Archival Information: How to Find it, How to Use It. Reviewer(s). Lesley Richmond (Director, Glasgow University Archive Services). Keywords: Archive.
Table of contents
In the context of the OAIS , information can exist in two forms: These two types--physical or digital-- may be referred to collectively as the data object. Interpretation of the data object as meaningful information by the archive's Designated Community is achieved through the combination of the Designated Community's knowledge base, and the representation information associated with the data object. Each individual or class of individuals, in the case of a Designated Community has a knowledge base, which is used to understand and interpret information.
For example, a Designated Community consisting of Java programmers is expected to have the knowledge base to understand information in the form of Java source code. The knowledge base of the Designated Community is not always sufficient to fully understand the archived information.
How to use archives - The National Archives
In this event, the data object must be supplemented by representation information so the data object can be fully understood by the Designated Community. For example, if the Designated Community consists of all programmers, rather than Java programmers specifically, then information pertaining to Java syntax and programming conventions is necessary for this class of consumers to fully understand the archived data object Java source code. The combination of the data object, the Designated Community's knowledge base, and the representation information results in an information object representing "meaningful information" to the Designated Community.
Clearly, meaningfulness is predicated on the definition of the Designated Community the archive serves. An information package is composed of four types of information objects: Content Information is the primary information of interest--the data object and its associated representation information. Preservation Description Information PDI contains information necessary to adequately preserve the Content Information it is associated with.
In particular, PDI would include provenance information, unique identifiers for the Content Information and information validating the authenticity of the Content Information such as a checksum or digital signature. Packaging Information binds the components of the information package into an identifiable entity, while Descriptive Information facilitates access to the information package via the archive's search and retrieval tools.
Within the OAIS model, three types of information package are identified: The Ingest function is responsible for receiving information from producers and preparing it for storage and management within the archive. The Archival Storage function handles the storage, maintenance and retrieval of the AIP s held by the archive. These responsibilities include receiving new AIP s from the Ingest function and assigning them to permanent storage according to various criteria media requirements, expected utilization rates, etc.
The Data Management function coordinates the Descriptive Information pertaining to the archive's AIP s, in addition to system information used in support of the archive's operation. In particular, the Data Management function maintains and administers the database containing this information; executes query requests received from the Access function and generates result sets to be returned to the requestor; creates reports in support of the Ingest, Access or Administration functions; and performs updates on the Data Management database, including the addition of new Descriptive Information received from Ingest or new system data received from Administration.
The Administration function manages the dayto- day operation of the archive. This includes negotiating submission agreements with information producers and performing system engineering, access control and customer services. The Administration function also performs regular audits of SIP s to assess their compliance with the submission agreement, and develops policies and standards related to the system's data standards e.
This function also serves as an interface between the archive and two components of the OAIS environment: The Access function helps consumers to identify and obtain descriptions of relevant information in the archive, and delivers information from the archive to consumers. This function involves the provision of a single user interface to the archive's holdings for both search and retrieval purposes; generating a DIP in response to a user request by obtaining copies of the appropriate AIP s from Archival Storage; obtaining relevant Descriptive Information from Data Management in response to a query; and finally, delivering the DIP or query result set to consumers.
The five OAIS functional entities manage the flow of information from information producers to the archive, and from the archive to consumers. Taken together, they identify the key processes endemic to most systems dedicated to preserving digital information. Here are some arrangements to consider:. Inform the archival staff of the date s that you intend to visit and the materials you would like to see.
- Repository to Repository Transfer of Enriched Archival Information Packages.
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The staff can notify you of any special circumstances where either the facility or the materials are unavailable. Many archives store materials in off-site facilities, typically due to space constraints. If the materials you are requesting are stored off-site, they may take several hours or days to retrieve. Alerting the staff to your visit and the materials you want to see may enable you to access those materials upon your arrival instead of having to wait for them.
Are there any special closings on the dates you intend to visit? If the hours are too limited to accommodate your schedule, can any alternative arrangements be made? Many repositories lack the staffing and funding required for having extensive hours, but some may offer options to meet researcher needs. If a repository has weekend and evening hours, professional archival staff may not be present at those times.
This may limit the services available such as photocopying, material retrieval, etc. Additionally, ask whether there are any entrance fees to conduct research there. Examine the available options for accommodations, food, and transportation. The archives may have special arrangements that researchers can utilize. Inquire about parking near the repository if you are bringing a vehicle with you. Check to see whether there are any limits on the amount of materials you may request or specific request times.
Some archives may allow you to have multiple boxes of materials at a time; others only a single box, book, or folder at a time. The amount of materials you may access could impact your work flow and time spent at the archives, so it is best to inquire ahead about material request limits. The times when material requests may be placed can also vary by repository. Review guidelines for using materials at the archives. Look for these to be posted on the repository website, or ask a staff member.
Typical repository guidelines will be explained in more detail in the next section, but guidelines between archives will vary. Examine the reproduction policies of the archives. Regulations and fees for requesting photocopies, scans, digital photography, microfilming, and reproductions of photos and audio-visual materials vary among archives.
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Ascertain whether the archives offers Internet access and accommodates personal laptop computers , and clarify the Internet access procedures. If Internet access is not available, determine the nearest location where researchers may access the web. Ask whether any materials in the collection circulate or are loaned out.
Are there other libraries nearby that offer guest library accounts? Sometimes a local library will have resources to aid your research that are available for loan or accessible when the archives is closed. Inquire whether any opportunities for research grants or funding are offered by the archives. Extensive research projects may require spending a large amount of time at one or several archives. Some repositories or related organizations or academic institutions may offer financial assistance to researchers.
Schedule some additional time for the unexpected. Discoveries and new questions unearthed during research may lead you down different avenues than you had originally anticipated. Certain tasks—like deciphering hard-to-read handwritten documents or researching primary materials—may take more time. Also, consider the option of a return visit to the archives in case you need to verify information, check additional materials, or pursue something you had not thought of earlier. Researchers may be surprised initially at how different it is to use materials in an archives versus a public or academic library.
Archives have access guidelines designed both to help preserve materials and protect them from theft, thus ensuring they will remain available for future researchers. This section will list some typical usage guidelines found at archives and the reasons behind them. Guidelines will differ between repositories, so always check what guidelines an archives has in place. Registry and personal identification: Many archives ask researchers to fill out an application, registry card, online form, or acquire a researcher card before they begin using materials.
The forms typically include name, address, institutional affiliation, materials to be used, and a description of the research project. Photo IDs may also be requested. Such registration practices familiarize the archival staff with the researchers to better serve their research needs and interests, and may also be used to aid a criminal investigation in the event that theft is discovered. Some archives also require a note of recommendation or special permissions before admitting researchers.
Removal of coats and bags: Another method used to discourage theft is requiring that researchers remove bulky outer clothing and store purses, bags, binders, and laptop cases outside of the research area. Many archives have lockers or other monitored areas that researchers can use to store personal possessions. If the only storage option is a nonsecure environment, such as a public coat rack, be sure to remove valuable items like keys and wallets from bags and pockets. No food, drink, or gum: This guideline is designed to help preserve the collections.
Spills can irreparably damage documents or require costly repairs by a conservator. The presence of food may also attract insects or rodents that infest archival materials. Use of pencil only: This is a preservation practice in case accidental marks are made on archival materials; pencil can be erased while pen marks cannot.
Some forms have very practical uses, like verifying that the correct materials are retrieved, calculating fees, or keeping track of usage for statistical and preservation purposes. By recording exactly which materials were used and by whom, forms can also serve as a theft deterrent. Finally, forms can be useful in notifying the researcher of any legal requirements to take into consideration for how materials are used. Photocopies of unpublished materials provided for a researcher may require additional permissions before they are published.
In most cases clean hands free of lotions or perfumes are sufficient for handling materials. Gloves may be necessary for handling objects or photographs in order to protect the materials from the oils and other residues left by hands. The archives should provide gloves if they are required. Laptops, cell phones, cameras, recorders, and personal scanners: Many archives allow the use of cameras, laptops, and other personal digital devices, but restrictions may exist.
Materials may require permissions before they are reproduced, and the lights used by cameras and scanners can cause text and images on documents to fade if they are overexposed.
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Hence, guidelines in these areas are for security and preservation purposes, as well as for ensuring that all researchers can work in a relatively quiet, distraction-free environment. Archival staff may also ask to inspect any devices researchers bring with them before entering or leaving the research area. Careful handling and maintaining order: To ensure that materials are maintained for future use, all archives ask researchers to handle materials carefully.
While older materials are generally thought to be more fragile, even new materials need to be handled with care so they remain available to the next generation of researchers. Archives may provide specialized tools like book pillows to help preserve materials during use.
It is also important that materials remain in the order in which the researcher received them so they can be located later and observed in their proper contexts. Misfiling or changes in order can lead the archival staff to assume that items are missing and inconvenience future researchers. Repositories generally provide place markers to help a researcher keep materials in order and to mark items requested for photocopying. An archives may have additional guidelines like removing one folder from a box at a time, leaving reshelving to archival staff, etc. In certain instances, materials may not be accessed, or may have stipulations on use and access.
Reasons for limited access to materials generally fall into three categories:. Copyright legislation in the United States protects authors of original works in any form, including literary, dramatic, pictorial, musical, etc. The copyright holder has the right to control the use, reproduction, and distribution of those works, as well as the ability to benefit from works monetarily and otherwise. Archives must abide by these laws, which can be complex.
In other words even if the archives physically owns a particular document, the copyright of the document and stipulations on how it can be used may be managed by another individual or institution. While amendments to copyright law have been made to help archives and libraries better serve researchers, limitations still exist on what materials repositories can provide. Archives may require donors to give both property and copyright to the archives upon donation. However, donors can only give an archives copyright to materials that they created, so many documents in collections remain under copyright.
6.3.1 Archival Information Package (AIP)
It is the responsibility of researchers to find the copyright holder in order to publish or cite from the materials. Photocopying an entire copyright-protected book that a researcher can purchase or obtain through other avenues would be a violation of copyright law. Placing a copyrighted photograph on a website without the consent of its copyright holder would be another violation example. Restrictions come in many varieties, but they generally exist because an archives must serve the interests of some other group or entity and hence cannot allow researchers to access certain materials.
Reasons for restrictions include:. The donor who originally gave materials to the archives set a time limit or certain stipulations on how those materials could be used, generally due to privacy concerns or sensitive materials.
Laws or other legislation exist which dictate how certain materials may be used. Census records are restricted for seventy-two years before they become available to researchers to protect personal information. Materials may be considered classified if they endanger the security of a governmental body such as the federal or state governments , or if they compromise the health of a profit-based company such as the design plans for an automobile or the recipe of a commercial food product.
Most restricted materials will be made available for researchers to view once the restriction stipulations are no longer deemed necessary or have expired after a certain amount of time has passed. Researchers may, in some cases, gain access to restricted materials if they file a petition or request permission from the appropriate entity. These collections contain materials that the archival staff has received—but has not yet examined, identified, and organized for researchers to use.
Archivists need to identify and describe materials so that they can create the finding aids, database records, and other tools that will help researchers locate materials to aid their research. Poor storage methods may contribute to the rapid deterioration of materials, so archivists often remove rubber bands, metals, plastics, boxes, folders, and other items that are harming materials, replacing them with archival-standard enclosures such as acid-free folders that will support preservation needs.
Contaminants that pose certain health risks to humans, like mold or chemicals, may be present in materials that arrive at archives. Archivists are trained to identify these problems and treat the materials so that they are safe to use. Overall, the work of processing makes materials safe for researchers to use, and helps protect and preserve those materials for long-term use at an archives. There are repositories that may allow researchers to use unprocessed materials, depending on the individual collection and the policies of the institution.
If you know of an unprocessed collection you want to use, talk to the archival staff as far ahead of your visit as possible and inquire about use policies. Once you have arrived at an archives, here are a few things to consider to maximize your time and efficiency, and to help the research process go smoothly:.
What are the materials that would be most helpful for you to view? Make plans to see those first and ask the archival staff for them promptly to ensure you have time to see them. This is especially important for materials you would not be able to get anywhere else. Do you have any questions that need to be addressed before other work can be done? Balance your work flow with the policies of the archives: After familiarizing yourself with the policies of an archives, you can better adapt your work flow to those criteria when conducting your research.
Because of this, it may now be possible to begin exploring the semantics of exchange including questions such as:. The partners will test the exchange of information packages among their own repositories: TIPR is intended to advance the state of repository-to-repository transfer to support the complex and enriched information packages actually produced and stored by current preservation repositories. It will have two areas of focus: The repository systems used by the TIPR partners will be enhanced to support ingest and dissemination of materials following this profile.
The project will develop use cases designating content with particular characteristics to be tested for example, compound objects with and without hierarchy; objects with particular types of metadata; objects with multiple versions and will model how these should be represented in the information package. The use cases will be tested under various transfer scenarios. TIPR will also look at what received information a repository system must understand and mechanisms for understanding it. Partners will evaluate the usefulness and trustworthiness of PREMIS semantic units in the context of repository-to-repository transfer, deciding which information will be mapped into actionable metadata in their own systems and what will simply be stored.
Local values from the partners' systems will be registered in the prototype, and relationship information returned by the registry will be used in mapping values between systems. The partners hope that TIPR will advance the preservation community towards the goal of reliable transfer of archival information packages among trustworthy digital repositories. Brandt , Olaf, et. D-Lib Magazine , December DiLauro , Tim, et.
The Archive Ingest and Handling Test: The Johns Hopkins University Report. D-Lib Magazine , December , Vol. Guenther , Rebecca, Battle of the Buzzwords; Flexibility vs. Halbert , Martin, March Distributed Digital Preservation Networks. Knight , Gareth and Mark Hedges, June McDonough , Jerome, Structural Metadata and the Social Limitation of Interoperability: The Markup Conference Proceedings Pearce , Judith, et.
Revised June 25, Steinke , Tobias, Criteria and Checklist, version 1. Abstract Responsibility for digital preservation must be distributed among many heterogeneous, geographically dispersed repositories. Introduction Most of those involved with the preservation of digital materials take it as axiomatic that responsibility for digital preservation can not be centralized, but rather must be distributed across a number of heterogeneous, geographically dispersed stewardship organizations.
Transfer Projects Given the overall importance of repository-to-repository transfer, it's not surprising that several research projects have focused on this issue. For any given information package, this might include: Towards Interoperable Preservation Repositories Each of the projects mentioned here has made a significant contribution towards the goal of meaningful repository-to-repository transfer. Because of this, it may now be possible to begin exploring the semantics of exchange including questions such as: What information in the METS file must the receiving repository understand, and what can safely be ignored?
To what extent can another repository's information be trusted? What should a repository do when the information it derives or extracts from a package differs from the information provided by the originating repository?
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To what extent must one repository system understand the vocabularies used by another? For values that must be understood, can external registries provide a useful mapping function? TIPR will continue through the end of September with these objectives: