A selection and archiving strategy for science records

Abstract

The U.S. Geological Survey (USGS) Earth Resources Observation and Science (EROS) Center archives electronic science collections that total over two petabytes in size and over 100,000 rolls of aerial and satellite film. Limited resources, the evolution of missions, and recommendations from advisory committees have led to the development of a scientific records appraisal process as a means for determining long-term archiving priorities. The process was formed through extensive literature searches describing approaches used to appraise administrative, physical artifacts, and science records. Less information was available that specifically addressed science records; therefore, relevant portions from each records appraisal process was assembled. In addition, involvement with the appropriate stakeholders was deemed critical and led to the active participation of scientists, records managers, and senior managers in the process. As part of the documentation portion of the process, an extensive online tool was developed to capture information describing each collection and detail preservation or access challenges that may be part of a collection. The U.S. National Archives and Records Administration recommends the tool as a best practice for U.S. federal agencies. To date, over 30 science collections have been appraised. This paper will detail the process used to appraise science collections for long-term archiving, the composition and rationale for the tool elements, and the results the USGS has attained.