Conference Call Minutes: January 2016

DAS Subcommittee Conference Call Minutes

1/11/2016

Present:  Bishoff, Ghaznavi, Ghering, Legg, Lindberg, McAninch, Schaefer, Martzahl, De Sutter, and Capodilupo. (Rosko)

Foundational Breakdown – Total of 53 Questions

Based on December phone call

F03: Thinking Digital: A practical session to help get you started (Webinar)

Actions to take: Review during the January call – PROPOSAL FOR REVISIONS TO THIS COURSE REVIEWED AT JANUARY MEETING

These questions are fine for February 2016 exam, but new questions will need to be developed for August based on revised course (if approved).

Current number of questions: 4

Recommended number of questions: 4

Lossy compression of files is an operation performed to

A: prepare material for preservation.

B: save space on a storage device.

C: produce a standard file format.

D: weed the collection.

Delivery of digital objects to users is

A: separate from management of the object.

B: affected by quality choices in creation of the object.

C: dependent on quality of the original.

D: the responsibility of the end user.

Interoperability of digital collections is supported by

A: utilizing cloud storage.

B: creating standards based metadata.

C: creating customized crosswalks.

D: selecting the appropriate software to create the digital resources.

Metadata maintenance is undertaken

A: at creation.

B: when backed up.

C: continually.

D: when deaccessioned.

F04: Standards for Digital Archives (Webinar)

Current number of questions: 5

Recommended number of questions: 4

Actions to take: Review during the January call

Recommendation: Either retire the PDF/A question (due to additional course on topic) or the TRAC question (because it is referred to as ISO 16363 instead of TRAC now).

Need to include ISO 16363 into new courses;  group agreed to retire this question.

PDF/A is

A: an improvised local practice.

B: a widespread community standard.

C: a formally adopted standard.

D: a nationally mandated standard.

PREMIS provides guidance on

A: what metadata to capture.

B: where to store metadata.

C: how to store metadata.

D: when to store metadata.

The following is a resource for file format identification:

A: SCORM

B: JHOVE

C: OAIS

D: md5

When a standard is published by a standards setting body, it is considered

A: ad hoc.

B: de facto.

C: de jure.

D: de rigor.

Correct Answer: C

Which of the following is part of TRAC?

A: Arrangement.

B: User interfaces.

C: Appraisal.

D: Financial plan.

F06: Appraisal of Electronic Records

Current number of questions: 8 plus pilot

Recommended number of questions: 8

Actions to take: Review during January call

Recommendation: Retire the Pilot question (Item I0168/#109) – We’ve not been able to get this question worded correctly and in November only 4 people got it correct.

Group agreed to retire this;

The best example of structured data is

A: a set of minutes.

B: a database.

C: email.

D: a powerpoint presentation.

The most important factor  in the appraisal and disposition of electronic records is

A: format of the records.

B: value of the records.

C: legal issues.

D: metadata standards.

Selecting electronic records for long-term preservation should be based primarily on the

A: original format.

B: relation of the records to historical issues.

C: latest computer trends.

D: agency collection policy or retention schedule.

Checksums, audit trails, and electronic signatures are used to determine

A: original format.

B: authenticity and integrity.

C: authorship.

D: provenance.

A technical evaluation of electronic records aids in determining

A: the value of the records.

B: the cost of preservation.

C: the descriptive metadata.

D: the ownership of the record.

An archivist needs to consider examination of multiple accretions/accessions of electronic records in order to best evaluate

A: cost.

B: authenticity.

C: reformatting needs.

D: completeness.

Preserving parts of a record and frequency of capture are primary appraisal issues for

A: unstructured data.

B: scanned images.

C: databases.

D: photographs.

Establishing a record's authenticity is supported primarily by documenting its

A: chain of custody.

B: checksum values.

C: integrity validation.

D: retention period.

Which part of a records retention schedule is often determined by the technical appraisal of an electronic record?

A: Retention period.

B: Classification.

C: Disposition.

D: Access.

F07: Digital Curation: Fundamentals for Success

Current number of questions: 8

Recommended number of questions: 8

Actions to take: Review during January call

Recommendation: We retire Item I0146/#86 and replace it with a new question – Only 5 people got it right in November and we have banged our heads against the wall so many times about the three-legged stool that I’m going start ripping legs off that stool.

Retire this

For the new question, I have a very different suggestion than any other question we have proposed. It’s still about models, but more visual.

Question – about putting in a graphic into exam.  Put it into February as a pilot. 

Proposed question:

The following graphic represents what conceptual framework for digital curation?

A.      DCC Digital Curation Lifecycle Model

B.      Digital Preservation Outreach and Education (DPOE) Model

C.      Electronic Records Lifecycle Specifications (ERLS)

D.      OAIS Reference Model

Core administrative requirements for trustworthy digital repositories include an assessment of

A: descriptive metadata requirements.

B: legal obligations and contractual rights.

C: capacity to redact data.

D: media longevity.

Risk assessment should be undertaken

A: as part of the planning of a digital curation program.

B: on an as-needed basis.

C: when there is a disaster.

D: as part of planning and periodically through the life of the program.

To overcome the operational challenges of managing digital content, an institution should

A: establish policies and procedures to guide decision making.

B: define metadata schema that will support access to the content.

C: develop an operational unit manage the project.

D: assure that staff are trained in managing electronic records.

Technology obsolescence is effectively managed when the institution

A: has a good working relationship with their software vendor.

B: has a good back-up strategy.

C: actively monitors the technology environment.

D: develops its own software to support digital curation.

An institutional strategic action plan includes

A: strategies for gaining organizational commitment.

B: description of specific formats that will be curated.

C: both near-term and long-term implementation plans.

D: new staff to be hired.

The following standard is essential to digital curation:

A: EAD

B: OAIS

C: DACS

D: TRAC

A digital curation manager

A: is responsible for developing workflows for digital curation programs.

B: must be a certified system administrator.

C: creates digital content.

D: makes legal decisions for the institution.

According to the “Three-legged stool: Institutional Response to Digital Preservation" model when an organization reaches the "institutionalize stage"

A: it has implemented a technical solution.

B: digital resources are available through the preservation program.

C: the program is part of the organization's rationalized programs.

D: there is collaboration with external organizations.

F08: Arrangement and Description of Electronic Records – Part 1

Current number of questions: 8 plus 1 pilot

Recommended number of questions: 8

Actions to take: Review during the January call

Recommend: We retire I0161/#102 – We’ve tried this question a couple of different ways and haven’t gotten it written correctly yet. It’s too specific and it is frankly something that people don’t need to know off the tops of their heads and they can just look up. And no one got it right in November.

Retire and forward to DACS TF for inclusion in course specific exam.

DACS rules

A: outline special requirements for the description of electronic records.

B: include all the data necessary to form a complete AIP.

C: allow for the use of other metadata standards and extensions.

D: cannot be used to describe hybrid collections containing analog and digital materials.

In the OAIS model, arrangement and description are initiated during

A: ingest.

B: dissemination.

C: querying.

D: access.

Arrangement in the digital world is the description of ______________ between items.

A: interactions

B: collation

C: workflow

D: relationships

Which following statement characterizes what differentiates the processing of electronic records from the processing of analog records?

A: Standards for describing digital and analog collections are mutually exclusive.

B: Series level description is mandatory for both electronic and analog records.

C: In the case of electronic records, processing takes place using copied files.

D: In the case of electronic records, preservation information is embedded only in files.

I0136                  Test Number:       77           Date Written:    2015-01-17

In processing digital collections the term arrangement" primarily refers to negotiating "

A: the transfer agreement between the donor and archive.

B: how to represent the original order of the records.

C: a partnership with IT on infrastructure maintenance.

D: the contractual relationship with a software vendor.

Preservation Description Information (PDI) must be

A: stored with content.

B: encoded by xml.

C: created only once.

D: maintained over time.

Best practices suggest that selection of tools for processing digital collections should be based on

A: local needs and capacity.

B: whether they are open source.

C: requirements specified by IT.

D: what peer institutions are doing.

What technical infrastructure is required in order to process digital records?

A: Cloud storage.

B: Forensics laptop.

C: Content management system.

D: Processing workstation.

Which of the following is essential for the descriptive record to be considered compliant with the DACS standard for multi-level optimal description of personal electronic records?

A: Information about title, dates and extent at the item level

B: Information characterizing the relationship of parts to the whole

C: Information describing how to render the files

D: Information harvested for interoperability with other systems

·         Discussing Veronica’s submission for Thinking Digital revision; Glen suggested a resources page to find more resources; Lori and Mahnaz to give webinar.

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·         Dolan Report?

·         Heads up about consolidated evaluations per course/per instructor

·         Denver offering – Digital Directions:  Fundamentals of Creating and Managing Digital Collections