The Power of 0101: A slow revolution Washington State Digital Archives and Library of Congress Multi-State Preservation Partnership

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The Power of 0101 A slow revolution Washington
State Digital Archives and Library of
CongressMulti-StatePreservation Partnership

• Presented by
• Jerry Handfield, State Archivist
• Washington State Archives
• July, 2008
• NDIIPP Partner Meeting
• Library of Congress

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Shift Happens

• Records Online
• October 2004 0
• July 2008 34M
• 2009 100M ?
• 2010 ???

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Partners
4
Intergovernmental Agreement

• Agreement between Office of the Secretary of
  State (OSOS) Digital Archives and grant
  participants.
• Participant Field List
• Security and Connectivity
• Participant Contacts

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Data Transfer Hard Drive Process
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Supported Records

• Auditor Records Cris Plus Recording system,
  Anthem Recording System, and Oncore Recording
  System. This includes Marriage, Land, Misc
  Auditor Records, Uniform Commercial Code, Power
  of Attorney, Minutes, Ordinance, Resolution,
  Military, Plats and Survey, and Recorded
  Agreements.
• Birth Records - Regional Archives.
• Census Records - Regional Archives.
• City Council Records Minutes, Ordinance, and
  Resolution.
• Death Records Social Security Death Index, and
  Regional Archives.
• Executive Orders Documents released from the
  office of Governor.
• Frontier Justice Records.

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Supported Records

• Institution Records Regional Archives.
• Marriage Records Provided by both Auditors and
  Regional Archives.
• Military Records - Provided by both Auditors and
  Regional Archives.
• Miscellaneous Historical Records - Regional
  Archives.
• Naturalization Records - Regional Archives.
• Oath of Office Records - Regional Archives.
• Photograph Records - Regional Archives.
• Physician Records - Regional Archives.
• Voter Registration Database.

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Records Per Partner

• Idaho 398,796
• Alaska 83,316
• Montana 359,627
• Oregon 1,119,975
• Louisiana Coming Soon
• Indiana Coming Soon
• Colorado Coming Soon

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Washington Record Series Count33,488,634
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Washington Statistics
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Ingestion Capacity

• Auditor Data
• If we have indexes only with no images, we can
  process 10,000 indexes per minute for a total of
  14,400,000 indexes a day.
• If on average the indexes have one associated
  image with it, we can process 1,600 images and
  indexes a minute for a total of 2,304,000 total
  records (this includes indexes and images) a day.
• If on average the indexes have four associated
  images with it, we can process 400 images and
  indexes a day for a total of 576,000 total
  records (this includes in indexes and images) a
  day.

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Sample Sites

• http//idaho.digitalarchives.wa.gov
• http//test.digitalarchives.wa.gov

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Change is Rough!

• Relative to what?
• Who judges?
• Remember beta was the best?
• Model T 100 years!
• Wang and Univac.
• Internet.
• Information overload.

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Obstacles to Change

• Centuries of silos.
• Three revolutions of information retrieval.
• Professions, personalities and training.
• Nervous Nellies version 1-77.
• Lack of resources.
• Vendors and technology.
• Complex bureaucracies, forms, grants
• Forever is a very long time.
• Global warming.

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Incentives to Changeand Participate

• Education and Training
• Money and Efficiency
• Access and Democracy

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Local Records Grant ProgramWAC 434-670
Created in 2001 to provide financial assistance
to local government officials to support records
management and preservation efforts.
Administered by the Washington State Archives
Office of the Secretary of State and The
Archives Oversight Committee (comprised of
local government elected officials and
representatives)
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Grant Program History
100,000 200,000 500,000 898,438
2002 7 Grants 2003-2005 22
Grants 2005-2007 54
Grants 2007-2009 93 Grants
So far
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2007-2009 Grant Cycle

• Express Grants up to 17,500
• only for agencies representing populations under
  20,000
• Regular Grants up to 30,000
• for all populations

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Who Can Apply?WAC 434-670-030All local
government entities, including special purpose
districts.

• Law enforcement
• Housing authorities
• Transit authorities
• Public works
• Health departments

• School districts
• Fire districts
• County officials
• City officials
• Library districts

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Types of Projects Eligible for Grants

• Preservation of archival/essential records
• Records Management planning and inventories
• Security backup microfilm for records that exist
  only in paper form
• Essential equipment (microfilm reader, metal
  shelving, archive boxes)
• Improved access to records via scanning

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Simple Government Form!

• Express grants 2 pages.
• Do you have archival records?
• What are they?
• Sign below.
• We scan and post at the Digital Archives.
• Originals stored at State Archives.

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2007-2009 Grant Recipients 146
City/Town 67 939,842 County 49
950,587 Fire District 7 73,655 Health
District 1 3,579 Housing Authority
3 44,026 Irrigation District 1
7,154 Law Enforcement 1 30,000 Library
District 1 30,000 Port District 2
25,799 Public Utility District 2
55,382 Regional Council 1 5,219 School
District 6 81,957 Transit Authority
3 65,517 Water District 1 6,263
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2007-2009 County Awards 49
Assessor 2 41,503 Auditor 7
147,188 Boundary Review Bd. 1
30,000 Clerk 12 265,108 Community Dev.
4 115,305 Commissioners 8
142,414 Health 3 70,535 Prosecuting
Attorney 1 2,000 Public Works
5 100,835 Records Management
1 6,808 Regional Justice Ctr. 1
5,000 Sheriff 2
9,000 Treasurer 2 14,891
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The Power of Change

• Examples and demonstrations.
• Leadership National, State, and Local.
• Resources.
• Sector support business/government.
• Public support and benefit.
• Technology adaptation.
• Ownership of information Private or Public
• Another silo!

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Thanks!

• Library of Congress.
• NDIIPP
• State Partners.
• The risk takers, the willing, the cautious, and
  the guardians of the silos!
• Questions?

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Contact

• Justin Jaffe
• Data Ingestion Coordinator for the Library of
  Congress Multi State Project at the Washington
  State Digital Archives
• jjaffe_at_secstate.wa.gov
• [phone] x224