1. Donald G. Davis Collection 392K Amy Baker, Megan Peck, Zach Vowell

2. Dr. Donald G. Davis 1972 Doctorate, University of Illinois 1971 University of Texas at Austin 1977 Libraries and Culture Editor Dr. Davis has written over 130 book chapters, articles, and reports, as well as more than 250 book reviews.

3. Technology Use Typewriter Office computer PC 1994 WordPerfect 1996 Word

4. Donald G. Davis Collection Project Outline Problems encountered Recommendations

5. Project Outline Collection Development with Creator File Capture Creation of Inventories Arrangement and Description Administrative Decisions –Metadata schema –Standard series names File Conversion Ingest into DSpace

6. Collection Development with Creator First meeting: –Board minutes, L&C working files, journals, mostly paper materials Second meeting: –32,742 Emails (1995-2005) –39 Floppies (Classes, MSS, and Miscellaneous) –Desktop Folders (L&C, courses, and personal)

7. File Capture Group server space requested (700+ MB) Transfer of floppy files to server Transfer of desktop folders to server Email, a different story

8. Creation of Inventories

9. Arrangement and Description Original naming scheme: –Classes –Miscellaneous –MSS –L&C –Office File names: –FP-ANN.95 –HOW-GEN.T1A DSpace naming scheme: –Learning Objects –Professional Activities –Publications –Libraries & Culture

10. Administrative Decisions –Metadata schema Author Keyword (Correspondence, Learning objects etc.) Original/Converted (file level) Collection –Standard series names Learning object Publications (pre-print, post-print)

11. Conversion Unknown text files to.rtf Tools: FileMerlin, WordPort WordPerfect 5.1 Group members assigned workflow MS Word batch conversion and manual conversion

12. Ingest Process Manual ingest –Assign metadata –Workflow sheets Batch ingest –Arrange directories –Develop Tool

13. Problems Encountered Email IP questions File Transfer (lost creation date, virus detected- Junk file) Duplicates, naming convention, arrangement Standard series names Metadata (due to volume, couldn’t be specific) Ingest (manual vs. bulk) Incorrect date on computer

14. Email IP Questions Correspondents’ IP –Over 20,000 emails “from” someone other than Dr. Davis Attachments Email preservation format –Non-proprietary –Database, instead of individual files

15. File Transfer Free access to Dr. Davis’ computer What now? “Holding space” Creation dates –Is “Last Modified” date good enough? Viruses and junk files

16. Duplicates, Naming Convention, & Arrangement Attachments, floppies, and the hard drive Similar forms for different years How to express Davis’ organization? –Build into intellectual arrangement? –Apply to naming convention? Arrangement –By form –By original order

17. Metadata Quantity limited precision Need for further automation From Davis’ PC to ingest –Transfer alters metadata Visibility –Unreadable formats

18. Standard Collection Names Need for standardization Unique nature of Davis’ records –Forms –Prolific digital output Are not all collections unique?

19. Ingest Manual ingest –Determining a workflow –Subject keywords Batch ingest –Automation of content & xml files –Quantity prevents close inspection –File names: Characters, DSpace, & Unix

20. Incorrect Date on Computer Effect on authenticity Any analogy to traditional archives? Does it really matter? Folder & content verification –Uneven

21. 32,742 Emails 4.PST Files Okay, we got ‘em, now what do we do? Extraction and conversion utilities Attachments –How to archive them –Who ‘owns’ them?

22. Recommendations Maintain original order and file names Switch from Project Muse to JSTOR Digitization –JSTOR –Grant funded projects DLSD Word batch conversion CDWinder for inventory

23. Recommendations Appraisal and processing by archives students Have a systems/software expert on board Create detailed procedural documentation

24. Going Forward DON’T WAIT! ARCHIVE NOW! SYSTEMATIZE!

25. Questions?