Wisconsin Digital Archives

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Wisconsin Digital Archives

• Digital Preservation of
• Wisconsin State Government Information

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Clarifying Terms

• Digital Archiving
• preservation of information in digital formats
  accessed on the Internet using a tool to spider
  the web content and associated files to create a
  stable URL to secure continued access.
• VS.
• Digitization
• process of turning a tangible format (i.e. print
  publications, photographs) into a digital
  representation of that format usually by scanning
  the item.

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Wisconsin Document Depository Program

• shall collect and distribute a wide range of
  state government publications and information to
  depository libraries regardless of format or
  process by which produced and regardless of the
  source of funds provided to the publisher in
  order to preserveand make available a record of
  major state government programs for future use
• Defined by Sections 35.81- 35.84 of the
  Wisconsin Statutes, as amended by 1991 Wisconsin
  Act 285

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Decline in Print Distribution through Wisconsin
Document Depository Program
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Access to state government information has
changed

• With the ease of web publishing fewer
  publications are being printed
• Publications are born digital and only exist
  online
• Some state agencies claim to be completely
  electronic
• Printing on a more limited basis
• Quality of print has significantly diminished
• More state government information available
  through state agency websites than ever before
• Access to unique and different information not
  traditionally available in the print world
• Added convenience to the user, 24/7 access
• Information is constantly updated
• Content exists in a volatile environment

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Wisconsin Digital Archives provides
opportunities for digital preservation

• Primary Goals
• To provide the opportunity for state agencies to
  continue to fulfill their statutory obligation to
  participate in the Wisconsin Document Depository
  Program with electronic formats.
• To provide authoritative permanent electronic
  access to web content originally accessed from
  Wisconsin state agency websites.
• To provide all libraries, regardless of
  depository status, greater access to state
  government information in electronic formats.
• To provide unlimited users 24/7 convenient access
  to digitally archived state government
  information.

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Collaboration is Key

• Managed by the
• Wisconsin Reference and Loan Library
• Library Collaborators
• Wisconsin Legislative Reference Bureau
• Wisconsin Dept. of Transportation
• Wisconsin Historical Society (Library-Archives)
• UW-Madison
• Wisconsin State Law Library

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Collaborator Contributions

• Collaborators represent all 3 branches of govt
• Collaborators are experts in their field and can
  help manage lifecycle of information more
  effectively
• Identify special projects
• Discovery of content to be archived
• Cataloging DA URLs
• Establishing cataloging standards and strategies

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What are we digitally archiving?

• Publications that provide public perspective on
  state government programs and are created through
  the use of state funding
• Annual / Biennial reports
• Budgets
• Research and informational studies and reports
• Legal reports
• Interim and final reports
• Handbooks, guides and manuals
• Periodicals, journals, newspapers and newsletters
  meant for public audiences
• Licensing standards
• State Plans
• Regional planning commission publications
• Statistical compilations
• Technical bulletin

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New collecting opportunities for librarians

• Empowers information professionals to identify
  content for preservation
• Selection is no longer just in hands of the state
  agencies
• More information to choose from to build stronger
  collections
• Collaborators impact collection development
• Collection development strategies
• Capture unique born digital content
• Fill in existing gaps in print collections
  (Biennial and Annual reports)
• Publications in high demand (Legislative Audit
  Bureau current events)
• Publications available in limited or poor
  tangible quantities
• Provide more robust info packages (Legislative
  Council)
• Replace existing deadlinks in catalog records
  with stable DA URLs
• Publications can be reborn into the digital
  world (DOT Interstate)

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What are we not digitally archiving?

• Not collecting all items that might be considered
  public records
• Not digitally archiving content that is not meant
  for public consumption
• Nothing from Intranet sites
• Not digitizing content
• Content is not being scanned from tangible
  formats, it already exists in electronic format
  online
• Not archiving entire websites
• We Are Not the Way Back Machine

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Using the OCLC Digital Archive Tool

• Tool is accessed through OCLC Connexion Browser
• Web Harvester that spiders specific parts of
  state agency web sites
• Spider captures all links needed to replicate how
  the content was originally presented on the state
  agency website at the time it was spidered. Its
  a snapshot in time.
• Access to the spidered content is through
  persistent digital archives URLs.
• Content associated with each digital archives URL
  is currently being stored on servers in Dublin,
  OH at OCLC for a storage fee based on the amount
  of content being stored.
• OCLC performs periodic virus and fixity checks to
  guarantee rendering of content.
• Use of the Digital Archive tool lets us focus on
  content and the digital preservation process, not
  storage space and technology trends.

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A brief demo of the software

• Connexion
• http//connexion.oclc.org/

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Examples

• Wisconsin state planning grant Amish project
• http//digitalarchive.oclc.org/request?pid3Dobj
  id3A0000012966
• Special Committee on Arts Funding 2000 interim
  study committees
• http//digitalarchive.oclc.org/request?id3Doclc
  num3A181086485
• 2006 the year of the interstate
• http//digitalarchive.oclc.org/request?pid3Dobj
  id3A0000028238
• Forest health conditions in Wisconsin annual
  report
• http//digitalarchive.oclc.org/request?id3Doclc
  num3A40445103

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Technical Limitations of OCLC Digital Archive
Tool

• Accepted formats
• Content accessible via the http protocol
• Microsoft file formats, ZIP files, PDF, GIF, JPG,
  TIF
• Environmental Vs. Bit preservation
• Software can provide false positives
• The Digital Archives branding bar sometimes makes
  it appear that certain links are part of the DA
  URL that really are not
• Could experience being bumped out to live site
  unless paying attention to address bar
• Formats and web development not supported
• File formats that are served up via a protocol
  other than http, such as FTP
• Audio and video files that require a streaming
  server
• All file must be under 4 GB
• Content accessed through a database interface
• JavaScript
• Cannot handle embedded PDFs that exist within in
  a document
• Impending changes to the tool that are still
  unclear

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Alternatives to OCLC Digital Archive Tool

• Underdeveloped solutions
• Not turn key solutions
• Open Source
• No ongoing support for future data migration
• No guarantees for rendering of content
• Requires staff and expertise that WI does not yet
  have

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The Key is Providing Access

• Digital Archives catalog records are accessed in
  OPAC settings
• WorldCat, WISCAT, MadCat, LRBCat
• Provides search benefits and convenient access to
  state agency information in a controlled
  environment
• State agency publications co-exist regardless of
  format providing full historical range of state
  agency publications
• Provide monthly lists of fully cataloged digital
  archive records, http//dpi.wi.gov/rll/indship.htm
  l
• List are available to both depository and
  non-depository libraries
• Do not mandate use of records in local OPACs to
  fulfill depository requirements
• Continue to seek ways to expand audience
• State agencies?

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Digital Archives Shipping Lists
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Shortcut when Searching WISCAT
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Digital Archives Catalog Records
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Use of DA URLs to Increase Access
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Promoting additional modes of access

• DA URLs work outside of an OPAC setting

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Accessing DA URLs on Webpages
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Future Access through CONTENTdm?
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Impact of Wisconsin Digital Archives
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Digital Archives Distribution
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Redefining Depository Status

• Selective depository libraries are dropping out
  of the print program
• 2 year retention guidelines for docs
• Most feel they can get what they want from the
  internet in that 2 year period
• Increased confidence in Digital Archives
• Like being able to make selections from DA lists
• Libraries who drop continue to participate in
  Digital Archives

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Whats next

• New webpages
• Investigate ways to promote greater access
• Web 2.0 technologies to highlight records
• Free subscription service for DA lists
• Improved searching capabilities in OPACs
• Develop an information portal for DA records
• Survey to libraries for input
• Content
• Usage
• Annual report to state agencies to promote more
  interaction
• PeDALS Project, Persistent Digital Archives and
  Library System
• Uses of LOCKSS technology

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For More Information

• Visit our website http//dpi.wi.gov/rll/inddep.ht
  ml
• Contact us
• Abby Swanton, [phone]
• Wisconsin Document Depository Librarian
• Wisconsin Dept. of Public Instruction
• Reference and Loan Library
• Abbigail.Swanton_at_dpi.state.wi.us