1. Kentucky Archival Preservation of GIS Records Kenny Ratliff and Glen McAninch January 23, 2008 NDIIPP Multi-state Project meeting Salt Lake City, Utah

2. GIS in Kentucky Commonwealth Office of Technology Office of Enterprise Policy and Project Management Division of Geographic Information Mission Facilitate statewide electronic geographic data sharing and its application for streamlined decision-making, greater efficiency, public protection, and economic vitality.

3. The Kentucky Geography Network (KyGeoNet)

9. KyRaster Kentucky’s Geospatial Database for Raster data Was collectively built by GIS Staff from several state agencies Resides in mirrored instances at Cold Harbor Computing Center Contains all the aerial images, topographic maps, digital elevation models, hillshade, SPOT satellite imagery, trucolor imagery, land cover imagery, slope, and other critical raster GIS base layers Is leveraged by nearly every state agency with a GIS Drives all of the IMS applications served by state government Is leveraged on the GIS Desktop by users in state agencies

10. Components of KyRaster Range from satellite imagery to DEMs to topographic maps to aerial photography

11. KyVector Kentucky’s Geospatial Database for vector data Is the master repository of vector-based (lines, polygons, and points) Is based on all vector data that is available on the Kentucky Geography Network Mirrors the categories on the “browse” tab of the KyGeoNet Contains full metadata records for each vector dataset Leveraged by ArcGIS Users on the WAN Leveraged by many IMS Resides in mirrored instances at Cold Harbor Computing Center

12. Information from KyVector

13. Kentucky Landscape Census

14. Kentucky Department for Libraries and Archives: Current E-archives Model E-archive: (http://e-archive.ky.gov) GIS addition to be added

15. E-archives Home Page

16. Existing Linkages KDLA and Division of Geographic Information (DGI) worked together to schedule two GIS systems KDLA representative on Stewards group of Geographic Information Advisory Council (currently Kentucky Geospatial Board) DGI representative on the Electronic Records Working Group Transfer of spatial data from two periods

17. Expectations – Scope of work –Identify archival GIS layers/ applications –Examine approach of other states; –Install hardware and software; –Identify archival meta data including retention for input into clearinghouses –Capture selected layers for archiving; –Test methods for sharing of data among the states –Write a report on findings and experiences –Work with Kentucky agencies, governments, and national professional organizations

18. Electronic Records Work Group Cooperation of : – Libraries and Archives; Technology Units including GIS; Attorney General, Auditor of Public Accounts, universities and local agencies; other selective agencies Standards and guidelines created and promoted –General Schedule for Electronic Records –E-mail –Open records and databases –Web record keeping Establishing agreement and partnerships

19. Budget Allocation Travel for several meetings for up to three people as determined35% Additional storage space on KDLA server (10 terabytes) 40% Graduate student and summer intern for analysis and data entry15% Division of Geographic Information staff 5% Multi-State Sharing of Data5%

20. Data Grid Technology for Sharing Manage data residing in heterogeneous storage systems –Storage repository virtualization –Support new storage systems while moving data from old storage systems Manage data distributed across multiple storage systems –Data virtualization –Replication of data for fault tolerance and disaster recovery Data grids manage information about files as well as the storage

21. Issues to be Evaluated Metadata standards and clearinghouses What layers have archival value? Best Practice in Data Preservation : Native format vs XML vs static maps Use of Data Grid or some other system for multi- state sharing

22. Possible Presentations in 2008 Kentucky Digital Summit – –April 22 (Lexington, Ky) Best Practices Exchange – –May 21-23 (Helena, MT) Kentucky GIS Conference –July 7-9 (Lexington, KY) NAGARA – CERIS group J –July (Atlanta, GA) Society of American Archivists (Electronic Records Section) –August 24-27 (San Francisco, CA) National States Geographic Information Council –Mid-year – March 9-12 (Annapolis, MD) –Full conference – September 7-11 (Keystone, CO)

23. Grant Project Benefits Establishment of Best Practices for: –Archiving of records –Description of records –Preservation of archival records –Sharing of records between states Establish the business case for archiving of GIS records within Kentucky and as a model that can be followed in other states

24. Contact Information Kenny Ratliff, Director Division of Geographic Information 501 High Street, 9 th Floor Frankfort, Kentucky 50601 kennyd.ratliff@ky.gov or Glen McAninch Kentucky Department for Libraries and Archives 300 Coffee Tree Road, P.O. Box 537 Frankfort, Kentucky 40601 glen.mcaninch@ky.gov