Multiple Digital Content Types in a Single Collection. Dina Sokolova and Jane Gorjevsky, Columbia University
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1 Multiple Digital Content Types in a Single Collection Dina Sokolova and Jane Gorjevsky, Columbia University
2 Digitized Digital-born records (modern and legacy) Delivered-digital Harvested online materials
3 Acquisition procedures Hardware and software Sorting and weeding workflow Metadata capture and enhancement Preservation routines for various content types and file formats Finding aids for hybrid digital/analog collections Tiered access system
4 Creators/ Donors Users Copyright advisory office Curating Unit (RBML) Original and Special Materials Cataloging (OSMC) Preservation and Digital Conversion Division (PDCD) Libraries Information Technology Office (LITO) Libraries Digital Programs Division (LDPD)
5 Permanently preserve IFP paper and electronic records Provide access to IFP digital archives based on three types of user access: publicly accessible online viewable onsite only embargoed until 2075 Make IFP materials discoverable via OPAC, EAD finding aid and a web interface Funded by Ford Foundation grant, October 2011
6 Offered fellowships for post-graduate study to more than 4,300 people via offices in 22 countries with an overall program management by Secretariat in New York
7 Paper and digital records from 22 International partner organizations, New York Secretariat and CHEPS (Center for Higher Education Policy Studies) Materials include: Office documents Time-based (audio and video) materials Databases correspondence Websites Academic and personal records of fellows Surveys, interviews and statistical reports Datasets 3.6 TB of electronic materials in PC and Mac formats
8 Record surveys (2010, 2012) Selection and sorting guidelines Transfer instructions and tools Record Samples Additional file/folder naming, selection and sorting recommendations
9 CUL program administered by OSMC using archive.org toolset RBML: Verifies URLs Provides metadata Specifies capturing frequency Monitors captures Adds descriptive metadata
10 Hard drives or flash drives RBML: Received Accessioned Housed Labeled Forwarded to LDPD for transfer Obsolete media RBML: Found Inventoried using template Separated Forwarded to LDPD for transfer Original Media returned to RBML, shipped offsite Selection and weeding using digital forensics tools (LDPD, RBML) LDPD: LDPD: Data transferred to server Data transferred to server Inventory and Initial ingest report generated Initial ingest report generated
11 Most materials in English Pre-selected and sorted into 3 access categories No access to embargoed files until 2075 Full list of fellows and their consent status provided Limited number of file formats Sensitive information in paper format only No obsolete media
12 About 350,000 files in 245 formats, 10 languages, 7 non-roman character sets Long filenames/file paths (> 260 characters) Compressed and password-protected files Variety of transfer media (hard and flash drives, DVDs, floppy disks, ZIP disks, DV tapes) in need of Digital Conversion Standards Vendor communications Quality control
13 Selection and sorting by creators unreliable Personally Identifiable Information Privacy and confidentiality concerns vary by country Growing complexity of access needs Manual item-level content appraisal for unrestricted category Initial access assumptions insufficiently restrictive
14 File/directory names - the only source of descriptive item-level metadata: Non-roman character sets: IFP\...\??????????\????????????.jpg IFP\...\ \.doc Long filenames/file paths: IFP\Newsletter\Alumni Meeting\... \...\...\Fifth meeting October 23-28, 2008\Agenda\IFP Assembly\Other\07.jpg Foreign languages: IFP\...\...\Foto bersama usai sidang kongres Perhimpunan Pelajar Indonesia Australia di Balai Kartini Gedung KBRI Canberra, 2012.jpg (A group photograph of Indonesian students taken after the congress in front of the Indonesian Embassy in Canberra, Australia, 2012)
15 Curatorial surveys (preacquisition) Record Transfer Documentation Accessioning workflow Weeding routines File format action plan Pre-processing and ingest workflows
16
17 Processing workstation: FRED (Forensic Recovery of Evidence Device) and Apple Mac computer
18 ClamWin (ClamXav): initial virus check
19 makeinventory program: verifying content integrity
20 AccessData FTK Imager: creating disk images (CDs/DVDs, ZIP and Floppy Disks)
21 Forensic Toolkit (FTK): content review and weeding
22 Forensic Toolkit (FTK): finding duplicate content
23 SIPs for each office are based on access restrictions (Unrestricted, Onsite, Restricted) Aid4Mail e-discovery Archivist: converting from multiple formats (eml, mbx, msg, pst, sbd, Pegasus mail) to MBOX Database Preservation Toolkit: converting Microsoft Access databases to XML format Original formats: SQL-based databases, statistical datasets (sav, spss) External Vendor: converting content of commercially produced video DVDs, audio CDs, and mini DV-tapes to preservation formats
24 Archivematica: digital preservation
25
26 Descriptive metadata: makeinventory program, Archivematica Technical metadata: makeinventory program, FTK, Archivematica Preservation metadata: Archivematica Rights metadata: Archivematica
27 Digital Content Areas: Electronic records Research data Websites Audiovisual materials Organizational Roles, Policies, and Practices: Education of content creators Large amount of complex data Rights management Security and compliance policies Technical Infrastructure Development: Integration of digital forensics tools Ensuring content integrity File format action plan development
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