Washington State ArchivesDocumenting Democracy
Washington State Digital Archives
Multi-State Preservation ConsortiumPresented by:
Kerry Barbour&
Justin JaffeJune 2009
Ingestion and Indigestion
Washington State ArchivesDocumenting Democracy
Digital Archives Mission• The Washington State Digital Archives is
the nation's first archives dedicated specifically to the preservation of electronic (born digital) records from State and Local agencies that have permanent, legal, fiscal or historical value
Washington State ArchivesDocumenting Democracy
Digital WAC434-662
• Section 130 in effect as of January 2009. (For example, auditor and court records. )
• Section 140 and 150 go into effective January 2010 – State Agencies are mandated to send electronic records to DA–Archiving E-mail–Archiving Websites
Washington State ArchivesDocumenting Democracy
Technology Challenges
• Data received in many different formats e.g., multiple auditor systems, Clerk of Courts, audio etc. • Data received from multiple customers: Minutes/Resolutions/Ordinances from Health Departments, Fire Districts, and County Auditors.• Different fees per partner agency• Rapid increase of records – sheer volume
Washington State ArchivesDocumenting Democracy
Ingestion Capacity - Auditor Data
• Indexes only with no images - Process 10,000 indexes per minute for a total of 14,400,000 indexes a day.
• Indexes with one associated image - Process 1,600 images and indexes a minute for a total of 2,304,000 a day.
• Indexes with four associated images - Process 400 images and indexes a minute for a total of 576,000 total records a day.
Washington State ArchivesDocumenting Democracy
Washington Customers by Type
Auditor47%
City29%
Elections3%
State21%
Washington State ArchivesDocumenting Democracy
Records by Customer Type
Auditor, 52.05%
City, 0.08%
Elections, 40.64%
State, 7.23%
Washington State ArchivesDocumenting Democracy
Upcoming Projects• E-mail archiving • Develop tools to Spider Websites• Desktop Documents Archiving
– Provide for text search• Develop a redaction tool
– Internal and customer
Washington State ArchivesDocumenting Democracy
Upcoming Projects• Disaster Recovery Exercise for DA• Automate ingestion process for Clerk of
Courts and Auditors.• Redesign our Digital Archives Website
– Customer centered.
Washington State ArchivesDocumenting Democracy
Partners• Eastern Washington University• Microsoft• Library of Congress
Washington State ArchivesDocumenting Democracy
The Demonstration• NDIIPP partnership between Washington
and the Library of Congress began November 1, 2007.
• Kickoff meeting for the first four partners in March 2008.
Washington State ArchivesDocumenting Democracy
• Colorado• Idaho• Indiana• Louisiana• Montana• Nevada• North Carolina• Oregon• Washington
Who Are Our State Partners?
Washington State ArchivesDocumenting Democracy
Partner Records Online
June 2009
Washington State ArchivesDocumenting Democracy
Total State Searches
June 2009
Washington State ArchivesDocumenting Democracy
Internal Divisions - Indigestion• Communication and cooperation within the
state agencies.– Separation of interested between parties.– DNS names.
• Support within the state agencies.– Sense of ownership.
• Network security• Records are revenue
Washington State ArchivesDocumenting Democracy
Internal Divisions - Solutions• Communication and cooperation within the
state agencies.– Misunderstanding– Work as and intermediary to offer solutions.
• Support within the state agencies.– Mistrust– Educate
• Watermark records “UNOFFICIAL”.• Format hard drives.
Washington State ArchivesDocumenting Democracy
Universal Standards - Indigestion• Metadata
– Previously digitized records– OCLC
• File formats• Record modification
Washington State ArchivesDocumenting Democracy
Universal Standards - Solutions• Metadata
– Document our metadata requirements.– Work with venders like OCLC and partners.
• File formats– Migratable– Open format– Industry standard
• Record modification– Done by partners
Washington State ArchivesDocumenting Democracy
Legal Red Tape - Indigestion• State records being held out-of-state.
• 3 page agreement with partners.
Washington State ArchivesDocumenting Democracy
Legal Red Tape - Solutions• State records being held out-of-state.
– Seamless integration (DNS names).– Value of offsite backup.
• 3 page agreement with partners.– Talk with attorneys from partner state.
• Demonstration project• No money involved• Short timeframe
Washington State ArchivesDocumenting Democracy
Economic Downturn - Indigestion• Budget crisis in almost every state.
– Cutting costs• Limit travel• Cut back on projects• Layoffs
Washington State ArchivesDocumenting Democracy
Economic Downturn - Solutions• Budget crisis in almost every state.
– Encourage partners to hang in there.– Remind partners there isn’t any cost to them
to be a partner during the demonstration.
Washington State ArchivesDocumenting Democracy
Questions?
Washington State ArchivesDocumenting Democracy
Contacts
Jerry Handfield [email protected] Archivist (360) 586-2664
Kerry [email protected]
Digital Archivist (509) 235-7500 x 201
Justin [email protected]
Ingestion Coordinator (509) 235-7500 x 224
Washington State ArchivesDocumenting Democracy
1 4 7 10 13 16 19 22 25 28 31 34 37 40 43 46 49 52 55 20,000,000
30,000,000
40,000,000
50,000,000
60,000,000
70,000,000
80,000,000 • Records added since
January 2008: 57,871,616
Record Count
Washington State ArchivesDocumenting Democracy
3,9
02
2,1
85,5
72
46,
954
1,6
64,5
16
383
,961
42,662,999
345
3
8,17
9 1
0,22
1 1
3,56
9,63
4 1
,808
,086
1
56,6
14
39,
602
10,
075
63,
696
65,
079
22,
192
29,
068
5,5
01
95,
003
229
,837
1
3,69
2 1
95,0
06
21,
074
561
,131
16,641,025
Record Series Count