NDSA:March 29, 2013 Call - Revision history

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2016-02-11T19:19:58Z

22 revisions imported: Migrate NDSA content from Library of Congress

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Kate Murry: /* Participants */

2013-05-31T14:38:16Z

Participants

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	=Participants=		=Participants=

	Don Chalfant~~, Kate Murray~~, Sheila Morrissey, Kevin DeVorsey, Chris Dietrich, Carl Fleischhauer, Stephen Levenson, Butch Lazorchak		Don Chalfant, Sheila Morrissey, Kevin DeVorsey, Chris Dietrich, Carl Fleischhauer, Stephen Levenson, Butch Lazorchak

	=Meeting Notes=		=Meeting Notes=

Wlaz: /* A rough transcription of our conversation, by Butch Lazorchak */

2013-04-12T14:37:36Z

A rough transcription of our conversation, by Butch Lazorchak

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	Steve: We'd have to talk to the developers about that. There is a vendor that is looking to create an independent service to validate the writers to ensure that they are actually complying with the standards. The software would have to get certified that it works. Then we'd actually have validators at ingestion. We have to get somebody interested in creating this software as a business and we think we finally have somebody who will do this.		Steve: We'd have to talk to the developers about that. There is a vendor that is looking to create an independent service to validate the writers to ensure that they are actually complying with the standards. The software would have to get certified that it works. Then we'd actually have validators at ingestion. We have to get somebody interested in creating this software as a business and we think we finally have somebody who will do this.

	DOD standard 5015.2 that says if you're going to be a document management system you have to do certain things. Has to be sent to Fort Huachuca ~~in AZ~~ to a testing center to ensure that it conforms to DOD 5015.2. And this validator would do the same kind of thing.		DOD standard 5015.2 that says if you're going to be a document management system you have to do certain things. Has to be sent to [http://huachuca-www.army.mil/ Fort Huachuca, home of the U.S. Army Intelligence Center and the U.S. Army Network Enterprise Technology Command (NETCOM)/9th Army Signal Command] to a testing center to ensure that it conforms to DOD 5015.2. And this validator would do the same kind of thing.

	right now we have no validator that says a Word document is actually a word document. There are a lot of bad writers out there.		right now we have no validator that says a Word document is actually a word document. There are a lot of bad writers out there.

Caar at 08:07, 1 April 2013

2013-04-01T08:07:37Z

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	=Meeting Notes=		=Meeting Notes=

	A rough transcription of our conversation		==A rough transcription of our conversation, by Butch Lazorchak==

	Stephen Levenson discussing how the PDF/A family of standards are being implemented by the ISO community.		Stephen Levenson discussing how the PDF/A family of standards are being implemented by the ISO community.

Caar: /* Meeting Notes */

2013-04-01T08:06:18Z

Meeting Notes

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	=Meeting Notes=		=Meeting Notes=

	A rough transcription of our conversation		A rough transcription of our conversation

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	Chris Dietrich's Notes:		==Chris Dietrich's Notes:==
	PDF/A-3 Use Cases 20130329		PDF/A-3 Use Cases 20130329

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	Caroline Arms' thoughts after the 3/29/2013 call:		==Caroline Arms' thoughts after the 3/29/2013 call:==

	The call with Stephen Levenson confirms me in thinking that we ought to present the risks first.		The call with Stephen Levenson confirms me in thinking that we ought to present the risks first.

Caar: Added Caroline Arms notes

2013-04-01T08:01:33Z

Added Caroline Arms notes

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	• These are temp records, disposed of after 5 years		• These are temp records, disposed of after 5 years


			----

			Caroline Arms' thoughts after the 3/29/2013 call:

			The call with Stephen Levenson confirms me in thinking that we ought to present the risks first.

			Here are some thoughts I've tried to turn into words since Friday – words that might fit into the report.

			The PDF/A-3 specification allows any sort of file to be embedded in a PDF/A-3 document. There is a mechanism for expressing a relationship between the embedded file and the document, but there is no way to verify that the stated relationship holds. Thus, PDF/A-3 is not appropriate for long-term preservation in a cultural heritage institution without a prior agreement between a depositor and the archival repository. Such an agreement must clarify what formats are acceptable as embedded files and how the depositor's workflow guarantees that the relationships between the main PDF document and any embedded files is fully understood by the archival institution, so that appropriate rules are applied on ingest. The agreement might be based on following a community best practice or a formal, legal regulation.

			Failing an appropriate agreement, the default ingest policy for an archival repository might be to treat all embedded files in PDF/A-3 files as outside its preservation responsibility. A repository should establish its own rules for dealing with embedded files in PDF/A-3 documents in general, just as it needs to establish rules for dealing with files in a generic aggregation format, such as ZIP. Some repositories might disallow embedded files in PDF/A documents; some might immediately extract the embedded files and make individual preservation commitment decisions; some might accept PDF/A-3 files but make no commitment with respect to an embedded files.

			We recognize that there are scenarios where PDF/A-3 makes excellent sense. One scenario is that of "hybrid archiving" in which a document originates and is edited in a word-processor, but is managed in a document management system as a PDF/A-3, with the source word-processor file embedded within the PDF document. In this scenario, the document is considered archive-ready throughout its lifecycle, and it is reasonable to consider the embedded source file as non-archival.

			Other scenarios where use of PDF/A-3 seems appropriate are where a document is essentially a record of a transaction between two stages in an information workflow. Examples of such transactions are invoices and court filings. Such a transaction requires a format that preserves the visual content of a document across devices and operating systems (a primary objective of PDF/A), but may also benefit from a machine-processable representation of part or all of the content. This could be an XML document using a standard or well-known schema. {Examples: German invoices, US Bankruptcy Court filings}

			Yet another scenario is from the Brazilian government, where the XML version is the official version, but one potential dissemination format is PDF/A-3 with the XML master embedded.

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Chris Dietrich at 22:25, 29 March 2013

2013-03-29T22:25:39Z

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	• These are temp records, disposed of after 5 years		• These are temp records, disposed of after 5 years

	~~I think I missed another use case here…~~

Chris Dietrich at 22:25, 29 March 2013

2013-03-29T22:25:18Z

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	Currently no validators to ensure that any particular file (PDF, .doc, etc.) is actually what the extension indicates or is high-quality (e.g. some PDF generators are better than others)		Currently no validators to ensure that any particular file (PDF, .doc, etc.) is actually what the extension indicates or is high-quality (e.g. some PDF generators are better than others)

	There is a vendor looking to create an ISO-compliant PDF validator which could be used by repositories to validate incoming PDF files (still years away)		• There is a vendor looking to create an ISO-compliant PDF validator which could be used by repositories to validate incoming PDF files (still years away)


	Ability to embed XML allows both human- and machine-readable versions of a document in the same container		Ability to embed XML allows both human- and machine-readable versions of a document in the same container

Chris Dietrich at 22:24, 29 March 2013

2013-03-29T22:24:38Z

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	Ability to embed XML allows both human- and machine-readable versions of a document in the same container		Ability to embed XML allows both human- and machine-readable versions of a document in the same container

	• Useful for automated ingest and presentation by repositories		• Useful for automated ingest and presentation by repositories

Chris Dietrich at 22:23, 29 March 2013

2013-03-29T22:23:54Z

← Older revision		Revision as of 18:23, 29 March 2013
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	Ability to embed XML allows both human- and machine-readable versions of a document in the same container		Ability to embed XML allows both human- and machine-readable versions of a document in the same container
	Useful for automated ingest and presentation by repositories		• Useful for automated ingest and presentation by repositories


	Question arises which of the two versions (PDF or XML) is the authoritative version		Question arises which of the two versions (PDF or XML) is the authoritative version
	-Use-case: PACER system for courtroom audio stored as MP3 and packaged in PDF/A-3
	--PDF/A-3 acts as the metadata/manifest for the embedded recording		• Use-case: PACER system for courtroom audio stored as MP3 and packaged in PDF/A-3
	--Recordings are access copies, not high-quality originals for long-term preservation/archiving
	--These are temp records, disposed of after 5 years		• PDF/A-3 acts as the metadata/manifest for the embedded recording

			• Recordings are access copies, not high-quality originals for long-term preservation/archiving

			• These are temp records, disposed of after 5 years

	I think I missed another use case here…		I think I missed another use case here…