Managing

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Managing Archiving Web-based Records in Kentucky

• Midwest Archives Conference
• Louisville, KY
• April 17-20, 2008

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Mark Myers

• Electronic Records Archivist
• Public Records Division,
• Kentucky Department for Libraries and Archives
• E-mail mark.myers_at_ky.gov
• Phone [phone] Ext. 244

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Who We Are
Kentucky Department for Libraries and Archives
State Library
State Archives
State Records Management
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Where Weve Been . . .
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Where We Are Now . . .

• The State Archives Center is FULL!
• Looking for more ways to utilize the electronic
  form.

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KDLAs Electronic Archives

• http//www.e-archives.ky.gov/

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KDLA Approach

• Began harvesting publications
• As we found them
• Manually download
• Communicate with agencies
• Allow for harvesting
• Tell us where records are
• Remove impediments to harvesting
• New Administrative Regulation
• Allow for electronic transfer (instead of paper)
• Mandates PDF format
• Focusing more on Websites in scheduling process
• General Schedule for Electronic and Related
  Records
• E0057 Website Content Records
• E0058 Website Format and Control Records

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KDLA Approach Web Sites

• Analyze web site - Identify records on site
• Check schedules for retention period
• Added two items to General Schedule for
  Electronic and Related Records
• Web Content Records
• Web Format Control Records
• Determine best format for retention

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Archiving Websites in KentuckyGovernors Office
Web Records
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Governors Office Website

• Appraisal
• Former Governor Patton (1995-2003) first to use
  web
• Public face of the Governors Office on a new
  medium
• Unique arrangement of records on site
• Most records found on site are permanent

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Governors Office Website

• Appraisal (continued)
• Governors Website is
• Relatively Simple (not complex)
• Fairly Static
• Manageable Size
• Most of the records already scheduled

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Governors Office Website

• Acquisition
• Methods of capture
• Internet Archive Wayback Machine
  (http//www.archive.org/)
• Harvesting with Grab-a-Site (http//www.bluesquirr
  el.com/products/grabasite/)
• Consultation with Governors Office
• Added series to the Governors Office Schedule
• 05444 Governors Office Website
• Coordination for access transfers

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Governors Office Website

• Acquisition
• Frequency
• Gov. Patton site 3 captures
• 1997 Second full year of administration
• 2002 First major revision
• 2003 End of the administration
• Gov. Fletcher site Yearly captures
• Jan 2004 - Inaugural site
• June 2004 Six months into term
• June 2005
• August 2006
• September 2007
• December 2008 End of Administration

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Other Electronic Formats

• Formats to Transform Preserve
• HTML
• Scripts and style sheets (Java, ASP, Cascading
  style sheet)
• Microsoft (Word, Excel, Powerpoint)
• Adobe Portable Document Format (PDF)
• Audio (WAV, MP3)
• Image (GIF, JPEG, BMP, PNG, WMV, TIF)
• Video (WMP, MPEG, Realplayer)
• Other (swf, htc, ico inf, mso, php, xml)

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Problems Encountered

• Harvesting
• Developing the boundaries of web sites or objects
  to be collected
• Problems of multiple inter-related URLs
• Look and feel of the pages affected by style
  sheets and other files
• Use of domain name complicated harvesting because
  of redirects
• Content Management Systems complicated grab but
  didnt prevent it

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Problems Encountered

• Other Issues
• States Web Standards
• Google and other search engines
• Politics Policies
• How often to capture
• Differences in website use
• Equal treatment of different administrations

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Preservation

• Building the E-Archive
• Minutes Annual Reports
• State Publications
• Digital photos, video
• Geospatial data
• Participation in PAT project (http//www.sdsc.edu/
  PAT/)
• Governors Website - KDLA Website
• Alternate formats
• Regular transfers from Gov. Office (paper,
  electronic)
• Paper/Digital to microfilm

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Preservation

• Migration of data and formats
• No migration necessary for html and pdf files
  created as early as 1996, but others types
  problematic
• Retain files in original and transformed versions
• Identifying and documenting necessary elements
• including versions and transformations through
  metadata elements
• Maintaining structure
• Relationships among files - links
• Look and feel

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Questions?
Thank You!

• E-mail
• mark.myers_at_ky.gov
• Phone
• [phone] Ext. 244
• KDLA web site
• http//www.kdla.ky.gov
• E-Archive website
• http//www.e-archives.ky.gov/