Coming to TERM: Designing the Texas Email Repository Model Sue Soy Stan Gunn Marlan Green Dr....
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![Page 1: Coming to TERM: Designing the Texas Email Repository Model Sue Soy Stan Gunn Marlan Green Dr. Patricia Galloway University of Texas at Austin Graduate.](https://reader035.fdocuments.in/reader035/viewer/2022070400/56649efe5503460f94c1339c/html5/thumbnails/1.jpg)
Coming to TERM:
Designing the Texas Email Repository Model
Sue SoyStan Gunn
Marlan GreenDr. Patricia Galloway
University of Texas at AustinGraduate School of Library and Information Science
![Page 2: Coming to TERM: Designing the Texas Email Repository Model Sue Soy Stan Gunn Marlan Green Dr. Patricia Galloway University of Texas at Austin Graduate.](https://reader035.fdocuments.in/reader035/viewer/2022070400/56649efe5503460f94c1339c/html5/thumbnails/2.jpg)
Problem
Permanent retention of electronic recordsRules for management of email (TSLAC)Agencies may not currently be compliantLegal risks involved
![Page 3: Coming to TERM: Designing the Texas Email Repository Model Sue Soy Stan Gunn Marlan Green Dr. Patricia Galloway University of Texas at Austin Graduate.](https://reader035.fdocuments.in/reader035/viewer/2022070400/56649efe5503460f94c1339c/html5/thumbnails/3.jpg)
All Email has a common format
Every agency produces email
Legal record
Multiple platforms
Complexity increased by attachments
![Page 4: Coming to TERM: Designing the Texas Email Repository Model Sue Soy Stan Gunn Marlan Green Dr. Patricia Galloway University of Texas at Austin Graduate.](https://reader035.fdocuments.in/reader035/viewer/2022070400/56649efe5503460f94c1339c/html5/thumbnails/4.jpg)
Solution
Archival trusted repository + OAIS model +Multiple proofs of concept (Harvard
& MIT)
=TERM
![Page 5: Coming to TERM: Designing the Texas Email Repository Model Sue Soy Stan Gunn Marlan Green Dr. Patricia Galloway University of Texas at Austin Graduate.](https://reader035.fdocuments.in/reader035/viewer/2022070400/56649efe5503460f94c1339c/html5/thumbnails/5.jpg)
MIT’s Dspace Project
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Players
State Agencies
DIRTexas Department of Information Resources
TSLACTexas State Library and Archives Commission
Vendor(s)
RMICCRecords Management Interagency Coordinating Council
Public
Attorney General
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Composition of TERM Repository Management Team and members' areas of responsibility.
Repository Management Team
RepositoryManagement Team
State mandated bodyrepresentative of all
concerned parties - acollaborative effort endowedwith generous amounts of
authority.
StateAgencies
Officeof the
AttorneyGeneral
Texas State Library andArchives Commission
Public Interest
TERM/OAISManagement(Contractors)
TERM/OAISAdministration
Texas State Department ofInformation Resources
owner's special knowledgeusers’ concernsresponsivenesssecurity
legalitiessecurity
custodianshippreservationarchival functions
accountabilityresponsiveness
technology concerns withrepository's commercial products
OAIS capabilitiessecurity
securityenabling infrastructurestrategies
Records Management InteragencyCoordination Council
administering and unifying group
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TERM OAIS Structure
Major functions of the OAIS Reference Model from Consultative Committee for Space Data Systems (CCSDS), CCSDS 650.0-W-1, Producer-Archive Interface Methodology Abstract Standard. (OAIS). White Book. Issue 1. Draft Recommendation for Space Data System Standards.
TERM
PRODUCER
CONSUMER
MANAGEMENT
ADMINISTRATION
DataManagement
IngestAccess
Archival StoragePreservation
Descriptive Information Descriptive Information
AIPSIP
DIP
queries
result sets
orders
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Agency Level Email Capture
TERM
Ingest
Arc
Dat
AIP
Local Repository
SIP is prepared andTERM notified
Email Messaging System
Email Created
OutgoingMessage
InternalMessage
IncomingMessage
Recipient
copy of originalemail captured
and sent tolocal repository
SIP
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Information flow from agency to consumer, adapted from Kenneth Thibodeau, The Unsteady State of the Art of Preserving Electronic Records.
Information Flow
TERM
Archival Storage
Consumer
State Agencyor
citizens
Producer
State Agency
SIP DIPAIP
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Ingest
descriptive informationis extracted
SIP
DataManagement
Access
ADMINISTRATION
Metadata Capture
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TERM
Application of SIP
agency controlled transitory correspondence
Emailcreation
1 year 2 years 3 years
Optional records managementreview to accommodate any
alteration in policy or law.
Permanent retention under Agencyor Texas State Library and Archive
Commission Ownership.
Disposal (after appropriate review)
Records Retention
Agency negotiates SIP Agreement with TERM
SIP Agreement stipulates transfer date, ownership, privacy, access, and retention actions for administrative and general correspondence.
Transitory records are disposed of by the agency.
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Recommendations—Short Term
Recruit repository management team (RMICC)Foster collaborative environmentCommit to OAIS standard Enforce TSLAC email guidelinesRequire open standards and softwareAdopt standard user practicesAvoid exotic attachment file formatsConsider using established resources (WTDROC)Recruit agency for pilot project
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Recommendations—Intermediate
Implement pilot projectDevelop phased planEvaluate repository functionalityLocate fundingAssess producer community’s needs Investigate automated classification systemsIdentify vendors willing to collaborate on development
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Recommendations—Long Term
Select vendor for repository developmentReview findings and continuously improve planDevelop and implement automated classification systemsBuild value-added services (knowledge management, data warehousing etc.)Address preservation issues (migration, refreshing etc.)Test repository cessation and disaster plans
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D-Lib Online Magazine
Coming to TERM:Designing the Texas Email Repository Model
http://www.dlib.org/dlib/september02/09contents.html
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Questions?