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Please send feedback, suggestions, and additions to the SAA Technology Best Practices Task Force at techbp-tf [at] forums [dot] archivists [dot] org
Managing Electronic Records and Assets: A Working Bibliography
1. Digital Collections
- Open Archival Information System (OAIS) Framework
- Format Recommendations
- Metadata Standards (General)
- Networks and Communities
- Selected Organizations
- Selected Best Practices, Guidelines, and Handbooks
- Selected Model Programs and Projects
- Selected Articles, Books and Reports
- Selected Journals
Open Archival Information System (OAIS) Framework
“OAIS describes all the functions of a digital repository: how digital objects can be prepared, submitted to an archive, stored for long periods, maintained, and retrieved as needed. It does not address specific technologies, archiving techniques, or types of content.” (RLG, http://www.rlg.org/en/page.php?Page_ID=3201 )
OAIS Activities, RLG/OCLC, 2006
http://www.rlg.org/en/page.php?Page_ID=3201
Includes links to OAIS-modeled repositories and OAIS resources.
Reference Model for an Open Archival Information System (OAIS), Consultative Committee for Space Data Systems, January 2002
http://public.ccsds.org/publications/archive/650x0b1.pdf
“ The purpose of this document is to define the International Organization for Standardization (ISO) Reference Model for an Open Archival Information System (OAIS). An OAIS is an archive, consisting of an organization of people and systems, that has accepted the responsibility to preserve information and make it available for a Designated Community .”
Format Recommendations
Recommended Data Formats for Preservation Purposes in the Florida Center for Library Automation Digital Archive
http://www.fcla.edu/digitalArchive/pdfs/recFormats.pdf
“This table is intended to help Florida university administrators develop guidelines for preparing and submitting files to the Florida Digital Archive.” It evaluates formats for texts, raster images, vector graphics, audio, video, databases/spreadsheets, virtual reality, computer programs, and presentations.
Metadata Standards (General)
Dublin Core Metadata Initiative (DC or DCMI)
http://dublincore.org/
DC is a simple metadata element set intended to facilitate discovery of electronic resources.
Metadata Encoding and Transmission Standard (METS)
http://www.loc.gov/standards/mets
“The METS schema is a standard for encoding descriptive, administrative, and structural metadata regarding objects within a digital library…”
Metadata Object Description Schema (MODS)
http://www.loc.gov/standards/mods/
The MODS schema is a bibliographic element set intended to be able to carry selected data from existing MARC 21 records as well as to enable the creation of original resource description records.
PREservation Metadata: Implementation Strategies (PREMIS).
http://www.oclc.org/research/projects/pmwg/
The objectives of PREMIS were to develop a core preservation metadata set, supported by a data dictionary, with broad applicability across the digital preservation community and to identify and evaluate alternative strategies for encoding, storing, and managing preservation metadata in digital preservation systems.
Networks and Communities
SAA Metadata & Digital Object Roundtable
http://www.archivists.org/saagroups/metadata/
Provides a place for collaboration and a source for guidance to archivists at all types of repositories as they engage with the digital environment. The Roundtable has a listserv.
Selected Organizations
Conservation OnLine: Resources for Conservation Professionals (CoOL)
http://palimpsest.stanford.edu/
“CoOL, a project of the Preservation Department of Stanford University Libraries, is a full text library of conservation information, covering a wide spectrum of topics of interest to those involved with the conservation of library, archives and museum materials.” The site includes links to guidelines and for and information about digital audio and video.
Council on Library and Information Resources (CLIR)
http://www.clir.org/
“CLIR is an independent, nonprofit organization. Through publications, projects, and programs, CLIR works to maintain and improve access to information for generations to come. In partnership with other institutions, CLIR helps create services that expand the concept of "library" and supports the providers and preservers of information.”
Cover Pages
http://xml.coverpages.org/
“The Cover Pages is a comprehensive, online reference collection supporting the XML family of markup language standards, XML vocabularies, and related structured information standards. Edited by Robin Cover since 1986, this public access knowledgebase promotes and enables the use of open, interoperable, standards-based solutions which protect digital information and enhance the quality of data processing.”
Digital Library Federation (DLF)
http://www.diglib.org/
“The DLF is a consortium of libraries and related agencies that are pioneering the use of electronic-information technologies to extend collections and services.”
Online Computer Library Center (OCLC)
http://www.oclc.org/services/preservation/default.htm
“OCLC is a nonprofit, membership, computer library service and research organization dedicated to the public purposes of furthering access to the world's information and reducing information costs.”
Research Libraries Group (RLG)
http://www.rlg.org/
“RLG supports researchers and learners worldwide by expanding access to research materials held in libraries, archives, and museums. RLG works with and for its member organizations enhancing their ability to provide research resources. RLG designs and delivers innovative information discovery services, organizes collaborative programs, and takes an active role in creating and promoting relevant standards and practices.”
Technical Advisory Service for Images (TASI)
http://www.tasi.ac.uk/index.html
The Technical Advisory Service for Images is a JISC funded service. It provides advice and guidance to the UK's Further and Higher Education community on the issues of: creating digital images; delivering digital images to users; using digital images to support teaching, learning and research; and managing both small and large scale digitisation projects.
Selected Best Practices, Guidelines, and Handbooks
Basic Genre Terms for Cultural Heritage Materials, American Memory, Library of Congress
http://memory.loc.gov/ammem/techdocs/genre.html
This basic list of genre terms has been compiled to facilitate the American Memory descriptive record normalization project.
Digital Preservation Management: Implementing Short-term Strategies for Long-term Problems, Cornell University Library, 2003
http://www.library.cornell.edu/iris/tutorial/dpm/
A Framework of Guidelines for Building Good Digital Collections, National Information Standards Organization, 2004
http://www.niso.org/framework/Framework2.html
Conservation Implications of Digitization Projects, Library of Congress NDLP and the Conservation Division, 1999
http://memory.loc.gov/ammem/techdocs/conservation.html
Handbook for Digital Projects: A Management Tool for Preservation and Access, Northeast Document Conservation Center, 2000
http://nedcc.org/oldnedccsite/digital/dighome.htm
Library of Congress: Building Digital Collections: A Technical Overview
http://memory.loc.gov/ammem/about/techIn.html
“The American Memory historical collections at the Library of Congress are the product of a permanent commitment to explore and establish the best practices of digitization, online presentation and access, and digital preservation of historical materials. The information on this page documents current solutions to technical challenges and solutions devised and implemented in the past. The page is updated and expanded periodically.”
The NINCH Guide to Good Practice in the Digital Representation and Management of Cultural Heritage Materials, Humanities Advanced Technology and Information Institute (HATII), University of Glasgow, and the National Initiative for a Networked Cultural Heritage (NINCH), October 2002
http://www.nyu.edu/its/humanities/ninchguide/
Recommendations for the Evaluation of Digital Images Produced from Photographic, Microphotographic, and Various Paper Formats, American Memory, Library of Congress.
http://memory.loc.gov/ammem/ipirpt.html
The National Digital Library Program contracted with the Image Permanence Institute (IPI) in Rochester New York, to produce a report providing recommendations for methods to evaluate the performance and products of scanning service providers. These methods include the use of standard "targets" and a description of the tools and devices needed to measure image quality.
Sitts, Maxine K., editor, Handbook for Digital Projects: A Management Tool for Preservation and Access, Andover, Mass.: Northeast Document Conservation Center, 2000.
Selected Model Programs and Projects
Aluka
http://www.aluka.org/
"… not-for-profit initiative partnering with key libraries, museums, and archives around the globe to build a sustainable digital library of curated collections from and about the developing world, focusing, to begin with, on Africa"
Collaborative Digitization Program
http://www.cdpheritage.org/index.cfm
The CDP endeavors to provide meaningful content on human culture, science, and art to everyone connected online. The site both provides access to information about American culture and contains information about providing online access to historic collections. The CDP is based on a model of distributed images and centralized metadata. Guidelines include:
- Project Management (including questions to ask before starting and funding sources) http://www.cdpheritage.org/digital/index.cfm
- CDP Collection policy, May 2006 http://www.cdpheritage.org/cdp/documents/CDPCollectionPolicyMay2006.pdf
- CDP Digital Image Storage Policy, July 2001 http://www.cdpheritage.org/cdp/documents/policy_imagestorage_2001.pdf
- Western States Digital Standards Group, Western States Digital Imaging Best Practices, Version 1.0, January 2003. http://www.cdpheritage.org/digital/scanning/documents/WSDIBP_v1.pdf. (For the quick reference see http://www.cdpheritage.org/digital/scanning/quickRef.cfm.)
- CDP Dublin Core Metadata Best Practices, Version 2.1.1, September 2006. http://www.cdpheritage.org/cdp/documents/CDPDCMBP.pdf
- CDP Digital Audio Best Practices, Version 2.0, November 2005. http://www.cdpheritage.org/digital/audio/documents/CDPDABP_1-2.pdf
- DC Builder: a tool that allows institutions to directly input and edit Dublin Core records using a web-based interface. Administrators can also crosswalk and batch load non-Dublin Core records, such as MARC records, museum collection management databases, and other local database formats. http://www.cdpheritage.org/digital/dcBuilder.cfm
- Rocky Mountain Online Archive, EAD Outsourcing Guide, Version 1.0, May 2005. http://www.cdpheritage.org/project/rmoa/outsourcingGuide.cfm
- A Sound Model: Collaborative Infrastructure for Digital Audio. This project will create a shared infrastructure that enables museums, libraries and archives to provide access to digitized oral history audio recordings and related transcripts. http://www.cdpheritage.org/project/soundmodel/index.cfm
Electronic Resource Preservation and Access Network (ERPANET)
http://www.erpanet.org
The European Commission funded the ERPANET Project to establish an expandable European Consortium, which will make viable and visible information, best practice and skills development in the area of digital preservation of cultural heritage and scientific objects. The site includes the following guidance documents:
- Ingest Strategies, September 2004: This guidance document is intended to introduce ingest and its role in the development of a digital repository system. The appendix contains a companion guide and checklist when defining and/or selecting an ingest strategy, presenting a survey of the factors required for consideration. http://www.erpanet.org/guidance/docs/ERPANETIngestTool.pdf
- Selecting Technologies, September 2003: This document outlines factors that should be considered when choosing technologies for digital libraries. http://www.erpanet.org/guidance/docs/ERPANETSelect_Techno.pdf
North Carolina Exploring Cultural Heritage Online (NC ECHO)
http://www.ncecho.org
NCECHO promotesthe use of digital technologies to broaden and enhance access to North Carolina's cultural heritage.
Public Records Office (UK)
http://www.nationalarchives.gov.uk/electronicrecords/advice/default.htm
The PRO provides access to electronic records toolkits through its website. The toolkits include:
- How to produce a corporate policy on electronic records
- Toolkit for compiling an inventory of electronic record collections
- Toolkit for appraising the inventory of electronic records
- Sustainable electronic records: strategies for the maintenance and preservation
- Management of electronic records on websites and intranets: an ERM toolkit
- Guidelines on developing a policy for managing email
Washington State Library Digital Best Practices
http://digitalwa.statelib.wa.gov/newsite/best.htm
This site includes sections on the major decision points in planning a digital project, grouped under the following larger categories: project management, collection, technology, and funding. In addition, users can follow a single scenario tracing a community-based, collaborative digital project or read reports on digital projects done by Washington State libraries.
Selected Articles, Books and Reports
Arms, Caroline R., “Available and Useful: OAI at the Library of Congress,” Library Hi Tech, Volume 21, No. 2, 2003, pp. 129-139.
“Describes Library of Congress experience as an early adopter of the OAI Protocol for Metadata Harvesting.”
Beagrie, Neil, and Daniel Greenstein, “A Strategic Policy Framework for Creating and Preserving Digital Collections,” Arts and Humaties Data Service.
http://ahds.ac.uk/manage/framework.htm
Rayward, W. Boyd, “Electronic Information and the Functional Integration of Libraries, Museums and Archives,” History and Electronic Artefacts, ed. Edward Higgs, ed., Oxford University Press, 1998, pg. 207-226.
Vitale, Timothy, "Light Levels Used in Modern Flatbed Scanners," RLG DigiNews, Vol. 2, No. 5, October 15, 1998.
http://www.rlg.org/preserv/diginews/diginews2-5.html#technical
Selected Journals
D-Lib Magazine, http://www.dlib.org/
Microform and Imaging Review, Munich, Germany : K.G. Saur.
RLG DigiNews, http://www.rlg.org/preserv/diginews/
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