IT DATA

48. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 IT infrastructure: a reasonably simple system: Client programmes developed with Microsoft.Net. Server programme developed with Java. Catalogue and dissemination database, Oracle 9i. Programmes for working with PDF files obtained from a manufacturer specialised in this kind of software. Conceptual design. Setting requirements, selection of platforms: National Statistics Institute. Scanning of originals: Proco S.A. Tecnological partner development: Sopra Group. INEbase history: IT DATA

49. Disseminating statistics: Internet and Publications Madrid, 3-5 March 2008 Thank you very much for your attention