# Presentation: 505036

## The Power of 0101: A slow revolution Washington State Digital Archives and Library of CongressMulti-StatePreservation Partnership

- Presented by:
- Jerry Handfield, State Archivist
- Washington State Archives
- July, 2008
- NDIIPP Partner Meeting
- Library of Congress

## Shift Happens

- 							_Records Online_
- October 2004				0
- July 2008					34M
- 2009						100M ?
- 2010						???

## Partners

## Intergovernmental Agreement

- Agreement between Office of the Secretary of State (OSOS) Digital Archives and grant participants.
- Participant Field List
- Security and Connectivity
- Participant Contacts

## Data Transfer: Hard Drive Process

## Supported Records

- Auditor Records – Cris Plus Recording system, Anthem Recording System, and Oncore Recording System.  This includes Marriage, Land, Misc Auditor Records, Uniform Commercial Code, Power of Attorney, Minutes, Ordinance, Resolution, Military, Plats and Survey, and Recorded Agreements.
- Birth Records - Regional Archives.
- Census Records - Regional Archives.
- City Council Records – Minutes, Ordinance, and Resolution.
- Death Records – Social Security Death Index, and Regional Archives.
- Executive Orders – Documents released from the office of Governor.
- Frontier Justice Records.

## Supported Records

- Institution Records – Regional Archives.
- Marriage Records – Provided by both Auditors and Regional Archives.
- Military Records - Provided by both Auditors and Regional Archives.
- Miscellaneous Historical Records - Regional Archives.
- Naturalization Records - Regional Archives.
- Oath of Office Records - Regional Archives.
- Photograph Records - Regional Archives.
- Physician Records - Regional Archives.
- Voter Registration Database.

## Records Per Partner

- Idaho		398,796
- Alaska		83,316
- Montana	359,627
- Oregon		1,119,975
- Louisiana	Coming Soon
- Indiana		Coming Soon
- Colorado	Coming Soon

## Washington Record Series Count33,488,634

## Washington Statistics

## Ingestion Capacity

- Auditor Data
- If we have indexes only with no images, we can process 10,000 indexes per minute for a total of 14,400,000 indexes a day.
- If on average the indexes have one associated image with it, we can process 1,600 images and indexes a minute for a total of 2,304,000 total records (this includes indexes and images) a day.
- If on average the indexes have four associated images with it, we can process 400 images and indexes a day for a total of 576,000 total records (this includes in indexes and images) a day.

## Sample Sites

- _[http://](http://idaho.digitalarchives.wa.gov/)__[idaho.digitalarchives.wa.gov](http://idaho.digitalarchives.wa.gov/)_
- _[http://test.digitalarchives.wa.gov](http://test.digitalarchives.wa.gov/)_

## Change is Rough!

- Relative to what?
- Who judges?
- Remember beta was the best?
- Model T 100 years!
- Wang and Univac.
- Internet.
- Information overload.

## Obstacles to Change

- Centuries of silos.
- Three revolutions of information retrieval.
- Professions, personalities and training.
- Nervous Nellies – version 1-77.
- Lack of resources.
- Vendors and technology.
- Complex bureaucracies, forms, grants...
- Forever is a very long time.
- Global warming.

## Incentives to Changeand Participate

- Education and Training
- Money and Efficiency
- Access and Democracy

## Local Records Grant ProgramWAC 434-670

**Created in 2001 to provide financial assistance to local government officials to support records management and preservation efforts.**

**Administered by the Washington State Archives **
**Office of the Secretary of State**
- and
**The Archives Oversight Committee     **
**(comprised of local government elected officials and representatives)**

## Grant Program History

**$100,000**
**$200,000**
**$500,000**
**$ 898,438**

**	****2002****	****	****     7 Grants**
**2003-2005****	**** ****	****   22 Grants**
**2005-2007 ****	****             54 Grants**
**2007-2009****	****             93 Grants**

**So far...**

## 2007-2009 Grant Cycle:

**Express Grants up to $17,500**
- only for agencies representing populations under 20,000
**Regular Grants up to $30,000**
- for all populations

## Who Can Apply?WAC 434-670-030All local government entities, including special purpose districts. 

- School districts
- Fire districts
- County officials
- City officials
- Library districts

- Law enforcement
- Housing authorities
- Transit authorities
- Public works
- Health departments

## Types of Projects Eligible for Grants

- Records Management – planning and inventories
- Security backup microfilm for records that exist only in paper form
- Essential equipment (microfilm reader, metal shelving, archive boxes)
- Improved access to records via scanning

**Types of Projects Eligible for Grants**

## Simple Government Form!

- Express grants – 2 pages.
- Do you have archival records?
- What are they?
- Sign below.
- We scan and post at the Digital Archives.
- Originals stored at State Archives.

## 2007-2009 Grant Recipients:  146

**City/Town****	****	****  67****	****	****$ 939,842**
**County****	****	****	****  49****	****	****$ 950,587**
**Fire District****	****	****   7****	****	****$   73,655**
**Health District****	****   1****	****	****$     3,579**
**Housing Authority****	****   3****	****	****$   44,026**
**Irrigation District****	****   1****	****	****$     7,154**
**Law Enforcement****	****   1****	****	****$   30,000**
**Library District****	****   1****	****	****$   30,000**
**Port District****	****	****   2****	****	****$   25,799**
**Public Utility District****	****   2****	****	****$   55,382**
**Regional Council****	****   1****	****	****$     5,219**
**School District****	****	****   6****	****	****$   81,957**
**Transit****	**** Authority****	****   3****	****	****$   65,517**
**Water District****	****	****   1****	****	****$     6,263**

**Notes:**
Add some examples for each type of grant

## 2007-2009 County Awards:  49

**Assessor****	****	****      2****	****	****$   41,503**
**Auditor****	****	****      7****	****	****$ 147,188**
**Boundary Review Bd.****	****      1****	****	****$   30,000**
**Clerk****	****	****	****    12****	****	****$ 265,108**
**Community Dev.****	****      4****	****	****$ 115,305**
**Commissioners****	****      8****	****	****$ 142,414**
**Health****	****	****	****      3****	****	****$   70,535**
**Prosecuting Attorney         1****	****	****$     2,000**
**Public Works****	****   ****	****      5****	****	****$ 100,835**
**Records Management ****	****      1****	****	****$     6,808**
**Regional Justice Ctr. ****	****      1****	****	****$     5,000**
**Sheriff****	****	****	****      2****	****	****$     9,000**
**Treasurer****	****	****      2****	****	****$   14,891**

**Notes:**
Add some examples for each type of grant

## The Power of Change

- Examples and demonstrations.
- Leadership – National, State, and Local.
- Resources.
- Sector support – business/government.
- Public support and benefit.
- Technology adaptation.
- Ownership of information: Private or Public
- Another silo!

## Thanks!

- Library of Congress.
- NDIIPP
- State Partners.
- The risk takers, the willing, the cautious, and the guardians of the silos!
- Questions?

## Contact

- Justin Jaffe
- Data Ingestion Coordinator for the Library of Congress Multi State Project at the Washington State Digital Archives
- _[jjaffe@secstate.wa.gov](mailto:jjaffe@secstate.wa.gov)_
- (509) 235-7500 x224