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Preservation of Electronic Legal Materials PRESERVATION OF ELECTRONIC LEGAL MATERIALS UELMA PRESERVATION GROUP Leah Prescott, chair Steven Anderson Erik R. Beck Diane Boyer‐Vine Daniel Cordova Susan David DeMaine Amy Emerson Emily Feltren David Greisen David Hansen Jason Judt Jane Larrington Margaret Maes Michelle Pearse Mendora Servin Anthony Smith Leslie Street David Walls Rev. 4/2018 Contents Introduction and Brief Background ............................................................................................................................................................ 2 Formation of ad hoc preservation group ............................................................................................................................................. 2 Survey ................................................................................................................................................................................................................. 2 UELMA and Electronic Legal Material ....................................................................................................................................................... 3 Digital Preservation ........................................................................................................................................................................................... 4 OAIS (Open Archival Information System) Functional Model ‐ ISO 14721 ............................................................................ 4 Trusted Digital Repositories ..................................................................................................................................................................... 4 Levels of Preservation ................................................................................................................................................................................. 5 Document Strategies ......................................................................................................................................................................................... 8 PDF Strategies ................................................................................................................................................................................................. 8 XML Strategies ................................................................................................................................................................................................ 8 Metadata for Digital Preservation ............................................................................................................................................................. 10 PREMIS ............................................................................................................................................................................................................. 10 METS ................................................................................................................................................................................................................. 11 Digital Storage .................................................................................................................................................................................................... 12 Cloud Storage ................................................................................................................................................................................................ 12 Amazon ....................................................................................................................................................................................................... 12 Google Cloud ............................................................................................................................................................................................. 12 Local digital storage .................................................................................................................................................................................... 12 Case Studies ........................................................................................................................................................................................................ 14 California ....................................................................................................................................................................................................... 14 Minnesota ...................................................................................................................................................................................................... 19 Washington, D.C. ........................................................................................................................................................................................ 22 Appendix I: Survey Results ........................................................................................................................................................................... 27 Appendix II: Open source and commercial preservation systems.............................................................................................. 32 Archive‐It (www.archive‐it.org)............................................................................................................................................................ 32 Archivematica (https://wiki.archivematica.org) ........................................................................................................................... 33 Arkivum (www.arkivum.com) ............................................................................................................................................................... 33 Duraspace Systems (www.duraspace.org) ....................................................................................................................................... 33 Islandora (islandora.ca) ............................................................................................................................................................................ 34 Perma.cc (https://perma.cc) .................................................................................................................................................................. 35 Preservica (www.preservica.com) ....................................................................................................................................................... 35 Rosetta (www.exlibrisgroup.com/category/RosettaOverview) ............................................................................................. 35 Samvera (samvera.org) ............................................................................................................................................................................. 35 Appendix III: Stand‐alone Preservation Tools ..................................................................................................................................... 37 1 Introduction and Brief Background Formation of ad hoc preservation group In 2014, the Washington D.C. Counsel’s office was looking for a way to preserve the source materials for the Code of the District of Columbia. They reached out to the Georgetown University Law Library to inquire about becoming a member of the Chesapeake Digital Preservation Group ‐ made up of Georgetown Law Library, the state libraries of Maryland and Virginia, and Harvard Law Library ‐ a program created to preserve born digital legal materials. The DC code had been converted to XML documents, and because of the dynamic nature of that system, it was determined that the Chesapeake repository was probably not the best solution. With the participation of the AALL Government Relations Office, this conversation transformed into a small group of people from other states who were grappling with the same issue of how best to preserve official electronic legal materials ‐ one of the primary requirements of the Uniform Electronic Legal Material Act (UELMA). The UELMA Preservation Group agreed that the main purpose of the group should be to investigate preservation strategies, and provide tools and assistance to those states that have adopted or plan to adopt UELMA. It was determined that deliverables for the group might be: Guidance on what digital preservation entails, and establishing guidelines and best practices Trying to educate people on costs related to levels of preservation Examples of technical papers and documents that have been developed, documentation and sample language to help with advocacy A toolkit and case studies Survey The group determined that there was not enough information available about the status of state electronic legal materials, and decided that a survey could provide useful data. After locating contacts in each state, the survey was launched in 2015, with the goal of determining the state of preservation activities for electronic legal materials in general, and to determine what (if any) open tools might be useful for the community as a whole. The compiled results of the survey can be viewed in Appendix I of this paper, and in general revealed that while legal materials are being created digitally (born digital) as well as being digitized from paper‐based materials, many are not yet considered official.
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