# Presentation: 281264

## PeDALSPersistent Digital Archives & Library System

- Richard Pearce-Moses
- Deputy Director for Technology & Information Resources
- Arizona State Library, Archives and Public Records

## Curatorial Rationale

- Transformation of traditional, paper-based practices into the digital arena
- Open Archival Information System (OAIS)

- Acquisition
- Arrangement & description
- Housing & storage
- Reference and access
- Preservation

- Ingest
- Storage
- Data management
- Preservation
- Access

## Data Flow

## Middleware: Microsoft BizTalk

- Automated business rules
- Transforming SIPs to AIPs and DIPs
- Mapping, generating metadata
- Connecting multiple databases (“glue”)
- Many OOOs
- One repository
- Allows communication between systems
- Validation

## 1. OOO Recordkeeping System

- For each series of records OOO and repository
- Negotiate metadata you will receive
- Negotiate format of the records (TIFF, PDF, XML)
- Negotiate format of the submission information package
- Negotiate frequency and manner of transfer
- OOO develops procedures to create SIPs
- Metadata, Record
- Shipping manifest with hash and file names

## Submission Information Packages

- OOO Metadata
- “Well number" , "Owner" , "Title" , "File name"
- "56-000001","CITY OF TUCSON","2003 annual report","56 files\56-000001_0000.pdf"
- "56-000001","CITY OF TUCSON","2004 annual report","56 files\56-000001_0000_E52B0.pdf"
- "56-000001","CITY OF TUCSON","2005 annual report","56 files\56-000001_0000_E8578.pdf"
- "56-000001","CITY OF TUCSON","2006 annual report","56 files\56-000001_0000_EC3F8.pdf"
- Records
- XML
- PDF
- Other formats

## 2. Ingest: Transfer to Drop Box

- Transfer to a drop box in DMZ
- FTP
- Tape
- Disk
- Isolated for virus scanning
- Validation
- Were all records received without corruption?
- Were any false records received?

## 3. Data Management: Metadata

- Generate core metadata
- Administrative (6 elements)
- Descriptive (28 elements)
- Preservation (12 elements)
- Stored in “Accessions Register”
- MS SQL Server

## Administrative Metadata

- Information created by repository to track records in the system
- Accession Number
- Transfer Authority
- Acquisition Ingest Identifier
- Acquisition Date
- Unique Item Identifier
- Item Location

## Discovery Metadata

- Information created by OOO or Repository to help retrieving records for a variety of purposes

- Office of Origin, Variant name
- Source
- Series Title, ID
- Series Dates
- Series Extent
- Series Description
- Arrangement
- Restrictions
- Series Subjects, Keywords
- Activity

- Item Title
- Originator ID
- Item Extent
- Item Date
- Item Description
- First1024
- Party and Role, Subjects, Location
- Item Keywords, Form/Genre
- Related Item
- Language
- Open Date

## Preservation Metadata

- Information created by Repository to support to protect integrity, support readability over time

- Access Facilitators
- Operating System
- Access Inhibitors
- Hardware
- Exceptions
- Signature Information

- File Description
- Fixity
- Functionality
- Software
- Structural Type
- Technical Infrastructure

## Mapping and Creating Metadata

| Metadata Element | Received | PeDALS Core |
| --- | --- | --- |
| Office of Origin |   | Arizona. Dept of Water Resources |
| Var Names |   | Water Resources |
| Series Title |   | Annual Reports |
| Series Description/Scope note |   | [Narrative text] |
| Arrangement |   | [Narrative text] |
| Series Date Range |   | 2003 – 2006 |
| Series Subjects |   | Water wellsWater Supply |
| Activity/Function |   | RegulationHealth and safety |
| Transfer authority |   | Retention schedule 89-403 |
| Restrictions |   | Open |

## Mapping and Creating Metadata

| Metadata Element | Received | PeDALS Core |
| --- | --- | --- |
| Title | 2003 Annual Report | 2003 Annual Report |
| Date |   | 2003 |
| Party to Record | City of Tucson | City of Tucson: Author |
| Location |   | Tucson  |
| Subjects |   | Water wellsWater supply |
| Description |   | [autogenerated] |
| First1024 |   | [autogenerated] |
| OOO Id |  56-00001_0000 | 56-00001_0000 |
| File format |   | PDF |
| Fixity |   | [autogenerated] |

## 4. Storage

- Create AIP
- <AIP>	<Hash> </Hash>	<CoreMetadata>  </CoreMetadata>	<Metadata>  </Metadata>	<Record> </Record></AIP>
- Deposit in Digital Stacks (LOCKSS)
- Generate manifest list to expose to LOCKSS
- LOCKSS harvests from manifest server

## Why LOCKSS? 	

- Benefits
- Automatic integrity checking
- Automate error-correction
- Geographically dispersed copies
- Bitstream preservation
- Committed community of support
- Hardened operating system
- Concerns
- Maximum number of objects in a Unix file system
- Community of support is small

## 4. Access

- DIPs for public access
- No administrative, preservation metadata
- Formats supported by common browsers
- Website
- Records not confidential (by law)
- SQL query engine with discovery metadata
- Limited access website
- In repository, selected locations
- Record series with personally identifying information

## 5. Preservation

- Bitstream preservation
- Developing audit procedures
- Periodic validation of dark archives against accession register
- For future development
- Capturing minimum preservation metadata
- On-the-fly rendering tools
- Long-term format migration

## Community of Shared Practice

- Personal Relationships
- Challenge of building relationships over the Internet
- Lack of rich, immediate feedback in communication
- Lack of spontaneity, serendipity, play
- Inter-Agency Relationships
- Different practices
- Laws and regulations
- Money

## For more information

- _[http://rpm.lib.az.us/PeDALS/](http://rpm.lib.az.us/PeDALS/)_
- Principal Investigator
- Richard Pearce-Moses
- Project Coordinator
- Sara Muth
- State Partner Leads
- Florida: Mark Flynn
- New York: Bonnie Weddle
- South Carolina: Bill Henry
- Wisconsin: Helmut Knies