DREC Committee Meeting Notes- November 7, 2013

DREC Committee Meeting Notes- November 7, 2013

Location: Conference Room

Attendance:

Committee members: Sibyl Schaefer, Laura Montgomery, Suzie Havranek, Hillel Arnold, Mary Ann Quinn, Lucas Buresch, Patrick Galligan

Observing RAC Staffmember attendees: Bob Battaly, Bethany Antos, Beth H. Jaffe-Davis, Marisa Vassari, Julia Welby, Kristen Spad

Agenda:

  1. Archivematica/AT integration
  2. Overview of Asian Cultural Council accession process
  3. Discussion of the brown bag lunch series
  4. Beginning processing on FTK
  5. Classes and workshop discussion
  6. Miscellaneous

1. Archivematica/AT integration (discussion led by Hillel Arnold)

Hillel gave an Archivematica-AT-integration presentation at NEAUG (Northeast Archivematica User Group)  that showed the linking of a DIP (dissemination information package)/ Digital Object to an AT record and subsequent upload to DIMES in real time for the Foundation for Child Development records. In the Archivematica Dashboard the digital object is linked with a component in Archivists’ Toolkit. The DIP and component are connected by a matching UI. This method is a more reliable and faster way to match up DIPs with an AT record than going into Archivists’ Toolkit and creating links manually. There is more documentation at Archivematica on Archivists’ Toolkit integration.

 2.       Overview of Asian Cultural Council accession process (discussion led by Sibyl Schaefer)

The Asian Cultural Council’s electronic transfer was a server-to-server acquisition. The donor contacted us to take an electronic transfer of their records. We requested a directory printout to appraise the electronic records that Asian Cultural Council wanted to transfer to Rockefeller Archive Center. A directory printout helps to determine the size and organization of the materials for transfer. Karen’s Directory Printer  was used to create the directory printout. After this step, an agreement was drawn up. The transfer was then bagged using BagIt and the electronic records were transferred using rsync and Cygwin. After the materials were transferred to RAC custody, the bags will be validated, virus checked, imaged, given an accession number and AT record. Materials that are processed sooner will go through FTK processing and materials that are processed later are ingested into Archivematica backlog holding area. A workflow diagram of the Server Transfer Accession Process shows the steps of the Asian Cultural Council electronic transfer. For further reading, CLIR’s  Publication 159: “Born Digital: Guidance for Donors, Dealers, and Archival Repositories” details the physical and intellectual well-being of born-digital materials transferred from donors to archival repositories.

 3.        Discussion of the brown bag lunch series (discussion led by Sibyl Schaefer)

The brown bag lunch series have been a success with integrating digital concepts into the RAC work environment. There has been some fantastic feedback from Erin O’Meara’s “No One Cooks the Bacon Alone: Models for Success in Building out a Digitally-Integrated Special Collections Program” presentation and discussion led by Meg Hogan and Suzie Havrenek on October 18, and Hillel’s presentation and discussion of “How data gets from ATReference to Dimes” on October 25. The December Brown Bag lunch series discussion will be led by Laura Montgomery on Ricky Erway’s article “You’ve Got to Walk Before You Can Run: First Steps for Managing Born-Digital Content Received on Physical Media”.

 4.       Beginning processing on FTK (discussion led by Mary Ann Quinn)

Our first use case for processing electronic files is the Taconic Foundation records. In order to arrange and describe these records, we are using Forensic Toolkit (FTK) which is connected to the FRED (Forensic Recovery of Evidence Device). FTK was originally created for law enforcement, but is a great tool for archival use. The software allows a processing archivist to search for restricted materials and key words. It is very useful for arrangement and description. FTK can screen out temporary and duplicate files which can make processing a collection more manageable. It can also show what is in a file, the full technical metadata of electronic records, and can open most obsolete file formats.

 5.       Classes and workshop discussions (discussion led by Suzie Havrenek, Patrick Galligan, Lucas Buresch and Hillel Arnold)

  • Suzie attended “Accessioning and Ingest of Electronic Records” taught by Erin Faulder, Digital Archivist at Tufts University on October 25, 2013. The workshop introduced accessioning and ingest practices as they apply to electronic records including current practices and resources, providing a foundation to develop policies and workflows. A pre-workshop reading was the AIMs report. Suzie will post a blog entry about her experiences.
  • Patrick attend “Digitizing Audiovisual Collections- to Outsource or Not to Outsource,” hosted by METRO NY and the Moving Imaging Archiving and Preservation program at NYU on October 2, 2013. The workshop detailed audiovisual project specifications and strategies for talking to donors. He wrote a blog post about his experiences.
  • Lucas attended a reference workshop at University of Las Vegas Libraries on October 30, 2013 in which different use cases and workflows were described. Software that was featured for reference automation was RefTracker which increases the timeliness and quality of reference responses, and captures reference statistics.
  • Hillel attended the edUI conference in Richmond, Virginia from November 4-6, 2013. It’s a conference for web professionals who work in various fields of academia. He wrote a blog post about his experiences.

6.         Miscellaneous

  •  All committee members should relay D-Recs meeting information to their respective groups.
  • Rotating D-Recs committee  membership among RAC staff will be revisited in six months.
  • Lucas will review potential programs to use for redaction of non-disclosable information of a personal or sensitive nature.
  • D-Rec goals and timelines were revisited for the rest of 2013 and into 2014. The timeline can be accessed here.

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