Persistent Digital Archives and Library System (PeDALS) SC Department of Archives and History

2 What is PeDALS? A grant-funded multi-state project financed by the Library of Congress and the Institute for Museum and Library Services Includes five state partners: Arizona, Florida, New York, Wisconsin, and South Carolina, with Arizona as the lead partner Project will run months; if successful, SCDAH intends to continue participation beyond this period At the end of the project each partner will have a functioning digital archives system

3 Why is PeDALS Needed? An increasing number of state government records of long-term value are created and maintained only in digital formats Due to the large and increasing volume of digital records in varied formats, traditional appraisal and acquisition practices are no longer effective—an automated, rules-based system like PeDALS is one possible response to this new reality To this point, SCDAH has not had the staffing and technical infrastructure to address archival electronic records in a meaningful way PeDALS is both a learning opportunity and a chance to implement a functioning system

4 Goals of the Project Develop a methodology to support an automated, integrated workflow to process collections of digital records Implement an inexpensive storage system that can preserve the integrity and authenticity of digital records over time Remove barriers to adoption by keeping costs of the system as low as possible

5 The Open Archival Information System (OAIS) Reference Model OAIS an international (ISO) standard Defines minimal set of responsibilities for an archives to be called an OAIS Can be applied to any information or object that needs to be retained long- term OAIS does not specify a specific design or implementation

6 View of an OAIS Environment Producer OAIS (Archives) Consumer Management

7 OAIS Functional Areas Ingest Archival storage Data management Administration Preservation planning Access

8 PeDALS Open Archival Information System (OAIS) Network Architecture

9 PeDALS Network Architecture Agency records in an electronic records system are transferred via the Internet to the PeDALS system Supplemental processing checks for file integrity and completeness prior to transfer

10 PeDALS Network Architecture Agency records with associated metadata are transferred to middleware server Rules-based software will transform records into format for long-term storage along with a copy for web access

11 PeDALS Network Architecture Records are transferred into LOCKSS servers for long- term preservation LOCKSS is a sophisticated data storage system that scans for and repairs file corruption and other data integrity problems Hardened firewalls and geographic distribution provide added security

12 PeDALS Network Architecture Web server will provide Internet access to records through a web- based search interface Access to records restricted by statute or otherwise will be blocked during restriction period Records scheduled for transfer, but not access, are held in the digital archive, but no user copy is sent to the web server until public access is allowed

13 Records Eligible for PeDALS Permanently valuable electronic records that have been designated for transfer to the SCDAH through the retention scheduling process The pilot project will include four agencies and four record series from each state partner: -Judicial Department – Supreme Court Case Files -Election Commission – Voter Registration Master files -Public Service Commission - Orders -DHEC – Electronic Index to Death Certificates

14 Project Status Core metadata defined and draft of data dictionary completed Final system architecture design completed All hardware and software acquired, installation in progress Agency partners and records identified

15 On the Horizon System configuration Other states purchase and configure hardware & software BizTalk middleware training First ingest of records late fall or early winter Develop public search website