DSpace, CyberCemeteries and Other Active Sites for Community Networking
RecordsMaria Esteva and Sue Soy
School of Information, UT AustinAustin History Center
May 2005
Why Save CN Records
Story of societal change Historical record Evidence of our culture
? How do we save the electronic record? Where is this done?
CyberCemetery??
• Yes, it does exist University of North Texas
• http://govinfo.library.unt.edu/
Example - COPA
• The COPA Commission, a congressionally appointed panel, was mandated by the Child Online Protection Act, which was approved by Congress in October 1998. Since the Commission has completed its work, no more submissions can be accepted.
• Potential for TOP?
Digital Environment
• Selection of records
• Version control
• Access rights management
• Preservation
• Privacy
• Standards Development
• Our experiment with MAIN
MAIN
Not for profit All volunteer Steady core-membership Distributed recordkeeping Involved with ground-breaking
technology Administrative and service functions:
– Web hosting/Web-training/awareness/networking. Historically significant
Submission Agreement
Contract between the donor and the repository
Agreement and UnderstandingWho, when, how, why
Transfer of electronic records to the repositoryCreation metadataLong-term preservation Copyright, privacy
Record retention schedule
Adjusted to laws, practices, and opportunistic possibilities
Administrative series Meeting minutes, grants, correspondence, etc. 3 year retention
Server directories and files Operational series 3 year retention
Website and database Changes in content 1 year retention
RecordkeepingA recordkeeping system that does not
blurry MAIN’s unstructured quality
Provenance Functions Records File naming convention
Series.subject.initials.date RM.SIP.me.04162004 RM.pilottest.me.05162004 Jobdesc.secretary.ss.02041999
Durable Digital Repository
DSpace
Digital repository - MIT and Hewlett Packard
Open source, supported by MIT Reliable – integrity of data remains un-
affected Becoming specifically useful to archives Metadata disposition allows to navigate
the structure of the archives Multiple levels of arrangement Dublin Core (standard) metadata
Arrangement in DSpace
CommunityMAIN
Collection Sue SoyItem SS 1996Item SS 1997Item SS 1998Item SS 1999Item SS 2000Item SS EMAIL
Collection Terry DykeItem TD 1999Item TD 2000Item TD 2001Item TD EMAIL
Item TD Treasurer
Collection MAIN WebsiteItem Website 1999Item Website 2000Item Website 2002
Item Database 2002
Collection MAIN ServerItem Configuration files
Item Software System FilesItem Operating System Files
The Broad View - MAIN Records
CommunityScope and Content
Collection Scope and contentCreator’s sketch
ItemDublin Core
Abstract: Scope and content
Keywords: LCSH
Identifier: AHC Accession number
Description: Technical and Preservation metadata
File upload: relationships between files, conversion and migration
The Public View - MAIN in DSpace
Conclusions
Uniformity between electronic and paper records arrangement
Importance of records management Implementing a repository Can a local CN use this to provide a
service to other community non-profits?
Can AFCN provide this service for others?
What about TOP records?
Community Networkers – Tell Your Story
Connect with Sue Soy during the conference to participate in a one hour interview – we want to know about your community networking experiences
Bibliography
• Austin History Center. (2000). Archives and Manuscripts Processing Manual. Available at the Austin History Center.
• Botticelli, P. (2000). Records Appraisal in Network Organizations. Archivaria 49. 161-191
• Cunningham, A. (1998). From here to eternity: collecting archives and the need for a National documentation strategy. Retrieved October 3, 2003, from State Library of New South Wales Web site: http://www.sl.nsw.gov.au/lasie/mar98
• Chartman, C. N. The CyberCemetery and Perpetual Care: Realigning Resourcess to Meet Technology’s Challenges in a Research Library. NAGARA Electronic Records Forum, April 1, 2005.
• DSpace. (2002). System Documentation: Administration User Interface. Retrieved February 2, 2004 from http://www.dspace.org/technology/system-docs/admin-ui.html
• Harvard E-Journal Archive. (2001). Submission Information Package (SIP) Specification Version 1.0 Draft. Retrieved March 23 from Harvard University Library, http://www.diglib.org/preserve/harvardsip10.pdf
• Mississippi Archives and Library. Electronic Records Draft Guidelines Part I: General Considerations for Electronic Records. Retrieved February 4, 2004 from http://www.mdah.state.ms.us/arlib/erglcov.html
• Mississippi Archives and Library. Electronic Records Draft Guidelines Part II: Desktop Files. Retrieved February 4, 2004 from
• http://www.mdah.state.ms.us/arlib/ergldesk.html• Paquet, L. (20000). Appraisal, Acquisition, and Control of Personal Electronic Records:
From Myth to Reality. Archives and Manuscripts, 71-91.• Underwood, W. (1999). Analysis of Presidential Electronic Records: Final Report.
Retrieved October 3, 2003, from http://perpos.gtri.gatech.edu/perpos/Final Report.pdf
Thanks!
Austin History Center, Austin Public LibraryMAIN
Dr. Patricia GallowayDSpace
Maria Esteva