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Preserving Legislative Digital Records: Challenges and Solutions for Minnesota's Historical Society

The Minnesota Historical Society is addressing critical challenges in preserving digital legislative records through the National Digital Information Infrastructure and Preservation Program. Key issues include disaster recovery, legal frameworks, public expectations, and system complexities. Collaboration with various partners is essential for developing standards, ensuring sustainability, and creating effective models for digital preservation. The Society aims to facilitate access to at-risk digital content while promoting education and outreach. This ongoing effort reflects the need for adaptive strategies and continuous improvement in the digital preservation landscape.

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Preserving Legislative Digital Records: Challenges and Solutions for Minnesota's Historical Society

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  1. Project background: preserving legislative digital records National Digital Information Infrastructure and Preservation Program Minnesota Historical Society

  2. 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

  3. Assumptions • Collaboration • Standards • National cyberinfrastructure • Rigorous appraisal and ROI: use value of electronic records • Education • Cultural and institutional change • Sustainability Minnesota Historical Society

  4. Project partners • MN (ROS, LRL, MHS) • CA and KS • CDL • NCSL • AR, IL, MS, ND, NE, TN, VT • ThomsonReuters, private sector Minnesota Historical Society

  5. Partners: unique and appropriate • Audiences • Mission • Priorities • Initiatives • Capacity • Resources Minnesota Historical Society

  6. Process • Lots and lots of meetings • Documentation: BaseCamp • Research • Re-grants • Implementation • Evaluation Minnesota Historical Society

  7. 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

  8. 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

  9. Practical outcome: incremental improvement Storage Preservation Policies Standards Partners Technologies Model Minnesota Historical Society

  10. 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

  11. 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

  12. Partners: next steps • Education • Sharing content • Adapting models • Gap analysis • Evaluation Minnesota Historical Society

  13. Solution: ongoing process • Standards • Migration • Conversion • Innovation • Collaboration Minnesota Historical Society

  14. More information • Project website: www.mnhs.org/ndiipp • Contact: Bob Horton robert.horton@mnhs.org Minnesota Historical Society

  15. Policy framework • Document decision and transactions • Accountability, transparency, FOI • Privacy • Re-engineering government • Costs Minnesota Historical Society

  16. 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

  17. 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

  18. Sustainability: business case • Appropriate solutions • Integration into routines • Priorities – appraisal, scope • Cost control • Use value (access, transparency, open gov’t) • Collaboration Minnesota Historical Society

  19. Archivists’ role • Add value, define niche • Facilitate use and collaboration • Context and significance • Web 2.0 • Long term preservation Minnesota Historical Society

  20. Conceptual framework • Access • Data consultancies • Guidelines and standards • Policy and technology • Outreach, education, promotion • Larger context Minnesota Historical Society

  21. Common ground • Trustworthy • Preserved • Accessible • Standards based - NCCUSL: Authentication Model Law Minnesota Historical Society

  22. Legislature (creation) Web (harvesting) Access (Item) Archive (mgmt/admin) (Batch) Repository (preservation) Minnesota Historical Society

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