Digital Archiving and Libraries Kathryn Lybarger November 6, 2008
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Transcript of Digital Archiving and Libraries Kathryn Lybarger November 6, 2008
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Digital Archiving and Libraries
Kathryn Lybarger
November 6, 2008
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Outline
Digitizing archival materials
Archiving digital materials
Communicating about archival materials
Providing access to digital materials
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More practically...
How to prepare for a digital archives job
Things to keep in mind once you get there
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Digitizing archival materials
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Digitizing archival materials
Why digitize?
What to digitize?
How to digitize?
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Why digitize?
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Digitize for access
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Digitization for (any) access
If materials are not online, they will not get used
People may not know they exist
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Digitization for better access Easier searching
Easier distribution
More flexible organization
Zoom in to read small text
Access for visually impaired
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Digitize for preservation
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Digitization for preservation(no further damage)
Digital copies are an effective surrogate
Better than original?
Less handling
More security
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Digitization for preservation (conservation)
A conservation opportunity!
“Do no harm”
May mean better image
You may find:
Incomplete materials
Mold / damage
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Digitization for preservation (information)
Record current state
Copy may last
May have color
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What to digitize?
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What to digitize (first)?
First come, first serve?
Projects with the most funding?
Artifacts in the best shape?
Artifacts in the worst shape?
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What to digitize: Access factors
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What to digitize: Opportunity factors
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What to digitize: Preservation factors
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What to digitize: Other factors
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How to digitize?
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How to digitize?
Scan once / handle once
Scan at true (uninterpolated) DPI
Master digital image with:
Minimal noise reduction / sharpening
Minimal contrast changes (“gamma”)
Make changes to “display master”
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Standards / best practices
Example: NARA (National Archives and Records Administration) Guidelines
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Standards / best practices
Example: Project specific guidelinesNDNP - National Digital Newspaper Program
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Archiving digital materials
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Why archive?
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Why archive a digital version?
Digitization for preservation
Many artifacts are born digital
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How to archive digital materials
Print to paper / film?
Burn to CD / DVD?
Hard drive? Server?
Tape?
Multiple copies?
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Trusted Digital Repository (TDR)
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TDR - Compliance with OAIS model
Open Archival Information System reference model:
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TDR - Administrative Responsibility Use standards and best practices
Environment
Procedures
Security
Transparency
Active sharing with depositors
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TDR - Organizational Viability
Commitment to maintaining materials
Appropriately skilled staff
Formal succession plan
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TDR - Financial Sustainability
Sustainable business plan
Standard accounting procedures
Adequate operating budget and reserves
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TDR - Technological and Procedural Suitability
Consider a range of preservation strategies
Appropriate hardware, software and staff
Plans to replace hardware / software / procedures
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TDR - System Security
Standards for copying, redundancy, backups
Disaster preparedness, training
Data integrity checking
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TDR - Procedural Accountability
Practices documented and available
Systems monitored
Policies in place to address problems
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TDR - TRAC Checklist
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TDR may not be possible...
But you can:
Show the checklist to administration
Follow the OAIS model
Learn and follow standards and best practices
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Digital communication about archives
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Communicating about archives: Finding Aids
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Communicating about archives: OAI-PMH Open Archives
Initiative – Protocol for Metadata Harvesting
Search “dark archives”
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Communicating about archives
Blogs
Websites
Mailing lists
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Digital access to archival materials
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Digital access to archival materials: Web/FTP sites
Need not be fancy
Simple to set up
Limited functionality
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Digital access to archival materials: Content Delivery Systems
Examples: DLXS ContentDM Greenstone
More functionality
Harder to set up
May not be free
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Digital access to archival materials: Custom systems
No appropriate system may exist
Custom software may be written
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How to prepare?
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Classes Preservation, Archives
Computers / Internet technology
Cataloging
Collection development
Management
…
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Get involved with digital projects
Volunteer!
This can give you experience:
working with others
creating content to a standard
quality control, validation
project management
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Wikipedia
Collection development
Subject cataloging
Reference
Dispute resolution
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Project Gutenberg Distributed Proofreaders
Project management
Scanning / OCR
Proofreading / QA
Standards PGDP XHTML LaTeX Project-specific
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Librivox
Create audio books
Similar to PGDP
Digital audio
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Projects at University of Kentucky: National Digital Newspaper Program
Digitizing historic Kentucky newspaper from microfilm
Managed by Kopana Terry
Project with NEH / LOC
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Projects at University of Kentucky:Daily Racing Form Preservation Project
Preserving / digitizing historic newspaper from microfilm and originals
Managed by Kathryn Lybarger
Partnership with Keeneland
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Be comfortable with “metadata”
“data about data”
Metadata does not imply a specific format
Metadata need not be digital
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Metadata examples (digital)
MARC
TEI
EAD
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Types of metadata
Descriptive MetadataDescriptive Metadata
Structural MetadataStructural Metadata
Administrative MetadataAdministrative Metadata Preservation MetadataPreservation Metadata Rights and Access MetadataRights and Access Metadata Technical MetadataTechnical Metadata
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Metadata examples (physical)
Th is space in ten t ional lylef t b lank.
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Examples
Descriptive Structural Administrative
PRIVATE
PUBLICA - K
L - Z
PERSONAL
BUSINESS
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Be familiar with web 2.0
Blogs
Wikis
RSS feeds
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Set up a digital library
Some content management software is free
May be set up on a home computer
Manage photos, e-books
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Learn a programming language
Learn to: Recognize Compile / execute Edit Write!
Examples: Perl PHP Javascript “regular expressions”
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Once you are in a job…
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Be flexible about the tools you use
Be aware of free / open-source substitutes for expensive software:
GIMP – GNU Image Manipulation Program
SoX – Sound eXchange
Pdftk – PDF toolkit
Open Office – productivity suite
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Be flexible about how much you do
Do it yourself
More management, higher cost
More control, learn more, pride
Outsource
Less control, other management, still do QA
Lower cost, build relations with vendors
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Be flexible about encoding levels
It may not be practical to: Re-key newspaper text Make each finding aid lovely Encode e-texts at very high levels
Doing so means: Fewer documents will be digitized Your collection will not be consistent You may do a disservice to researchers
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Be willing to learn
Technology and standards change
Software may become unavailable
Formats may become obselete
New projects require learning new things
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Be patient
May be doing many projects at once
Conservation may be necessary
Digitization is not always straight-forward
Digitization takes time
Delivery is a separate problem
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Don't panic!
Within a collection, not all documents are the same
Equipment breaks but can be fixed
Your colleagues can help you