1. ETD Preservation Workshop Session Four: Collection Management for Preservation Gail McMillan, Virginia Tech

2. Organizing ETDs for Effective Collection Management Web accessible Permission to preserve statement LOCKSS system has permission to collect, preserve, and serve this Archival Unit Example: http://scholar.lib.vt.edu/theses/lockss/manifest.html

3. Preserving Restricted ETDs Restricted to the authors university and Withheld from public access Specific preservation partners must access Add IPs to servers firewall

4. Structuring ETD Collections for Preservation Harvesting Create a methodical structure Directory for each years ETDS Subdivide large collections into months

5. File Naming Conventions Adopt something easy to decipher Year/month: 2008/01 Archival units

6. Digitized Theses and Dissertations File naming conventions Adopt something easy to decipher Year/month: 2008/01 Archival units Based on date of digitization http://scholar.lib.vt.edu/theses/available/etd-10022007- 144864http://scholar.lib.vt.edu/theses/available/etd-10022007- 144864 Dissertation scanned on Oct, 2, 2007

7. MetaArchive Conspectus Database http://www.metaarchive.org/conspectus Each collections detailed description Network administration Public awareness of the preserved collections Future considerations, e.g., format migration http://www.metaarchive.org/schema Thoroughly defines Conspectus metadata

8. Descriptive Data Details explaining the digital collection to be preserved Collections Title: formal name of this group of materials Alternative Title: other names for this collection Description: explain or define the collection Subjects: describe the collection using terms from a thesaurus or controlled vocabulary

9. URIs Uniform Resource Identifier: usually a locator (URL) or name (URN) Collections URI Institution Identifier: collection's university assigned control number or name Is available via: public URL

10. Coverage Describe the collection in space and time Spatial Coverage: geographical location--place or areas associated with the collection Temporal Coverage: time periods associated with the collection Accumulation Date Range: span of dates when the collection was assembled Contents Date Range: dates of creation of the digital collection

11. Accrual Information Details about the growth of the collection Accrual Periodicity: frequency with which items are added to the collection Daily, Weekly, Monthly, …No longer adding Accrual Policy: approach adopted to add items to the collection or anticipated growth

12. Data Description Formatting, size and language information Format Characteristics: physical or digital characteristics of the files in the collection Language of the content of the collection Type: genre or category of the content of the collection Extent: size or duration of the entire collection

13. Rights and Ownership Description of the collections intellectual property and copyright Creator: originator of the collection Publisher: entity responsible for making the collection available Rights: statement about who owns the copyright Access Rights: statement of restrictions placed on the collection, including allowed users, charges, etc. Custodial History: changes in ownership, custody of the collection, integrity and interpretation; provenance Manifestation: reformatting quality attribute

14. Related Resources Use of and references for the collection Associated Publications Subcollections Supercollections Catalog or Description Cataloged Status Associated Collections

15. Harvesting Information Details about the web crawl that will gather the files for archiving Harvest Procedure: web crawl, OAI harvest Plugin Identifier Extra Parameters: multiple Archival Units LOCKSS Manifest Page: permission to preserve OAI provider Risk Rank: designate the degree to which the collection is in jeopardy from extreme to low risk Risk Factors: describe the reason this collection is endangered.