PAIMAS in Action Kari R. Smith Institute Archives and Special Collections MIT Libraries You Want to Take My What? 1 Kari R. Smith for SAA Research Forum 2013

Donors of manuscript and record collections are more concerned about the content of their digital files than of their tangible material. How can we consistently and regularly overcome this concern that can greatly delay transfer and gifting of collections? Problem Statement 2 Kari R. Smith for SAA Research Forum 2013

Approach Use PAIMAS as the methodology for donor negotiation and content appraisal and selection. Formalize use of language specific to digital material for use during Definition Phase. Provide guidance regarding good practice for understanding digital material and handling files during Transfer Phase. CCSDS Producer-Archives Interface Methodology Standard. An OAIS companion standard. 3

Specific PAIMAS-related efforts Continuing work on donor-archive relationships Guidance with digital material transfers Developing standards and practice We are not alone – State of the field 4 Kari R. Smith for SAA Research Forum 2013

Ingest Guide for University Records Tufts and Yale Explicit mapping to PAIMAS Phases, 2006 Prior to TAPER & SABT projects, Kari R. Smith for SAA Research Forum 2013

Digital Faculty Archives: MIT-Harvard Analyzing Faculty Work Practice Prototyping a Repository Analysis of Policies and Practices Lessons Learned 6 Kari R. Smith for SAA Research Forum 2013

Born Digital: Guidance for Donors, Dealers, and Repositories Guidance builds on the experience and lessons learned by the authors and reviewers. Addresses specifically the Transfer and Validation phases in PAIMAS. Born Digital: Guidance for Donors, Dealers, and Archival Repositories is made available under a Creative Commons 3.0 Attribution-NonCommercial-NoDerivs license. Release date: January Kari R. Smith for SAA Research Forum 2013

PAIS – developing standard PAIS applies specifically to the implementation of the main part of the Formal Definition Phase and the Transfer Phase, taking into account part of the Validation Phase. The proposed implementation should help in the automation and management of the Transfer and Validation Phases. 8 Kari R. Smith for SAA Research Forum 2013

PAIS – What’s it for? PAIS aims at overcoming significant difficulties encountered during transactions between information Producers and the Archives. Regarding the Formal Definition Phase, PAIS should enable:  the Producer to share with the Archive a sufficiently precise, unambiguous definition of the different Digital Objects to be produced and transferred, including possibly the order in which they should be transferred; the Archive to ensure there is sufficient information to process the Digital Objects which will be received.  Regarding the Transfer Phase, PAIS should enable a precise definition of the SIPs to be exchanged.  Regarding the Validation Phase, PAIS should enable the use of tools for systematically validating that the Digital Objects received are those expected, and that they conform to the level of detail previously agreed. 9 Kari R. Smith for SAA Research Forum 2013

Engaging donors during Preliminary, Transfer, and Validation phases Develop clear language to assist with understanding responsibilities and obligations for both parties So Where’s the Gap? [mind the gap] 10 Kari R. Smith for SAA Research Forum 2013

Uncertainty Clarification How to get to the files? What’s in the files? How do they transfer? What will happen to them? How will I know? Practical and Ethical Text mining; Context mining Ownership of digital copies Explaining Use, Access, and Copyright Trust in standards and good practice (evolving) Our Observations 11 Kari R. Smith for SAA Research Forum 2013

Defining Obligations Some of the resources that we referred to for examples are:  AIMS White Paper;  PARADIGM project;  “Navigating Legal issues in Archives” by Menzi L. Behrnd-Klodt; and  “Trust Me, I’m an Archivist: Experiences with Digital Donors,” Hilton, Christopher, Dave Thompson and Natalie Walters. 12 Kari R. Smith for SAA Research Forum 2013

Defining Obligations November 2012, blog posting for sharing and comment  Examples of donor obligations include: · keeping all of the files until official (and successful) transfer is complete · providing access to any computers and accounts that hold files, and · providing account names and passwords when necessary for file access.  Examples of Institute Archives and Special Collections obligations include: · safeguarding any account and password information · keeping an inventory of the files and controlling access to them during appraisal, and · using best practice to clean-up the digital footprint for any files not transferred. 13 Kari R. Smith for SAA Research Forum 2013 Engineering the Future of the Past, blog by Kari R. Smith MIT Institute Archives and Special Collections

Language for Negotiation Phase Defining these terms has been very helpful  Digital original / master file  Intellectual property and copyright  Exclusive right of administration  Access to material  Use of material  Transformation  Preservation 14 Kari R. Smith for SAA Research Forum 2013

We often deal with donor / transfer issues for a person who is deceased. The mechanics are (somewhat) easy… How about the ethics? Is our advice ethical? Legal? 15 Kari R. Smith for SAA Research Forum 2013

Digital Legacy and Death We often start our negotiations with the presumption that the person we are dealing with has the right to the material being transferred or gifted. Frequently, the issue at hand is copyright and physical custody. So what about digital legacy and possible logistical and legal complications? 16 Kari R. Smith for SAA Research Forum 2013

Executor Access to Digital Assets Very few states have laws that allow spouses or next of kin access to digital material within on-line services. Uniform Law Commission is working to overcome this limitation. 17 Kari R. Smith for SAA Research Forum 2013

Digital Estate Planning 2008 saw the rise of Digital Estate Planning  Are Archivists at this table?  How are we participating?  Do we know how to interact and advise donors who have digital estate plans?  Digital Death Day  Digital Dust: blog 18 Kari R. Smith for SAA Research Forum 2013

19 Social Media Accounts Accounts Digital Executor Online Business Online Dating Online Friends Digital Legacy Online Gaming Digital Will

Will This Effect Our Ability to Archive? Life Insurance Finder: 20 Kari R. Smith for SAA Research Forum 2013 Google Inactive Account Manager

 T RIED AND T RUE ARCHIVAL PRACTICE  T OOLS AND GUIDANCE FOR DONORS  F ORMAL D EFINITION P HASE  I TERATIONS DURING THE T RANSFER P HASE Revisiting PAIMAS 21 Kari R. Smith for SAA Research Forum 2013

PAIMAS Producer-Archives Interface Methodology Standard: PAIS Producer-Archives Interface Specification: Ingest Guide for University Records: TAPER and SABT records/ Born Digital AIMS White Paper PARADIGM Project Walk This Way: Detailed Steps for Transferring Born-Digital Content from Media You Can Read In-house, by Julianna Barrera- Gomez and Ricky Erway, OCLC Research Engineering the Future of the Past, blog by Kari R. Smith – MIT Institute Archives and Special Collections Uniform Laws Digital Dust: A Word about digital files and acquisition negotiation: Illustrated Guide to Preparing for Death: preparing-for-death/ Access to a deceased Person’s FaceBook Account: Google Inactive Account Manager: Digital Death Day: Facebook Special Request for a Deceased Person’s Account: Thank You for Listening 22 Kari R. Smith for SAA Research Forum 2013