2016-10-28 CSH All-Team Meeting

Date

Oct 28, 2016

Attendees

• King Davis

• @Lorraine A Dong

• @Karadkar, Unmil P

• @Galloway, Patricia K

• @Verma, Nitin

• Victor Obaseki

• @A.L. Carson

Notes

• Victor

  • Certification for HIPAA certification: viewing on Nov. 10th @11:30am, GWB fourth floor

  • Need to gather legislation on archives for Pat & Lorrie

  • Any other legislation that Victor needs to look into? --> Pat mentions her students' state archives projects, which she will share with group

  • Notes the constantly changing nature of law

  • King: national policy regarding access? --> Victor: HIPAA is close, but could be a stronger research access policy

  • Unmil: limitations of state-level laws/policies beyond cloud storage

  • Victor: might be useful to focus on state laws that are "bad"

  • Pat: metadata structure that we create should recognize that patients' relatives have privileged access (blank profile that allows access to materials that is not administrative)

  • King: would be helpful to have a synthesis of state laws regarding privacy/access of medical records because there is a general lack of understanding among mental health directors of what to do with archival health records

  • Victor: not sure how to compare/contrast laws across states because of the many variables (e.g., retention of various record genres) --> Lorrie: maybe need to just focus on one variable such as which states distinguish among genres); perhaps a focus on family disclosure at federal and state levels

  • Pat: hospital and state archives retention schedules (interpretation of HIPAA and state laws) are always changing

• Unmil, Nitin, & Carson

  • HIPAA compliance: how we are going to include that information in our digital dark archives?

  • Carson is designing standards-based metadata schema for dark archives: includes elements for administrative, descriptive, preservation, technical, compliance, etc.

  • Nitin is working on operational infrastructure side (Archivematica); trying to extricate our server from iSchool server –> operational issues

  • Meeting weekly to discuss technical and conceptual issues

  • Nitin has created inventory of all scans on 12 disks and file naming convention structure

  • Created basic structure for encoding metadata --> student group is creating profile for extracting technical metadata from files

  • Unmil attended Hydra Connect meeting

    • Fedora support has completely fallen through due to movement from Fedora 3 to Fedora 4 --> need to talk to Mellon about this (Hydra/Fedora cannot be used as infrastructure) --> timeline is still on track, but what was true in 2014 is not the case now

    • Discussion with Tom Kramer --> he suggested we don't use Hydra for digital archives, just for digital library

    • Saw several examples of Fedora and Archivematica used in tandem: most stored archival data (processed with Archivematica) outside Fedora; Fedora used for access delivery only

    • Pat: mention of Michigan's Bentley Library project, which is funded by Mellon (http://archival-integration.blogspot.com/)

    • Victor: question of where data is stored --> Unmil: does not change (still stored by UT); just a matter of what software is being used to package data

• Pat & Lorrie

  • Just missing FL and SC for state archives survey (TN working on it)

  • Pat is starting analysis

    • Computing environments: e.g., library management systems, online access to library catalogs, social media, digital asset management systems

    • Note the trend of projects for born-digital objects (in addition to digitization)

    • On-site IT staff and digital archivists: number and skills

    • Carson: connection between open-source Archivematica and closed-source Preservica (commercially supported and secure)

    • Most surveyed archives have done pilot projects to develop digital archives: 17 out of 18

    • TRIM (records management system): influence of HP

    • Microsoft management systems are common

  • Conferences: SAA, AAHM, Open Repositories

  • IRB: hopefully send out in two weeks (waiting for signed letters)

• King

  • Student will analyze data from 1900-1942, expect to finish around January

  • Charity Smith: psychology museum in OH

  • Dallas museum: similar request

  • 150th anniversary including one-day conference (we will be invited) and a couple of panels during rest of the year; memorial ceremony

  • Assoc. for Study of African Life and History: met several folks who are researching state hospitals

  • We need to continue to track activities for Mellon report

• Probably won't be a team trip to CSH until Spring 2017

Discussion items

Action items