Newcastle, 24-25 April 2006 by sarob

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									Newcastle, 24-25 April 2006
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      Email Preservation




         Jacqueline Slats
         24-25 April 2006
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Overview


• Introduction
• Email preservation
• Demo TestbedXMaiL
• Costs of email preservation
• Demo Costmodel (Excel spreadsheet)
• Conclusions
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Introduction (1)


Increasingly, the government is working with digital
  documents:
• Dutch Cabinet objective: 65% of all transactions
  between government and citizens must take place
  using digital means by the end of 2006;
• Continuity of the working processes must be
  maintained in the digital environment as well;
• Digital information must be accessible, reliable and
  interpretable;
• Strategies, methods and techniques are required to
  achieve this.
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 Introduction (2)

Technological pace of change and obsolescence;
there is no guarantee that current records can be
rendered with future technology.


Digital record as a combination of …...

Hardware      Software        Computer        Digital
                              file            Record
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Introduction (3)


Digital Preservation Testbed; background
• Established in October 2000 by
    • Ministry of the Interior
    • Ministry of Education, Culture and Science
• Carried out by ICTU till 1st July 2003
• Adopted and continued by the Nationaal Archief of
  the Netherlands

• Objective:
   • To secure sustained accessibility to reliable
     government information in the digital era
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Introduction (4)


Digital Preservation Testbed is performing
experiments on three strategies for preserving
records without affecting the authenticity of the
records:
  - Migration
  - XML
  - Emulation (Universal Virtual Computer)


Is assessing their practical use for the
Dutch government.
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Introduction (5)


Experiments are taking place on:
• text documents;
• spreadsheets;
• electronic mail;
• databases.
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Introduction (6)


Five record attributes:
• Context
• Content
• Structure
• Appearance
• Behaviour
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Introduction (7)

Testbed deliverables:
• practical recommendations and tools how to
  preserve digital records;
• functional requirements for a preservation function;
• costs of digital preservation;
• decision model for preservation strategies;
• technical reports


All publications and tools accessible via
website www.digitaleduurzaamheid.nl
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Preserving email (1)


• Email is a standardised record type
   • MIME format controlled by IETF
      • Well defined, well structured, text based
      • Interoperable on different platforms
• XML is a standardised format
   • XML format controlled by W3C
      • Well defined, well structured, text based
      • Interoperable on different platforms
• Conversion is therefore relatively straightforward
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Preserving email (2)


Testbed recommendation:
• Convert the email message to XML, linked to
  separate files containing the message body (in plain
  text or HTML or both) and any message
  attachments;
• Keep the original transmission file;
• Gather metadata;
• Keep track of preservation actions.
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Preserving email (3)


                                Preserved
                                  Object



      Transmis-             XML                 Preserv.    Metadata
       sion file             file                log file
                            1        1
                     0..*                0..*

                   Body             Attach-
                                     ment
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  Preserving email (4)

From digital volatilty to digital permanence
                               Recommendations for
                               governmental organisations,
                               including action plans for general
                               managers, records managers,
                               ICT specialists and end users:
                               • to improve business processes
                               • accountability and transparency
                               of the government
                               • transfer of authentic archival
                               records
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Testbed XMaiL: demo (1)


• Two applications:
   • Add-IN for Outlook; converting the email to XML
     ‘behind-the-scenes’
   • Web service; validating the XML, transforming the
     XML to HTML, and storing the email in XML
     separately
• Two template options: formal and informal
• Compulsory metadata completion
• Preview of message in HTML
• Email is sent in HTML; the XML version stored
  centrally
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    Testbed XMaiL: demo (2)

Testbed XMaiL: implementation of the email recommendation


                Pilots running in several Dutch
                municipalities and the Department
                of Defence
   Demo
                TestbedXMaiL is downloadable
                from: www.digitaleduurzaamheid.nl
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Costs of email preservation (1)


• Costs of digital preservation
  An overview of the different cost indicators
• Digital Preservation Cost model
  A computational model in Excel to compare the
  different preservation approaches
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Costs of email preservation (2)


• Costs of a digital archive system
• Costs of a preservation system
• Personnel costs
• Costs of developing a preservation approach
• Costs of performing preservation actions
• Other factor that exert an influence on the total costs
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Cost model (1)


Cost model
• Computational model
• Developed in Excel
• Three spreadsheets:
  • Cost Basis
  • Time Calculation
  • Cost Calculation
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Cost model (2)


Cost model; assumptions
• Six categories of staff
• Four types of physical space
• Ability to manage and store 100 Tb
• 10% of the records being ingested will need repair
• Conversion to XML is repeated every 10 years
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Cost model (3)


Demo
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Conclusions (1)


• XML is highly suited towards emails;
• Can represent different record attributes:
    • Content and Context (basic ability of XML);
    • Structure (DTD or XML-Schema);
    • Appearance (XSL or Style Sheet);
• Implementation depends on the institution;
• Pick the approach to suit your needs;
• Incorporate additional metadata;
• Store email for the long term.
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Conclusions (2)


• Digital preservation begins at the time of creation
• Developing a preservation approach is a major cost
  component
• Batch size can have a positive effect on costs
• XML has proven to be cost effective
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More information



Website    : www.digitaleduurzaamheid.nl
Email      : testbed@nationaalarchief.nl

								
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