DSpace, CyberCemeteries and Other Active Sites for Community Networking Records Maria Esteva and Sue Soy School of Information, UT Austin Austin History Center May 2005

Why Save CN Records  Story of societal change  Historical record  Evidence of our culture ? How do we save the electronic record ? Where is this done?

CyberCemetery?? Yes, it does exist University of North Texas

Example - COPA The COPA Commission, a congressionally appointed panel, was mandated by the Child Online Protection Act, which was approved by Congress in October Since the Commission has completed its work, no more submissions can be accepted. Potential for TOP?

Digital Environment Selection of records Version control Access rights management Preservation Privacy Standards Development Our experiment with MAIN

MAIN  Not for profit  All volunteer  Steady core-membership  Distributed recordkeeping  Involved with ground-breaking technology  Administrative and service functions: – Web hosting/Web- training/awareness/networking. Historically significant

Submission Agreement  Contract between the donor and the repository  Agreement and Understanding Who, when, how, why  Transfer of electronic records to the repository Creation metadata Long-term preservation Copyright, privacy

Record retention schedule Adjusted to laws, practices, and opportunistic possibilities  Administrative series  Meeting minutes, grants, correspondence, etc.  3 year retention  Server directories and files  Operational series  3 year retention  Website and database  Changes in content  1 year retention

Recordkeeping A recordkeeping system that does not blurry MAIN’s unstructured quality  Provenance  Functions  Records  File naming convention  Series.subject.initials.date  RM.SIP.me  RM.pilottest.me  Jobdesc.secretary.ss

Durable Digital Repository

DSpace  Digital repository - MIT and Hewlett Packard  Open source, supported by MIT  Reliable – integrity of data remains un- affected  Becoming specifically useful to archives  Metadata disposition allows to navigate the structure of the archives  Multiple levels of arrangement  Dublin Core (standard) metadata

Arrangement in DSpace Community MAIN Collection Sue Soy Item SS 1996 Item SS 1997 Item SS 1998 Item SS 1999 Item SS 2000 Item SS Collection Terry Dyke Item TD 1999 Item TD 2000 Item TD 2001 Item TD Item TD Treasurer Collection MAIN Website Item Website 1999 Item Website 2000 Item Website 2002 Item Database 2002 Collection MAIN Server Item Configuration files Item Software System Files Item Operating System Files

The Broad View - MAIN Records Community Scope and Content Collection Scope and content Creator’s sketch Item Dublin Core Abstract: Scope and content Keywords: LCSH Identifier: AHC Accession number Description: Technical and Preservation metadata File upload: relationships between files, conversion and migration

The Public View - MAIN in DSpace

Conclusions  Uniformity between electronic and paper records arrangement  Importance of records management  Implementing a repository  Can a local CN use this to provide a service to other community non- profits?  Can AFCN provide this service for others?  What about TOP records?

Community Networkers – Tell Your Story Connect with Sue Soy during the conference to participate in a one hour interview – we want to know about your community networking experiences

Bibliography Austin History Center. (2000). Archives and Manuscripts Processing Manual. Available at the Austin History Center. Botticelli, P. (2000). Records Appraisal in Network Organizations. Archivaria Cunningham, A. (1998). From here to eternity: collecting archives and the need for a National documentation strategy. Retrieved October 3, 2003, from State Library of New South Wales Web site: Chartman, C. N. The CyberCemetery and Perpetual Care: Realigning Resourcess to Meet Technology’s Challenges in a Research Library. NAGARA Electronic Records Forum, April 1, DSpace. (2002). System Documentation: Administration User Interface. Retrieved February 2, 2004 from Harvard E-Journal Archive. (2001). Submission Information Package (SIP) Specification Version 1.0 Draft. Retrieved March 23 from Harvard University Library, Mississippi Archives and Library. Electronic Records Draft Guidelines Part I: General Considerations for Electronic Records. Retrieved February 4, 2004 from Mississippi Archives and Library. Electronic Records Draft Guidelines Part II: Desktop Files. Retrieved February 4, 2004 from Paquet, L. (20000). Appraisal, Acquisition, and Control of Personal Electronic Records: From Myth to Reality. Archives and Manuscripts, Underwood, W. (1999). Analysis of Presidential Electronic Records: Final Report. Retrieved October 3, 2003, from Report.pdf

Thanks! Austin History Center, Austin Public Library MAIN Dr. Patricia Galloway DSpace Maria Esteva