Megan Durden, North Carolina State Archives Butch Lazorchak, Library of Congress Mark Myers, Kentucky State Archives Best Practices Exchange, Helena,

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1 GIS are from Mars, Archivists are from Venus: Linking State Government Geospatial Professionals and their Cultural l Heritage Counterparts Megan Durden, North Carolina State Archives Butch Lazorchak, Library of Congress Mark Myers, Kentucky State Archives Best Practices Exchange, Helena, MT May 2008

2 Why are GIS from Mars and Archivists from Venus? Not always speaking the same language (even when talking about the same things) Different conceptions of the temporal value of data Operate in different areas of state government Different funding sources Both interested in preserving their digital data, but for different purposes

3 National Digital Information and Preservation Program (NDIIPP) Library of Congress Digital Preservation Initiative begun in 2000 Identify and preserve at-risk digital content Develop a national digital collection and preservation strategy Support development of improved tools, models, and methods for digital preservation Work with industry, concerned federal agencies, libraries, research institutions and not-for-profit entities Funds made available for matching grants

4 NDIIPP Content Activities

5 States Initiative Background Goal has long been to include the state governments within the scope of NDIIPP Held Workshops throughout h 2005 with State delegations 2005 Report - Preservation of State t Government Digital Information: Issues and Opportunities 2006 CTG report - Preserving State Government Digital Information: A Baseline Report

6 State-Level Preservation Challenges Capability for preserving state government digital information is resource-limited Authority for setting standards and responsibility bl for performing digital preservation is dispersed Efforts to develop strategic digital preservation programs are hampered by current funding and staffing models. Historical digital information not always available; it is often replaced or removed from the Internet Digital and print versions not always equivalent

7 States RFEI Response RFEI responses received June submissions from 65 institutions; as a group, proposals cover full scope of the RFEI 52 partners proposed States 30 Professional Associations 11 Academic and nonprofit - 5 IT Companies 4 Federal Agencies - 2 (NARA, GPO) External experts involved in review of proposals

8 Four Proposals Funded in 2008 AZ State Library, Archives and Public Records FL, NY, SC, WI MN Historical Society CA, IL, KS, MS, TN, VT NC Center for Geographic Information and Analysis/NC Office of Archives and History KY, UT WA State Archives AK, CA, CO, ID, IN, LA, MT, OR

9 NDIIPP As a Catalyst The States Initiative will support: The collection and preservation of digital content, such as geospatial information, state legislative records, and state executive agency documentation. Development of the standards, best practices, and technical infrastructure necessary to provide for permanent access to a national collection of state and local government information

10 States Initiative Desired Outcomes Collect and provide access to important information for Congress, others Model best practices within a distributed digital preservation network Catalyze collaboration among/between state CIOs, librarians, archivists, as well as other partners Demonstrate concrete, repeatable results Broad sharing of lessons learned Provide a focus for stewardship of state t and local l government digital it information within a larger national context

11 North Carolina Geospatial Digital Archiving Project (NCGDAP) Lead Partner: North Carolina State University Libraries Additional Partner: North Carolina Center for Geographic Information and Analysis Objectives: Work to bring the GIS and archival communities together around the issue of digital preservation Identify and acquire at-risk geospatial data Raise awareness of geospatial archiving issues within the data producer community of NC Gain a richer understanding of the technical challenges associated with preserving geospatial data

12 North Carolina Geospatial Digital Archiving Project (NCGDAP) Some Observations: Formal, structured data exchange networks support data archiving efforts Digital preservation may lead through other more compelling business problems. State Archives and State Libraries have the potential t to serve e as significant components of state data infrastructures.

13 Multi-state Geospatial Content Transfer and Archival Demonstration Lead Partner: North Carolina Center for Geographic Information and Analysis States: NC, KY, UT Document geospatial preservation activities among state partners and in other states Formulate best practices guidelines for geospatial data archiving and metadata Work closely with federal, state and local l governments to implement a geographically dispersed contentexchange network Replicate large volumes of geospatial data among several states to promote preservation and access

14 North Carolina

15 Why Archive Geospatial Data? Potential role in COOP: operational restoration and post incident analysis Increase availability of historic data for temporal analysis: Land use land cover/ impervious surface change Monitoring beach erosion/ shoreline change Population/ demographic change Cultural Heritage (Sanborn maps) Protect and reap future benefits of large public investments Official records for legal proceedings Shift from analog to digital objects as part of agency records retention schedules

16 Member Organizations in the Multi-State Geo-Archival Effort Lead Agency: NC Center for Geographic Information and Analysis, with NC State Division of Archives, and support from NCSU Libraries Key Partners: Kentucky Department for Libraries i and Archives Kentucky Division of Geographic Information Utah Division of Archives Utah Automated Geographic Reference Center

17 Project Aims Demonstrate and Document Best Practices for: Development of mutual vocabulary State-to-state transfer of geospatial content using spatial data infrastructure t Replication of content Strategies to enable long term access and preservation of geospatial content Collaboration

18 Challenge: Vector Data Formats No widely-supported, open vector formats for geospatial data Spatial Data Transfer Standard (SDTS) not widely supported Geography Markup Language (GML) diversity it of application schemas and profiles a challenge for permanent access Spatial Databases The whole is more than the sum of the parts, and the whole is very difficult to preserve Can export individual data layers for curation, but relationships and context are lost Some thinking of using the spatial database as the primary archival platform 18

19 Where is the Dataset? 19

20 Here s One! Files Multi-file dataset Georeferencing Metadata file Symbolization file Additional documentation License Disclaimer More Metadata FGDC Acquisition metadata Transfer metadata Ingest metadata Archive rights Archive processes Collection metadata Series metadata 20

21 Key Issues / Components Determine producers of information Content Selection (which layers needed) Inventory of geospatial content Develop mechanism for managing GIS Integration of geospatial content into archival al systems (process and frequency) Managing/tracking content once archived Flow of content between states Role l of Metadata t in the above processes

22 Key issues What are the points of intersection between archive needs and business continuity/disaster preparedness and other business needs? How to best stimulate and learn from innovation at the state/regional/local level? How to make data more preservable from point of production and on through data transfer How to most effectively move data in an efficient, well-documented manner with clarified rights How to best make State Archives a part of spatial data infrastructure? Defining the record: data vs. derivative components 22

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26 Problem Statement Most current data mindset What did it look like yesterday? 5 years ago? Burden on individual agencies to capture Are they aware? Being done? Storage and access of captured data Where? Backed-up for business continuity? DGI Mission Facilitate statewide electronic geographic data sharing and its application for streamlined decision-making, greater efficiency, public protection, and economic vitality.

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31 Architecture

32 Vector Information Polygons Cadastral (tax parcels) Zoning County bounds Voting precincts Points Schools Hospitals Shelters Lines Street centerlines Rivers / streams Water / wastewater systems Many others

33 Raster Data (KLC)

34 Records Retention Schedule The system is scheduled as a permanent record and all image files are saved permanently. Copies come to the archive even when they are still in the system. Selected vector (data) files which are either: vital for special backup procedures archival for periodic capture and transfer to archive Vector data from each contributing agency is evaluated in the context of all agency records

35 Kentucky Department for Libraries and Archives: Current E-archives Model E archive: ( archive ky gov) E-archive: ( GIS addition to be added

36 E-archives Home Page

37 Existing Linkages KDLA and Division of Geographic Information (DGI) worked together to schedule GIS systems as permanent KDLA representative on Stewards group of Geographic Information Advisory Council (currently Kentucky Geospatial Board) DGI representative on the Electronic Records Working Group Transfer of spatial data from two periods

38 Expectations Scope of work Identify archival GIS layers/ applications Examine approach of other states; Install hardware and software; Identify archival meta data including retention for input into clearinghouses Capture selected layers for archiving; Test methods for sharing of data among the states Write a report on findings and experiences Work with Kentucky agencies, governments, and national professional organizations

39 Electronic Records Work Group Cooperation of : Libraries and Archives; Technology Units including GIS; Attorney General, Auditor of Public Accounts, universities and local agencies; other selective agencies Standards and guidelines created and promoted General Schedule for Electronic Records Open records and databases Web record keeping Establishing agreements and partnerships

40 Data Grid Technology for Sharing Data residing in heterogeneous storage systems Storage repository virtualization Support new storage systems while moving data from old storage systems Data distributed across multiple storage systems Data virtualization Replication of data for fault tolerance and disaster recovery Manage information about files (metadata) as well Manage information about files (metadata) as well as the storage