1. 1 The Vietnam Center and Archive Stephen Maxner, Ph.D. DirectorSteve.maxner@ttu.edu

2. 2 SARBICA EXECUTIVE MEETING & SEMINAR “Managing and providing online access to digital collections” October 1, 2009

3. 3 Presentation Outline Brief overview of the Virtual Vietnam Archive at Texas Tech University Brief overview of the Virtual Vietnam Archive at Texas Tech University How we planned the Virtual Archive How we planned the Virtual Archive How we select collections and materials for digitization How we select collections and materials for digitization How we digitize and organize information How we digitize and organize information How we deliver online digital materials How we deliver online digital materials

4. 4 Overview: The Virtual Vietnam Archive Created in 2001 Created in 2001 Contains over 3 million pages of digitized historical texts and materials. Contains over 3 million pages of digitized historical texts and materials. Documents, photographs, slides, oral histories, artifacts, films and moving images, audio recordings, maps, finding aids, etc… Documents, photographs, slides, oral histories, artifacts, films and moving images, audio recordings, maps, finding aids, etc… We add approximately 15,000 pages/month We add approximately 15,000 pages/month Available free to researchers worldwide through Internet. Available free to researchers worldwide through Internet.

5. 5 How we planned the Virtual Vietnam Archive Defined mission, objectives, and purpose Defined mission, objectives, and purpose Researched software and equipment Researched software and equipment Developed best practices, policies and procedures for digital project Developed best practices, policies and procedures for digital project Provide and manage online materials and access Provide and manage online materials and access

6. 6 Mission and Objectives of Virtual Vietnam Archive Increase user access to archive collections. Increase user access to archive collections. Increase control over archive collections and the information they contain. Increase control over archive collections and the information they contain. Provide alternate user-friendly format for at- risk, inaccessible, and fragile materials (assist with material conservation and preservation). Provide alternate user-friendly format for at- risk, inaccessible, and fragile materials (assist with material conservation and preservation). Provide innovative user environment. Provide innovative user environment.

7. 7 Selecting Software and Equipment Software Software Data Management and User Access Data Management and User Access Digital Capture and processing Digital Capture and processing Computers, Networks, and Storage Computers, Networks, and Storage Digitization Equipment Digitization Equipment

8. 8 Software – Archive Management Cuadra Star Archives Management Software Cuadra Star Archives Management Software Inverse Relational Database Inverse Relational Database Unlimited data entry fields Unlimited data entry fields Cross-platform and cross-database search Cross-platform and cross-database search Excellent web-interface for user access Excellent web-interface for user access Fully customizable and scalable Fully customizable and scalable

9. 9 Software - Digital Capture Software Adobe Acrobat - Documents Adobe Acrobat - Documents Adobe Capture - Document text Adobe Capture - Document text Adobe Photoshop - Images Adobe Photoshop - Images Cool Edit Pro (Adobe Audition) - Audio Cool Edit Pro (Adobe Audition) - Audio Pinnacle Studio - Video Pinnacle Studio - Video Windows Media Encoder – Streaming Video Windows Media Encoder – Streaming Video

10. 10 Hardware and Equipment Servers Servers Storage Storage Tape Backup Systems Tape Backup Systems Desktop computers Desktop computers Desktop Scanners Desktop Scanners Specialized Digital Scanners and Conversion Systems Specialized Digital Scanners and Conversion Systems

11. 11 Servers and Digital File Storage Dell PowerEdge Servers, Multi-Processor, RAID 5 Storage Area Network (SAN) (60 Terabytes)

12. 12 Dell PowerVault Tape Library

13. 13 Document and Manuscripts Fujitsu fi4220c Fujitsu fi4530c

14. 14 Maps and Large Format Items HP Designjet 815mfp Epson Expression 10000XL

15. 15 Best Practices, Policies and Procedures Collection assessment, selection, handling, and scanning Collection assessment, selection, handling, and scanning Digital file formats and file quality Digital file formats and file quality Naming conventions Naming conventions Data and Metadata capture Data and Metadata capture Information and Digital File Security Information and Digital File Security Online Access System Online Access System

16. 16 Evaluate Collections Evaluate content and usefulness to researchers Evaluate content and usefulness to researchers Determine which collections will translate well to an electronic environment. Determine which collections will translate well to an electronic environment. Prioritize: collections of high research or historical value go at the top of the list. Prioritize: collections of high research or historical value go at the top of the list.

17. 17 Consider Physical Condition Will handling materials during digitization process cause damage? Will handling materials during digitization process cause damage? Will digitization prevent further damage? Will digitization prevent further damage? Choose “archive-friendly” scanners Choose “archive-friendly” scanners Train scanning staff to properly handle archive documents Train scanning staff to properly handle archive documents

18. 18 Digital File Formats and File Quality Balance digital archive file storage and online access copies Balance digital archive file storage and online access copies Documents and Manuscripts – PDF Documents and Manuscripts – PDF 300 – 600 DPI (100 DPI for online) 300 – 600 DPI (100 DPI for online) Images – TIFF / JPG Images – TIFF / JPG 300 – 600 DPI (100 DPI for online) 300 – 600 DPI (100 DPI for online) Moving Images – AVI (30fps) Moving Images – AVI (30fps) online WMV (256 kbps) online WMV (256 kbps) Audio – WAV (44100 Hz) Audio – WAV (44100 Hz) online MP3 (128 kbps) online MP3 (128 kbps)

19. 19 Naming Convention PDF document is saved as a 10 digit number PDF document is saved as a 10 digit number For example: 2123206063 For example: 2123206063 212 = Collection Number 212 = Collection Number 32 = Box Number from the Collection 32 = Box Number from the Collection 06 = Folder Number from the Box 06 = Folder Number from the Box 063 = Document Number from the Folder (63 rd document in the folder) 063 = Document Number from the Folder (63 rd document in the folder) Retains original order of collection and allows researchers to view electronic files as if in archive Retains original order of collection and allows researchers to view electronic files as if in archive

20. 20 Metadata Collected Develop Metadata Collection Plan to ensure consistency Develop Metadata Collection Plan to ensure consistency Document Title Document Title Item Number Item Number Number of Pages Number of Pages Collection Name Collection Name Author Author Copyright Status Copyright Status Document Language Document Language

21. 21 Metadata Collected Document Date Document Date Document Date Range Document Date Range Subject Terms/Keywords Subject Terms/Keywords Document Full Text Document Full Text Document Condition Document Condition Physical Location of the Collection Physical Location of the Collection Record Creation and History of Updates Record Creation and History of Updates

22. 22 Paper Capture (OCR) OCR is used to capture the words from the document so the words can copied and then pasted into the database to become search terms. OCR is used to capture the words from the document so the words can copied and then pasted into the database to become search terms. After the Paper Capture is pasted into the database it is not saved because it would make the file size too big. After the Paper Capture is pasted into the database it is not saved because it would make the file size too big. Paper Capture is also not saved because it can sometimes distort the image online. Paper Capture is also not saved because it can sometimes distort the image online.

23. 23 Information Security: Copyright Documents that are not copyrighted can be seen online and downloaded Documents that are not copyrighted can be seen online and downloaded Documents that are copyrighted can be digitized but can only be viewed on site via INTRANET – not the Internet (per Digital Millennium Copyright Act) Documents that are copyrighted can be digitized but can only be viewed on site via INTRANET – not the Internet (per Digital Millennium Copyright Act)

24. 24 Digital Information Security Digital Backup Systems Redundant Systems Redundant Systems Online Storage – on servers and SAN Online Storage – on servers and SAN Magnetic Tapes – SDLT 1 (160/320GB) Magnetic Tapes – SDLT 1 (160/320GB) Nightly Backups Nightly Backups Weekly Backups Weekly Backups Offsite Storage Offsite Storage Archival (dual layer acrylic) Gold CDs and DVDs Archival (dual layer acrylic) Gold CDs and DVDs

25. 25 Online Access: Simple Search

26. 26 Advanced Search Allows for multiple keywords Allows for multiple keywords Document and Collection Title Document and Collection Title Media format Media format Date and date span Date and date span Language Language Date when placed online Date when placed online Folder and Box view of collection Folder and Box view of collection

27. 27 Advanced Search

28. 28 Online Summary Information

29. 29 Online Summary Information Results

30. 30 Search Results

31. 31 Benefits of Digital Online Archives Researcher access: 3 million pages online in Virtual Vietnam Archive Researcher access: 3 million pages online in Virtual Vietnam Archive Researcher use: Virtual Vietnam Archive hosts more than 1.5 million online search sessions/year with downloads of approximately 2 million documents/year Researcher use: Virtual Vietnam Archive hosts more than 1.5 million online search sessions/year with downloads of approximately 2 million documents/year Conservation and Preservation – fewer researchers requesting to handle actual documents. Less Handling = Conservation Conservation and Preservation – fewer researchers requesting to handle actual documents. Less Handling = Conservation

32. 32 Thank you very much! Stephen Maxner, Ph.D. DirectorSteve.maxner@ttu.edu