Experiences from digitization and digital preservation at the Swedish National Archives Presented at the Digital Futures International Forum in Canberra Sept 19, 2007 by Göran Kristiansson

A Swedish National Archival Database (NAD) Background –Database for private papers –Tool for producing archival guides –A Government Commission 1988 Project at the National Archives 1990 –Coordination of existing databases

A Swedish National Archival Database (NAD) –Strategy Descriptive standards. ISAD(G) and ISAAR(CPF) Data elements. Exchange format. MARC-AMC Distribution on CD-ROM –Content from Archives, Libraries and Museums

A Swedish National Archival Database (NAD) Development of an Archival information system (ARKIS) for the National and the Regional Archives. –top level archival descriptions –"container lists" –registration of cartographic material –repository control

A Swedish National Archival Database (NAD) Unemployment projects –Finding aids, census records and Cabinets cause-lists. The present edition of NAD – fonds – inventories –Digital and microfilmed copies of records –Information about administrative boarder changes NAV – a tool for updating NAD

Next generation - ARKIS II Merge three systems –ARKIS I –Microfilm Database –Database for magnetic tapes Web based system Full implementation of multilevel descriptionmultilevel description

Used a Generic datamodeldatamodel Support for XML and the Encoded Archival Description (EAD) and Encoded Archival Context (EAC) Demo NAD, bildexempel, ARKIS och XML1, XML2NADbildexempelARKISXML1XML2 Next generation - ARKIS II

Used a Generic datamodeldatamodel Support for XML and the Encoded Archival Description (EAD) and Encoded Archival Context (EAC) Demo NAD, bildexempel, ARKIS och XML1, XML2NADbildexempelARKISXML1XML2 Next generation - ARKIS II

Linking and Exploring Authority Files (LEAF) Develop a model architecture for a distributed search system A common European name authority file Encoded Archival Context (EAC) Context information from Archives, Libraries and Museums

Large digitization projects Reproduction of church records –57 million images (total 110 million) –40 Tb/year Digitization of microfilm –15 million images National Land Survey of Sweden –70 million images Scanning on demand

Large digitization projects Scanning process Grayscale, 8 bit-color, 300 dpi and TIFF 6.0

A Government Commission 2002 Arkiv för alla – nu och i framtiden Task: Not to solve the problem, but to give advise to the government on the best way to support archival authorities in their work with long term preservation of digital records. The commission was run by the governor of northern Sweden, Kari Marklund, with support of a group of experts IT-reference group

Vision Open Archival Information System (OAIS) Format for digital deliveries –XML and emulation –Specification of information package for ingest –Delivery control Storage and administration of digital records in archival institutions Access to digital information

Project on long term preservation of digital Information (LDB) Cooperation between the Luleå University of Technology, the National Archives and the municipality of Boden Putting the vision into practice Records management/archives management – a key question for a successful e-government

LDB test case National Social Insurance Board Electronic Record Management System Digital Archive Common development project Test transfer summer 2006

Arrival archive Reference model: Authority Distribute Process Archive Store document Receive Deliver Search/FAQ Register Open Publish Edit Documents in files Administrative document MetadataFormsTemplates View Create/modify Describe Search Citizens Employers Local and public applications Complementary information ? Caseworker Archivist Other systems National Archives Citizens Provide help Call center Create View

LDB test case Agresso Accounting System specifications from preceding project export test spring 2006

Open Archival Information System (OAIS) – A conceptual model SIP = Submission Information Package AIP = Archival Information Package DIP = Dissemination Information Package OAIS Administration Preservation planning Digital archive Archival description Access retrieval answer order delivery Incheckning negotiation delivery SIP Arkiv- beskr. AIP Archival descr. AIP DIP Information package Container list (sökbar) Data object (analog, digital) Representation information (structure, semantic) Preservation Information (referensinfo, provenance, context, äkthet) Package identification

General architecture of SIP Digital Data object Digital Data object Digital Data object Archival Description EAD Archival Description EAD Authority records EAC Authority records EAC Records management systems ERMS Records management systems ERMS Package level Archival structure level System structure level Object level Economical systems SIE-XML Economical systems SIE-XML Data bases [ ADDML] Data bases [ ADDML] (Ex: TIFF, XML, PDF/A, ASCII, …) Physical Data object SIP/(AIP) METS SIP/(AIP) METS Other systems [to be defined] Other systems [to be defined] Technical metadata PREMIS Technical metadata PREMIS Context metadata Ex Manual Specific metadata Ex Style sheet Specific metadata Ex Style sheet (Ex: XSLT / XSL-FO) (Ex: PDF/A) OR OROR OROR

EAD Encoded Archival Description description of archival collections based on ISAD(G) International Standard Archival Description (General) for encoding archival finding aids multi-level description used by archival repositories

EAC Encoded Archival Context description of authorities organizations, persons and families based on ISAAR(CPF) International Standard Archival Authority Record describing the circumstances under which records have been created and used

ERMS Electronic Records Management Systems metadata standard from UK based on Functional Requirements for Electronic Records Management Systems exchange of records metadata and interoperability between ERMS systems

ERMS levels ERMS Class Folder Component Folder Record Component XML-file XML-files

ADDML Archives Data Description Markup Language describes transferred database files technical, structural and general descriptive metadata developed by National Archives of Norway Arkadukt (editing) and Arkade (testing and conversion)

SIE-XML Standard import/export - XML describes and contain accounting information exchange between economic administrative systems aggregated and transaction level XBRL only aggregated level in Sweden today based on Swedish regulations developed from classic SIE implemented on 95% of products on market

PREMIS PREservation Metadata: Implementation Strategies expanded conceptual structure for the OAIS model, a set of metadata elements reflecting requirements OAIS developed by a working group initiated by OCLC/RLG

DATA MODEL PREMIS

METS Metadata Encoding and Transmission Standard expressing the structure or structures of a digital entity linking Descriptive metadata with digital content linking Administrative metadata with digital content linking behavior definitions and program code with digital content and with associated descriptive and administrative metadata wrapping digital content, and associated descriptive and administrative metadata as binary data self-defined profiles developed by Digital Library Federation

Presentations of records in FKs ERMS

Presentations of FKs transferred SIP

From opportunity to reality LDB Administration Preservation planning Archiving Archival description AccessValidation Riksarkivet Producer Researcher etc ARKIS Tape robot NATIONAL FRAMEWORK Tillgänglig- görande XML DIP ISAD(G) ISAAR(CPF) EAD EAC Archival description ??? XML SIP Physical Archives

PROTAGE Preservation Organizations Testing Agent Environment EU-funded project Build and validate flexible software agents for long-term digital preservation and access

The future National competence center in Boden CompaniesGovernments, municipalities Citizens, organizations Society Luleå University of Technology Competence development Long term accessibility National and Regional Archives