KY e-Archive: Accession metadata
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Transcript KY e-Archive: Accession metadata
KY e-Archive: Accession metadata
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)
KDLA e-Archives: www.kdla.ky.gov/records/e-archives/Pages/default.aspx
KDLA Electronic Collections
Publications,
Minutes,
Geospatial datasets (maps, shapefiles),
Web sites,
Databases,
Digital images,
Video, and
Audio recordings.
Contents of the e-Archives
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)
The Landscape
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
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/000-999
Method of Transfer – Optical disk, Email, 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 171.580 (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
Email: [email protected]
Kentucky Department Libraries
and Archives
Glen McAninch:
[email protected]
e-Archives site:
http://kdla.ky.gov/records/earchives/Pages/default.aspx