Digital Archiving at the University of York: How does Archivematica meet my requirements?

How does Archivematica meet my requirements?

It seems a long time ago that I first blogged about my failed attempts to install archivematica. This is probably because it *was* quite a long time ago... other priorities had a habit of getting in the way!

With the help of a colleague (more technically able than I) I've now had a chance to see the new version of Archivematica. I have been assured that Archivematica version 1.0 is easier to install than it's predecessors so that is good news!

Any decent digital preservation system is going to have to be pretty complex in order to carry out the required tasks and workflows so assessing products such as this one is not something that can be done in one sitting.

As well as playing with the software itself, I've watched the video, I've signed up to the mailing list and I'm talking to others who are using it. A recent 'Technology Bytes' webinar hosted by the DPC (Digital Preservation Coalition) also helped me find out more. Artefactual Systems (who support and develop the software) have been really helpful in answering all of my many awkward questions.

In a more recent blog I talked about my digital preservation requirements, so one of the things I've been trying to do as I've been looking at Archivematica is see whether it could meet these requirements.

Below is a list of my requirements again (possibly slightly altered since the last time I published them) and an assessment of Archivematica against them.

It does seem to be a pretty good match and it is worth noting that any digital preservation system we implement will be just one part of a wider technical infrastructure for data management (that will also include a deposit workflow, data storage and an access system). There is some functionality within my requirements that could doubtless be fulfilled elsewhere within that infrastructure so I am not too concerned that we do not have a clear 'Yes' on all of these requirements. Where there are bits of functionality that we really do need Archivematica to perform, we have the option of either building it ourselves, or sponsoring Artefactual Systems to develop it for us and for the wider user community.

It is encouraging to see just how many developments are being sponsored at the moment and how many organisations are involved in this process.

It is also worth noting that while Archivematica is free and open source. Artefactual Systems are always keen to state that it is free as in 'free kittens' - time and money needs to go into looking after it, feeding it and taking it to the vet. There will clearly always be some element of cost involved with the implementation of an open source system that needs to be configured and integrated with existing systems.

Just to end with one very interesting piece of information that was mentioned in theTechnology Bytes webinar:

Archivematica runs lots of microservices as part of the ingest and preservation workflow. You can configure it in various ways but there are a couple of points where the system waits for instructions from an administrator before proceeding with an operation. I was very interested to learn that one Archivematica user has configured his system to bypass these prompts for human interaction and has it set up as a fully automated workflow for a particular set of content.

Am I scared that this development might put digital archivists such as me out of a job? ....only a little bit

Am I excited by the opportunities to automate many of the repetitive and previously manual processes that digital archivists can spend a lot of time doing? ....very much so!

	Requirement	Does Archivematica meet this requirement?
	INGEST
I1	The digital archive will enable us to store administrative information relating to the Submission Information Package (information and correspondence relating to receipt of the SIP)	Yes – a transfer can be made with submission documentation and this will be preserved within the AIP. Note that submission information as described in the archivematica wiki can be “donor agreements, transfer forms, copyright agreements and any correspondence or other documentation relating to the transfer”. Any SIPs generated will automatically include copies of this information too. We do need to establish where the best place to store supporting information is within our technical architecture.
I2	The digital archive will include a means for recording appraisal decisions relating to the Submission Information Package and individual elements within it	No – appears to be out of scope for Archivematica but as we are not considering using this system in isolation, this information may be best stored elsewhere within the technical infrastructure.
I3	The digital archive will be able to identify and characterise data objects (where appropriate tools exist)	Yes – this is an automated process. Uses FITS (Bundles file utility, ffident, DROID, JHOVE, FIDO, Tika, mediainfo). Output is stored in the METS and PREMIS XML within the AIP. New tools for identification will be included in future releases of Archivematica, and there is also the option for users of the system to add their own tools via the Format Policy Registry.
I4	The digital archive will be able to validate files (where appropriate tools exist)	Yes – JHOVE is part of the package and output from JHOVE is stored in the METS and PREMIS XML within the AIP
I5	The digital archive will support automated extraction of metadata from files	Yes – Tika is part of the package and output is stored in the METS and PREMIS XML within the AIP
I6	The digital archive will virus check files on ingest	Yes – ClamAV is part of the package and information about virus checking is included within the PREMIS and METS XML. If a virus is detected within a file it will be sent to the ‘failed’ directory and all processing on that SIP will stop until the problem is resolved by an adminstrator
I7	The digital archive will be able to record the presence and location of related physical material	No – this is out of scope for Archivematica but we would be able to store this metadata within Fedora
	DATA MANAGEMENT
DM1	The digital archive will generate persistent, unique internal identifiers	Yes – a unique internal identifier is generated incorporated into filenames and stored in the METS.xml for both packages and digital objects.
DM2	The digital archive will ensure that preservation description information (PDI) is persistently associated with the relevant content information. The relationship between a file and its metadata/documentation must be permanent	Yes – any documentation that is included in the SIP will be included in the AIP. All technical and preservation metadata generated by Archivematica will also be wrapped up in the AIP.
DM3	The digital archive will support the PREMIS metadata schema and use it to store preservation metadata	Yes – creates and stores PREMIS/METS as part of the ingest process and as preservation actions are carried out. This XML is stored within the AIP
DM4	The digital archive will enable us to describe data at different levels of granularity – for example metadata may be attached to a collection, a group of files or an individual file	Partial – Preservation and technical metadata are generated at file level. Descriptive (Dublin Core) metadata appears to be only at project/collection level. If we require more detailed or granular metadata this will be stored elsewhere within the technical architecture.
DM5	The digital archive will accurately record and maintain relationships between different representations of a file (for example, from submitted originals to dissemination and preservation versions that will be created over time)	Yes – this is very much a part of the system. This is achieved using a unique identifier which is allocated to a submitted file, and included in any subsequent representations that are created
DM6	The digital archive will store technical metadata extracted from files (for example that is created as part of the ingest process)	Yes – very comprehensive technical metadata including details of all of the tools used are stored as part of the AIP
	PRESERVATION PLANNING
PP1	The digital archive will allow preservation plans (such as file migration or refreshment) to be enacted on individual or groups of files.	Partial(?) – on ingest, rules are in place to normalise files (migrate them) to different formats as appropriate for preservation/dissemination. These rules can be updated to meet local needs. Need to explore how these rules can be run on all files of a certain type within the archive. Artefactual Systems report that a new AIP re-ingest feature will fulfil this need.
PP2	Automated checking of significant properties of files will be carried out post-migration to ensure these properties are adequately preserved (where appropriate tools exist).	Partial – default format policy choices are based on a comprehensive analysis of the significant properties of the samples as well as tests of many tools. Results of these tests are publicly available on the wiki. Archivematica users are able to run their own tests using other migration tools and if they are thought to adequately preserve significant properties they can be added to the system to serve local needs.
PP3	The digital archive will record actions, migrations and administrative processes that occur whilst the digital objects are contained within the digital archive	Yes – detailed information (in PREMIS and METS format) is stored within the AIP. The AIP keeps various logs which are gathered throughout the ingest process. Where migrations are carried out manually, PREMIS metadata can be added. This is a new feature in the 1.1 release and is documented here (https://www.archivematica.org/wiki/UM_manual_normalization_1.0). Note, it does assume a one to one relationship between original and migrated file which may not always be the case.
	ADMINISTRATION
A1	The digital archive will allow for disposal of data where appropriate.	Partial – it is possible to delete an AIP and set a reason but file level deletions within an AIP is not supported. The system deliberately makes it difficult to carry out deletions and can only be carried out by administrative users
A2	A record must be kept of data disposal including what was disposed of, when it was disposed of and reasons for disposal.	Yes – It is possible to set a reason for deletion in Archivematica and this will be visible to the storage service adminstrator. Disposal decisions may be best recorded elsewhere within the infrastructure (Fedora/AtoM)
A3	The digital archive will have reporting capabilities so statistics can be collated. For example it would be useful to be able to report on numbers of files, types of files, size of files, preservation actions carried out	No – This may be something we have to set up ourselves using the MySQL data that sits behind the system. Artefactual Systems are keen that better reporting capabilities are sponsored in future releases of the software.
	ARCHIVAL STORAGE
AS1	The digital archive will actively monitor the integrity of digital objects on a regular and automated schedule with the use of checksums	No – Checksums are generated by Archivematica and stored as part of the AIP but integrity checking is not performed. There is a plan to include active fixity checking in a future release of Archivematica, but in the meantime this could be carried out somewhere else within the technical infrastructure.
AS2	Where problems of data loss or corruption occur, The digital archive will have a reporting/notification system to prompt appropriate action	No – this is out of scope for Archivematica. The archival storage module will need to carry out integrity checking and a notification system (or automatic restore from backup) will need to be in place to guard against data loss.
AS3	The digital archive will be able to connect to, and support a range of storage systems	Yes – a number of different storage options can be configured within Archivematica and it is possible to have several different options depending on the nature of the data.
	GENERAL
G1	The digital archive will be compliant with the Open Archival Information System (OAIS) reference model	Yes – the design of Archivematica was created with OAIS in mind. The GUI leads you through the relevant OAIS functional entities and the language used throughout the application is consistent with that used within the OAIS reference model
G2	The digital archive will integrate with our Fedora repository	Partial – Fedora is not directly supported but this may be something we can configure ourselves. Artefactual Systems are working with related systems (Islandora) which will go a little way towards Fedora integration.
G3	The digital archive will integrate with our archival management system (AtoM)	Yes – Archivematica and AtoM are both supported by Artefactual systems and are designed to complement each other. AtoM is the recommended access front end to Archivematica
G4	The digital archive will have APIs or other services for integrating with other systems	Yes – it has a REST API and a SWORD API planned
G5	The digital archive will be able to incorporate new digital preservation tools (for migration, file validation, characterisation etc) as they become available	Yes – In terms of migration tools there is a handy interface for adding tools or commands and setting up new rules. The Roadmap includes plans for updating the tools that are internal to the system. Archivematica developers contribute to the development of tools such as FITS to make them better and more scalable.
G6	The digital archive will include functionality for extracting and exporting the data and associated metadata in standards compliant formats	Yes – Archivematica uses open standards where possible. Metadata is in XML format, uses recognised standards and is packaged with the AIP. Archivematica packages its AIPs using BagIt which is an open standard for storage and transfer of files and metadata. Archival storage is separate so extracting the information from here needs to be a feature of the storage system.
G7	The software or system chosen for the digital archive will be supported and technical help should be available	Yes – Open Source but supported by Artefactual Systems. An active mailing list exists for technical support and Artefactual Systems seem to be quick to respond to any queries
G8	The software or system chosen for the digital archive will be under active development	Yes – Archivematica is very much in development. Wish lists are published online. Specific developments happen quicker if we are able to sponsor them. Alternatively, our own developers could help develop the system to meet our needs.