Lessons learned from the digital trenches:

The experiences of two archivistsmanaging born digital materials in

two different contexts

Sam Meister, The University of MontanaJenny Mundy, Multnomah County

AABC / NWA 2013 ConferenceMay 3, 2013

Born-Digital Workflow

Acquisition Accession

Arrangement&

Description

Discovery&

Access

Acquisition Accession

Arrangement&

Description

Discovery&

Access

Acquisition Process

Donor Survey

Feasibility Assessment

Transfer Agreement

TrustRelationships

Institutional Savvy

Respect

Honoring and Celebrating Legacy

Donor surveys in institutional archives

Donor Survey

Creation

Context

Organization

Privacy & Security

Storage

Technical

Transfer Options

Donor survey

Current

Future

Web Form XML / CSV

Feasibility Assessment

Do we have resources to feasibly acquire, preserve, and provide access to the digital materials?

Do we have an administrative, fiscal, legal or historic obligation to take the digital materials, regardless?

Transfer

Physical Media Network

ARCHIVES / Digital Repository

Current

Future

Web Form XML / CSV

Acquisition Accession

Arrangement&

Description

Discovery&

Access

Accession Process

Disk Image Media

Initial Analysis

Produce AIP

Data Transfer

3.5 Floppy Drive5.25. Floppy Drive

Zip DriveCD / DVD Drive

USB Write-BlockerSATA / IDE Write-Blocker

Hardware

FTK ImagerGuymager

FC5205Command Prompt

ExactFile

Software

Disk Imaging

“A single file or storage device containing the complete contents and structure representing a data storage medium or device, such as a hard drive, tape drive, floppy disk, CD/DVD/BD, or

USB flash drive”

Disk ImagingBorn Digital Workstation 1.0

Disk ImagingBorn Digital Workstation 2.0

Disk Imaging

Get Media

Assign Identifier

PhotographMedia

Record Characteristics

Write-Protect Media

Create Image

Export Files

Virus Scan

Initial Analysis

Extract Metadata

Identify Restricted

Info

Identify Duplicates

GenerateReports

Initial Analysis

Hardware

BitCuratorfiwalk

Bulk ExtractorQuadra STAR

Software

AIP = Archival Information Package

Produce AIP

Produce AIP

Hardware

Archivematica

Software

Produce AIP

Archivematica

Using virtual appliance demo version for testing

and small scale accessions

Current

Install version 0.10 on dedicated machine (or

possibly as virtual server)

Future

Acquisition Accession

Arrangement&

Description

Discovery&

Access

Provenance

Finding Guides/Aids

A & D

Prepare

Develop Processing Plan

Implement Processing Plan

A & D

• Integrate Born Digital materials into existing A&D process / tools (mix of Excel, Word, XMetal XML editor)

Current

• Determine tools needed for reviewing content

• Integrate Born Digital materials into archival collection management system

Future

Acquisition Accession

Arrangement&

Description

Discovery&

Access

Migration vs Emulation

Preservation Planning

Publicity

Discovery & Access

• No materials online

• Access via on site reading room

Level 1

• Some materials online

• Access via on site reading room and online digital collections

Level 2

• All materials online

• Access via digital repository system

Level 3

Born-Digital Workflow

Acquisition Accession

Arrangement&

Description

Discovery&

Access

• Embrace iterative approach (use what you have and get what you need when you need it)

• Capture as much metadata as possible (descriptive, structural, administrative)

• Start with workflow requirements (what needs to be done) then test tools (what things will get it done)

• Build flexibility into system (may not always be ideal scenarios)

Lessons Learned

Thanks!

sam.meister@mso.umt.edu@samalanmeister

jennifer.mundy@multico.us@jennymundy