Mark J. Myers Electronic Records Archivist, KY Dept for Libraries and Archives (2001-May, 2014) Electronic Records Specialist, TX State Library and Archive Commission (June, 2014 – Present) KY e-Archive: Accession metadata

KDLA e-Archives:

Publications, Minutes, Geospatial datasets (maps, shapefiles), Web sites, Databases, Digital images, Video, and Audio recordings. KDLA Electronic Collections

Approximately 5 TB in e-Archives Includes multiple copies 1.6 TB of GIS data (vector data and imagery) 0.5 TB of high resolution Digital Photos 0.3 TB Includes textual material, digital photo, audio/video and website snapshots 300 GB of Governors databases (mail database) 100 GB of Scanned Images (historic documents) Contents of the e-Archives

DSpace is primary access tool (2009) <14,000 = files (objects) in DSpace ~160 GB in Asset Store Some publications cross-linked to library catalog But several things NOT in DSpace Website Archives Snapshots captured by KDLA Since 2010 – Archive-It GIS Data Some shapefiles and map images in DSpace Geodatabase snapshots on file server Preservica (2012) High-resolution photos Other records not in DSpace The Landscape

Files on the file server

Accession metadata Screenshot of accession data

KDLA’s Electronic Records Accession form Metadata captured: Agency Info - Includes Record Group number which links out to other (paper) accession databases Accession number – “E” (for electronic)/year/ Method of Transfer – Optical disk, , Download from website, FTP. Download site url if applicable Total number of files Volume in MB For each series: Series Number Disk Folder name Number of Files Format (PDF, DOC, JPG, TIF) Date span Technical Contact info – person responsible for electronic record Records Officer Other technical/preservation metadata based on file type Only PDF and Digital images

KDLA’s Electronic Records Accession form Issues: All manual – not automated Only internal – we have to fill out Manual form on website, but staff still have to enter into database No extraction of metadata from files/objects Doesn’t capture file names – only total number of files No fixity information (checksums) Only sight verification – open folders and count number of files Mixed media an issue – folders with multiple file types Many times don’t have technical contact info Technical/preservation information is often incomplete Again, manual – no validation/extraction of technical information Mirrors Paper system

DSpace Simple Item Record DSpace Full Item Record

DSpace Item-level organization Metadata from template added to file/object Extended Dublin Core Allowed for hierarchical arrangement Communities & Collections changed to Agencies & Series Search based on metadata (text files full-text searchable) Can export AIP-based package DC – METS Added some accession metadata Accesion number to DC template Changed DSpace license agreement to a transmittal statement

DSpace Transmittal This transmittal agreement serves as acknowledgment that, per KRS (1), and 725 KAR 1:040, a copy of a state agency record is being transferred in electronic format to the Public Records Division, Kentucky Department for Libraries and Archives. The submitted record is an accurate copy of the title in question. No access restrictions shall be applied to the record.

Added our accession metadata.

Working on adding the DSpace Dublin Core metadata.

DSpace – Preservica Issues DSpace exports to METS Lots of versions of METS Lacks a namespace file Could export METS file but required programming DSpace uses Extended Dublin Core – Preservica used basic DC Got Preservica to repeat extended fields

How much metadata do we need? Questions over the value of the accession metadata Important: Agency name Date of accession (into archive) Schedule records are attached to Content of transfer Name/number files Questionable: Method of transfer – may change Contact Information

Thank You! Contact Info: Mark Myers – Texas State Archives Kentucky Department Libraries and Archives Glen McAninch: e-Archives site: archives/Pages/default.aspx archives/Pages/default.aspx