by clicking on the page. A slider will appear, allowing you to adjust your zoom level. Return to the original size by clicking on the page again.
the page around when zoomed in by dragging it.
the zoom using the slider on the top right.
by clicking on the zoomed-in page.
by entering text in the search field and click on "In This Issue" or "All Issues" to search the current issue or the archive of back issues respectively.
by clicking on thumbnails to select pages, and then press the print button.
this publication and page.
displays a table of sections with thumbnails and descriptions.
displays thumbnails of every page in the issue. Click on a page to jump.
allows you to browse through every available issue.
GCN : April 2014
and stores it in the Amazon Web Services cloud, where it is regularly checked for data corruption and redundancy. Users can read, update, delete and preserve each piece of content or metadata, as de- termined by their roles. One of Preservica's key features is "active preservation," the ability to move files to new formats to avoid ob- solescence. When files are uploaded, Preservica identifies their formats and determines if they are at risk from obso- lescence. If such files are found, Preser- vica offers a variety of migration tools to create a "manifestation of the file, which is accessible to current technologies," the company said. And because it is a software-as-a- service solution, the state didn't need to purchase special hardware, hire de- velopers to create a special interface or install software locally. Tessella's director of archives Jon Til- bury said the system preserves records the same way professional archivists are used to conducting business. When ar- chivists put records into Preservica, they prepare a submission package to upload, he said. "They can embed more data if need- ed, but much of the existing data is al- ready captured by the software already," he said. "For example, when archiving email, all of the tags as well as full-text archiving are already present. With a photo or a video, the name of the file and any information about it is automatically used with the option of adding more de- scriptive terms if needed." PREPPING FULL PUBLIC ACCESS Wojcik says that the system is work- ing well, but she is anxious to improve it even more, adding features like full public access. Right now the public can search to find what records have been archived. But to actually view the docu- ments, people have to get a state archi- vist to retrieve them, she said. "They are all available, but not in as accessible of a format as we want. Very soon Preservica will be adding a public viewing compo- nent." Tilbury said system's public view- ing features will be quickly deployed to Michigan where viewers will be restrict- ed to read-only access. Also, the use of tabs can manage whether a limited num- ber of documents, or not every part of a document, is viewable. So if a record has confidential information like a So- cial Security number, it can be hidden from public view. Tabs can likewise be matched to different roles and security levels once the new component comes online. The Preservica system is scalable based on usage. Tessella's largest cus- tomer at the moment is archiving over 8 petabytes of information. At the low end, organizations can store their records with the system for $1,000 per month. Michigan uses a bit more storage space than the average user, so it costs $14,000 per year, a price that will remain flat un- til the state needs to put more data in place. "For that amount of money, we prob- ably could have only bought about 100 hours of a developer's time," Harvey said. "And that would not have gotten us anywhere close to having a produc- tion system. Instead, we are already ar- chiving records with Preservica and can concentrate on improving a system that already works well." • A match of methodology and workflow The Tessella system preserves records using a methodology that falls in with Michigan's existing archiving work ow. Michigan Public Records Archivist Caryn Wojcik said state agencies rst identify and schedule documents that should be preserved. Those can be anything from the ndings of the state Supreme Court to reports about student achievement levels. Each department puts those records on a disk and couriers them to the Archives of Michigan or transmits them via FTP. Once the Archives has the data, archivists prepare an upload package and send the les into Preservica where they are backed up and protected in the cloud. Data in the Preservica cloud isn't dead. Although the system can handle 800 different le formats, the company also keeps track of programs and version numbers, updating the archived les as needed, while also preserving the original format in case it's needed for technical or legal reasons. "For example, if a le is sitting around in Word 2.0 then its going to obsolete," said Jon Tilbury, Tessella's director of archives. "So we will migrate that le over to Word 2012, but when we do, we will compare the two documents to make sure each and every character is the same. And we will keep the master le in place in case we ever have to prove that the data in the le hasn't been modi ed in any way." -- John Breeden II GCN APRIL 2014 • GCN.COM 31