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Project background: preserving legislative digital records. National Digital Information Infrastructure and Preservation Program. Minnesota Historical Society. Issues & challenges. COOP, disaster recovery Legal framework – records laws, litigation, discovery

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Project background: preserving legislative digital records

National Digital Information Infrastructure and Preservation Program

Minnesota Historical Society


Issues & challenges

  • COOP, disaster recovery

  • Legal framework – records laws, litigation, discovery

  • Increased public attention and expectations

  • Complexity of systems – email, RMA, web, web 2.0

  • Costs and capacity

  • Lack of a good model

Minnesota Historical Society


Assumptions

  • Collaboration

  • Standards

  • National cyberinfrastructure

  • Rigorous appraisal and ROI: use value of electronic records

  • Education

  • Cultural and institutional change

  • Sustainability

Minnesota Historical Society


Project partners

  • MN (ROS, LRL, MHS)

  • CA and KS

  • CDL

  • NCSL

  • AR, IL, MS, ND, NE, TN, VT

  • ThomsonReuters, private sector

Minnesota Historical Society


Partners: unique and appropriate

  • Audiences

  • Mission

  • Priorities

  • Initiatives

  • Capacity

  • Resources

Minnesota Historical Society


Process

  • Lots and lots of meetings

  • Documentation: BaseCamp

  • Research

  • Re-grants

  • Implementation

  • Evaluation

Minnesota Historical Society


Lessons we’re learning

  • Change: perpetual beta, budgets, personnel

  • “Constant partial attention”

  • User expectations: preservation = access over time; success = content + functionality

  • Access: open content, loosely coupled, specialized needs

Minnesota Historical Society


Lessons we’re learning (2)

  • Collaboration and integration

  • Lower costs, lower barriers

  • Catalysts: business case, mandate, charisma

  • Local knowledge

  • No single model: common problems, but not the same solutions

Minnesota Historical Society


Practical outcome:

incremental improvement

Storage

Preservation

Policies

Standards

Partners

Technologies

Model

Minnesota Historical Society


Progress

  • Research and white papers: access, records mgmt, digital audio/video, legislative history, XML usage, mashups, authentication etc.

  • Education: handouts, podcasts, NCSL

  • Schema

  • NCCUSL model law

Minnesota Historical Society


MHS: next steps

  • Integration of non-XML content

  • Import and export: web and CDL

  • CA and KS

  • Automating the process

  • Education

  • Gap analysis and toolkit

  • Evaluation

Minnesota Historical Society


Partners: next steps

  • Education

  • Sharing content

  • Adapting models

  • Gap analysis

  • Evaluation

Minnesota Historical Society


Solution: ongoing process

  • Standards

  • Migration

  • Conversion

  • Innovation

  • Collaboration

Minnesota Historical Society


More information

  • Project website:

    www.mnhs.org/ndiipp

  • Contact:

    Bob Horton

    [email protected]

Minnesota Historical Society


Policy framework

  • Document decision and transactions

  • Accountability, transparency, FOI

  • Privacy

  • Re-engineering government

  • Costs

Minnesota Historical Society


Project outcomes

  • Capture, preserve and provide access to “at-risk” digital content from state legislatures

  • Test the model in MN

  • Determine capacity of other states to adapt the model

  • Promote the results through education and outreach

  • Connect to national cyberinfrastructure

Minnesota Historical Society


Legal framework

"The current law is just completely unhelpful. The Legislature has to get to this. ... it'll be messy and quite ungratifying, but it has to be done.''

Minneapolis Star-Tribune

13 July 2008

Minnesota Historical Society


Sustainability: business case

  • Appropriate solutions

  • Integration into routines

  • Priorities – appraisal, scope

  • Cost control

  • Use value (access, transparency, open gov’t)

  • Collaboration

Minnesota Historical Society


Archivists’ role

  • Add value, define niche

  • Facilitate use and collaboration

  • Context and significance

  • Web 2.0

  • Long term preservation

Minnesota Historical Society


Conceptual framework

  • Access

  • Data consultancies

  • Guidelines and standards

  • Policy and technology

  • Outreach, education, promotion

  • Larger context

Minnesota Historical Society


Common ground

  • Trustworthy

  • Preserved

  • Accessible

  • Standards based

    - NCCUSL: Authentication Model Law

Minnesota Historical Society


Legislature

(creation)

Web

(harvesting)

Access

(Item)

Archive

(mgmt/admin)

(Batch)

Repository

(preservation)

Minnesota Historical Society


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