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Digital Power Washington State Digital Archives Multi-State Preservation Partnership. Presented by: Jerry Handfield, State Archivist Washington State Archives July, 2008 NDIIPP Partner Meeting. Records Online October 20040 July 200834 2009100M 2010???. Shift Happens.

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Digital Power Washington State Digital Archives Multi-State Preservation Partnership

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Digital PowerWashington State Digital Archives Multi-StatePreservation Partnership

Presented by:

Jerry Handfield, State Archivist

Washington State Archives

July, 2008

NDIIPP Partner Meeting


Records Online

October 20040

July 200834

2009100M

2010???

Shift Happens


Justin Jaffe

Data Ingestion Coordinator

jjaffe@secstate.wa.gov

(509) 235-7500 x224


Washington State Digital Archives Multi-State Digital Preservation Partnership


Partners


Agreement between Office of the Secretary of State (OSOS) Digital Archives and grant participants.

Participant Field List

Security and Connectivity

Participant Contacts

Intergovernmental Agreement


Hard Drive

SFTP

Data Transfer


Hard Drive Process


Auditor Records – Cris Plus Recording system, Anthem Recording System, and Oncore Recording System. This includes Marriage, Land, Misc Auditor Records, Uniform Commercial Code, Power of Attorney, Minutes, Ordinance, Resolution, Military, Plats and Survey, and Recorded Agreements.

Birth Records - Regional Archives.

Census Records - Regional Archives.

City Council Records – Minutes, Ordinance, and Resolution.

Death Records – Social Security Death Index, and Regional Archives.

Executive Orders – Documents released from the office of Governor.

Frontier Justice Records.

Supported Record Series


Institution Records – Regional Archives.

Marriage Records – Provided by both Auditors and Regional Archives.

Military Records - Provided by both Auditors and Regional Archives.

Miscellaneous Historical Records - Regional Archives.

Naturalization Records - Regional Archives.

Oath of Office Records - Regional Archives.

Photograph Records - Regional Archives.

Physician Records - Regional Archives.

Voter Registration Database.

Supported Record Series (Continued)


Idaho398,796

Alaska83,316

Montana359,627

Oregon1,119,975

LouisianaComing Soon

IndianaComing Soon

ColoradoComing Soon

Records Per Partner


Idaho54

Alaska83

Montana35

Oregon119

Searches Per Partner


Washington Record Series Count33,488,634


Washington Statistics


Auditor Data

If we have indexes only with no images, we can process 10,000 indexes per minute for a total of 14,400,000 indexes a day.

If on average the indexes have one associated image with it, we can process 1,600 images and indexes a minute for a total of 2,304,000 total records (this includes indexes and images) a day.

If on average the indexes have four associated images with it, we can process 400 images and indexes a day for a total of 576,000 total records (this includes in indexes and images) a day.

Ingestion Capacity


http://idaho.digitalarchives.wa.gov

http://test.digitalarchives.wa.gov

Sample Sites


Education & Training

Money & Efficiency

Access & Democracy

Incentives to Changeand Participate


Local Records Grant ProgramWAC 434-670

Created in 2001 to provide financial assistance to local government officials to support records management and preservation efforts.

Administered by the Washington State Archives

Office of the Secretary of State

and

The Archives Oversight Committee

(comprised of local government elected officials and representatives)


Grant Program History

2002 7 Grants

2003-2005 22 Grants

2005-2007 54 Grants

2007-2009 93 Grants

$100,000

$200,000

$500,000

$ 898,438

So far…


Express Grants up to $17,500

only for agencies representing populations under 20,000

Regular Grants up to $30,000

for all populations

2007-2009 Grant Cycle:


School districts

Fire districts

County officials

City officials

Library districts

Law enforcement

Housing authorities

Transit authorities

Public works

Health departments

Who Can Apply?WAC 434-670-030All local government entities, including special purpose districts.


Types of Projects Eligible for Grants

  • Preservation of archival/essential records

  • Records Management – planning and inventories

  • Security backup microfilm for records that exist only in paper form

  • Essential equipment (microfilm reader, metal shelving, archive boxes)

  • Improved access to records via scanning


2007-2009 Grant Recipients: 146

City/Town 67$ 939,842

County 49$ 950,587

Fire District 7$ 73,655

Health District 1$ 3,579

Housing Authority 3$ 44,026

Irrigation District 1$ 7,154

Law Enforcement 1$ 30,000

Library District 1$ 30,000

Port District 2$ 25,799

Public Utility District 2$ 55,382

Regional Council 1$ 5,219

School District 6$ 81,957

Transit Authority 3$ 65,517

Water District 1$ 6,263


2007-2009 County Awards: 49

Assessor 2$ 41,503

Auditor 7$ 147,188

Boundary Review Bd. 1$ 30,000

Clerk 12$ 265,108

Community Dev. 4$ 115,305

Commissioners 8$ 142,414

Health 3$ 70,535

Prosecuting Attorney 1$ 2,000

Public Works 5$ 100,835

Records Management 1$ 6,808

Regional Justice Ctr. 1$ 5,000

Sheriff 2$ 9,000

Treasurer 2$ 14,891


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