Coming to TERM: Designing the Texas Email Repository Model

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Coming to TERM Designing the Texas Email
Repository Model

• Sue Soy
• Stan Gunn
• Marlan Green
• Dr. Patricia Galloway
• University of Texas at Austin
• Graduate School of Library and Information Science

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Problem

• Permanent retention of electronic records
• Rules for management of email (TSLAC)
• Agencies may not currently be compliant
• Legal risks involved

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All Email has a common format

• Every agency produces email
• Legal record
• Multiple platforms
• Complexity increased by attachments

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Solution

• Archival trusted repository
• OAIS model
• Multiple proofs of concept (Harvard MIT)
• TERM

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MITs Dspace Project
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Players

• State Agencies
• DIR
• Texas Department of Information Resources
• TSLAC
• Texas State Library and Archives Commission
• Vendor(s)

• RMICC
• Records Management Interagency Coordinating
  Council
• Public
• Attorney General

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Repository Management Team
Composition of TERM Repository Management Team
and members' areas of responsibility.
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TERM OAIS Structure
Major functions of the OAIS Reference Model from
Consultative Committee for Space Data Systems
(CCSDS), CCSDS 650.0-W-1, Producer-Archive
Interface Methodology Abstract Standard. (OAIS).
White Book. Issue 1. Draft Recommendation for
Space Data System Standards.
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Agency Level Email Capture
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Information Flow
Information flow from agency to consumer, adapted
from Kenneth Thibodeau, The Unsteady State of the
Art of Preserving Electronic Records.
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Metadata Capture
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Records Retention

• Agency negotiates SIP Agreement with TERM
• SIP Agreement stipulates transfer date,
  ownership, privacy, access, and retention actions
  for administrative and general correspondence.
• Transitory records are disposed of by the agency.

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RecommendationsShort Term

• Recruit repository management team (RMICC)
• Foster collaborative environment
• Commit to OAIS standard
• Enforce TSLAC email guidelines
• Require open standards and software
• Adopt standard user practices
• Avoid exotic attachment file formats
• Consider using established resources (WTDROC)
• Recruit agency for pilot project

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RecommendationsIntermediate

• Implement pilot project
• Develop phased plan
• Evaluate repository functionality
• Locate funding
• Assess producer communitys needs
• Investigate automated classification systems
• Identify vendors willing to collaborate on
  development

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RecommendationsLong Term

• Select vendor for repository development
• Review findings and continuously improve plan
• Develop and implement automated classification
  systems
• Build value-added services (knowledge management,
  data warehousing etc.)
• Address preservation issues (migration,
  refreshing etc.)
• Test repository cessation and disaster plans

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D-Lib Online Magazine

• Coming to TERM
• Designing the Texas Email Repository Model
• http//www.dlib.org/dlib/september02/09contents.ht
  ml

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Questions?