Transcript Document
Coming to TERM: Designing the Texas Email Repository Model Sue Soy Stan Gunn Marlan Green Dr. Patricia Galloway University of Texas at Austin Graduate School of Library and Information Science Problem Permanent retention of electronic records Rules for management of email (TSLAC) Agencies may not currently be compliant Legal risks involved All Email has a common format Every agency produces email Legal record Multiple platforms Complexity increased by attachments Solution Archival trusted repository + OAIS model + Multiple proofs of concept (Harvard & MIT) =TERM MIT’s Dspace Project Players State Agencies DIR Texas Department of Information Resources TSLAC Texas State Library and Archives Commission Vendor(s) RMICC Records Management Interagency Coordinating Council Public Attorney General Repository Management Team Records Management Interagency Coordination Council State Agencies owner's special knowledge users’ concerns responsiveness security Office of the Attorney General administering and unifying group technology concerns with repository's commercial products Repository Management Team legalities security State mandated body representative of all concerned parties - a collaborative effort endowed with generous amounts of authority. TERM/OAIS Administration OAIS capabilities security security enabling infrastructure strategies custodianship preservation archival functions Texas State Library and Archives Commission TERM/OAIS Management (Contractors) accountability responsiveness Texas State Department of Information Resources Public Interest Composition of TERM Repository Management Team and members' areas of responsibility. TERM OAIS Structure TERM Descriptive Information Descriptive Information Data Management queries P R O D U C E R result sets Ingest Access orders AIP SIP DIP Archival Storage Preservation C O N S U M E R ADMINISTRATION MANAGEMENT Major functions of the OAIS Reference Model from Consultative Committee for Space Data Systems (CCSDS), CCSDS 650.0W-1, Producer-Archive Interface Methodology Abstract Standard. (OAIS). White Book. Issue 1. Draft Recommendation for Space Data System Standards. Agency Level Email Capture Email Created TERM Outgoing Message Internal Message Incoming Message Dat Email Messaging System Recipient copy of original email captured and sent to local repository Ingest Local Repository SIP SIP is prepared and TERM notified AIP Arc Information Flow Producer State Agency TERM Archival Storage SIP AIP DIP qu eri es res ult se ts ord ers ord ers Information flow from agency to consumer, adapted from Kenneth Thibodeau, The Unsteady State of the Art of Preserving Electronic Records. Consumer State Agency or citizens Metadata Capture Ingest descriptive information is extracted Data Management SIP ADMINISTRATION Access Records Retention Optional records management review to accommodate any alteration in policy or law. Email creation 1 year 3 years 2 years Application of SIP Permanent retention under Agency or Texas State Library and Archive Commission Ownership. TERM agency controlled transitory correspondence Disposal (after appropriate review) Agency negotiates SIP Agreement with TERM SIP Agreement stipulates transfer date, ownership, privacy, access, and retention actions for administrative and general correspondence. Transitory records are disposed of by the agency. Recommendations—Short Term Recruit repository management team (RMICC) Foster collaborative environment Commit to OAIS standard Enforce TSLAC email guidelines Require open standards and software Adopt standard user practices Avoid exotic attachment file formats Consider using established resources (WTDROC) Recruit agency for pilot project Recommendations—Intermediate Implement pilot project Develop phased plan Evaluate repository functionality Locate funding Assess producer community’s needs Investigate automated classification systems Identify vendors willing to collaborate on development Recommendations—Long Term Select vendor for repository development Review findings and continuously improve plan Develop and implement automated classification systems Build value-added services (knowledge management, data warehousing etc.) Address preservation issues (migration, refreshing etc.) Test repository cessation and disaster plans D-Lib Online Magazine Coming to TERM: Designing the Texas Email Repository Model http://www.dlib.org/dlib/september02/09contents.html Questions?