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  1. Digital Preservation(E-Archiving) Marta Melgar García

  2. Presentation Index • Introduction • Digital Preservation Strategies • Digital Preservation Problems • INE Journals digital repository • INEBase History • Our Virtual Library • Project Phases • The Technical Process in 3 steps • The Publisher • Visualization On Internet • Interesting Data • IT Data

  3. Introduction Digital Preservation definition • Digital preservation combines policies, strategies and actions that ensure access to information in digital formats over time. • Publications will be available and accessible for generations to come. • Source: American Library Association

  4. Digital Preservation strategies Digital preservation strategies and actions address content creation, integrity and maintenance. • Planning • Content creation • Content integrity • Content maintenance • Problems Source: ALA

  5. Digital Preservation strategies • Clear and complete technical specifications • Production of reliable master files • Sufficient descriptive, administrative and structural metadata to ensure future access • Detailed quality control of processes

  6. Digital Preservation strategies Program planning, management and evaluation should consider: • Risk assessment and management. • Cost benefit analysis. • Legal issues. • The role of file formats,standards and metadata. • Storage and maintenance. • Disaster planning. • The relationship between preservation and access. • Preservation strategies, approaches, and methodologies. • Technology forecasting for preservation. Source: Cornell University Library

  7. Digital Preservation strategies Content integrity includes: • Documentation of all policies, strategies and procedures • Use of persistent identifiers • Recorded provenance and change history for all objects • Verification mechanisms • Attention to security requirements • Routine audits

  8. Digital Preservation strategies Content maintenance includes: • A computing and networking infrastructure • Storage and synchronization of files at multiple sites • Continuous monitoring and management of files • Programs for refreshing, migration and emulation • Written disaster prevention and recovery plans • Periodic review and updating of policies and procedures

  9. Digital Preservation problems • We have to preserve the records in an electronic era where change and speed is valued more highly that conservation and longevity. • Enormous amounts of digital information are already lost forever. • Information technologies are essentially obsolete in a short period of time. This dynamic creates an unstable and unpredictable environment for the continuance of hardware and software. • There is a proliferation of document and media formats, each one potentially carrying their own software and hardware dependencies.Copying these formats from one storage device to another is simple. However, merely copying bits is not sufficient for preservation purposes. If the software is not avaliable, the information will lost. Besides the complexity of maintaining the integrity of links, embedded objects, etc. • Digital preservation is expensive. • Increasingly restictive intellectual property and licensing regimes. Source:

  10. INE Journals digital repository In our Library we have created a digital repository of printed journals. Process steps: 1. In our OPAC (On-line public Access Catalogue), we select the 856 field (for electronical resources). 2. We create a fixed URL. This URL is inside our server. 3. We scan the journals in PDF format. 4. We get up the PDF files to the server through FTP. 5. We use the fixed URL and incorporate every different PDF file to its root. 6. We link every file to the OPAC Web. 7. We see the digitalized file in our OPAC Web.

  11. INE Journals digital repository Field 856

  12. INE Journals digital repository

  13. INE Journals digital repository

  14. INE Journals digital repository

  15. INE Journals digital repository

  16. INE Journals digital repository

  17. INE Journals digital repository Some interesting data: • No cost of implementation • Involved personel: 2 people • Project time: one and a half year • Current status: More than 1000 journal numbers digitalized and published

  18. INEbase history Statistical books 1858-1997 available on the web Background • 1996: The INE joins the Internet • 2000: INEbase birth all statistical production offered on the Internet • 2004: what shall we do with past information only available in printed format? Target: opening up to the public historical collection of INE publications only available on paper

  19. INEbase history: a new section of INEbase We had to choose between different alternatives: • Tables in pc-axis format • Complete PDF versions of the books • INEbase history

  20. INEBase History: Our Virtual Library

  21. INEBase History: Our Virtual Library

  22. INEBase History: Our Virtual Library 1858 Yearbook

  23. INEBase History: Our Virtual Library Population (28 tables)

  24. INEBase History: Our Virtual Library

  25. INEBase History: Our Virtual Library

  26. INEbase history: Project Phases • Phase 1. • What should be published? Most symbolic and representative volumes of public statistical activity: Statistical Yearbooks (1858 – 1997) Population Censuses (1900 – 1970) • Outsource scanning ( + de 100,000 pages) • Outsource the software development • Phase 2. • Cataloguing starts • Software improvements suggested by use • 20 publications catalogued before publishing

  27. INEbase history: Project Phases • Phase 3. • Internet launch takes place with 20 Yearbooksand 1 Census • Phase 4. • Cataloguing and web publications of 78 Yearbooks and 9 Censuses (34 volumes) • Phase 5. • Incorporation of new publications • Scan the Agrarian Census and VS statistics • Programme adaptation • Cataloguing & publication

  28. INEbase history: The Technical Process in 3 steps 1. Scanning and OCR • Scanning using the originals • Unbinding (old and non-unique) • Guillotining (repeated and unimportant) • Microfiche (rare, old copies) • TIFF files obtained • OCR programme used to generate txt files used for search engine • Once PDF file is obtained  ready to be catalogued

  29. 2. Cataloguing books into the system: “cataloguer” role INEbase history: The Technical Process in 3 steps 2nd step: associate one or more PDF documents to each node 1st step: create index with categories until we get to the final node: the statistical tables

  30. INEbase history: The Technical Process in 3 steps How is cataloguing done? Practical example Creation of a virtual book: Statistical Yearbook 2010 Node blocked

  31. INEbase history: The Technical Process in 3 steps Creation of the index publication Creating as many chapters as needed

  32. INEbase history: The Technical Process in 3 steps Creation of the tables and association to the corresponding PDF-doc.

  33. INEbase history: The Technical Process in 3 steps Recreating the hierarchical tree All the publication´s documents appear associated to their corresponding table Nodes unblocked Cataloguer’s work ends here

  34. INEbase history: The Technical Process in 3 steps 3. Revision before publishing • Cataloguing should be revised before being published • Who revises?  there is a specific role, the “proof-reader”, but…. this role has not really been used and …in reality another cataloguer does the revision • Once the proof-reading work is finished, the book is ready for publication Proof-reader’s work ends here

  35. INEbase history: The Publisher Main task: to publish books; other tasks: user and trasmission control, nodes translation Blocked node Published node Unblocked node Book ready to be shown on the Internet And the translation process begins

  36. Trasmission process: synchronization of servers Dissemination Server Cataloguing Server This step might not be needed

  37. INEbase history: Visualisation on the Internet

  38. INEbase history: Visualisation on the Internet Yearbooks ordered by decades

  39. INEbase history: The hierarchical tree.... On the dissemination server On the cataloguing programme

  40. And just a click on the required table And a 9 page PDF document is shown

  41. INEbase history: Anything else to be taken in account Search engine Change language No. of tables Size of pdf file

  42. INEbase history: The search engine Direct access to the pdf document

  43. The search engine is based on the table titles (sorry, only in Spanish) and the hierarchical tree (in English as well) INEbase history: The search engine Of course, you might as well use INE’s general search engine:

  44. Population censuses: Everything is also valid INEbase history: The search engine

  45. INEbase history: Some Interesting Data 1- Economic data • Initial scanning stage: 12,000 Euros, 110,000 pages • External development: 90,000 Euros 2- Deadlines • Scaning + development programme: 6 months • Cataloguing: 20 months 3- Amount of scanned pages • Yearbook: 70,000 pages • Census: 30,000 pages • Total: 100,000 pages

  46. INEbase history: Some Interesting Data 4- Personnel used: • Cataloguing: 0 – 3 Recording assistants • Indexes translator: 1 trainee • Publisher: 1 – 2 Statisticians • IT support team 5- How many people use INEbase History? • Page views in october: 77,623 (1.2 % of total)

  47. INEbase history: IT DATA IT infrastructure:a reasonably simple system: •     A cataloguing server houses a copy of the work from the database and the collection of PDF pages; multiple cataloguer PCs provided with a "client" application connect to the server •    One of the components of the family of web servers at houses the dissemination server (the software, plus a copy of the database and a copy of the collection of PDF pages). This is the system that serves Internet files •    There are copy and safety mechanisms between one environment and the other •     The environment is similar to a content management programme

  48. INEbase history: IT DATA IT infrastructure:a reasonably simple system: • Client programmes developed with Microsoft.Net. • Server programme developed with Java. • Catalogue and dissemination database, Oracle 9i. • Programmes for working with PDF files obtained from a manufacturer specialised in this kind of software. • Conceptual design. Setting requirements, selection of • platforms: National Statistics Institute. • Scanning of originals: Proco S.A. • Tecnological partner development: Sopra Group.

  49. Thank you very much for your attention