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Category: preservation

Book Review: Digital Preservation

In my quest for information about archiving geospatial data last term, I got my hands on a copy of Marilyn Deegan and Simon Tanner’s Digital Preservation (part of the Digital Futures Series). This excellent volume consists of nine chapters each written by different authors who are leaders in their respective fields (shown in order of their respective chapters):

This fabulous band of writers and researchers were led by Marilyn Deegan and Simon Tanner, both based out of the King’s College London.

Published in 2006, this is one of the most comprehensive and up to date books I found on the subject. The book starts out with two chapters addressing the basic issues related to digital preservation. Subsequent chapters present information about all kinds of metadata, web archiving, the costs of digital preservation and an overview of European approaches. The final chapter presents an extensive series of case studies – complete with URLs to give you plently of information online to explore.

This book gave me a great foundation from which to explore the details of various geospatial data and GIS archiving efforts. For those faced with the challenge of planning for digital preservation, the two chapters on costs should be very useful. So many articles talk about how it will be so expensive to ensure proper digital preservation, but don’t give people in the field any practical advice in planning for the costs – this book is different. The exploration of existing approaches being used at major institutions throughout Europe give a good sense of evolving standards and best practices.

If you are looking for a way to get a handle on the issues involved in digital preservation – this a great starting point. The final chapter on case studies alone could keep you busy for a month as you explore all the websites of projects from around the world. While the book has a decidedly European focus, the concepts are applicable the world over. If you are responsible for ensuring that digital records (either digitized or born digital) are protected and preserved – this book explains the basics and explores various strategies. They don’t oversimplify things – but take the time to explain things well. They are honest about those questions that aren’t answered yet… and they point to as many resources, standards and examples as they can. While Digital Preservation cannot provide a formula for everyone to follow, it can help you start asking the right questions and begin to understand the possibilities.

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DMCA Exemption Added That Supports Archivists

The Digital Millennium Copyright Act, aka DMCA (which made it illegal to create or distribute technology which can get around copyright protection technology) has six new classes of exemptions added today.

From the very long named Rulemaking on Exemptions from Prohibition on Circumvention of Technological Measures that Control Access to Copyrighted Works out of the U.S. Copyright Office (part of the Library of Congress) comes the addition of the following class of work that will not be “subject to the prohibition against circumventing access controls”:

Computer programs and video games distributed in formats that have become obsolete and that require the original media or hardware as a condition of access, when circumvention is accomplished for the purpose of preservation or archival reproduction of published digital works by a library or archive. A format shall be considered obsolete if the machine or system necessary to render perceptible a work stored in that format is no longer manufactured or is no longer reasonably available in the commercial marketplace.

This remain valid from November 27, 2006 through October 27, 2009. Hmm.. three years? So what happens if this expires and doesn’t get extended (though one would imagine by then either we will have a better answer to this sort of problem OR the problem will be even worse than it is now)? When you look at the fact that places like NARA have fabulous mission statements for their Electronic Records Archives with phrases like “for the life of the republic” in them – three years sounds pretty paltry.

That said, how interesting to have archivists highlighted as benefactors of new legal rules. So now it will be legal (or at least not punishable under the DMCA) to create and share  programs to access records created by obsolete software. I don’t know enough about the world of copyright and obsolete software to be clear on how much this REALLY changes what places like NARA’s ERA and other archives pondering the electronic records problem are doing, but clearly this exemption can only validate a lot of work that needs to be done.

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The Yahoo! Time Capsule

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Yahoo! is creating a time capsule. The first paragraph of the Yahoo! Time Capsule Overview concludes by claiming “This is the first time that digital data will be gathered and preserved for historical purposes”. Excuse me? What has the Internet Archive been doing since 1996? What are the Hurricane Digital Memory Bank and The September 11 Digital Archive doing? And that is just off the top of my head – the list could go on and on.

I think that what they are doing (collecting digital content from around the world for 30 days, then giving the timecapsule to the Smithsonian Folkways Recordings in Washington, DC) is great. I am not sure what the bit about being “beamed along a path of laser light into space” is all about – but it sounds sort of cool. To add an entry, it must be put under one of 10 themes: Love, Anger, Fun, Sorrow, Faith, Beauty, Past, Now, Hope or You. It seems like an interesting attempt at organizing what would could otherwise be just an endless stream of images. At the time of this post, they had 15,564 contributions over the course of the first 3 days. I even explored some of what they have – it is pretty. It reminded me a bit of the America 24/7 project from a few years back – though with more types of media and an aim to record a snapshot of the world, not just America.

They have another ridiculous claim on the main time capsule page: “This first-ever collection of electronic anthropology captures the voices, images and stories of the online global community.”

Go ahead and make a fabulous digital archive of contributions from around the world Yahoo!, but please stop claiming that you invented the idea. I can’t be the only person who is frustrated by the way they are presenting this. Please tell me I am not alone!

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Archival Transcriptions: for the public, by the public

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There is a recent thread on the archives listserv that talks about transcriptions – specifically for small projects or those that have little financial support. There is even a case in which there is no easy OCR answer due to the state of the digitized microfilm records.
One of the suggestions was to use some combination of human effort to read the documents – either into a program that would transcribe them, or to another human who would do the typing. It made me wonder what it would look like to make a place online where people who wanted to could volunteer their transcription time. In the case where the records are already digitized and viewable, this seems like an interesting approach.

Something like this already exists for the genealogy world over at the USGenWeb Archives Project. They have a long list of different projects listed here. Though the interface is a bit confusing, the spirit of the effort is clear – many hands make light work. Precious genealogical resources can be digitized, transcribed and added to this archive to support the research of many by anyone – anywhere in the world.

Of course in the case of transcribing archival records there are challenges to be overcome. How do you validate what is transcribed? How do you provide guidance and training for people working from anywhere in the world? If I have figured out that a particular shape is a capital S in a specific set of documents, that could help me (or an OCR program) as I progress through the documents, but if I only see one page from a series – I will have to puzzle through that one page without the support of my past experience. Perhaps that would encourage people to keep helping with a specific set of records? Maybe you give people a few sample pages with validated translations to practice with? And many records won’t be that hard to read – easy for a human’s eye but still a challenge for an OCR program.

The optimist in me hopes that it could be a tempting task for those who want to volunteer but don’t have time to come in during the normal working day. Transcribing digitized records can be done in the middle of the night in your pajamas from anywhere in the world. Talk about increasing your pool of possible volunteers! I would think that it could even be an interesting project for high school and college students – a chance to work with primary sources. With careful design, I can even imagine providing an option to select from a preordained set of subjects or tags (or in Folksonomy friendly environment, the option to add any tags that the transcriber deems appropriate) – though that may be another topic worthy of its own exploration independent of transcription.

The initial investment for a project like this would come from building a framework to support a distributed group of volunteers. You would need an easy way to serve up a record or group of records to a volunteer and prevent duplication of effort – but this is an old problem with good solutions from the configuration management world of software development and other collaboration work environments.

It makes a nice picture in my mind – a slow, but steady, team effort to transcribe collections like the Colorado River Bed Case (2,125 pages of digitized microfilm at the University of Utah’s J. Willard Marriott Library) – mostly done from people’s homes on their personal computers in the middle of the night. A central website for managing digitized archival transcriptions could give the research community the ability to vote on the next collection that warrants attention. Admit it – you would type a page or two yourself, wouldn’t you?

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SAA 2006 Session 103: “X” Marks the Spot: Archiving GIS Databases – Part III

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With the famous Hitchhiker’s Guide to the Galaxy quote of “Don’t Panic!”, James Henderson of the Maine State Archives gave an overview of how they have approached archiving GIS data in his presentation “Managing GIS in the Digital Archives” (the third presentation of the ‘X Marks the Spot’ panel). His basic point is that there is no time to wait for the perfect alignment of resources and research – GIS data is being lost every day, so they had to do what they could as soon as possible to stop the loss.

Goals: preserve permanently valuable state of main official records that are in digital form – both born digital as well as those digitized for access.. and provide continuing digital access to these records

A billion dollars has been spent creating the records over 15 years, but nothing is being done to preserve it. GIS data is overwritten or deleted by agencies as information in live systems is updated with information such as new road names.

At Camp Pitt in 1999 they created a digital records management plan – but it took a long time to get to the point that they were given the money, time and opportunity to put it into action.

Overall Strategy for archiving digital records:

  • Born Digital: GIS & Email
  • Digitized Analog: Media (paper, film, analog tape) For access: researchers, agencies, Archives staff

The state being sued caused enough panic at the state level to make the people ‘in charge’ see that email needed to preserved and organized and accessible.

Some points:

  • what is everyone doing across the state?
  • Keep both native format (whatever folks have already done) – and an archival format in XML
  • Digitize from microfilm (send out to be done)
  • Create another ‘access format’

GeoArchives (special case of the general approaches diagramed above)

  • stop the loss (road name change.. etc)
  • create a prototype for others to use
  • a model for others to critique, improve and apply

Scope: fairly limited

  • preservation: data (layers, images) in GeoLibrary (forced in by legislation – agencies MUST offer data to GeoLibrary)
  • access: use existing geolibrary
  • compare layer status (boundaries, roads) at any historical time
  • Overly different layers (boundaries 2005, roads 2010).

GeoArchives diagram based on NARA ERA diagram
Fit into the ERA diagram very well

Project team – true collaboration. Pulled people from GeoLibrary who were enthusiastic and supportive of central IT GIs changes.

Used a survey to find out what data people wanted.

Created crosswalks with Dublin Core, MARC 21 and FGDC

Functional Requirements – there is a lot of related information – who created this data? Where did it come from? Link them to the related layers.

Appraise the data layers – at the data layer level (rather than digging in to keep some data in a layer and not other data)

Has about 100 layers – so hand appraisal is do-able (though automation would be nice and might be required after next ‘gift’).

Current plan is to embed archival records in systems holding critical operational records so that the archival records will be migrated along with the other layers. Export to XML for now.

Challenges:

  • communications with IT to keep the process going
  • documentation of applications
  • documentation of servers
  • security?
  • Metadata for layers must be complete and consistent with the GeoArchives manual

For more information – see http://www.maine.gov/sos/arc/GeoArchives/geosearch.html

UPDATE: This link appears to not work. I will update it with a working link once I find one!

http://www.maine.gov/sos/arc/GeoArchives/geoarch.html (Finally got around to finding the right fix for the link!)

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Paper Calendars, Palm Pilots and Google Calendar

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In my intro archives class (LBSC 605 Archival Principles, Practices, and Programs), one of the first ideas that made a light bulb go on over my head related to the theory that archivists want to retain the original order of records. For example, if someone choose to put a series of 10 letters together in a file – then they should be kept that way. A researcher may be able to glean more information from these letters when he/she sees them grouped that way – organized as the person who originally used them organized them.

Our professor went on to explain that seeing what the person who used the records saw was crucial to understanding the original purpose and usage of those records. That took my mind quickly to the world of calendars. Years ago, a CEO of some important organization would have a calendar or datebook of some sort – likely managed by an assistant. Ink or pencil was used to write on paper. Perhaps fresh daily schedules would be typed.

Fast forward to now and the universe of the Palm Pilot and other such handy-dandy hand held and totally customizable devices. If you have one (or have seen those of a friend) you know that how I choose to look at my schedule may be radically different from the way you choose to see your schedule. Mine might have my to-do list shown on the bottom half of the screen. Yours might have little colored icons to show you when you have a conference call. The archivist asked to preserve a born digital calendar will have a lot of hard choices to make.

These days I actually use Google Calendar more often than my Palm. While it has more of a fixed layout (for the moment) – I have the option of including many external calendars (see examples at iCalShare). Right now I have listings of when new movies come out as well as the concert schedule for summer 2006 for the Wolf Trap National Park for the Performing Arts. In the old style paper calendar, a researcher would be able to see related events that the user of the calendar cared about because they would be written down right there. If someone wanted to include my Google calendar in an archive someday (or that of someone much more important!), I suspect they would be left with JUST the records I had added myself into my calendar. When I choose to display the Wolf Trap summer schedule, Google calendar asks me to wait while it loads – presumably from an externally published iCalendar or other public Google calendar source.

This has many implications for the archivist tasked with preserving the records in that Palm Pilot or Google calendar (or any of a laundry list of scheduling applications). This post can do nothing other than list interesting questions at this stage (both ‘this stage’ of my archival education as well as ‘this stage’ of consideration of born digital records in the archival field).

  • How important is it to preserve the appearance of the interface used by the digital calendar user?
  • Might printing or screen capturing a statistical sample (an entire month? an entire year?) help researchers in the future understand HOW the record creator in question interacted with their calendar – what sorts of information they were likely to use in making choices in their scheduling?
  • Could there be a place for preserving publicly shared calendars (like the ones you can choose to access on Google Calendar or Apple’s iCal) such that they would be available to researchers later? What organization would most likely be capable of taking this sort of task on?
  • Could emulators be used to permit easy access to centrally stored born digital calendars? At least one PalmOS Emulator already exists, created mainly for use by those developing software for hardware that runs the Palm operating system it mimics how the tested software would run in the real world. Should archivists be keeping copies of this sort of software as they look to the future of retaining the best access possible to these sorts of records?
  • How can the standard iCalendar format be leveraged by archivists working to preserve born digital calendars?
  • To what degree are the schedules of people whose records will be of interest to archivists someday moving out of private offices (and even out of personally owned computers and handheld devices) and into the centralized storage of web applications such as Google Calendar?

I know that this is just a tiny bite of the kinds of issues being grappled with by Archivists around the world as they begin to accept born digital records into archives. Each type of application (scheduling vs accounting vs business systems) will pose similar issues to those described above – along with special challenges unique to each type. Perhaps if each of the most common classes of applications (such as scheduling) are tackled one by one by a designated team we can save individual archivists the pain of reinventing the wheel. Is this already happening?

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