DA In Partnership with ACCIS

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DA In Partnership with ACCIS
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Digital Archives Staff

• June Timmons Chief Applications Architect
• Responsible for overseeing design and development
  of 3.0.
• Dan Waterbly Applications Developer
• He wrote a significant portion of the Ingestion
  3.0 code.
• Adam Miller Applications Developer
• He wrote the website interfaces for the following
  new record series Minutes/Resolution/Ordnances,
  UCCs, Land Records, Plats Surveys, Recorded
  Agreements Contracts.

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Digital Archives Statistics

• Digital Archives online in 2004
• 49 Partners
• 3000 Searches Per Day
• 2100 Retrievals Per Day
• 73,103,024 Records at the DA

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Record Count by Series
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Technology Challenges at the DA

• Data received in many different formats.
• Many different types of data received, i.e, Clerk
  of Courts, Auditors, Minutes/Resolutions/Ordinance
  from Health Depts. and Fire Districts
• Different fees per partner agency

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Post KatrinaNew Orleans Criminal Courthouse
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Status of Digital WAC

• Comment period is over
• Archives is currently drafting responses to
  comments that we received. Estimated completion
  date 5/16/2008
• Planning for phased implementation
• Will convene with ongoing workgroups

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Digital WAC

• Archiving E-mail
• Archiving Websites

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Concerns Archiving E-mail

• Preservation vs. Displaying
• How much does it costs?
• Phased Implementation with pilots
• Who fulfills Public Disclosure?
• Mechanism to retrieve e-mails for Public
  Disclosures (exploring under development)
• Journaling-How is it set-up?

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What is journaling?

• Journaling allows agencies to capture all e-mail
  that is sent and received within a mailbox store.
• A mailbox store is a collection of user
  mailboxes.
• Journaling is very easy to set up and is
  supported in exchange 2000 and higher.

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E-Mail Journaling

• Two approaches
• Local Storage
• Mail is stored on partners server and extracted
  at a set interval and sent to the digital
  archives.
• Forward Mail To Digital Archives
• Mail is sent to the digital archives as it is
  sent and received.

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Concerns with local storage

• Custom code needs to run on partners exchange
  server.
• Partner would need to have space to accommodate
  extra storage.

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Concerns with mail forwarding

• Digital Archives could potentially receive ALL
  the e-mail sent by local and state agencies.
• Partner bandwidth may suffer.

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Benefits with local storage

• Partners bandwidth is saved.
• Data extracted periodically throughout the year.

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Benefits with mail forwarding

• No extra storage space required by partners.
• Custom code is only ran at the Digital Archives
  to extract the e-mail into a useable archived
  version.

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What will happen to the e-mail?

• Once the Digital Archives obtains the e-mail it
  will be ingested in to the archive database.
• Agencies may log in to a website and view their
  archived messages.
• Agencies may fulfill public disclosure requests
  via the digital archives administration website.

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Sample Search Interface
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Search Result based on matches
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List of detailed e-mails matching search criteria.
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Redaction

• How are public disclosure requests handled now?
• How is redaction done now?
• Automated Redaction tool

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Redaction Tool
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Redaction Tool
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Redaction Tool
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Redaction Tool
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Redaction Tool
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Redaction Tool

• Will the functionality meet your immediate needs?
• Any additional requirement?
• What features would you like to see in the future?

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Public Website Availability
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Public Website Availability

• Restrict Title
• Collection of emails

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Public Website Availability

• Restrict Single Record

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Public Website Availability

• Restrict Meta-Data
• Single Line in the Meta-Data
• Restrict Digital Object
• No visible image

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Public Website Availability

• Restrict Digital Object
• No visible image

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Working in Partnership

• Guidelines for Transferring E-mail to DA
• Outreach/site visits.
• Phased in approach
• MS Exchange
• Group Wise
• Lotus Notes
• DA Open House
• Workgroups

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Digital Archives Future

• So, where do we go from here