Acquiring Born-Digital Material at the Canadian Centre for Architecture
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Museum Computer Network ConferenceMontreal, Quebec
November 23, 2013
Martien de Vletter and David Stevenson
Acquiring Digital Material at the Canadian Centre for Architecture
Archaeology of the Digital
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Acquiring Digital Material at the Canadian Centre for Architecture
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Acquisition and ingest of digital material into our collection is a
multi-step process
References herein to a “Digital Archivist” are for a newly emerging role at CCA
Our process is largely self-directed and is based on the evolving assessment of our needs; a work-in-progress
Open Archives Information System (OAIS):
Ideas guidance definitions
OVERVIEW
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SIP : Submission Information Package What we select for acquisition
AIP : Archival Information Package What we preserve
DIP : Dissemination Information Package What we provide access to
OAIS
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? ?
? ?
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Long-Term Preservation
Authenticity
Access
DIGITAL MATERIAL:PRIORITIES
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THE WORKFLOWTeamwork
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Knowledge
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Pre-selection of files
Pre-reception of files
Reception of files
Harvesting media and files, and reporting
SIP production
ESTABLISHED WORKFLOW
STAGES (in practice)
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Ingest Management and Storage including file migration and TMS linking
Archival Information Package (AIP) preparation and management Work with Cataloguers
Long-term preservation: submission to Dark Archive with offsite backups Work with IT department
Access to Dissemination Information Package (DIP)
FUTURE WORKFLOW
STAGES (currently in
development)
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OUR PROCESS
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Ideally, the Digital Archivist reviews materials in the native environment: the donor’s location
Digital Archivist identifies the projects or content of interest
Identification of linked or dependent files
Provide the Questionnaire to the donor
Staff at donor’s office puts files onto portable digital media (HDD, optical disk).
PRE-SELECTION
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The Questionnaire
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Addresses issues:
The organization/firm Staff/roles The projects The files Computing environment Software Design methodology
The Questionnaire
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The Questionnaire
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Digital Archivist: Creates Processing Plan for expected receipt of materials (versement)
Registrar creates versement Record in our collections management system “The Museum System” (TMS)
Digital Archivist creates folder for digital donation in Shipping Space
PRE-RECEPTION
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Processing Plan
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Basic Project Details Details of receipt Harvesting Preservation SIP Archival Arrangement
Processing Plan
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Registrar: Receive Files by File Transfer Service (No physical Media), or, receive portable media
Registrar: updates TMS and Processing Plan with Record of Receipt
Registrar: Transfers Digital Media to Digital Archivist
Digital Archivist: Copy/transfer files to folder in Shipping Space from original media
RECEPTION
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Review Content; Make sure that contents reflect extent of what was expected
Digital Archivist Notifies Registrar Of Files copied to Shipping space and returns portable media
Registrar Updates TMS with New location in Shipping Space
RECEPTION
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Digital Archivist: Reads the physical media, analyzes the files themselves, and generates harvest reports
WHAT’S THE HARVESTING TOOL WE USE?
HARVESTING
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…well, not quite.
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Our harvesting tool is software that was developed in-house.
It extracts files from a piece of digital media (CD, HDD, DVD, USB DRIVE), and performs a series of analyses on the files.
Over time, the functionalities of our harvesting tool have grown. It now includes elements that lean towards making it a “SIP preparation tool”.
What’s our harvesting
tool?
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Our harvesting tool: Interface
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Our harvesting tool: Reports
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Reports File quantities File sizes File identification based on file
extension and signature Checksum Temporary/junk files Duplicate files Corrupted files File dependencies (links to
other files)
KEY OUTPUTS FROM OUR
HARVESTING TOOL
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Digital Archivist: Creates BLS
Later, BLS files may be further organized into a classification scheme for archiving and cataloguing purposes
SIP PRODUCTION
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Basic Logical Schema (BLS) Category
Examples of Original File Content that should be placed into BLS category
Documentation and Research Site surveys, prototypes, road maps, etc.Design Exports, diagrams, design development,
construction drawings.
Presentation Material Models, competition Drawings, bid packagesPromotion Publications, websites, brochures, etc.
Administration Financing, schedule, textual documentsSoftware SoftwareUnclassified Material Everything that is not contained in the other
categories
Basic Logical Schema
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Basic Logical Schema
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Conservator/Digital Archivist: Migrate files (if not normalized by harvester) as Required for Preservation and Access
Digital Archivist: Link files to TMS
INGEST MANAGEMENT AND STORAGE
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Digital Archivist: Reviews BLS & develops a Classification Scheme if necessary
Cataloguers, Digital Archivist & Conservator: AIP Requirements are applied
AIP PREPARATION
AND MANAGEMENT
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SIPs, AIPs, are put into permanent archival storage. This includes the original bitstream and a handful of associated and relevant data and the AIP.
One-way repository, no access is permitted except in very rare cases
LONG-TERM PRESERVATIO
N/DARK ARCHIVE
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Availing derivative files created from originals, for the purpose of access
Possibility of using the virtual computer workstation
Access through CCA-produced Digital Asset Management Software, ADAPT
DISSEMINATION & ACCESS
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We are still charting our course and evaluating our technological and staff role requirements
The role of metadata in preservation and resource description
preferred formats for preservation and access
Preserving Significant Properties in migration
File processing tools
CONCLUSION
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And much more… CONCLUSION
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MerciThank You