OAIS/METS Report (PDF) - UK Data Archive

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5.3 DATA MANAGEMENT ASSESSMENT OF UKDA AND TNA COMPLIANCE WITH OAIS AND METS STANDARDS The third functional component of an OAIS archive is Data Management. It operates in conjunction with the Archival Storage entity and maintains databases of descriptive metadata identifying and describing the archive’s holdings. It supports the OAIS’s external finding aids and also manages the administrative metadata that supports the OAIS’s internal system operations. Data Management functions include administering and maintaining the archive database; performing database updates as new information arrives or existing information is modified or deleted; performing queries on the databases to generate result sets; and producing reports in response to requests from other functional components within the OAIS. The functions of this entity are presented in the following diagram. I n g est A d m inistration Report Database update response Report Descriptive info Report request Update request Report request Policies Generate Report Administer Database Report request Perform Queries Query request Descriptive info Report Result set A c c e s s 39 Status of updates System updates Review updates Recieve Database Updates database Figure 6. The OAIS Data Management functions. ■ the Administer Database function is responsible for maintaining the integrity of the Data Management database, which contains both Descriptive Information and system information. Descriptive Information identifies and describes the archive holdings and system information is used to support archive operations. The Administer Database function is responsible for creating any schema or table definitions required to support Data Management functions; for providing the capability to create, maintain and access customized user views of the contents of this storage; and for providing internal validation of the contents of the database; ■ the Perform Queries function receives a query request from Access and executes the query to generate a result set that is transmitted to the request; ■ the Generate Report function receives a report request from Ingest, Access or Administration and executes any queries or other processes necessary to generate the report that it supplies to the requester; ■ the Receive Database Updates function adds, modifies or deletes information in the Data Management persistent storage. The main sources of updates are Ingest, which provides Descriptive Information for the new AIPs, and Administration, which provides system updates and review updates. The Receive Database Updates function provides regular reports to Administration summarizing the status of updates to the database and also sends a database update response to Ingest.
ASSESSMENT OF UKDA AND TNA COMPLIANCE WITH OAIS AND METS STANDARDS Data Management: UKDA The archival information systems within the UKDA have been developed over time and were built in a modular fashion where each component was developed and used in isolation. The process of integrating these into a centralised management system has been a major priority in recent years and now allows once-only input of common data about the archive’s holdings for use in several systems. The decision to develop the system inhouse was made because, at the time, there were no packages available to fulfil all the needs of a digital archive. The decision also offered the flexibility to control and quickly update the system to specific and developing requirements. 40 Currently, metadata management is split into three different parts. Basic information about each SIP is captured at ingest in a database known as CALM. Catalogue metadata are also produced during ingest, in a separate database and the process continues as the DIP and AIP are created. The information systems section of the archive has strategic responsibility for this work and contributes heavily to the development of new programs and tools to assist the process. CALM and the catalogue are currently not integrated but work is underway to remedy this. Links between the preservation metadata management system and the catalogue metadata system permit daily updates in a two-way, synchronised process. As part of the value-added work of the UKDA, some SIPs will be enhanced with extremely detailed metadata using tools that have been developed in-house. For example, programmes have been written to extract variable and value information from several commercial statistical software packages, outputting the results into standard XML files. These can then be used within the Integrated Data Catalogue and the Nesstar system to facilitate resource discovery and data browsing. The database can be, and is, used to produce detailed regular reports, for example on the number of new datasets from particular depositors and the time lapse, per dataset, from acceptance into the collection to release. In addition, the catalogue database is linked to the user database which permits the output of statistics on, for example, the use of individual datasets, the use of DIPs at a particular institution or organisation, or the number of datasets deposited by organisation. Such reports are used as performance indicators to funding bodies or as a means of meeting contractual requirements to depositors where they require information on usage of their material. Regular performance indicators, known as SLD’s (Service Level Definitions) are created from the CALM database and include usage figures, response times for queries, the number of data collections acquired and numbers of user registrations. Data are also collected from MIRAGE to indicate how many acquisitions have been accepted, rejected or waived. These figures may be used to review the acquisitions and data collection policies. Any paper documents relating to a SIP are digitised and attached to the AIP. The paper originals are held in a storeroom meeting the standards required by TNA (BS 5454). The updates to existing holdings and their metadata are handled by the system in two forms: ■ complete replacement – the earlier version of the data object is archived under the date of the time of the update; the newer addition is uploaded and becomes the master data; preservation and metadata information is updated as part of this process; ■ amendment to a specific part – almost the same as above but with the exception that the earlier edition is not kept, only the required file(s) and metadata are updated.
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