ETDs2008WorkshopGMcS..
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ETD Preservation Workshop
Session Four:
Collection Management for
Preservation
Gail McMillan, Virginia Tech
Organizing ETDs for Effective
Collection Management
Web accessible
Permission to preserve statement
“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
Specific preservation partners must access
Add IPs to server’s firewall
Structuring ETD Collections for
Preservation Harvesting
Create a methodical structure
Directory for each year’s ETDS
Subdivide large collections into months
File Naming Conventions
Adopt something easy to decipher
Year/month: 2008/01
Archival units
Digitized Theses and Dissertations
File naming conventions
Adopt something easy to decipher
Year/month: 2007/10
Archival units
Based on date of digitization
• http://scholar.lib.vt.edu/theses/available/etd-10022007144864
• Dissertation scanned on Oct, 2, 2007
MetaArchive Conspectus Database
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
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
URIs
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
Coverage
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
Accrual Information
Details about the growth of the collection
Accrual Periodicity: frequency with which items
are added to the collection
• Daily, Weekly, Monthly, …No longer adding
Accrual Policy: approach adopted to add items to
the collection or anticipated growth
Data Description
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
Rights and Ownership
Description of the collection’s intellectual property
and copyright
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
Use of and references for the collection
Associated Publications
Subcollections
Supercollections
Catalog or Description
Cataloged Status
Associated Collections
Harvesting Information
Details about the web crawl that will gather the files
for archiving
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.