Fitting into an Appraisal, Accessioning, Processing, Discovery, and Delivery Workflow Chris Prom, University of Illinois at Urbana Champaign

Infrastructure and Service Elements of an Archival Repository Digital Stuff Transfer Methods Unprocessed Storage Processing Computer(s) Descriptive System Preservation Repository Discovery System Tools we build and tools users bring Analog Stuff Transfer Methods Unprocessed Storage Processing Tables Descriptive System Collection Stacks Discovery System Reading Room/Remote Services Green = same system or process Black = similar system or process Red = different system or process

University of Illinois at Urbana- Champaign Archives 30,000 cubic feet; 12 TB Heavy workload and desire for streamlined workflows “Once and Done” Workflow ‘Medusa’ Repository Right balance of manual and automated processes Not too much tech support (though improving)

Processing Storage Discovery Access Personnel System Development SoftwareHardwarePersonnelProcessing PlansDescriptive Tools Descriptive Standards Decisions and Implementation

E-Records: Our Baseline Decisions Collection Based: 1 collection = 1 SIPs or AIP. Llightweight processing regimen Low-barrier entry points for users and staff Loosely coupled relations between metadata management, discovery, preservation, and delivery Services

Michael S Hart Project Gutenburg Founder Collection Recently used in writing of Aaron Schwartz Biography How it moved through our system as way to illustrate challenge of fitting into overall workflows and systems

Unprocessed “Holding Tank” Organized by Accession Number or other ‘unique’ id (e.g. donor or collection name) ~20 TB share on campus managed server cluster Access controls linked to campus Active Directory Group

Inputting Accession Record

Public View of Accession Record

Archival Information Package Lavoie, Brian. The Open Archival Information System Reference Model: Introductory Guide. DPC Technology Watch Report London: Digital Preservation Coalition, 2004.

Catalog Record: ER-0001 _____________________ _____________________ Packaging Information and a simple AIP A and D Steps vary case to case At this stage ONLY ‘collection level’ metadata being created

Public View: Collection Overview

AIP Description in our Collection DB

AIPs Staged and Completed

Preservation Repository Overview Management Console Backend ‘storage.library.illinois.edu’ server By repository, and collection thereunder

Same Descriptive MD in Medusa

Archival Packet in Medusa

Online Access copies current mirrored to our webserver PHP directory browsing script

Nearline: Staff can download entire packet or portion thereof

Download notification

Next Steps Serve Access copies directly from access packets, not separate webserver Better tracking of file and descriptive metadata in pres repo. Pres and access system to take advantage of as much derived descriptive metadata as possible: Photos first, then other file formats, including Investigating whether/how particular media types require separate reterival and discovery interfaces

Takeaways Rough and Ready system to get high level intellectual and ‘physical’ control of mixed media (both analog and digital) Better treatment specific media needs additional attention and likely would take place Need ways to automatically extract series, file and item metadata, to store it and to use it in a discovery system Overall system works best when we an swap in and out low barrier tools (microservices)

Fitting into an Appraisal, Accessioning, Processing, Discovery, and Delivery Workflow Chris Prom, University of Illinois at Urbana Champaign