Kentucky Archival Preservation of GIS Records

Kenny Ratliff and Glen McAninchJanuary 23, 2008

NDIIPP Multi-state Project meeting Salt Lake City, Utah

GIS in Kentucky

• Commonwealth Office of Technology

• Office of Enterprise Policy and Project Management

• Division of Geographic Information

MissionFacilitate statewide electronic geographic data sharing and its

application for streamlined decision-making, greater efficiency, public protection, and economic vitality.

The Kentucky Geography Network

(KyGeoNet)

KyRaster

Kentucky’s Geospatial Database for Raster data

• Was collectively built by GIS Staff from several state agencies

• Resides in mirrored instances at Cold Harbor Computing Center

• Contains all the aerial images, topographic maps, digital elevation models, hillshade, SPOT satellite imagery, trucolor imagery, land cover imagery, slope, and other critical raster GIS base layers

• Is leveraged by nearly every state agency with a GIS• Drives all of the IMS applications served by state government• Is leveraged on the GIS Desktop by users in state agencies

Components of KyRasterRange from satellite imagery to DEMs to topographic maps

to aerial photography

KyVector

Kentucky’s Geospatial Database for vector data

• Is the master repository of vector-based (lines, polygons, and points)

• Is based on all vector data that is available on the Kentucky Geography Network

• Mirrors the categories on the “browse” tab of the KyGeoNet• Contains full metadata records for each vector dataset • Leveraged by ArcGIS Users on the WAN• Leveraged by many IMS• Resides in mirrored instances at Cold Harbor Computing

Center

Information from KyVector

Kentucky Department for Libraries and Archives: Current E-archives Model

E-archive: (http://e-archive.ky.gov)GIS addition to be added

E-archives Home Page

Existing Linkages

• KDLA and Division of Geographic Information (DGI) worked together to schedule GIS systems as permanent

• KDLA representative on Stewards group of Geographic Information Advisory Council (currently Kentucky Geospatial Board)

• DGI representative on the Electronic Records Working Group

• Transfer of spatial data from two periods

Records Retention Schedule

• The system is scheduled as a permanent record and all image files are saved permanently. Copies come to the archive even when they are still in the system.

• Selected vector files which are determined archival are saved via periodic capture and transfer to archive server as part of regular system updates

• Vector data from each contributing agency is evaluated in the context of all agency records.

Expectations – Scope of work

• Identify archival GIS layers/ applications;• Examine approach of other states; • Install hardware and software;• Identify archival meta data including

retention for input into clearinghouses • Capture selected layers for archiving;• Test methods for sharing of data among

the states• Write a report on findings and experiences• Work with Kentucky agencies,

governments, and national professional organizations

Electronic Records Work Group• Cooperation of :

– Libraries and Archives; Technology Units including GIS; Attorney General, Auditor of Public Accounts, universities and local agencies; other selective agencies

• Standards and guidelines created and promoted– General Schedule for Electronic Records– E-mail– Open records and databases– Web record keeping

• Establishing agreements and partnerships

Budget Allocation

• Travel for several meetings for up to three people as determined 35%

• Additional storage space on KDLA server (10 terabytes) 40%

• Graduate student and summer intern for analysis and data entry 15%

• Division of Geographic Information staff 5%• Multi-State Sharing of data 5%

Data Grid Technology for Sharing

• Manage data residing in heterogeneous storage systems– Storage repository virtualization– Support new storage systems while moving data from

old storage systems• Manage data distributed across multiple storage

systems– Data virtualization– Replication of data for fault tolerance and disaster

recovery• Data grids manage information about files as well

as the storage

Issues to be Evaluated

• Metadata standards and clearinghouses• What layers have archival value?• Best Practice in Data Preservation : Native format

vs XML vs static maps• Use of Data Grid or some other system for multi-

state sharing

Possible Presentations in 2008

• Kentucky Digital Summit –– April 22 (Lexington, Ky)

• Best Practices Exchange –– May 21-23 (Helena, MT)

• Kentucky GIS Conference– July 7-9 (Lexington, KY)

• NAGARA – CERIS group – July (Atlanta, GA)

• Society of American Archivists (Electronic Records Section) – August 24-27 (San Francisco, CA)

• National States Geographic Information Council – Mid-year – March 9-12 (Annapolis, MD)– Full conference – September 7-11 (Keystone, CO)

Grant Project Benefits • Establishment of Best Practices for:

– Archiving of records– Description of records– Preservation of archival records– Sharing of records between states

• Establish the business case for archiving of GIS records within Kentucky and as a model that can be followed in other states

Contact Information

Kenny Ratliff, DirectorDivision of Geographic Information

501 High Street, 9th FloorFrankfort, Kentucky 50601

kennyd.ratliff@ky.gov

orGlen McAninch

Kentucky Department for Libraries and Archives300 Coffee Tree Road, P.O. Box 537

Frankfort, Kentucky 40601glen.mcaninch@ky.gov