********************** Tuesday, December 4 **********************
7:30 a.m. Registration Opens continental breakfast provided 8:30 - 9:30 Opening Discussion and Welcoming Ed Papenfuse assisted by the Program Committee
9:30 - 10:30 Doug Robinson National Association of Chief Information Officers State of the Digital Union
10:30 - 10:45 Morning Break refreshments provided
10:45 - 12:15 p.m.
Technology and Innovation 1: Regatta Ballroom B & C, Moderator: Butch Lazorchak
Preservation Storage in Real Life Lisa Gregory, State Library of North Carolina Kelly Eubank, State Archives of North Carolina Mark Myers, Kentucky Department for Libraries and Archives
While we all have secret preservation storage dreams, this talk is about reality. Three different institutions, the State Archives of North Carolina, the State Library of North Carolina, and the Kentucky Department for Libraries and Archives, will talk about their experience with preservation storage. You'll hear about the ups and downs of different vendors, storage migration, and trying to improve real life workflows.
Access and Sustainability 1: Windjammer Room, Moderator: Katherine Baer
Ensuring Authenticity of Electronic Government Publications Amanda Colvin, U.S. Government Printing Office
The U.S. Government Printing Office (GPO) is the Federal Government's primary resource for producing, procuring, cataloging, indexing, authenticating, disseminating, and preserving the official information products of the U.S. Government in both digital and tangible formats. As a trusted source for Federal government information, verifying the authenticity of electronic documents poses a special challenge. GPO meets this challenge by assuring users that electronic publications available through GPO's Federal Digital System
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(FDsys) are as authentic as the publications printed and disseminated by GPO. FDsys is a one-stop site that provides free online access to official information and publications from all three branches of the Federal Government. In this session, we will specifically discuss the tools and evidence GPO provides to FDsys users to verify that GPO is a trustworthy steward of information, as well as the mechanisms GPO offers to communicate content integrity. Discussion will focus on these four measures guaranteeing authenticity: digital signatures on PDF files, cryptographic hash values within metadata, evidence of the trusted digital repository through the FDsys preservation archive and access platforms, and demonstration of chain of custody.
Trustworthiness of Electronic Legal Primary State Materials and the Role of the UELMA Joan Bellistri, Anne Arundel Circuit Court Emily Feltren, American Association of Law Libraries
We will start out with a discussion by Maryland Court librarians on legal primary materials in electronic form and the efforts by the American Association of Law Libraries (AALL) to create an inventory of legal materials at all levels of government. The discussion will include the challenges in determining the "official version" as well as the reasons for maintaining these materials such as legislative history and determining legal intent. This will be followed by a more in-depth look at the Uniform Electronic Legal Material Act (UELMA), a uniform law that addresses many of the concerns posed by the publication of state primary legal material online such as permanent public access, authentication and preservation. Finally, we will outline the status of the Act in the states and discuss how librarians, archivists, bar associations and others are working together toward enactment.
Collaboration and Community 1: Skipjack Room, Moderator: Maya Davis
Collaborative Approaches to Web Archiving Lori Donovan, Internet Archive Margaret K. Maes, Legal Information Preservation Alliance James Jacobs, Stanford University
This session will highlight the benefits of partnerships and collaboration for preservation activities. Lori Donovan will give a brief overview of Archive-It and discuss Internet Archive web archiving collaborations, including consortial arrangements, as well as collaboration around selection and appraisal of websites, especially in regards to event-based web archiving.
Margaret Maes will showcase the web archiving projects of LIPA member libraries who are using Archive-It under a consortial license, address benefits and pitfalls of the consortial arrangement, and provide examples of issues to discuss when establishing a consortial project.
James Jacobs will discuss Stanford libraries’ work with Archive-It since 2004 (http://archive- it.org/home/SSRG). In that time, they have targeted government information at all levels for collection and preservation. In particular, Archive-It has been a critical tool in the collection development toolbox for born- digital and fugitive government documents (those that are in scope of the Federal Depository Library Program FDLP but are not collected, described or distributed by the Government Printing Office GPO). This session will highlight Archive-It collections (FOIA, CRS, Fugitive documents etc), discuss issues involved in collecting fugitive government information, and suggest ways for FDLP libraries and GPO to continue to collaboratively build digital collections of government publications.
12:15 - 1:30 Lunch provided
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1:30 - 3:00
Technology and Innovation 2: Skipjack Room, Moderator: Kelly Eubank
State Digital Archives - An Experimental Journey of Digital Archival Representation Jane Zhang, Catholic University of America
Collective efforts in state digital archives/electronic records initiatives have led to an increasing online presence of state digital archival collections. Although some of them can be viewed as part of the broad digital/online collection movement of cultural heritage organizations, evidence shows that state archives have started to develop digital archival systems that best represent some of the unique characteristics of state archival records. This session discusses different approaches adopted by state digital archives to organizing, describing, and making their digital collections available online, and more importantly, explores the innovative practices in digital archival representation as evidenced in state digital archives and their theoretical implications.
“Lots of Tools Keep Stuff Safe: The Swiss Army Knife of Digital Preservation” Amy Rudersdorf, State Library of North Carolina Kathleen Kenney, State Library of North Carolina
If digital stewardship incorporates the entire lifecycle of a digital object, then a one-tool solution may forever remain a figment of our archivist and librarian imaginations. In the North Carolina Department of Cultural Resource's attempts to appropriately steward the digital content under our care (per our legislative mandate), we have purchased or built a variety of tools to ingest, manage, store, and disseminate our born-digital and digitized content. This session will name names (of said tools) and give details about how and why we use them as we do.
Access and Sustainability 2: Regatta Ballroom B & C, Moderator: Bonnie Weddle
Tearing Down the Borders: Coast-to-Coast Archives; Record Keeping in the Cloud Mary Beth Herkert, State of Oregon Ed Papenfuse, State of Maryland Bryan Smith, Washington State
The panel will discuss the technical abilities that developed over the past 10 years that allowed Washington State Archives, Digital Archives to partner with other State Archives for preservation and access of electronic records. They will also talk about Washington State's “record keeping in the cloud” partnership with Oregon. Finally, the panel will reflect on the future of electronic archives.
Collaboration and Community 2: Windjammer Room, Moderator: Kevin Swanson
A Picture is Worth 10,000 Words...How many Terabytes is that? Abbie Norderhaug, Wisconsin Historical Society Sarah Grimm, Wisconsin Historical Society Alan Legleiter, Alabama Department of Archives and History Christine Garrett, Alabama Department of Archives and History
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Archives are often faced with the acquisition of huge collections of digital images. The Alabama Department of Archives and History (ADAH) and the State Archives at the Wisconsin Historical Society (WHS) took two very different approaches when faced with large collections of gubernatorial images. ADAH decided to retain all the images and find a way to provide access, while the WHS decided to select images based on content and image quality. Alan Legleiter and Christine Garrett, ADAH, will discuss their work in accessioning Governor Bob Riley’s electronic calendar and photograph files (more then 73,000) at the end of his term of office and the steps taken in the past 18 months to identify the materials, locate and extract metadata, and create a method for providing research access to the collections. Sarah Grimm and Abbie Norderhaug, WHS, will describe their work with the more than 50,000 digital images the WHS received from Governor Jim Doyle. The WHS has focused on the arrangement and selection of photos from the Doyle administration with an emphasis on using open source tools to automate much of the process.
Mdgovpics.net: Maryland's Digital Repository of Contemporary Photos Tim Baker, Maryland State Archives
Nearly every day, the State's photographers upload photos of official events to the Maryland State Archives (MSA) where the images are processed and migrated to a web-enabled environment and shared out to social sites such as Flickr. This presentation will highlight the processes and technologies behind MSA's digital repository of contemporary photos.
3:00 - 3:15 Afternoon Break refreshments provided 3:15 - 4:45
Technology and Innovation 3: Regatta Ballroom B & C, Moderator: Christian Skipper
State Archives Grab Bag: Approaches to Digital Preservation and Electronic Records Management Martin Gengenbach, Kansas State Historical Society Cathi Carmack, Tennessee State Library and Archives Tanya Marshall, Vermont State Archives and Records Administration Linda Reib, Arizona State Library Patricia Smith-Mansfield, Utah State Archives
State archives have approached the issues associated with the management and preservation of electronic records from a variety of different perspectives. The purpose of this panel will be to provide insight into five different implementations of this ongoing work. Participants will discuss and compare the approaches that their institutions have taken, including: the multi-institutional repository approach developed through the PeDALS project at the Arizona State Library, Archives, and Public Records; independent public/private repository development partnerships, undertaken by the Utah State Archives, and the Kansas Historical Society; an electronic records management-focused approach taken by the Tennessee State Library and Archives in partnership with State Records Management and the Chief Information Officer in their development of a state electronic records policy; and functions-based appraisal and record scheduling process by the Vermont State Archives and Records Administration that emphasizes the use of recordkeeping metadata for records management and archival description. The format of the panel will include a series of lightning talks, where participants will provide a brief (10 minute) presentation outlining their approach and significant recent activities/developments, followed by an opportunity for discussion and Q&A.
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Access and Sustainability 3: Skipjack Room, Moderator: Katherine Baer
Government Publications - Software Options for Repositories Barbara Corson, Iowa Library Services
Iowa Library Services hosts two digital archives: Iowa Publications Online (http://publications.iowa.gov/) is a digital depository for state publications. The archive holds over 12,000 digital state documents, both-born digital and digitized by staff for inclusion. The software ePrints is used to manage this collection. The Iowa Heritage Digital Collections (http://www.iowaheritage.org/) is an online repository of Iowa history and culture which brings together the digital resources of 19 partners in 53 collections. ContentDM is currently in use. However, a migration to OMEKA will take place later this year. This presentation will explore the relative merits of each of the three software choices for this institution.
Too Many Fish in the Sea - Granularity in Collecting State Government Publications Gary Phillips, Oklahoma Department of Libraries
The volume of state government publications has always presented challenges for the official collections. This continues in the electronic age. Some states have opted out of individual treatment of titles, seeing web archiving as the answer. If titles are still collected one item at a time, what are the staffing issues for collection and metadata creation? Task force reports and annual and comprehensive financial reports may be the prize bass but what about the minnows such as newsletters, brochures, fact sheets, even individual graphs and maps. Are there trash fish to be avoided? Funding for state libraries is declining—what is a reasonable solution for state documents?
Collaboration and Community 3: Windjammer Room, Moderator: Butch Lazorchak
What the National Digital Stewardship Alliance Can Do For You Butch Lazorchak, Library of Congress Jim Corridan, Indiana Commission on Public Records Jennifer King, Hampshire College Amy Rudersdorf, State Library of North Carolina Ingrid Hsieh-Yee, Catholic University of America
The National Digital Stewardship Alliance (NDSA) is a collaborative effort among government agencies, educational institutions, non-profit organizations and businesses to preserve a distributed national digital collection for the benefit of present and future generations.
NDSA members will talk about the organization's role in affecting digital stewardship across the entire lifecycle of information while facilitating discovery and providing access to digital data/information, especially as it pertains to the needs of government and small institutional librarians and archivists.
************************* Wednesday, December 5 *************************
8:00 a.m. Registration Opens
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continental breakfast provided
8:30 - 9:30 Opening Discussion and Speaker in Regatta Ballroom B & C
Arian Ravanbakhsh National Archives and Records Administration "Progress! Early Results of the Managing Government Records Directive"
Mr. Ravanbakhsh will discuss progress made on the implementation of the Managing Government Records Directive. This Directive, issued in August by NARA and OMB, aims to reform records management practices throughout the Federal Government and details an ambitious set of goals for NARA and Federal agencies. Mr. Ravanbakhsh will describe these goals and how NARA is working with Federal agencies to achieve them.
9:30 - 10:00 Morning Break refreshments provided
10:00 - 11:30
Technology and Innovation 4: Windjammer Room, Moderator: Kevin Swanson
Adam Raised a Kaine: Managing, Processing & Accessing the email of Governor Kaine's Administration Anita Vannucci, Library of Virginia Roger Christman, Library of Virginia Kathy Jordan, Library of Virginia
In January 2010, the outgoing administration of Governor Tim Kaine (2006-2010) transferred nearly 1.3 million emails to the Library of Virginia. How would the Library make these records accessible to researchers? Our speakers will discuss the Kaine administration’s email management policy, the challenges of processing email, and the decision and procedures to release this collection on-line.
The Perils of Acquiring E-Records Linda Avetta, Pennsylvania State Archives
Accurate data for e-files (file naming conventions, file/folder organization/structure and metadata) is critical to the success of an electronic archives. In acquiring the outgoing Governor's e-files, the file organization and file naming were all over the board and metadata (no/inconsistent use of date formats, little/no title information and inaccurate/no metadata) was basically useless. Those particular elements are crucial for accurate ingest of e-records. In addition, many related photo and video files of the Governor were just as sparsely or inaccurately populated. Examples will be provided of files received with suggested standards including naming conventions. Also to be also discussed will be the processing steps necessary to ready the files for ingest.
Access and Sustainability 4: Regatta Ballroom A, Moderator: Katherine Baer
Copyright and Government Publications Kris Kasianovitz, Stanford University Libraries Page 6 of 12
“Contrary to popular belief, state agencies do have the right to copyright their publications.” Margaret T. Lane made this statement in her 1987 publication “Selecting and Organizing State Government Publications”. The ability of states to assert copyright over their publications still exists to this day. The consequences of this significantly impacts and impedes knowledge institutions’ ability to digitize historic state publications, capture and archive born digital publications, and freely disseminate them to the public via library catalogs or digital repositories. Because each state and each agency within a state can copyright their materials, trying to gain permission across the fifty states and US territories is a monumental undertaking for libraries and digital repositories.
Using as a case study a researcher’s project to digitize state legislative rules for her dissertation, this presentation will demonstrate the constraints that copyright law places upon researchers, academic institutions and digital repositories, like HathiTrust, to release scanned post-1923 legislative publications into the public domain. In addition, the presentation will explore statutory and case law that allows states to assert copyright over their publications, demonstrate methods and approaches to securing state agency permissions, and suggest ways forward to overcome this issue.
Orphan Works - Best Practices for Digital Collections Dave Hansen, UC Berkeley School of Law
This session will explore the development of best practices for the use of orphan works—that is, copyrighted works whose copyright owners cannot be located after a diligent search. Archives that make digital copies of these works available to users face significant legal risk, but efforts are underway to develop best practices to reduce those risks by tailoring uses to existing and flexible copyright doctrines such as fair use. This session will explain past efforts to address the problem, current legal risks, and the ongoing efforts by librarians and archivists to create best practices.
Copyright of Michigan State Government Information - Exploration and Collaboration Bernadette Bartlett, Library of Michigan
The lack of specific copyright law in Michigan creates a tenuous environment for institutions with either a responsibility or an interest in preserving and providing access to published digital Michigan state government information. The HathiTrust and the Library of Michigan are exploring ways to move state government publications into the public domain or provide access under other Creative Commons licenses. Under this shared interest, Hathi and LM hope, at least, to provide greater access to digital state government information that is only available in a limited form due to copyright restrictions and, at best, to stir greater interest in preservation of state government information, the inherent copyright issues and potential legislative or executive action within state government.
Collaboration and Community 4: Regatta Ballroom B & C, Moderator: Bonnie Weddle
Collaboration, Communication and Instruction: Electronic Records Training for State Archives Beth Shields, Kentucky Department for Libraries and Archives Sarah Koonts, North Carolina Department of Cultural Resources Walker Sampson, Mississippi Department of Archives and History
The Council of State Archivists (CoSA) launched its State Electronic Records Initiative (SERI) in July 2011 to improve the management and preservation of and access to electronic government records in all states and territories. CoSA recently received a Laura Bush 21st Century Librarian Program grant from the Institute of Museum and Library Services (IMLS) to support the efforts of SERI. The grant, which began October 1, 2012,
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focuses on electronic records-related education and training for states and territories by providing scholarships to send staff to existing training and the development of introductory and advanced electronic records institutes for state archives' staff. Members of the SERI Education Subcommittee will discuss grant components, examine long-term training needs related specifically to electronic records, encourage discussion and solicit opinions from attendees to assist the work of the committee.
Information on the FGDC Geoarchiving Business Planning Grants Program Butch Lazorchak, Library of Congress
This presentation will provide information on the 2013 Federal Geographic Data Committee of the National Spatial Data Infrastructure (NSDI) Cooperative Grants Program, specifically Category 2: Geospatial Digital Data Archiving Business Plan Development. The NSDI Cooperative Agreements Program (CAP) is an annual program to assist the geospatial data community through funding and other resources in implementing the components of the NSDI. This program is open to State, local and Tribal governments, academia, commercial, and non-profit organizations. This program provides small seed grants to initiate sustainable on-going NSDI implementations. The program emphasizes partnerships, collaboration and the leveraging of geospatial resources in achieving its goals. Since 1994, the NSDI CAP has supported over 700 projects.
Technology and Innovation 5: Skipjack Room, Moderator: Christian Skipper
End of Term 2008 Presidential Web Archive: PDF Content Analysis Mark Phillips, University of North Texas
UNT Libraries collaborated with members of the International Internet Preservation Consortium (IIPC) on the End of Term 2008 Presidential Web Harvest from October, 2008 to February, 2009. The project team archived 160,211,356 URIs during this collaboration, which became a research dataset for an IMLS-funded grant to investigate collection development using web archives. The project team analyzed the 10,318,073 PDF's and developed a retrieval and exploration system for collection developers interested in acquiring and developing born-digital collections from the End of Term Web Archive.
Digitization of Military Archive of Serbia Biljana Presnall, Jefferson Institute
A case study of a digitization project as a democratization tool in the Military Archive of Serbia. The topic will cover the functionality of the custom-made production and research software ADA (Archive Digitization Application), security measures and access controls in a highly secure military environment, metadata challenges in Eastern Europe and lessons learned which led to a current project to build an open source ADA for applying the digitization process in engaging communities in the USA and connecting online learning with archives and libraries.
Project Gado - a powerful, durable Open Source robotic scanner for sensitive archival materials Tom Smith, The Johns Hopkins University
Project Gado aims to create a powerful, durable Open Source robotic scanner for sensitive archival materials which can be built using simple tools for less than $500. The backbone of the project is the Gado 2, an Arduino-based robot which is able to lift flat materials using suction, place them on a scanner and scan them into a database or computer file system, all autonomously. Phase 2 of the project, which began in June 2011, is creating a more user-friendly version of the machine, the Gado 2.
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The project is managed by Tom Smith through the Johns Hopkins University (JHU) Center for Social Concern, in partnership with the Baltimore Afro American newspaper, the JHU Center for Africana Studies, and the JHU Sheridan Libraries. Phase 2 of Project Gado is made possible through a generous grant from the Abell Foundation.
11:30 - 1:00 Lunch on your own
1:00 - 2:30
Technology and Innovation 6: Regatta Ballroom B & C, Moderator: Kelly Eubank
National Digital Stewardship Alliance - Content Working Group Abigail Grotke, Library of Congress Margaret K. Maes, Legal Information Preservation Alliance Linda Reib, Arizona State Library
The National Digital Stewardship Alliance Content Working Group is assessing and selecting categories of content in topical areas that are important for preserving. The groups are developing case studies and/or models to share broadly with all stakeholders, from content producers to cultural heritage organizations. The goal of the case studies is to engage all members of the community in the preservation of content and to encourage the cultivation of relationships that could enable preservation. Case Studies will: o Establish the value of the content and provide the rationale for selecting it for preservation. o Document recognized opportunities for preserving this content. o Describe target audiences/stakeholders. o Outline a plan for educating stakeholders. o Describe potential obstacles or risk factors. o Develop actionable next steps.
Session participants will discuss this activity and share draft case studies.
Access and Sustainability 5: Windjammer Room, Moderator: Maya Davis
Successful Quality Management for Third-party Outsourced Mass Digitization Matt Pearson, Stanford University Eric Philcox, Pixel Acuity LLC
We will share the story of Stanford University's highly successful Revs archive digitization project and reflect on our experiences in: matching the project with the right vendor; conducting the pilot program; designing and implementing quality workflows, documentation, tools, and communications; and general guidelines, successes, challenges, lessons learned and opportunities. To support the research mission of the Revs Program at Stanford, the University Libraries initiated, guided, and supported the on-going project, which is resulting in scholarly access to the digitized collection for research across a full range of disciplines. A part of the Collier
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Automotive Museum, the Revs Institute for Automotive Research is based in Naples, Florida. Revs is dedicated to deepening our understanding and appreciation of automotive history.
In Through the Out Door? Determining Factors in Outsourcing Critical Functions of Electronic Records Michael Martin, New York State Archives
There are a series of things involved with choosing any given solution for the processing, storage and management of electronic records. Recently, a few states, New York included, have looked into the option of outsourcing these critical functions. Mr. Martin will discuss the determining factors that led these states and others to look to outsourcing, with a particular emphasis on some of the conversations between IT, administrative staff and archivists about the pros and cons.
Collaboration and Community 5: Regatta Ballroom A, Moderator: Kevin Swanson
Bureaucracy Bytes: Initiatives for Electronic Records through Collective Action Representatives of the Council of State Archivists
The State Electronic Records Initiative (SERI) of the Council of State Archivists (CoSA) is focused on efforts to manage, preserve, and provide access to state government electronic records nationwide. Governed by a steering committee, SERI is comprised of four subcommittees that are charged with developing programs and resources in four key areas: Education; Awareness; Governance; and Best Practices and Tools. During this interactive incubator session, SERI subcommittee members and attendees will engage in a dialogue about SERI activities and plans for the upcoming year. This is a great opportunity to gather and share ideas about managing and preserving electronic records in a government setting.
2:30 - 3:00 Afternoon Break refreshments provided
3:00 - 4:00
Technology and Innovation 7: Regatta Ballroom A, Moderator: Beth Shields
Digital Preservation as a Service - Lowering the Barrier to Entry Mark Evans, Tessella, Inc. Mark Myers, Electronic Records Archivist, Kentucky
This presentation will highlight the activities of the NDIIPP pilot project involving four state entities. Focus will be on the main themes of the State Electronic Records Initiative report leading to the need for a lower barrier to enter the digital preservation sphere. The presentation will also provide more detailed discussion of the Kentucky experience.
Store, Manage and Archive Content in the Cloud using DuraCloud Carissa Smith, DuraSpace organization
In the past year, many organizations have made the decision to store, manage, and archive content in the cloud. When moving their content into the cloud, organizations have had to weigh the advantages, disadvantages, and
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risks of using the cloud versus building and supporting a local solution. In this presentation, we will discuss the DuraCloud software and suite of features and services that assist organizations in preserving and archiving their digital content and we will specifically highlight the North Carolina State Library and Archives use case.
Access and Sustainability 6: Skipjack Room, Moderator: Mark Myers
Preparing for the Worst: Disaster Preparedness and Recovery of Digital Materials Bonnie Weddle, New York State Archives
Natural and human-caused disasters pose risks to all forms of information storage media — paper, film, and digital — but archivists, librarians, and records managers are only beginning to incorporate digital materials into their disaster preparedness and recovery plans. Ms. Weddle will discuss how to reduce the risk that digital records and publications will be affected by disaster and outline hands-on techniques for salvaging and stabilizing damaged electronic media.
Collaboration and Community 6: Windjammer Room, Moderator: Maya Davis
The Good, the Bad and the Insurmountable - Obstacles in Administering Grants Nancy Melley, NHPRC, NARA
Large multi-institution projects often encounter unanticipated roadblocks for a variety of reasons, including conflicting management policies and competing interests. In this session we will discuss some of the obstacles encountered in grant projects and how the participants worked through, around, or over them. We hope that the audience will share their experiences and coping strategies.
Collaboration and Community 7: Regatta Ballroom B & C, Moderator: Kevin Swanson
Coffee, Tea and Advocacy: Getting Support for Electronic Records Programs Barbara Teague, Kentucky Department of Libraries and Archives Sandra Treadway, Library of Virginia
Advocacy is a critical need in the archival profession and in particular for electronic records management and preservation. This session will be an opportunity to share practical information on successes and challenges, to address the frustrations in advocating for electronic records, and to identify possible solutions and strategies. Archivists and attendees involved in such efforts will contribute to the discussion, so that together we will build a knowledge base of best practices on presenting a strong “case” for electronic records with stakeholders and resource allocators; enlisting supporters in advocacy efforts; and creating/delivering compelling messages on the need and value of electronic records programs. Bring your questions and the beverage of your choice, and we’ll supply ideas and cookies.
4:00 - 5:00 Break
5:00 - 7:00 All Attendee Reception Presented by the Internet Archive
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*********************** Thursday, December 6 ***********************
8:30 a.m. - 9:00 Continental Breakfast provided
9:00 - 10:30 Opening Discussion and Speaker in Regatta Ballroom B & C
Martha Anderson Library of Congress
10:30 - 10:45 Break refreshments provided
10:45 - 11:30 Closing Discussion in Regatta Ballroom B & C
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