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Managing Electronic Records and Assets

Appendix 2

Results of the Methodology Pilot

We reviewed the email policies of the following repositories, broke them down into

individual policy elements, and compiled the policies common to at least 4 entities:

Alabama

Alaska

Arizona

Arkansas

California

Colorado

Connecticut

Delaware

Florida

Georgia

Idaho

Indiana

Kansas

Kentucky

Louisiana

Maine

Maryland

Massachusetts

Michigan

Minnesota

Mississippi

Missouri

Montana

Nebraska

Nevada

New Jersey

New Mexico

New York

North Carolina

Ohio

Oregon

Pennsylvania

South Carolina

Tennessee

Texas

Utah

Virginia

Washington

West Virginia

Wisconsin

Wyoming

Australia

South Africa

United Kingdom

United States (NARA)

Smithsonian Institution

Archives (SIA)

We sent the results to the following individuals and organizations and received feedback

from 44% of them:

•

NAGARA

•

SAA’s Electronic Record Section

•

ARMA’s Standards Committee

•

CoSA

•

Mark Myers (Kentucky)

•

Drucie Simpson (North Carolina)

•

Rick Ferrante (Smithsonian Institution)

•

Caryn Wojcik (Michigan)

•

Diane Palmer (NARA)

The following is representative of the feedback we received:

•

In addition to the guidance that [institution] Records Management staff provides to

[institution] employees and contractors, I can use this report as supplemental resource

material when training staff about e-mail records management. Specifically, I can use

the report in comparing my institution’s e-mail records management practices and

policies with various states and international institutions’ practices and policies.

When staff learns how other institutions manage e-mail records, especially where

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Managing Electronic Records and Assets

there are differences, this type of information helps to stimulate discussion about

basic e-mail management policy and practices.

•

I think this may be helpful to archivists and records managers who are writing or

revising their e-mail policies/guidelines. However, it is very government-oriented,

and a lot of SAA members don't work in government. I think this needs more

perspective from corporate and university archivists. Also, the section on

Recordkeeping System Requirements may need to be broken down a bit, it covers

quite a lot. [Note: The Business Records Section leadership reported that businesses

will not release their e-mail policies due to issues of risk exposure.]

•

E-mail management practices have been the subject of intense interest in [state] over

the past three months since our state passed a new open records law last spring which

becomes effective January 1. … In this context, the document you have compiled is

useful. I would say the areas covered and the practices outlined generally correspond

with the policies we are developing. The one central concept we have been working

on which is less specifically addressed in your statement is transitory records (called

information and reference records in your document). We have struggled with the

determination of when specific retention and disposition schedules apply with fixed

time frames for deletion, and when the individual sender or recipient of an e-mail

may delete a message because it is no longer needed. I believe this was an issue of

some contention in the discussions this summer in [another state] as well. Training

staff to all be records managers with regard to their own e-mail is a significant issue

which might be addressed as another category in your outline. We have a new online

training module for e-mail management being required of all state employees.

Otherwise I would conclude that your categorization of the issues and the topics

covered are right on target with what we are doing.

•

Overall, this is a helpful document, with an extra stress to the reader that these are

commonalities only.

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Managing Electronic Records and Assets

Appendix: Preliminary Bibliography

Compiled by the Task Force

Note: The task force members could not reach agreement

on all the sources included in the bibliography.

1. Digital Collections

•

Open Archival Information System (OAIS) Framework

•

Format Recommendations

•

Metadata Standards (General)

•

Networks and Communities

•

Selected Organizations

•

Selected Best Practices, Guidelines, and Handbooks

•

Selected Model Programs and Projects

•

Selected Articles, Books and Reports

•

Selected Journals

Open Archival Information System (OAIS) Framework

“OAIS describes all the functions of a digital repository: how digital objects can be

prepared, submitted to an archive, stored for long periods, maintained, and retrieved as

needed. It does not address specific technologies, archiving techniques, or types of

content.” (RLG, http://www.rlg.org/en/page.php?Page_ID=3201

)

OAIS Activities, RLG/OCLC, 2006

http://www.rlg.org/en/page.php?Page_ID=3201

Includes links to OAIS-modeled repositories and OAIS resources.

Reference Model for an Open Archival Information System (OAIS), Consultative

Committee for Space Data Systems, January 2002

http://public.ccsds.org/publications/archive/650x0b1.pdf

“ The purpose of this document is to define the International Organization for

Standardization (ISO) Reference Model for an Open Archival Information System

(OAIS). An OAIS is an archive, consisting of an organization of people and systems, that

has accepted the responsibility to preserve information and make it available for a

Designated Community .”

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Managing Electronic Records and Assets

Format Recommendations

Recommended Data Formats for Preservation Purposes in the Florida Center for

Library Automation Digital Archive

http://www.fcla.edu/digitalArchive/pdfs/recFormats.pdf

“This table is intended to help Florida university administrators develop guidelines for

preparing and submitting files to the Florida Digital Archive.” It evaluates formats for

texts, raster images, vector graphics, audio, video, databases/spreadsheets, virtual reality,

computer programs, and presentations.

Metadata Standards (General)

Dublin Core Metadata Initiative (DC or DCMI)

http://dublincore.org/

DC is a simple metadata element set intended to facilitate discovery of electronic

resources.

Metadata Encoding and Transmission Standard (METS)

http://www.loc.gov/standards/mets

“The METS schema is a standard for encoding descriptive, administrative, and structural

metadata regarding objects within a digital library…”

Metadata Object Description Schema (MODS)

http://www.loc.gov/standards/mods/

The MODS schema is a bibliographic element set intended to be able to carry selected

data from existing MARC 21 records as well as to enable the creation of original resource

description records.

PREservation Metadata: Implementation Strategies (PREMIS).

http://www.oclc.org/research/projects/pmwg/

The objectives of PREMIS were to develop a core preservation metadata set, supported

by a data dictionary, with broad applicability across the digital preservation community

and to identify and evaluate alternative strategies for encoding, storing, and managing

preservation metadata in digital preservation systems.

Networks and Communities

SAA Metadata & Digital Object Roundtable

http://www.archivists.org/saagroups/metadata/

Provides a place for collaboration and a source for guidance to archivists at all types of

repositories as they engage with the digital environment. The Roundtable has a listserv.

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Managing Electronic Records and Assets

Selected Organizations

Conservation OnLine: Resources for Conservation Professionals (CoOL)

http://palimpsest.stanford.edu/

“CoOL, a project of the Preservation Department of Stanford University Libraries, is a

full text library of conservation information, covering a wide spectrum of topics of

interest to those involved with the conservation of library, archives and museum

materials.” The site includes links to guidelines and for and information about digital

audio and video.

Council on Library and Information Resources (CLIR)

http://www.clir.org/

“CLIR is an independent, nonprofit organization. Through publications, projects, and

programs, CLIR works to maintain and improve access to information for generations to

come. In partnership with other institutions, CLIR helps create services that expand the

concept of "library" and supports the providers and preservers of information.”

Cover Pages

http://xml.coverpages.org/

“The Cover Pages is a comprehensive, online reference collection supporting the XML

family of markup language standards, XML vocabularies, and related structured

information standards. Edited by Robin Cover since 1986, this public access

knowledgebase promotes and enables the use of open, interoperable, standards-based

solutions which protect digital information and enhance the quality of data processing.”

Digital Library Federation (DLF)

http://www.diglib.org/

“The DLF is a consortium of libraries and related agencies that are pioneering the use of

electronic-information technologies to extend collections and services.”

Online Computer Library Center (OCLC)

http://www.oclc.org/services/preservation/default.htm

“OCLC is a nonprofit, membership, computer library service and research organization

dedicated to the public purposes of furthering access to the world's information and

reducing information costs.”

Research Libraries Group (RLG)

http://www.rlg.org/

“RLG supports researchers and learners worldwide by expanding access to research

materials held in libraries, archives, and museums. RLG works with and for its member

organizations enhancing their ability to provide research resources. RLG designs and

delivers innovative information discovery services, organizes collaborative programs, and

takes an active role in creating and promoting relevant standards and practices.”

Technical Advisory Service for Images (TASI)

http://www.tasi.ac.uk/index.html

The Technical Advisory Service for Images is a JISC funded service. It provides advice

and guidance to the UK's Further and Higher Education community on the issues of:

creating digital images; delivering digital images to users; using digital images to support

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Managing Electronic Records and Assets

teaching, learning and research; and managing both small and large scale digitisation

projects.

Selected Best Practices, Guidelines, and Handbooks

Basic Genre Terms for Cultural Heritage Materials, American Memory, Library of

Congress

http://memory.loc.gov/ammem/techdocs/genre.html

This basic list of genre terms has been compiled to facilitate the American Memory

descriptive record normalization project.

Digital Preservation Management: Implementing Short-term Strategies for Long-

term Problems, Cornell University Library, 2003

http://www.library.cornell.edu/iris/tutorial/dpm/

A Framework of Guidelines for Building Good Digital Collections, National

Information Standards Organization, 2004

http://www.niso.org/framework/Framework2.html

Conservation Implications of Digitization Projects, Library of Congress NDLP and the

Conservation Division, 1999

http://memory.loc.gov/ammem/techdocs/conservation.html

Handbook for Digital Projects: A Management Tool for Preservation and Access,

Northeast Document Conservation Center, 2000

http://nedcc.org/oldnedccsite/digital/dighome.htm

Library of Congress: Building Digital Collections: A Technical Overview

http://memory.loc.gov/ammem/about/techIn.html

“The American Memory historical collections at the Library of Congress are the product

of a permanent commitment to explore and establish the best practices of digitization,

online presentation and access, and digital preservation of historical materials. The

information on this page documents current solutions to technical challenges and

solutions devised and implemented in the past. The page is updated and expanded

periodically.”

The NINCH Guide to Good Practice in the Digital Representation and Management

of Cultural Heritage Materials, Humanities Advanced Technology and Information

Institute (HATII), University of Glasgow, and the National Initiative for a Networked

Cultural Heritage (NINCH), October 2002

http://www.nyu.edu/its/humanities/ninchguide/

Recommendations for the Evaluation of Digital Images Produced from

Photographic, Microphotographic, and Various Paper Formats, American Memory,

Library of Congress.

http://memory.loc.gov/ammem/ipirpt.html

The National Digital Library Program contracted with the Image Permanence Institute

(IPI) in Rochester New York, to produce a report providing recommendations for

methods to evaluate the performance and products of scanning service providers. These

Managing Electronic Records and Assets

methods include the use of standard "targets" and a description of the tools and devices

needed to measure image quality.

Sitts, Maxine K., editor, Handbook for Digital Projects: A Management Tool for

Preservation and Access, Andover, Mass.: Northeast Document Conservation Center,

2000.

Selected Model Programs and Projects

Aluka

http://www.aluka.org/

"… not-for-profit initiative partnering with key libraries, museums, and archives around

the globe to build a sustainable digital library of curated collections from and about the

developing world, focusing, to begin with, on Africa"

Collaborative Digitization Program

http://www.cdpheritage.org/index.cfm

The CDP endeavors to provide meaningful content on human culture, science, and art to

everyone connected online. The site both provides access to information about American

culture and contains information about providing online access to historic collections.

The CDP is based on a model of distributed images and centralized metadata. Guidelines

include:

•

Project Management (including questions to ask before starting and funding

sources) http://www.cdpheritage.org/digital/index.cfm

•

CDP Collection policy, May 2006

http://www.cdpheritage.org/cdp/documents/CDPCollectionPolicyMay2006.pdf

•

CDP Digital Image Storage Policy, July 2001

http://www.cdpheritage.org/cdp/documents/policy_imagestorage_2001.pdf

•

Western States Digital Standards Group, Western States Digital Imaging Best

Practices, Version 1.0, January 2003.

http://www.cdpheritage.org/digital/scanning/documents/WSDIBP_v1.pdf. (For

the quick reference see

http://www.cdpheritage.org/digital/scanning/quickRef.cfm

•

CDP Dublin Core Metadata Best Practices, Version 2.1.1, September 2006.

http://www.cdpheritage.org/cdp/documents/CDPDCMBP.pdf

•

CDP Digital Audio Best Practices, Version 2.0, November 2005.

http://www.cdpheritage.org/digital/audio/documents/CDPDABP_1-2.pdf

•

DC Builder: a tool that allows institutions to directly input and edit Dublin Core

records using a web-based interface. Administrators can also crosswalk and batch

load non-Dublin Core records, such as MARC records, museum collection

management databases, and other local database formats.

http://www.cdpheritage.org/digital/dcBuilder.cfm

•

Rocky Mountain Online Archive, EAD Outsourcing Guide, Version 1.0, May

2005. http://www.cdpheritage.org/project/rmoa/outsourcingGuide.cfm

•

A Sound Model: Collaborative Infrastructure for Digital Audio. This project will

create a shared infrastructure that enables museums, libraries and archives to

Managing Electronic Records and Assets

provide access to digitized oral history audio recordings and related transcripts.

http://www.cdpheritage.org/project/soundmodel/index.cfm

Electronic Resource Preservation and Access Network (ERPANET)

http://www.erpanet.org

The European Commission funded the ERPANET Project to establish an expandable

European Consortium, which will make viable and visible information, best practice and

skills development in the area of digital preservation of cultural heritage and scientific

objects. The site includes the following guidance documents:

•

Ingest Strategies, September 2004: This guidance document is intended to

introduce ingest and its role in the development of a digital repository system. The

appendix contains a companion guide and checklist when defining and/or

selecting an ingest strategy, presenting a survey of the factors required for

consideration. http://www.erpanet.org/guidance/docs/ERPANETIngestTool.pdf

•

Selecting Technologies, September 2003: This document outlines factors that

should be considered when choosing technologies for digital libraries.

http://www.erpanet.org/guidance/docs/ERPANETSelect_Techno.pdf

North Carolina Exploring Cultural Heritage Online (NC ECHO)

http://www.ncecho.org

NCECHO promotesthe use of digital technologies to broaden and enhance access to

North Carolina's cultural heritage.

•

Digitization Guidelines: http://www.ncecho.org/guidelines.asp

•

NC ECHO Dublin Core Implementation Guidelines.

http://www.ncecho.org/ncdc/ncdublincore.htm

•

NC ECHO Preservation Metadata for Digital Objects (PMDO).

http://www.ncecho.org/presmet/index.htm

Public Records Office (UK)

http://www.nationalarchives.gov.uk/electronicrecords/advice/default.htm

The PRO provides access to electronic records toolkits through its website. The toolkits

include:

•

How to produce a corporate policy on electronic records

•

Toolkit for compiling an inventory of electronic record collections

•

Toolkit for appraising the inventory of electronic records

•

Sustainable electronic records: strategies for the maintenance and preservation

•

Management of electronic records on websites and intranets: an ERM toolkit

•

Guidelines on developing a policy for managing email

Washington State Library Digital Best Practices

http://digitalwa.statelib.wa.gov/newsite/best.htm

This site includes sections on the major decision points in planning a digital project,

grouped under the following larger categories: project management, collection,

Managing Electronic Records and Assets

technology, and funding. In addition, users can follow a single scenario tracing a

community-based, collaborative digital project or read reports on digital projects done by

Washington State libraries.

Selected Articles, Books and Reports

Arms, Caroline R., “Available and Useful: OAI at the Library of Congress,” Library Hi

Tech

, Volume 21, No. 2, 2003, pp. 129-139.

“Describes Library of Congress experience as an early adopter of the OAI Protocol for

Metadata Harvesting.”

Beagrie, Neil, and Daniel Greenstein, “A Strategic Policy Framework for Creating and

Preserving Digital Collections,” Arts and Humaties Data Service.

http://ahds.ac.uk/manage/framework.htm

Rayward, W. Boyd, “Electronic Information and the Functional Integration of Libraries,

Museums and Archives,” History and Electronic Artefacts, ed. Edward Higgs, ed.,

Oxford University Press, 1998, pg. 207-226.

Vitale, Timothy, "Light Levels Used in Modern Flatbed Scanners," RLG DigiNews, Vol.

2, No. 5, October 15, 1998.

http://www.rlg.org/preserv/diginews/diginews2-5.html#technical

Selected Journals

D-Lib Magazine, http://www.dlib.org/

Microform and Imaging Review, Munich, Germany : K.G. Saur.

RLG DigiNews, http://www.rlg.org/preserv/diginews/

Managing Electronic Records and Assets

2. Digital Audio and Video

•

Format Standards

•

Metadata Standards for Audio and Video Recordings

•

Selected Best Practices, Guidelines, and Handbooks

•

Selected Articles, Books and Reports

Format Standards

See the Library of Congress’ Digital Formats Web site for specifications and the

sustainability of various formats.

http://digitalpreservation.gov/formats/content/video.shtml

Planning for Library of Congress Collections: Sustainability of Digital Formats

http://digitalpreservation.gov/formats/content/sound.shtml

(sound)

http://digitalpreservation.gov/formats/content/video.shtml

(video)

Waveform Data (WAV)

http://ccrma.stanford.edu/courses/422/projects/WaveFormat/

The WAVE file format is a subset of Microsoft's RIFF specification for the storage of

multimedia files.

Metadata Standards for Audio and Video Recordings

Audio Technical Metadata Extension Schema (AMD)

Data Dictionary: http://www.loc.gov/rr/mopic/avprot/DD_AMD.html

Schema: http://lcweb2.loc.gov/mets/Schemas/AMD.xsd

AMD is a set of technical data elements required to manage digital audio files.

Video Technical Metadata Extension Schema (VMD)

Data Dictionary: http://www.loc.gov/rr/mopic/avprot/DD_VMD.html

Schema: http://lcweb2.loc.gov/mets/Schemas/VMD.xsd

VMD is a set of technical data elements required to manage digital video files.

Selected Best Practices, Guidelines, and Handbooks

Capturing Analog Sound for Digital Preservation: Report of a Roundtable

Discussion of Best Practices for Transferring Analog Discs and Tapes, Council on

Library and Information Resources and Library of Congress, March 2006

http://www.clir.org/pubs/reports/pub137/pub137.pdf

Digital Audio Best Practices, Version 2.0, Collaborative Digitization Program, Digital

Audio Working Group, November 2005

http://www.cdpheritage.org/digital/audio/documents/CDPDABP_1-2.pdf

Documents you may be interested

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