INF 392K: P ROBLEMS IN P ERMANENT R ETENTION OF E LECTRONIC R ECORDS D R. L UKENBILL D IGITAL A RCHIVE M AY 5, 2010 Kathryn Brooks, Alexandra Myers, Jessica Wood

O UTLINE OF PRESENTATION 1. Overview of Project 2. Process 3. Results 4. Project Future

M ISSION Create digital archive for Dr. W. Bernard Lukenbill in iSchool DSpace Reflect his career and work Team members: Kathryn Brooks Alexandra Myers Jessica Wood Team knowledge and skills: Archives Linux Digital libraries

A BOUT D R. L UKENBILL Education: A.A., 1959 History and Education, Tyler Junior College B.S., Education and History, University of North Texas State M.L.S., 1964 Library Science, Oklahoma University Ph.D., 1973 Library Science, Instructional Systems Technology, Indiana University

A BOUT D R. L UKENBILL Career High school librarian Reference librarian Professor Louisiana Tech University University of Maryland College Park University of Texas at Austin

RESEARCH INTERESTS Children and Adolescent Literature and Media Communication theory Sociology of information School media center administration and management Health resource services (AIDS programs) Censorship in libraries

C OURSES T AUGHT Introduction to Information Resources and Services (INF 382D) Information Resources and Services (INF 382L) Introduction to Research in Information Studies (INF 397C) Materials for Young Adults (INF 382F) Planning and Management of Programs for Children and Young Adults (INF 388D)

P UBLISHED M ATERIALS Some items were published as journal articles Louisiana Library Association Bulletin Reference Quarterly Information and Referral Journal Drexel Library Quarterly Journal of Education for Librarianship Published materials pose copyright issues that must be addressed before ingest into DSpace Checked SHERPA RoMEO Attempted to contact editors

T YPES OF MATERIAL Formats and media USB flash drive: already migrated from floppy disks and organized by creator ZIP disk Papers VHS tapes Contents and purpose Teaching materials Committee work Research and writings Professional presentations

Z IP DISK

USB DRIVE

S AFE ACCESS, IMAGING Retrieve files from physical media USB, ZIP disk Linux: clean environment Ability to use dd command Refrains from changing original metadata Make clone for working copies Automatic metadata harvesting Did not provide appropriate info

A RCHIVAL PROCESSING AND ARRANGEMENT

Order as received not appropriate for DSpace Differences from paper archives Original number of files: ~5,700 After culling: ~700 Large amount of duplicates

F ILE F ORMATS Microsoft Word, PowerPoint, WordPad, RTF, JPG, GIF WordPerfect Reliable converters are hard to find Opens in Word, OpenOffice Ingest files as received Did not make access copies in other formats (RTF)

DS PACE A RRANGEMENT DSpace structures – integrate with existing Model after other iSchool faculty archives (previous slide) By function

T HE I S CHOOL IN DS PACE

A RRANGEMENT 0. Documentation 0a) Archival Processing Documentation 0b) Media Resource Images 0c) Order as Received Documentation 1. Committees 1a) Recruitment Committee 2. Courses 2a) Information Resources and Services (INF 382L) 2b) Introduction to Information Resources and Services (INF 382D) 2c) Introduction to Research in Information Studies (INF 397C) 2d) Materials for Young Adults (INF 382F) 2e) Planning and Management of Programs for Children and Young Adults (INF 388D) 3. Presentations 3a) School Library Center Community Information Program 3b) Texas Library Association (TLA) 3c) International Federation of Library Associations 3d) Local Community Folklore and Culture 3e) Marketing Argentina 3f) Romanian Research Presentation 3g) General Presentation Items 4. Research and Writing 4a) Book proposals 4b) Research 4c) Writings

A CCESS TO DS PACE Restrictions Lukenbill community will be open Potential reasons for restrictions: Privacy concerns (grades, recruitment, tenure) Copyright (published materials)

I NGEST Manual vs. batch ingest Manual: our project documentation Batch: collections/series Too many files to ingest manually Multiple files grouped in one item Similar metadata

DS PACE D UBLIN C ORE M ETADATA ELEMENTS Subset of elements used (details) Title Contributor:author Contributor:other Date created Identifier: other (original file name) Description Subject(s) DSpace adds others, changes element names Titles edited to accurately convey contents

D OCUMENTATION Disk image files Photodocumentation and screenshots File metadata (Linux generated) Decision log Final report All available in DSpace

F UTURE WORK Digitization: paper, VHS tapes Solicit additional accretions from creator Create access copies in open formats