1. Fitting Email into an Appraisal, Accessioning, Processing, Discovery, and Delivery Workflow Chris Prom, University of Illinois at Urbana Champaign

3. Infrastructure and Service Elements of an Archival Repository Digital Stuff Transfer Methods Unprocessed Storage Processing Computer(s) Descriptive System Preservation Repository Discovery System Tools we build and tools users bring Analog Stuff Transfer Methods Unprocessed Storage Processing Tables Descriptive System Collection Stacks Discovery System Reading Room/Remote Services Green = same system or process Black = similar system or process Red = different system or process

4. University of Illinois at Urbana- Champaign Archives 30,000 cubic feet; 12 TB Heavy workload and desire for streamlined workflows “Once and Done” Workflow ‘Medusa’ Repository Right balance of manual and automated processes Not too much tech support (though improving)

5. Processing Storage Discovery Access Personnel System Development SoftwareHardwarePersonnelProcessing PlansDescriptive Tools Descriptive Standards Decisions and Implementation

6. E-Records: Our Baseline Decisions Collection Based: 1 collection = 1 SIPs or AIP. Llightweight processing regimen Low-barrier entry points for users and staff Loosely coupled relations between metadata management, discovery, preservation, and delivery Services

7. Michael S Hart Project Gutenburg Founder Collection Recently used in writing of Aaron Schwartz Biography How it moved through our system as way to illustrate challenge of fitting email into overall workflows and systems

8. Unprocessed “Holding Tank” Organized by Accession Number or other ‘unique’ id (e.g. donor or collection name) ~20 TB share on campus managed server cluster Access controls linked to campus Active Directory Group

9. Inputting Accession Record

10. Public View of Accession Record

11. Archival Information Package Lavoie, Brian. The Open Archival Information System Reference Model: Introductory Guide. DPC Technology Watch Report 04-01. London: Digital Preservation Coalition, 2004.

12. Catalog Record: ER-0001 _____________________ _____________________ Packaging Information and a simple AIP A and D Steps vary case to case At this stage ONLY ‘collection level’ metadata being created

13. Public View: Collection Overview

14. AIP Description in our Collection DB

15. AIPs Staged and Completed

16. Preservation Repository Overview Management Console Backend ‘storage.library.illinois.edu’ server By repository, and collection thereunder

17. Same Descriptive MD in Medusa

18. Archival Packet in Medusa

19. Online Access copies current mirrored to our webserver PHP directory browsing script

20. Nearline: Staff can download entire packet or portion thereof

21. Download email notification

22. Next Steps Serve Access copies directly from access packets, not separate webserver Better tracking of file and descriptive metadata in pres repo. Pres and access system to take advantage of as much derived descriptive metadata as possible: Photos first, then other file formats, including email Investigating whether/how particular media types require separate reterival and discovery interfaces

23. Takeaways Rough and Ready system to get high level intellectual and ‘physical’ control of mixed media (both analog and digital) Better treatment specific media needs additional attention and likely would take place Need ways to automatically extract series, file and item metadata, to store it and to use it in a discovery system Overall system works best when we an swap in and out low barrier tools (microservices)

24. Fitting Email into an Appraisal, Accessioning, Processing, Discovery, and Delivery Workflow Chris Prom, University of Illinois at Urbana Champaign