KSPACe: A Virtual Repository for Kansas State Publications www.kspace.org

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KSPACe A Virtual Repository for Kansas State
Publicationswww.kspace.org

• Digital Preservation in State Government
• Best Practices Exchange 2006
• Scott Leonard, Electronic Records Specialist
• Kansas State Historical Society
• March 27, 2006

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What is KSPACe

• A joint project of the Kansas State Historical
  Society (KSHS) and the State Library of Kansas to
  address the long-term preservation and access
  requirements of electronic government
  publications.

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What is KSPACe

• 2002 law allowed certain reports to the
  Legislature to be submitted electronically
• KSHS and State Library of Kansas have statutory
  responsibility to collect and preserve state
  government publications.

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What is KSPACe

• Based on DSpace, open source application
  developed by the MIT Libraries and HP
• Released Fall 2002
• Currently version 1.3.2 1.4 in beta
• Information Network of Kansas grant
• Hardware (servers, firewalls)
• Backup services
• Marketing

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Building the Repository

• Generally Followed DSpace Planning
  Implementation Guidance
• Project Team
• Policy Advisory Group
• Technical Advisory Group

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Building the Repository

• Early Adopter of DSpace
• Needed to develop new submission screens to
  streamline the submission process
• Customized graphic layout
• Added DC metadata fields
• Worked with Specific Agencies to Add Content
• MoU process
• Submission training

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Building the Repository Key Decisions, Policies
Procedures

• Test/Development System Production System
• Accept Limited Number of File Formats
• Mitigate future preservation issues
• Based on work done by FL Center for Library
  Automation
• Three support levels Preferred, Acceptable,
  Unsupported
• Purchase of Failover System to Maintain Access
• Duplicate server, firewall at off-site location
• Contract for Backup Services Rather than Purchase
  Backup System

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Implementing KSPACe

• Pilot launched in late 2004
• Focused on reports submitted to the Kansas
  Legislature
• KSPACe now contains most of the reports submitted
  during 2005 session

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Implementing KSPACe

• As the 2005 legislative session approached, we
  modified procedures to ensure that content was
  added to KSPACe
• Time consuming to work through MoUs with
  agencies
• Many of the reports listed in the new legislation
  were no longer produced
• Created application to look daily at online House
  Senate journals for submitted reports
• Captured reports after the session through work
  with individual agencies manual harvest from
  agency web sites

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KSPACe Issues

• Required Modifications to Code
• Early adoption of DSpace
• Programmer learned server-side Java
• Little Linux Experience in KS State Govt.
• Interaction with enterprise systems
• Manual Capture Submission Process
• DSpace allows for batch submissions

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Planning the Future of KSPACe

• KSPACe Digital Preservation Capability Assessment
  Fall 2005
• Used tool developed by Library of Congress and
  Center for Technology in Government
• Participants
• KSHS
• State Library
• Legislative Computing Services
• Kansas Information Technology Office (KITO)

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Planning the Future of KSPACe

• Outcomes of Capability Assessment Action Items
• Define scope of a post-pilot KSPACe
• Analyze and assess resource needs for KSPACe
  maintenance and expansion
• Perform a high level risk assessment
• Conduct a stakeholder analysis
• Establish evaluation criteria
• Seek to automate content acquisition

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KSPACe Phase 2

• Scope
• Capture of publications available on agency
  websites
• Definition of publication interpreted broadly
• Automated content acquisition
• Web Archives Workbench
• Based on the Arizona Model for Managing Web
  Content curatorial approach
• Being developed by OCLC with NDIIPP funding
• Testing submission into a number of IRs,
  including DSpace

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Questions?

• Scott Leonard
• Electronic Records Specialist, Kansas State
  Historical Society
• E-mail sleonard_at_kshs.org
• Phone [phone] ext. 280
• www.kspace.org