Montana State Agency Digitization Forum, Sept 30, 2009, 09:00 – 11:30

Montana State Library, Reading Room

 

09:00 Welcome, Jennie Stapp

 

09:10 MSL State Library Digitization Initiative – Jim Kammerer, MSL

 

Digitize 55,000 state publications.

Access – won’t have to come into Library

More than ½ of state employees live out of town.

Project estimated to take five years.

Digitizing 600,000 pages this year at $.10/page … contracted to Internet Archive

 

Access WorldCatalog OCLC	Access Library catalog database Where What Links to Digital Archive	Scanning/servers Internet Archive http://www.archive.org/index.php	Preservation/Access Digital Archive Montana Memory Project	Access Google, Yahoo index WorldCat
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Julian, DEQ

Bill, TRS, – how are

            Internet Archive

            Archive Montana

            Submitting state pubs – use process regardless of web crawling

Sonya – legislative library

            How do agencies find out what’s already been digitized

Laura – Fish, Wildlife & Parks

What about microfilm? Send to Internet Archive

 

09:25 MHS Digitization Initiative – Molly Kruckenberg, MHS

 

MHS joint project with MSL – Montana Memory Project

Digitizing historic collections and presenting via Montana Memory Project

Older state records digitized.

Converted microfilm from Dept of Livestock Brand Enforcement Division. Brands registered since 1873. Microfilm is one of most used collections, but most difficult to use. Has been digitized by contractor. Now available online in MMP.

 

Part of Montana Shared Catalog … will find MHS materials linked.

They do digitize in-house, don’t send out one of  kind stuff.

 

Jody Foley – archive, two main projects:

     Not accepting electronic records

1. Electronic records archivist to work on audio and video records of legislature

Emily Jensen – thousands of tape, no back up existing,

Goal: hope is to have use copies and master stored

2. Digital audio recordings – Montana is a partner with Washington State for LOC funded project to develop regional repository for at risk assets.

 

Bill, TRS: is data at Cheney backed up, held in escrow? Yes.

 

09:40 Records Mgmt Digitization Services – Patti Borsberry, Nancy Grover, Scott Meredith, SOS Records Management

 

Provide services for digitization (imaged records) and storage.

Agencies need retention schedules.

Records management link.

Born digital imaged records, how long stored, what is back up?

Agencies have responsibility to retain records long-term (until MHS can do).

Easier with paper.

Admin rule, 44-14-101, if retaining records agency must have a migration plan

            Relation to IT department to keep readable and accessible

            Local governments use microfilm … still national standard for long-term preservation. Their office provides microfilm services.

Quarterly training available (schedule on line).

Example migration available.

Email information.

Show key documents on SOS Records Management web site.

 

Dick Clark, State CIO: plug state erim strategic plan … Patti: move state ahead on email, focus on agency needs, records management system  … document on SOS, records mgmt link.

 

Nancy Grover: set up interagency agreement for digitization; sets up standards; verifies retention and disposal procedures in agencies; prepares cost estimates. Pick up and deliver at minimal cost.  If after scanning documents, what do with remaining paper. Remaining paper can be stored at $.31/CF.

 

Scott Meredith: doc conversion tech. Two ways to manage hard copy:

1. Scanner to convert to jpeg or tiff. Save to CD. Life of 40 years or gold CD’s, up to 200 to 300 years.
2. Can save paper on site at secure facility.
3. jpeg and tiff can be converted to microfilm … 500 year life. Fuji.

 

Laura, FWP, microfilm readers are terrible. Trying to print is good. SOS can covert to hard copy. How do people know what am I looking for? Happy to provide help to get copies off microfilm. If on CD, in 50 years, where are you going to find a CD reader?

 

09:55 ITSD FileNet Services – Mike Cochrane, ITSD

 

Customer Relations

Enterprise Content Management (IBM FileNet Suite)

            Images Services

            Content Services

Services

            Capturing images (can be done by ITSD)

            Amending content

                        Version control

                        Adding notes

                        Full-text search capability

                        Eliminating Filing Cabinets

                                    DLI-BSD eliminating 19 4-drawer filing cabinets

                        Available via web

                        Disaster Recovery within 24 hours

 

DOJ – Imaging Vehicle Titles & Driver Records (10 million+ page)

Began Imaging in November 2005

 

DNR – Water Rights Bureau

            Imaging Water Rights Documents

            Began November 2005

            Has an excellent imaging flow you can see.

 

DOJ – Sexual & Violent Offender Register

            Photos – content services

           

JUD – State Law Library, Mt Supreme Court Cases

 

More info: DOA ITS Service Catalog MINE – IT

http://servicedexk.mt.gov 406-444-2000

 

Diana Backsall (??), DOJ

You can see all on line. Can you see TRB? Somewhere. Info can be made available to public if owner desires.

 

Agencies putting up info that must be redacted.