Externally Created Archive Context

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Institutional context
Institution type (eg. Library, Archive)
University Archive with designated collection status for military collections                                                                                                       
Storage and access
Externally created collections are transferred from external media to a secure folder in the network drive

Access is restricted to Archives staff who mediate access to content from academics and external users

A Digital Preservation Repository was created as part of JISC PEKin Project funding.  This uses Alfresco community CMS as a framework with bespoke java code to drive a workflow to call FITS and create preservation copies of files and store all within the RM module against a file plan.  This has not yet been moved into production due to lack of open source skills within ITS and code errors which have not yet been resolved

Where are collection masters stored (media, number of copies, backup, preservation system)?
No consistent approach - could be stored on external media, networked storage, DAM system
Networked storage is backed up regularly - preservation system is within Corporate Data Centre
Small digital collections currently are copied to mirrored storage, larger collections will be stored within Corporate Data Centre.  All Collections will also be moved to Digital Preservation System once this is in production
Where is access to the collection provided from?
Physical access in reading room provided on case by case basis - previous interview transcripts were printed and users could view them but not take away copies.  Plans to provide view only access to digital copies on stand alone machine in reading room.  If open access, then text or images could be digitised and access provided via DAM system and Modx CMS - See http://www.kingscollections.org/servingsoldier/ for example
What technical protocol is used to access files? Local file systems? Windows shares? (SMB/CIFS)
Windows share for archivists or local file system for users
Describe your existing content workflow (in words, or with a diagram http://vue.tufts.edu).
  1. Negotiate with donor/depositor (could be creator or relative or literary executor)
  2. Provide information about acquisition policy, processes, build trust in repository
  3. Agree process for acquiring collection - provide guidance for donor/depositor on formats, documentation, transfer method etc or agree to visit to collect in person - providing details of how archivist will acquire collection, agree copy or transfer
  4. If present onsite - disk image or copy files - asap copy 2 copies from external media to secure networked storage - one remains as master, other will be used for preservation workflow or appraisal
  5. Run baseline analysis to create core metadata - use jdiskreport and manual analysis
  6. Use this contextual information plus standard appraisal approach
  7. Make initial decision to acccept or reject collection
  8. If accept, use analysis report from tools as basis of Summary Guide in archives catalogue
  9. Further work is carried out if collection is of high value or interest to research community
What tools are part of the existing workflow?
FITS/ImageMagick are built into Digital Preservation System and metadata is written to an XML file based on Premis Schema - not currently in operation
What technologies underly the existing workflow?
Microsoft technologies within College

open source CMS - bespoke java code (not yet implemented) for digital preservation system
What challenges are present in the existing workflow? (technology, organisational, staffing)
University IT staff do not have skills to support open source code and tools
Digital Preservation system needs further work but no available developer or funding to employ one
Staff machines have corporate image and archives staff don't have administrator access to install tools
Most Archives staff do not feel confident appraising digital collections and there is not an established process for doing so
Archives Managers are supportive of involving all core staff in developing process but limited time and other priorities
Does the workflow include manual steps?
The workflow will initially include manual execution of several tools - a potential tool developed in the AQUA London Mash Up would automate several steps and output the results in a more user friendly way
Where in this content workflow would the prototype solution be deployed? The prototype solution would be deployed for Archives staff to run on a stand alone machine to speed up the process of digital appraisal.  The output of the solution would be stored alongside the collection and could also be used as the basis of the summary guide (minimum cataloguing at collection level)
What is the process for changing or enhancing the workflow? What obstacles to change are present?
Workflow has to map to existing process for acquiring and appraising traditional collections
College IT staff do not have the skills to support open source tool usage
Project partners such as Centre for e-research (CeRch) at King's have these skills and are able to support during funded projects
Senior staff are supportive of digital preservation initiatives but resources are limited so skills transfer and appraisal process needs to be well-defined and as efficient as possible

Who executes the existing workflow?
Does not exist at the moment - just defining the process led by Digital Archivist and Military Archivist
Will eventually be executed by Digital Records Officer
Who adminsters the existing workflow?
Digital Archivist
What system rights do the workflow executors have? Can they install software? Can they use the web?
No rights to install software on College Image Machines
Plans to use software on stand alone machine to get around this problem - also good practice to isolate pre-ingest files
May allow internet access via this machine
Who is the collection owner or curator? (section/department/team)
Archives and Information Management Team and Trustees of Military Archive
Is there a workflow champion, who is it?
Digital Archivist

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