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The Vietnam Project

The Vietnam Project. A presentation by Stephen Maxner Deputy Director, Archivist. The Vietnam Project. Support from National Advisory Council of prominent veterans Support from State of Texas and US Federal sources. Established in 1989 by the TTU Board of Regents

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The Vietnam Project

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  1. The Vietnam Project A presentation by Stephen Maxner Deputy Director, Archivist

  2. The Vietnam Project • Support from National Advisory Council of prominent veterans • Support from State of Texas and US Federal sources. • Established in 1989 by the TTU Board of Regents • Strong local Vietnam Veteran support

  3. The Vietnam Center • Encourages continued study of all aspects of the American involvement in Southeast Asia during the Vietnam War • Conferences and Symposia • Scholarships • Special Projects

  4. The Vietnam Archive • Mission is to document all aspects of the American experience in Southeast Asia during the Vietnam War • Archive • Oral History Project • Virtual Archive • Library • Relationships with other archives and organizations: Library of Congress, National Archives, US Military Museums and Historical Centers, veterans’ associations, etc…

  5. The Vietnam Archive • Over 2,500 donations to date, 450 so far in CY 2005 • 8-10 million pages of documents • 10-15 million pages microfilm/form • 8,500 catalogued book titles

  6. The Vietnam Project • Major Challenges • Collection Management • Acquisition Management • Donor Relationship Management • Digital Preservation and Access • Digital Transfer • Digital Storage

  7. The Vietnam Project • Challenge: Collection Management • Rate of material collection donations is approximately two for each work day • Individual Veterans and other participants • Family members • Collectors • Authors • As knowledge about the project spreads, donation rates continue to increase • Solution: Streamlined and efficient collection management and accessioning system • Database system manages collection documents and correspondence • Requires stable supply of archival processing materials • Requires efficient system of communication between archive staff and between archive and donors.

  8. The Vietnam Project • Challenge: Acquisitions Management • In addition to collection donations, the archive acquires important materials related to the Vietnam War (specifically) and Southeast Asia (generally). • Microform Collections • Presidential Libraries, National Archives, Library of Congress, Newspapers, Institutional Collections (Echols) • Published Works • Books, Videos, Audio Recordings • Manuscript Acquisitions from other institutions and organizations • Universities, Veteran Associations, others… • Solution: Careful and efficient tracking of potential acquisitions • Use database and spreadsheets to track new materials • Acquire selection of new materials each quarter to spread out expenses over course of fiscal year • Depend on reliable vendors to provide updated listings of new collections (Lexis-Nexis, UMI, UPA, etc…)

  9. The Vietnam Project • Challenge: Donor Relationship Management • With so many donors, it is essential to closely manage relationships • Each person must feel that they are being treated with courtesy, dignity, and respect • Each donor must believe that their collection will be properly cared for and preserved and will not be lost in a sea of materials • Solution: Communication, access, patience, and caution • Open and efficient communication • Email, phone, regular mail, and travel when warranted • Collection Coordinators are assigned to work with organizations (like an account executive in a business) • Open collection policy • Donors can add to their collections as they feel comfortable – we are patient and create a “no pressure” environment • Continued access to collections now and for progeny • Digital copies provided on request • Virtual Archive access • Remain Apolitical • We preserve the history of all sides of the conflict – from the foxhole to the home-front

  10. The Vietnam Project • Challenge: Technology • How to manage digital technology in an constantly evolving and changing digital landscape • Solution: Design a flexible system that addresses your project needs while preparing you for future changes in digital technologies and file formats • Define purpose for your digital project • Access • Preservation • Both • Develop best practices and procedures to employ for your project

  11. The Virtual Vietnam Archive • How to develop a Digital Archive • Essential Elements of Information • Assess your collections and determine what you have: • Material formats • Media formats • Determine access needs • Determine preservation needs • Develop best practices and procedures • Select the systems and equipment you need to digitize materials

  12. The Virtual Vietnam Archive • Select and configure servers, database, desktops and digital storage to suit your needs. • Database – Cuadra Star – Inverse Relational System • Servers – Dell PowerEdge – Maxed-RAM and Processing – Power v. Storage • SAN – Dell Server Array Network – Fiber-channeled Drives – 15 Terabytes of Storage • Desktops and Laptops – Dell Workstations – Power v. Storage

  13. The Virtual Vietnam Archive • Decide on digital file types for digital preservation and access • Digital Preservation • Documents – 300 DPI TIF and Adobe PDF • Images – 300 DPI TIF • Video Files – Uncompressed AVI and tape backup on Beta SP • Audio Files – uncompressed WAV Format • 22050 (voice) – 44100 (compound) Hz • Stereo and mono • Oral History Interviews • Transcripts – MS Word, Unicode Text, and Adobe PDF • Audio – (same as above) • Finding Aids – Unicode and HTML Text

  14. The Virtual Vietnam Archive • Decide on digital file types for digital preservation and access • Digital Access • Documents – Adobe PDF • web-optimized in both searchable and non-searchable formats • Images – 100 DPI JPEG • Oral History Interviews • Transcripts – Adobe PDF (searchable) • Audio – Streaming MP3 • Audio Files – Streaming MP3 • Video Files – Streaming WMV • Finding Aids – Unicode and HTML Text

  15. The Virtual Vietnam Archive • Select and configure the rest of the equipment for your digital project • We employ the following: • Dell Servers with Server Array Network (16TB) and Tape Library Backup System • Fully networked system with Gigabit Switch • Dell workstations, desktops, laptops, PocketPCs • Fujitsu Scanners (flatbed and drop-feed) • Canon Flatbed Scanners • Nikon Slide and Film Negative Scanners • HP Large Format Scanner and Plotter • Elmo Film Converters (8mm, Super 8mm, 16 mm) • Video Tape Systems (3/4”, 1/2”, VHS, BetaSP, MiniDV) • Otari Audio Conversion System (reel-to-reel and cassette) • Eclipse Microfilm Scanner • Marantz Digital Recorders (oral history)

  16. The Virtual Vietnam Archive • Dell Servers • Three servers serve different project functions • Database Management • Database Entry • Web Access • Dell Server Array Network (15TB) • Dell SDLT Backup Tape Library • Gigabit Switch for large file transfers

  17. The Virtual Vietnam Archive • Document Processing • Fujitsu Scanners • 4220C and 4530C • Flatbed and drop-feed • Flexibility • Careful paper handling • Speed (7-35 PPM)

  18. The Virtual Vietnam Archive • Photo Processing • Epson Expression 1640XL and 10000 XL • High resolution (2400x4800 DPI) • Clarity (48 bit) (4 trillion colors) • Speed (23 sec)

  19. The Virtual Vietnam Archive • Slides and film negatives • Nikon SuperCoolScan 4000 and 5000 • Flexibility • High Resolution (4,000dpi) • Clarity (16 bit) • Speed (20 seconds/scan)

  20. The Virtual Vietnam Archive • Maps, posters, and large format materials • HP DesignJet 815MFP • Full color plotter • Flexibility (42” x …) • High Resolution (2,400 DPI scaled; 400 DPI optical) • Integrated computer with 100 MB network connection • USB2 ports

  21. The Virtual Vietnam Archive • Video and Film Processing • Pinnacle System • Multiple Formats • Multiple Backups

  22. The Virtual Vietnam Archive • Moving Image Film Processing • Elmo Conversion Systems • 8mm • Super 8mm • 16mm

  23. The Virtual Vietnam Archive • Film Processing • Multiple Backup • Beta SP • DVD • Uncompressed AVI stored on SAN and Backup Tape

  24. The Virtual Vietnam Archive Audio Transfer • Otari Digital Archiving System • Reel-to-reel and cassette tape • Flexibility • Stable Digital Format (WAV) • Speed (2-4x) • Turntable System also connects to Pinnacle

  25. The Virtual Vietnam Archive • Microfilm Scanning • Eclipse • Speed (50-300 PPM) • True Resolution (600 DPI) • Careful Film Handling • Rubber spools • Fiber-optic light source • System for post-scan processing • Dell Precision Workstation with Adobe Capture • Desktops with dual monitors

  26. The Vietnam Archive • Oral History Project • 2,500 participants, from 50 states, 10 foreign countries • 430 interviews completed • 350 interviews available online • Partnered with the Library of Congress, USN, USMC, and others… • Marantz Digital Recorders • WAV at 22050 Hz (mono) • Shure Boundary Microphones • Dictaphone Telephone adapters • Start-Stop Digital Transcription systems

  27. The Virtual Vietnam Archive provides free global access to materials through the Internet and is one of the largest and most dynamic online archives in the world. • Online researchers have access to more than 280,000 items and more than 2.26 million pages of material. • The Vietnam Archive adds between 35,000 and 40,000 new pages of online content each month.

  28. As a result of the Virtual Vietnam Archive, collections donated to Texas Tech are used by an ever growing number of researchers from around the world. Members of JPAC - Joint POW/MIA Accounting Command (Hawaii) - conduct MIA research at the Vietnam Archive in Lubbock, Texas.

  29. Vietnam Archive materials directly contribute to current government research to include the recovery of remains in Southeast Asia and assistance with Veterans claims. • JPAC Researchers access the Virtual Vietnam Archive on a weekly basis • Virtual Archive documents have assisted JPAC with 23 MIA cases to date • Three cases were cold until Virtual Archive materials provided leads so they could be reopened. • Researchers at The Veterans Administration consistently access the Virtual Vietnam Archive • Virtual Archive documents have directly impacted more than 600 Vietnam Veterans claims

  30. The Vietnam Archive collections contribute to military operational lessons learned, some of which are being applied to the War Against Terrorism and counterinsurgency in Iraq. • Known Areas of Impact • Civic Action and Nation-Building • US Military Advisor Training • Training of indigenous military and police forces and the conduct of joint operations with those forces • Potential Areas of Impact • Terrorism and counter-terrorism • Insurgency and counterinsurgency • Pacification and psychological operations

  31. The Vietnam Project at Texas Tech University is the nation’s preeminent research project on the Vietnam War Learn more about our project atWWW.VIETNAM.TTU.EDU • Through conferences, symposia, and many other activities, the Vietnam Center fosters research, education, more meaningful understanding, economic development, and international reconciliation. • Vietnam Archive collections and the Virtual Vietnam Archive provide cutting edge Internet access to historical materials that benefit students, scholars, veterans, families, the US government and military branches.

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