You Want to Take My What?
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PAIMAS in Action
Kari R. Smith
Institute Archives and Special Collections
MIT Libraries
Kari R. Smith for SAA Research Forum 2013
Problem Statement
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Donors of manuscript and record collections
are more concerned about the content of their
digital files than of their tangible material.
How can we consistently and regularly
overcome this concern that can greatly delay
transfer and gifting of collections?
Kari R. Smith for SAA Research Forum 2013
Approach
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Use PAIMAS as the methodology for donor negotiation
and content appraisal and selection.
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Formalize use of language specific to digital material for
use during Definition Phase.
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Provide guidance regarding good practice for
understanding digital material and handling files
during Transfer Phase.
CCSDS 651.0 Producer-Archives Interface Methodology Standard. An OAIS companion standard.
We are not alone –
State of the field
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• Specific PAIMAS-related efforts
• Continuing work on donor-archive relationships
• Guidance with digital material transfers
• Developing standards and practice
Kari R. Smith for SAA Research Forum 2013
Ingest Guide for University Records
Tufts and Yale
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Explicit mapping to
PAIMAS Phases, 2006
Prior to TAPER & SABT
projects, 2010
Kari R. Smith for SAA Research Forum 2013
Digital Faculty Archives: MIT-Harvard
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 Analyzing Faculty Work Practice
 Prototyping a Repository
 Analysis of Policies and Practices
 Lessons Learned
Kari R. Smith for SAA Research Forum 2013
Born Digital:
Guidance for Donors, Dealers, and Repositories
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Guidance builds on the
experience and lessons learned
by the authors and reviewers.
Addresses specifically the
Transfer and Validation phases
in PAIMAS.
Born Digital: Guidance for Donors, Dealers, and
Archival Repositories is made available under a Creative
Commons 3.0 Attribution-NonCommercial-NoDerivs
license. Release date: January 2013
Kari R. Smith for SAA Research Forum 2013
PAIS – developing standard
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PAIS applies specifically to the implementation of the main part of
the Formal Definition Phase and the Transfer Phase, taking into
account part of the Validation Phase.
The proposed implementation should help in the automation and
management of the Transfer and Validation Phases.
Kari R. Smith for SAA Research Forum 2013
PAIS – What’s it for?
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 PAIS aims at overcoming significant difficulties encountered
during transactions between information Producers and the
Archives.
 Regarding the Formal Definition Phase, PAIS should enable:

the Producer to share with the Archive a sufficiently precise, unambiguous
definition of the different Digital Objects to be produced and transferred,
including possibly the order in which they should be transferred; the Archive
to ensure there is sufficient information to process the Digital Objects which
will be received.
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Regarding the Transfer Phase, PAIS should enable a precise definition of the
SIPs to be exchanged.
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Regarding the Validation Phase, PAIS should enable the use of tools for
systematically validating that the Digital Objects received are those expected,
and that they conform to the level of detail previously agreed.
Kari R. Smith for SAA Research Forum 2013
So Where’s the Gap?
[mind the gap]
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Engaging donors during
Preliminary, Transfer, and
Validation phases
Develop clear language to
assist with understanding
responsibilities and
obligations for both parties
Kari R. Smith for SAA Research Forum 2013
Our Observations
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Uncertainty
Clarification
 How to get to the files?
 Practical and Ethical
 What’s in the files?
 Text mining; Context mining
 How do they transfer?
 Ownership of digital copies
 What will happen to them?
 Explaining Use, Access, and
 How will I know?
Copyright
 Trust in standards and good
practice (evolving)
Kari R. Smith for SAA Research Forum 2013
Defining Obligations
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 Some of the resources that we referred to for
examples are:
 AIMS White Paper;
 PARADIGM project;
 “Navigating Legal issues in Archives”
by Menzi L. Behrnd-Klodt; and
 “Trust Me, I’m an Archivist: Experiences with
Digital Donors,” Hilton, Christopher,
Dave Thompson and Natalie Walters.
Kari R. Smith for SAA Research Forum 2013
Defining Obligations
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• November 2012, blog posting for sharing and comment

Examples of donor obligations include:
· keeping all of the files until official (and successful) transfer is complete
· providing access to any computers and accounts that hold files, and
· providing account names and passwords when necessary for file access.

Examples of Institute Archives and Special Collections obligations include:
· safeguarding any account and password information
· keeping an inventory of the files and controlling access to them during
appraisal, and
· using best practice to clean-up the digital footprint for any files not
transferred.
Engineering the Future of the Past, blog by Kari R. Smith
MIT Institute Archives and Special Collections
Kari R. Smith for SAA Research Forum 2013
Language for Negotiation Phase
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Defining these terms has been very helpful
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Digital original / master file
Intellectual property and copyright
Exclusive right of administration
Access to material
Use of material
Transformation
Preservation
Kari R. Smith for SAA Research Forum 2013
Is our advice ethical? Legal?
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We often deal with donor / transfer
issues for a person who is deceased.
The mechanics are (somewhat) easy…
How about the ethics?
Kari R. Smith for SAA Research Forum 2013
Digital Legacy and Death
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 We often start our negotiations with the
presumption that the person we are dealing with has
the right to the material being transferred or gifted.
 Frequently, the issue at hand is copyright and
physical custody.
So what about digital legacy and possible logistical and
legal complications?
Kari R. Smith for SAA Research Forum 2013
Executor Access to Digital Assets
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 Very few states have laws that allow spouses or next of kin access to
digital material within on-line services.
 Uniform Law Commission is working to overcome this limitation.
Kari R. Smith for SAA Research Forum 2013
Digital Estate Planning
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 2008 saw the rise of Digital
Estate Planning
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Are Archivists at this table?
How are we participating?
Do we know how to interact and
advise donors who have digital
estate plans?
 Digital Death Day
 Digital Dust: blog
Kari R. Smith for SAA Research Forum 2013
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Kari R. Smith for SAA Research Forum 2013
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Social Media Accounts
Email Accounts
Digital Executor
Online Business
Online Dating
Online Friends
Digital Legacy
Online Gaming
Digital Will
Will This Effect Our Ability to Archive?
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Google Inactive Account Manager
Kari R. Smith for SAA Research Forum 2013
Life Insurance Finder:
http://www.lifeinsurancefinder.com.au/
Revisiting PAIMAS
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 T RIED AND T RUE ARCHIVAL PRACTICE
 T OOLS AND GUIDANCE FOR DONORS
 F ORMAL D EFINITION P HASE
 I TERATIONS DURING THE T RANSFER P HASE
Kari R. Smith for SAA Research Forum 2013
Thank You for Listening
[email protected]
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P A I M A S P r o d u c e r - A r c h i v e s I n t e r f a c e M e t h od olo g y S t a n d a r d : h t t p :/ / p u b li c . c c sd s. or g / p u b l i c a t i o n s/ a r c h i v e / 65 1 x 0 m 1 . p d f
PAIS Producer-Archives Interface Specification:
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I n g e s t G u i d e f o r U n i v e r s i t y R e c o r d s : h t t p :/ / d c a . li b . t u f t s. e d u / f e a t u r e s / n h p r c / r e p or t s / i n g e s t / i n d e x . h t m l
T A P E R a n d S A B T h t t p :/ / s i t e s . t u f t s . e d u / d c a / a b ou t - u s / r e se a r c h - i n i t i a t i v e s / t a p e r - t u f t s - a c c e ssi o n i n g - p r o g r a m - f or - e l e c t r o n i c r e c or d s/
B o r n D i g i t a l h t t p :/ / m e d i a c o m m o n s . f u t u r e o f t h e b o o k . or g / m c p r e ss / b or n d i g i t a l /
AIMS White Paper
PARADIGM Project
W a l k T h i s W a y : D e t a i l e d S t e p s f o r T r a n sf e r r i n g B or n - D i g i t a l C on t e n t f r om M e d i a Y ou C a n R e a d I n - h ou se , b y J u li a n n a B a r r e r a Gomez and Ricky Erway, OCLC Research
Engineering the Future of the Past, blog by Kari R. Smith – MIT Institute Archives and Special Collections
U n i f o r m L a w s h t t p :/ / w w w . u n i f o r m l a w s. or g / C om m i t t e e . a sp x ? t i t l e = F i d u c i a r y % 2 0 A c c e ss % 2 0 t o% 2 0 D i g i t a l % 2 0 A ss e t s
D i g i t a l D u s t : h t t p :/ / d i g i t a l - e r a - d e a t h - e n g . b l o g sp ot . c o. i l /
A W o r d a b o u t d i g i t a l f i l e s a n d a c q u i s i t i on n e g ot i a t i o n : h t t p :/ / li b r a r i e s. m i t . e d u / d i g i t a l - a r c h i v e s / p e r s o n a l - a r c h i v e s - n e g ot i a t i o n /
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D i g i t a l D e a t h D a y : h t t p :/ / d i g i t a l d e a t h d a y . c om /
F a c e b o o k S p e c i a l R e q u e s t f o r a D e c e a s e d P e r son ’ s A c c ou n t : h t t p s:/ / w w w . f a c e b o o k . c om / h e lp / c o n t a c t / 2 2 8 8 1 32 5 7 1 97 4 8 0
Kari R. Smith for SAA Research Forum 2013