Transcript ETDs2008WorkshopGMcS..

ETD Preservation Workshop
Session Four:
Collection Management for
Preservation
Gail McMillan, Virginia Tech
Organizing ETDs for Effective
Collection Management
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Web accessible
Permission to preserve statement
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“LOCKSS system has permission to collect, preserve, and
serve this Archival Unit”
Example:
http://scholar.lib.vt.edu/theses/lockss/manifest.html
Preserving Restricted ETDs
Restricted to the authors’ university and
 Withheld from public access
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Specific preservation partners must access
 Add IPs to server’s firewall
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Structuring ETD Collections for
Preservation Harvesting
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Create a methodical structure
Directory for each year’s ETDS
 Subdivide large collections into months
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File Naming Conventions
Adopt something easy to decipher
 Year/month: 2008/01
 Archival units
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Digitized Theses and Dissertations
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File naming conventions
Adopt something easy to decipher
 Year/month: 2007/10
 Archival units
 Based on date of digitization
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• http://scholar.lib.vt.edu/theses/available/etd-10022007144864
• Dissertation scanned on Oct, 2, 2007
MetaArchive Conspectus Database
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http://www.metaarchive.org/conspectus
 Each collection’s detailed description
 Network administration
 Public awareness of the preserved collections
 Future considerations, e.g., format migration
http://www.metaarchive.org/schema
 Thoroughly defines Conspectus metadata
Descriptive Data
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Details explaining the digital collection to be
preserved
Collections Title: formal name of this group of
materials
 Alternative Title: other names for this collection
 Description: explain or define the collection
 Subjects: describe the collection using terms from
a thesaurus or controlled vocabulary
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URIs
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Uniform Resource Identifier: usually a locator
(URL) or name (URN)
Collection’s URI
 Institution Identifier: collection's university
assigned control number or name
 Is available via: public URL
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Coverage
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Describe the collection in space and time
Spatial Coverage: geographical location--place or
areas associated with the collection
 Temporal Coverage: time periods associated with
the collection
 Accumulation Date Range: span of dates when
the collection was assembled
 Contents Date Range: dates of creation of the
digital collection
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Accrual Information
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Details about the growth of the collection
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Accrual Periodicity: frequency with which items
are added to the collection
• Daily, Weekly, Monthly, …No longer adding
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Accrual Policy: approach adopted to add items to
the collection or anticipated growth
Data Description
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Formatting, size and language information
Format Characteristics: physical or digital
characteristics of the files in the collection
 Language of the content of the collection
 Type: genre or category of the content of the
collection
 Extent: size or duration of the entire collection
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Rights and Ownership
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Description of the collection’s intellectual property
and copyright
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Creator: originator of the collection
Publisher: entity responsible for making the collection
available
Rights: statement about who owns the copyright
Access Rights: statement of restrictions placed on the
collection, including allowed users, charges, etc.
Custodial History: changes in ownership, custody of the
collection, integrity and interpretation; provenance
Manifestation: reformatting quality attribute
Related Resources
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Use of and references for the collection
Associated Publications
 Subcollections
 Supercollections
 Catalog or Description
 Cataloged Status
 Associated Collections
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Harvesting Information
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Details about the web crawl that will gather the files
for archiving
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Harvest Procedure: web crawl, OAI harvest
Plugin Identifier
Extra Parameters: multiple Archival Units
LOCKSS Manifest Page: permission to preserve
OAI provider
Risk Rank: designate the degree to which the collection is
in jeopardy from extreme to low risk
Risk Factors: describe the reason this collection is
endangered.