Harvard Library is an active participant in the burgeoning email archiving community; recent activities have included:
- membership in the Executive Committee of the Mellon Foundation and Digital Preservation Coalition sponsored Task Force on Technical Approaches for Email Archives
- sponsoring an Email Archiving Stewardship Workshop – see the report, article, and presentation below (March 2016)
- participating in Stanford University’s IMLS grant project to develop ePADD – by conducting testing, providing feedback, and assisting with prioritization of new features and functionality (November 2015 – October 2018)
- attending the Archiving Email Symposium co-hosted by the Library of Congress and the National Archives and Records Administration (June 2015)
- participating in an NDSA Standards & Practices Working Group Email Interest Group, including a series of demonstrations of email archiving tools (2014 and 2015)
Harvard Library Resources - Reports, Articles, Presentations, etc.
Email Archiving Systems Interoperability (Report, July 2016)
Email Archiving Stewardship Tools Workshop (Report, July 2016)
Email Archiving Stewardship Tools Workshop (Article, March 2016)
Email Archiving in a Curation Setting (Panel Presentation, March 2016)
Harvard's Electronic Archiving System (EAS)
EAS manages and preserves email collections by enabling archival processing of email messages and attachments and automating the process of making deposits to Harvard's preservation repository. EAS is now available for use by the core group of curators who were involved as development partners during the pilot project.
System Features (May 2015 Release)
EAS integrates with other Harvard Library enterprise systems:
EAS works with Wordshack for vocabulary control — so that multiple email addresses and names referring to an individual or institutional unit resolve to the same record.
- At the click of a mouse, email messages and attachments selected for long term preservation will be deposited to DRS - Harvard's Digital Repository Service.
EAS features include:
- Normalization to EML -- an open standard for preservation (an extension of IMF RFC 5322) -- for long term preservation.
- Summary views of the metadata associated with email or attachments within a result set.
- Batch and item level processing options for archivists.
DRS was updated to interoperate with new EAS features, including:
- Long term preservation of email and attachments in a secure environment approved for sensitive data.
- Capture of essential rights management information using PREMIS.
- Capture of significant events tracking to document deletions of email and attachments and format transformations such as the conversion of the native mail format to EML.
In March 2008, an Email Working Group at Harvard submitted a report to the University Library Council (ULC) that identified email as essential to documenting modern life and business including scholarly communications and the operations of the University. Head curators at the University then identified the capture and preservation of email as one of the highest priorities (along with web archiving) for born digital collections.
In January 2009, as a result of the report, the ULC funded an email archiving pilot project to create a pilot system that would handle ingest, archival processing, and long-term preservation in DRS of email content. Public delivery of email collections was intentionally not to be addressed as part of the pilot.
Having launched in May of 2015, EAS is now available for use by the core group of curators who were involved as development partners during the pilot project.
Initially, the project was a partnership between the Harvard University Library Office for Information Systems (OIS) and a number of curatorial partners from Harvard Library units. As the result of an organizational change, the project was moved to the new Harvard Library department of Preservation Services where the partnerships continued with the Harvard University Information Technologies Library Technology Systems (LTS, previously OIS) and continued with the curatorial partners from Harvard Library.
The first curatorial partners joined in 2009:
Countway Library at Harvard Medical School
Harvard University Archives
Schlesinger Library at Radcliffe Institute for Advanced Study
Other curatorial partners joined in 2011:
Loeb Library at the Graduate School of Design
Harvard Art Museums Archives
The curators –composed of archivists, records managers, librarians and technologists – helped define the functional requirements and participated in system testing and feedback for improvements.