digital preservation: an enduring solution to archival documents dr. h.s. chopra phd. (history);...

Digital Preservation: An Enduring Digital Preservation: An Enduring Solution to Archival Documents Solution to Archival Documents

Dr. H.S. ChopraDr. H.S. ChopraPhD. (History); PhD.(Library and Inf. PhD. (History); PhD.(Library and Inf.

Science)Science)

Head, Bhai Gurdas Library,Head, Bhai Gurdas Library,Guru Nanak Dev University,AmritsarGuru Nanak Dev University,Amritsar

[email protected][email protected]

Human being has travelled his journey of Human being has travelled his journey of millions of yearsmillions of years

(i)(i) Pastoral SocietyPastoral Society

(ii)(ii) Agrarian SocietyAgrarian Society

(iii)(iii) Industrial SocietyIndustrial Society

(iv)(iv) Information SocietyInformation Society We are heading towards ‘Knowledge We are heading towards ‘Knowledge

Society’Society’

Human beings expressed their views on Human beings expressed their views on whatever form of writing which was whatever form of writing which was available to them.available to them.

Clay tablets; papyrus, parchment, vellum, Clay tablets; papyrus, parchment, vellum, rocks, pillars, stones, bricks, wooden tablets, rocks, pillars, stones, bricks, wooden tablets, metal plates, birch bark, palm leaves, metal plates, birch bark, palm leaves, banana leaves, peepal leaves, bhurja patar, banana leaves, peepal leaves, bhurja patar, sanchi pattar, cloth, paper, CD, DVD, pen sanchi pattar, cloth, paper, CD, DVD, pen drive, Internet etc. drive, Internet etc.

Lack of Preservation of Lack of Preservation of ManuscriptsManuscripts

InvasionsInvasions Destruction Destruction BurningBurning LootingLooting

India has suffered an irrepairable loss to India has suffered an irrepairable loss to Manuscripts/Libraries Manuscripts/Libraries

Indian ManuscriptsIndian Manuscriptsare Available in are Available in

Foreign Countries Foreign Countries 3% 4%

3%

44%

5%

10%

10%

14%

2% 5%

Denmark France Germany UKNepal Pakistan Srilanka USABangladesh Others

Approximately 20% of Ancient world Approximately 20% of Ancient world literature is available in India.literature is available in India.

In Tibetan and Chinese Manuscripts there In Tibetan and Chinese Manuscripts there exists Indian Philosophyexists Indian Philosophy

ArchivesArchives

(Origin of the Word)(Origin of the Word)

Latin : archivumLatin : archivum

Greek: ArchlionGreek: Archlion

““A Place to keep old records”A Place to keep old records”

ArchivesArchives

Archives were in the Oriental CivilisationsArchives were in the Oriental Civilisations Hittites, Assyrians, Medas, Persians, Hittites, Assyrians, Medas, Persians,

Babylonians, Egyptians.Babylonians, Egyptians. Important documents were preserved in Royal Important documents were preserved in Royal

PalacesPalaces Archives are now available in all countriesArchives are now available in all countries

Modern TimesModern Times

First Archive in France after French First Archive in France after French Revolution.Revolution.

‘ ‘Archives Nationale’ Archives Nationale’ 17891789 After World War II archives were established After World War II archives were established

in Italy and Germanyin Italy and Germany In USA in 1934In USA in 1934

Indian ScenarioIndian Scenario

National Archives of India, Janpath, New Delhi,National Archives of India, Janpath, New Delhi,Officer Incharge : Director of ArchivesOfficer Incharge : Director of ArchivesAuthority : Ministry of HRDAuthority : Ministry of HRD Formerly known as “Imperial Record Department”Formerly known as “Imperial Record Department” 1891 AD established : Calcutta (Now Kolkata)1891 AD established : Calcutta (Now Kolkata) G.W. Forest First Incharge of Imperial Record G.W. Forest First Incharge of Imperial Record

DepartmentDepartment Records of East India CompanyRecords of East India Company In 1911, Capital was transferred to Delhi from CalcuttaIn 1911, Capital was transferred to Delhi from Calcutta Record Office was shifted to DelhiRecord Office was shifted to Delhi

National Archives of IndiaNational Archives of India

Nature and Extent of HoldingsNature and Extent of Holdings 75,000 running feet of shelves75,000 running feet of shelves Records date back to 1748Records date back to 1748 Some are copies of records available in India Office Some are copies of records available in India Office

Library London, France, Denmark etc.Library London, France, Denmark etc.

Bombay and Madras Factory RecordsBombay and Madras Factory Records One Million Files transferred from Shimla to Delhi One Million Files transferred from Shimla to Delhi

in 1949-50in 1949-50 Some records are available in Microfilms.Some records are available in Microfilms.

Records outside DelhiRecords outside Delhi

Survey of India- DehradunSurvey of India- Dehradun Geological Survey of India & Zoological Survey of Geological Survey of India & Zoological Survey of

India – CalcuttaIndia – Calcutta Epigraphist Survey of India – OotacamundEpigraphist Survey of India – Ootacamund Iron Steel – CalcuttaIron Steel – CalcuttaRegional Office :Regional Office :Moti Mahal, Bhopal: 1954Moti Mahal, Bhopal: 1954Publications :Publications :Fort William-India House Correspondence 1748-1800Fort William-India House Correspondence 1748-1800


Pre Mutiny PeriodPre Mutiny Period Documents relate to Documents relate to Finance Finance ForeignForeignHome Home LegislativeLegislativeMilitaryMilitaryPersianPersianPublic WorksPublic WorksThagi and DakaitiThagi and DakaitiIndian Law Commission Indian Law Commission


Post Mutiny PeriodPost Mutiny Period 18601860HomeHomeForeignForeignFinancialFinancialMilitaryMilitaryPublic WorksPublic WorksDepartment of Commerce & IndustryDepartment of Commerce & IndustryDepartment of Commerce Department of Commerce EducationEducation


HealthHealthAgricultureAgricultureHealth ServicesHealth ServicesFinancialFinancialHome DepartmentHome DepartmentLegislative DepartmentLegislative DepartmentMilitaryMilitaryPublic Works: RailwaysPublic Works: RailwaysReformsReformsSurvey of IndiaSurvey of India

Central India States AgencyCentral India States Agency

Bhopal Agency (1818)Bhopal Agency (1818) Bundelkhand Agency (1802)Bundelkhand Agency (1802) Baghelkhand Agency(1857)Baghelkhand Agency(1857) Indore Agency (1818)Indore Agency (1818) Malwa Agency (1818)Malwa Agency (1818) Bhopawar Agency (Bhil Area- 1857)Bhopawar Agency (Bhil Area- 1857) Malwa Agency (1925)Malwa Agency (1925) Gwalior Agency (1782)Gwalior Agency (1782)

Eastern India States AgencyEastern India States Agency

Bengal States Agency (1936)Bengal States Agency (1936) Orissa States Agency (1937)Orissa States Agency (1937) Chhatisgarh States Agency (1936)Chhatisgarh States Agency (1936) Hyderabad Independent Agencies (1779/80)Hyderabad Independent Agencies (1779/80) Kashmir States Agency (1885)Kashmir States Agency (1885) Kolahapur States Agency (1933)Kolahapur States Agency (1933) Madras States Agency (1923)Madras States Agency (1923) Mysore States Agency (1799)Mysore States Agency (1799) Nepal States Agency (1817)Nepal States Agency (1817)

Rajputana State AgencyRajputana State Agency

MewarMewar Western RajputanaWestern Rajputana JaipurJaipur Eastern RajputanaEastern Rajputana Haroti and TonkHaroti and Tonk KotahKotah BikanerBikaner BharatpurBharatpur DholpurDholpur Karauli Karauli

Western IndiaWestern India

Western Indian ResidencyWestern Indian Residency Kathiwar AgencyKathiwar Agency Cutch AgencyCutch Agency Mahikanta AgencyMahikanta Agency Sabarkautha AgencySabarkautha Agency Baroda AgencyBaroda Agency Rewakantha AgencyRewakantha Agency

Archives of Private Papers Archives of Private Papers e.g. Gandhi, Gokhle, Narojie.g. Gandhi, Gokhle, Naroji Archives of NewspapersArchives of Newspapers Publications of NAI Publications of NAI Grants for preservation Grants for preservation Training Programs : School of NAI Training Programs : School of NAI Research JournalsResearch Journals

After 1947After 1947 (Free India – Archives) (Free India – Archives)

Andhra PradeshAndhra Pradesh :: HyderabadHyderabad AssamAssam :: ShillongShillong BiharBihar :: PatnaPatna DelhiDelhi :: DelhiDelhi GoaGoa :: PanjimPanjim GujratGujrat :: AhmedabadAhmedabad Jammu & KashmirJammu & Kashmir :: SrinagarSrinagar KeralaKerala : : TrivandrumTrivandrum Madhya Pradesh Madhya Pradesh : : BhopalBhopal MadrasMadras :: MadrasMadras MaharashtraMaharashtra :: BombayBombay ManipurManipur :: ImphalImphal MysoreMysore :: BangaloreBangalore Orissa Orissa :: BhubaneshwarBhubaneshwar PunjabPunjab :: PatialaPatiala PondicherryPondicherry :: PondicherryPondicherry RajasthanRajasthan :: BikanerBikaner

PositionNAI (State Archives)

Files Before NAI

Files NAI After 1857

Files After 1947

Microfilms

Manuscripts

Librarary RareBooks News Papers

Private Papers

Punjab State ArchivesPunjab State Archives Records of Princely StatesRecords of Princely States

PatialaPatiala NabhaNabha JindJind MalerkotlaMalerkotla KapurthalaKapurthala Faridkot etc.Faridkot etc.

Records of Princely StatesRecords of Princely States Documents regarding Sikh wars (Persian, Urdu & English)Documents regarding Sikh wars (Persian, Urdu & English) NewspapersNewspapers Family papersFamily papers Rare books.Rare books.

PreservationPreservation LaminationLamination EncapsulationEncapsulation MicrofilmingMicrofilming DigitizationDigitization

Conservation / RestorationConservation / Restoration LaminationLamination AcidityAcidity Environmental PollutionEnvironmental Pollution Biological insectsBiological insects LightLight SunlightSunlight GasesGases Dust etc.Dust etc.

National Mission for National Mission for ManuscriptsManuscripts

19931993 IGNCA HQIGNCA HQ NAI was not giving proper attention to manuscriptsNAI was not giving proper attention to manuscripts Although grants were given by NAI to Universities, Although grants were given by NAI to Universities,

depositories yet no database of MSS.depositories yet no database of MSS. NMM has started collection of Bibliographic information.NMM has started collection of Bibliographic information. Digitization of Manuscripts has been done by NMM in Digitization of Manuscripts has been done by NMM in

certain librariescertain libraries Reference information of manuscripts is available on NETReference information of manuscripts is available on NET Research Journal is being published by NMMResearch Journal is being published by NMM

NMM has created great awareness among the NMM has created great awareness among the peoplepeople

Data is being collected from all over the Data is being collected from all over the countrycountry

Changes in digitization programme Changes in digitization programme Awareness programmes, preservation Awareness programmes, preservation

techniques, training programmestechniques, training programmes

ICT and ArchivesICT and Archives

Within 15 years work in libraries and Archives has Within 15 years work in libraries and Archives has come under the impact of ICT.come under the impact of ICT.

ICT is beneficial technology for ArchivesICT is beneficial technology for Archives It used to take years together to prepare index of filesIt used to take years together to prepare index of files Its search was more difficultIts search was more difficult Computerised searching is very easy and quick.Computerised searching is very easy and quick. MicrofilmingMicrofilmingMicroficheMicroficheCDCDDVDDVDPen Pen

drivedrive Database Database

Technology is improving very rapidlyTechnology is improving very rapidly AAAS is of the view that within 12 years it AAAS is of the view that within 12 years it

will improve by 32 times.will improve by 32 times. Kurlwiez says “ It will equal the human Kurlwiez says “ It will equal the human

intelligence”intelligence” However, it will not be able to show human However, it will not be able to show human

creativity and imagination.creativity and imagination. Advent of digital libraries and archives Advent of digital libraries and archives

DigitizationDigitization

Computer Computer Digital CameraDigital Camera ScannerScanner TableTable CD/DVDCD/DVD

Digitization of MSS is very easyDigitization of MSS is very easy High Resolution : Picture clarityHigh Resolution : Picture clarity Easy to consultEasy to consult MSS Transportation is not possibleMSS Transportation is not possible Beneficial to Researchers outside India and Beneficial to Researchers outside India and

within Indiawithin India No Time FixationNo Time Fixation 24 hours accessibility24 hours accessibility

DisadvantagesDisadvantages

Failure of Failure of MediaMedia HardwareHardware SoftwareSoftware NetworkNetwork Obsolescence of Media, Software, Hardware,Obsolescence of Media, Software, Hardware, Natural DisasterNatural Disaster External AttackExternal Attack Economic FailureEconomic Failure Organization FailureOrganization Failure

Digital Preservation and Digital Preservation and UNESCOUNESCO

UNESCO is guiding the institutions all the UNESCO is guiding the institutions all the world over to preserve the manuscripts and world over to preserve the manuscripts and

Photos of Monuments, other important Photos of Monuments, other important historical religious places: digitizedhistorical religious places: digitized

In 2002: Preservation our Digital HeritageIn 2002: Preservation our Digital Heritage Digital Preservation is on the chart of Digital Preservation is on the chart of

UNESCOUNESCO

Digitization in IndiaDigitization in India

Almost all the Universities and higher educational Almost all the Universities and higher educational institutions have started digitization.institutions have started digitization.

National Library, KolkataNational Library, Kolkata National Archives of IndiaNational Archives of India National Mission of ManuscriptsNational Mission of Manuscripts Library, Rashtarpati NiwasLibrary, Rashtarpati Niwas Indian Institute of Science, BangaloreIndian Institute of Science, Bangalore ETD is almost all IIT;s & IIM’sETD is almost all IIT;s & IIM’s State ArchivesState Archives University and CollgesUniversity and Collges

Longevity of Digitized Longevity of Digitized DocumentsDocuments

Paper had a life of more than 1000 years.Paper had a life of more than 1000 years. Inferior paper, paper of Text Books is of very Inferior paper, paper of Text Books is of very

little life.little life. According to one estimate life of CD/DVD is According to one estimate life of CD/DVD is

only for 25 years.only for 25 years. Billions of dollars are being spent on the Billions of dollars are being spent on the

techniques how to preserve and transfer the techniques how to preserve and transfer the data from one form of media to another media data from one form of media to another media form.form.

RefreshingRefreshing

Transfer of data between two types of the Transfer of data between two types of the same storage medium so that there are no same storage medium so that there are no alteration of text.alteration of text.

This strategy may need to be combined with This strategy may need to be combined with migration when the software or hardware migration when the software or hardware required to read the data is no longer availablerequired to read the data is no longer available

MigrationMigration

It is transferring data from the newer systemIt is transferring data from the newer system e.g. conversion of MS word to PDFe.g. conversion of MS word to PDF Operating System or HP based System to SunOperating System or HP based System to Sun Solaris to LinuxSolaris to Linux e.g. Language Change C to Javae.g. Language Change C to Java

ReplicationReplication

Duplicate copies of data on one or more Duplicate copies of data on one or more systems is to be created systems is to be created

Replicated data may bring difficulties in Replicated data may bring difficulties in multiple places.multiple places.

EmulationEmulation

It is replication of functionality of an obsolete system.It is replication of functionality of an obsolete system. e.g. emulating an Attari 2600 on a Windows System e.g. emulating an Attari 2600 on a Windows System

or emulating World Perfect 1.0 or a Macintosh.or emulating World Perfect 1.0 or a Macintosh. Emulates may be built for applications, operating Emulates may be built for applications, operating

system, or hardware platforms.system, or hardware platforms. Emulation is very helpful in preserving functionality Emulation is very helpful in preserving functionality

of old video games systems.of old video games systems.

Intellectual Property RightsIntellectual Property Rights

Digitization of book or manuscript has its own Digitization of book or manuscript has its own problemsproblems

CopyrightCopyright PossessivenessPossessiveness Willingness of the author for digitization Willingness of the author for digitization Persuasion of Manuscript holder is mustPersuasion of Manuscript holder is must

META DATAMETA DATA

Tags of information of clay tabletsTags of information of clay tablets Catalogues Catalogues OPACOPAC MetadataMetadata

MetadataMetadata

Information of Software, ReferenceInformation of Software, Reference

Hardware, Preservation details Information DataHardware, Preservation details Information Data

SoftwaresSoftwares

Fedora : Open source software gives organizations a Fedora : Open source software gives organizations a flexible service-oriented architecture for managing and flexible service-oriented architecture for managing and delivering their digital content.delivering their digital content.

Xena : Open source software developed by the National Xena : Open source software developed by the National Archives of AustraliaArchives of Australia

XenaXena Xml Electronic Normalizing for Archives Xml Electronic Normalizing for Archives Xena software aids digital prservation by performing two Xena software aids digital prservation by performing two

important tasks:important tasks: Detecting th file formats of digital objectsDetecting th file formats of digital objects Converting digital objects into open formats for Converting digital objects into open formats for

preservation.preservation.

OAIS OAIS Open Archival Information System Open Archival Information System

Green StoneGreen Stone Software for building and distributing digital Software for building and distributing digital

library collectionlibrary collection Produced by the New Zealand Digital Library Produced by the New Zealand Digital Library

Project at the University of WarkotoProject at the University of Warkoto UNESCO has supported this projectUNESCO has supported this project

Library of Congress has 35 terabytes of files Library of Congress has 35 terabytes of files to be preservedto be preserved

They see a solution in Emulation Software that They see a solution in Emulation Software that can mimic a given hardware platform allowing can mimic a given hardware platform allowing one computer to act like an earlier on one computer to act like an earlier on

They have successfully run any of the original They have successfully run any of the original EDSAC programs on the modern personal EDSAC programs on the modern personal computercomputer

THANKS…THANKS…