Thank You for Feedback on Renewal of the Ancestry.com Partnership Agreement

Recently on NARAtions we announced that the Ancestry partnership agreement was up for renewal and available for public comment until August 21, 2015. We received almost 70 responses (thank you!), from which a number of themes emerged.  Digitization Division director, Markus Most, previously addressed a few of these concerns as an update to that post. These concerns are again listed below:

How will records digitized by a partner be available to the public? ​

Records digitized and made available by partners are available online for free in all NARA research rooms across the country. You can use our public access PCs or NARA’s wifi to reach the sites for free.

Will NARA receive digital copies of the material digitized by the partners?  ​

NARA receives a set of images and metadata from the partner when digitization of materials is complete.

Will NARA put the digitized material online?  ​

NARA makes records digitized by Ancestry available in our online Catalog once the five year embargo period has elapsed. Records in the National Archives Catalog are available for free to the public.

Why does NARA partner with outside organizations? ​

To provide increased access to our records, we have partnered with both for-profit and non-profit organizations on digitization. Although they may be interested in genealogy records, the specific records these organizations are interested in can vary. Sometimes only one type of partner may be interested in a record series. We digitize in order to get our records online and expand access to them. We cannot do this by ourselves and so we are working with partners and looking into other avenues (see our Digitization Strategy for additional approaches) to make access happen. NARA has established principles for working with partners and you can read them at our NARA Principles for Partnerships page. (See our Strategic Plan for more information about our Strategic Goals.)

Two additional themes emerged from researcher feedback that we would like to respond to:

The embargo period is over for some partner images. Where are those images in NARA’s online catalog?

In 2013, NARA posted the first 250,000 partner images that could be released from the 2007 digitization year. Since then, we have continued to add images and additional capacity to handle the tremendous growth of the National Archives Catalog. There are currently over 5.25 million images in the Catalog. A significant proportion of these images come from our partner projects with new images added to the catalog on an ongoing basis.

Additionally, the partners have undertaken many digitization projects outside of the digitization partnerships, particularly before the partnerships were established. Partners oftentimes purchased microfilm publications, digitized them, and made them available on their websites. Because these images were produced outside of an agreement, NARA does not receive a copy. For example, the Revolutionary War pensions were digitized prior to a partnership agreement and are therefore not available through our catalog.

What quality control measures are in place to address indexing quality, image quality, and scanning accuracy?

Our quality control procedures currently are:

QC of imaging is the responsibility of the partner, following standards reported to, and approved by, NARA.  The precise standards are proprietary information.

QC of metadata is the responsibility of the partner, following standards reported to, and approved by, NARA.  The precise standards are proprietary information.

QC of content is the responsibility of NARA – Specifically, NARA does a page-by-page review against a five percent sample of the original records to find and identify information which might have been left out, such as the back of a document that has only a stamp or small notation.  All such information has to be captured.  (Higher levels are reviewed if quality concerns surface during review.)  The partner corrects any omissions found in the review. Skipped pages are imaged and inserted into the images folder at the correct location.

QC relating to transfer of digital materials to NARA – The partners send the digital materials to NARA on hard drives.  NARA staff checks a sample of the images and metadata to verify that the metadata on each hard drive is associated with the correct image and that the metadata the partner agreed to provide is delivered. The staff also checks a sample of the unique identifiers associated with each image to verify that the identifiers are correct. If there are problems with the metadata or images sent by the partner, NARA contacts the partner to resolve the problems.

Based on both internal and external feedback, our quality control processes are under review.

Thank you to all of the researchers who have taken the time to provide feedback on the renewal of the Ancestry partnership agreement.

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Ancestry.com Partnership Agreement for public comment

Today’s post comes from Onaona Guay, digitization partnerships coordinator at the National Archives.


Digitization partnerships present an opportunity for increased access to historical government information through the increased availability of information technology products and services. NARA has shown that partnerships with private, public, non-profit, educational, and Government institutions to digitize and make available holdings can be a powerful model.

NARA has enjoyed a successful partnership with Ancestry since 2008. NARA has also partnered with Fold3, Ancestry’s sister site, since 2007. In the month of June alone, NARA records received 8.8 million views on Ancestry.com, and 2.5 million views on Fold3.com.

We are renewing our partnership agreement with Ancestry.com and Fold3.com, and welcome public feedback. Here are the major updates to the agreement:

  • NARA effectively shortened the embargo period by 12-24 months by starting the embargo clock after scanning is completed rather than waiting for the partner to publish the collection. This incentivizes the partner to post quickly, rather than waiting for an entire project to be completed. It also allows NARA to monitor when the embargo period should start.
  • In very rare circumstances, a Partner would digitize material and not post it online immediately, but would wait until the collection was completely finished. The updated agreement drives the Partners to post segments of large collections immediately rather than waiting for the entire collection to be completed.
  • NARA will have the latitude to recover almost any cost associated with supporting Partners.
  • The updated agreement provides NARA the right to not recover costs from Partners. NARA will spell out all cost recovery in the project plan.
  • Outlines NARA’s commitment to protecting PII and more specifically spells out the Partners’ responsibilities if PII is identified.

The partnership agreement is available for public review and comment on our Digitization Partnerships page. To submit feedback, please email digitization@nara.gov, or leave a comment below.

The agreement will be available for comment until August 21, 2015.

Please consult NARA’s Principles for Partnerships for more information about our digitization partnerships.

—-
Update: August 13, 2015. Thank you for your comments. In response to several questions and comments, a few themes have emerged that we wanted to respond to:

How will records digitized by a partner be available to the public? 
– Records digitized and made available by partners are available online for free in all NARA research rooms across the country. You can use our public access PCs or NARA’s wifi to reach the sites for free.

Will NARA receive digital copies of the material digitized by the partners?  
– NARA receives a set of images and metadata from the digitization partner when the project is complete.

Will NARA put the digitized material online?  
– NARA makes records digitized by Ancestry available in our online Catalog once the five year embargo period has elapsed. Records in the National Archives Catalog are available for free to the public.

Why does NARA partner with outside organizations? 
– To complete digitization projects, we have partnered with both for-profit and non-profit organizations. Although they may be interested in genealogy records, the specific records these organizations are interested in can vary. Sometimes only one type of partner may be interested in a record series. We digitize in order to get our records online and expand access to them. We cannot do this by ourselves and so we are working with partners and looking into other avenues (see our Digitization Strategy for additional approaches) to make access happen. NARA has established principles for working with partners and you can read them at our NARA Principles for Partnerships page. (See our Strategic Plan for more information about our Strategic Goals.)

Posted in Digitization, Online Research, Open Government, Research | Tagged , , , , | 49 Comments

Register for the Open Government Public Meeting on July 30

Please participate in the upcoming public meeting to discuss the development of the third US Open Government National Action Plan. We need your suggestions to help strengthen open government.

Open Government Public Meeting

Thursday, July 30, 2015
2:00 – 4:00 PM
National Archives and Records Administration
700 Pennsylvania Ave, NW
William G. McGowan Theater
Washington, DC 20408
Register to attend.

Please use the Special Events entrance at the corner of 7th and Constitution Ave for this event. The event will also be live-streamed on Whitehouse.gov/live.

The Public Meeting will include presenters from the Open Government Partnership, the White House, the National Archives, and other Federal agencies, as well as representatives from civil society stakeholders. Contribute your suggestions in person or online through email at opengov@ostp.gov, on Twitter @OpenGov, and on Hackpad with your suggestions.

The United States will publish the third Open Government National Action Plan (NAP) later this year as part of our commitment to the Open Government Partnership. The NAP will include new and expanded open government commitments that will be fulfilled in the next two years. In the first and second US NAPs, previous commitments related to our work at NARA have included:

  • Modernize management of government records
  • Establish a FOIA modernization advisory committee
  • Transform the security classification system
  • Pilot technological tools to analyze classified Presidential records
  • Implement monitoring and tracking of declassification reviews
  • Implement the controlled unclassified information (CUI) program
  • Increased crowdsourcing and citizen science programs

Please keep in mind the following principles as you think of your suggestions for the US open government commitments. NAP commitments should be:

  • Ambitious: pushing government beyond current practice by strengthening transparency, accountability, and public participation
  • Relevant: advancing one of the four open government principles of (1) transparency, (2) accountability, (3) participation, and/or (4) technology and innovation
  • Specific: describing the problem to be solved and expected outcomes
  • Measurable: allowing independent observers to gauge whether the commitment has been complete
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NARA Participation in New FOIA Pilot

Today’s post comes from Joseph Scanlon, NARA’s FOIA Officer


July 4, 2015 was the 49th anniversary of the Freedom of Information Act (FOIA), the law that embodies the Federal Government’s commitment to public accountability through transparency.

On July 10, the U.S. Department of Justice’s Office of Information Policy announced the launch of a new pilot program at seven agencies designed to test the feasibility of posting online FOIA responses so that they are available not just to the individual requester, but to the general public as well.

NARA is participating in the pilot for FOIA requests for the operational records that NARA creates as a federal agency, which are managed by NARA’s Office of General Counsel.  FOIA requests for NARA’s archival records from federal agencies and at Presidential Libraries, as well as the records controlled by NARA’s National Personnel Records Center are not included in this pilot project. For privacy reasons, NARA will not post online any FOIA responses to requests in which individuals seek access to information about themselves. NARA has posted some records on FOIAonline in response to certain FOIA requests, and now plans to begin posting all FOIA releases for operational records in August 2015.

The Justice Department already encourages agencies to publish FOIA responses online when agencies receive three or more requests for information. Expansion of that policy to include the publishing of FOIA responses after just one request raises potential implementation challenges and questions.

To determine the viability of implementing such a policy for all Federal agencies subject to FOIA, the pilots will seek to answer many important questions, including, but not limited to:

  • Costs associated with such a policy
  • Effects on staff time required to process requests
  • Effects on interactions with government stakeholders
  • Exceptions to such a policy, such as for personal privacy

For privacy reasons, participating agencies will not post online responses to first-party requests in which individuals seek access to information about themselves.

In addition to NARA, the pilots will take place at the Environmental Protection Agency, the Office of the Director of National Intelligence, and the Millennium Challenge Corporation, as well as within components of the Department of Defense, the Department of Homeland Security, and the Department of Justice.

The results of this six-month pilot program will be made available to the public, and the Administration intends to be transparent about the pilots and their implementation by participating agencies. The Administration invites the public’s feedback as this proposed policy shift is explored. Comments and suggestions for overcoming implementation challenges should be sent to the U.S. Department of Justice, Office of Information Policy at releasetoall@usdoj.gov.

To learn more about NARA’s implementation of FOIA, how to submit a FOIA request, and to browse NARA’s Electronic Reading Room, please visit: http://www.archives.gov/foia/   and FOIAonline, at https://foiaonline.regulations.gov.

Posted in Open Government | Tagged , | 3 Comments

Do You Have Suggestions for NARA’s Digitization Priorities?

As the National Archives sets out on its ambitious goal to digitize all of its holdings, planning just how we’re going to accomplish this is critical to our success.  One of the first steps in that plan is prioritizing what will be digitized.  National Archives staff spent the early part of this summer doing just that – compiling lists and determining priorities for records that should be digitized and made available online.  The separate lists will be the basis of an Agency-wide digitization priority list. But no prioritization would be complete without the feedback and suggestions of the people who discover and use our records every day.  What would you like to see the National Archives digitize over the next few years?  Is there a particular theme, topic, or event on which you would like to see our digitization efforts focused?  Perhaps there is a specific series, record group, or collection that you would like to be made completely accessible online.  Ever come across interesting records during your research that you think would be a good candidate for digitization?  Now is your chance to tell us! From now until August 14th, engage in the discussion about digitization priorities in our online town hall on Crowd Hall.  Post ideas, provide feedback, and make suggestions about what we should digitize.  Then vote on your favorites.  Since our holdings cover a lot of topics, we’ve broken them down into broad categories.  While not a comprehensive list, hopefully, the topics below will spark some lively discussions:

  • Science/Tech/Health: Agriculture, Environment, Public Health, Science and Technology, Space and Aviation
  • Military & Veterans: Military/Wars, Veterans
  • Culture & Heritage: Civil/Political Rights, Genealogy, Ethnic Heritage, Immigration/Emigration
  • Government & Law: Diplomacy/Foreign Affairs, Intelligence, Court Records, Law Enforcement, Maritime Administration, Geography and Land Use

In addition to Crowd Hall, you’re welcome to make suggestions in the comments section on this blog post or email us at digitization@nara.gov.  We may not be able to respond to all submissions but we will be reading all of them!  What are you waiting for?  Join the discussion about digitization priorities!

Posted in Digitization | Tagged , | 59 Comments

Army Reference Roundtable

B-274 Company A, 9th Indiana Infantry

Company A, 9th Indiana Infantry (111-B-274), Matthew Brady Photographs, Records of the Office of the Chief Signal Officer, RG 111, National Archives Identifier 524693

Please join us on Wednesday July 29, 2015 at 11:00 a.m. for our next Army Reference Roundtable. The session will be held in Room G-25 at the National Archives Building in Washington, DC. Learn from the experts who work with records of the Old Army from the Revolutionary War to the beginning of the 20th Century! Come learn about the following:

  • Records relating to women in the Army, and search paths/finding aids available for researching women
  • Field records of military hospitals and how to properly use the hospital index
  • Carded Medical Records and Medical Officers’ Files
  • Regimental book records
  • Other topics to be determined
  • Meet our wonderful summer interns!

The session is free and open to the public. We hope to see you there!

Posted in DC-area Researchers, Events, Genealogy / Family History, Research, Veterans / Military | Tagged , , , , | Leave a comment

Virtual Volunteering, Retirement Project 2.0

Today’s post comes from Suzanne Isaacs of the Digital Public Access Branch in the Office of Innovation. 

Recently I met Alex Smith through an email he sent to catalog@nara.gov. Through our correspondence I learned that he began transcribing our records as a retirement project. I was really interested in transcription through the eyes of a Citizen Archivist and Mr. Smith was kind enough to answer my questions.

If you would like to become a Citizen Archivist and tag, transcribe, subtitle or upload and share visit http://www.archives.gov/citizen-archivist/


Tell us a little about yourself – What did you do before retirement?

AlexSmith

I was a college administrator before retirement. For 30 years I was the registrar at Susquehanna University (so on a small scale I am used to dealing with records), and prior to that I was the director of continuing education. I received a B.A. in English at Bowdoin College and an M. A. in English at the University of Chicago. I have always loved history, but I have never done much work involving primary documents before.

 

How did you find out about transcription in the National Archives’ Catalog?

Late last year I read a brief newspaper article about the transcription project (I think that it was in the New York Times arts and entertainment section), and it immediately got my attention. Like many people on the verge of retirement, I was increasingly concerned about how I was going to handle the void created by no longer having to go to the office, and this project seemed fascinating to me. It really appeared to be an ideal option – I could do it from home or from the library at whatever pace I chose, I had the opportunity to pursue topics that interested me (a common question I get from friends is “Do they send you documents to transcribe?” and I explain that the transcriber is in complete control of finding whatever material which he or she would like to do, whether it’s Al Capone, Harry Truman’s diary, or First Ladies’ recipes. The same flexibility pertains to the length of the document. If I have a quarter of an hour of free time with no particular way to fill it, I can log on and transcribe a telegram or a couple of menus or one of the index cards for the Office of Indian Affairs and have a sense of productivity rather than of having just wasted time), if I needed to take time off for a vacation or for family matters I would not inconvenience anyone, and the project allowed me to go on learning (and in an entertaining manner at that). When I logged in for the first time this June I found that the reality was even better than my expectations had been.

How many have you transcribed?

According to the My Account feature which your website has, I have entered 576 documents during the month of June, which is the first month I have worked on this project.

How do you select your records for transcription? Do you have a favorite subject area?

When I started I thought that I was going to select records by favorite topics (e.g. I have a long-standing interest in the Titanic, so I entered that as one of my first topics). However, I have found that one of the major pleasures of this process to me is coming upon the unknown. I began by entering the topic “telegram,” since I thought that most telegrams would be relatively short and in printed form, so they would be a good choice for easing my way into transcription. In the course of transcribing telegrams, I came across one from prohibition agents in the 1920’s, and it made me curious about their work so I entered “prohibition.” This led to an intriguing series of documents from a couple of agents who were investigating the seemingly corrupt mayor of Tacoma Washington, who appeared comically inept at defending himself against their questions. Another telegram came from Cordell Hull, in whom my father had had an interest, so I entered Cordell Hull’s name as a topic and found a large number of letters between Hull and Franklin Roosevelt. For me the process has become sort of like those lucky-dip booths which they used to have at county fairs, where you threw a fishing line behind a screen and discovered what surprise prize you pulled out. I enter names of public figures from books I have been reading (e.g. Jeffrey Frank’s study of the relationship between Nixon and Eisenhower led me to enter Sherman Adams, John Bricker, Meade Alcorn, and Ann Whitman, among others), but sometimes now I will just enter a first or last name like “Edith” or “Chapman” and see what sort of documents appear. Similarly, I will enter a broad topic like “family” or “tax” or “execution” or “treason” and see which of the results most interests me. This makes sure there is a lot of variety in the process and keeps my interest level high.

You mention you’ve convinced friends to start transcribing too. What do you tell them? We’d love to hear your pitch!

I honestly don’t have a pitch which has recruited others to the site. The process really seems to sell itself to my friends who are in my age group. I just start telling them enthusiastically about the sort of things I am discovering in the archives and they get intrigued. I say that I have transcribed a telegram of congratulations to Jack Kennedy on getting the Democratic presidential nomination from Harpo Marx, who wrote, “1. Congratulations. 2. Do you need a harp player in your cabinet?” I tell them that I have transcribed the WWI draft registration documents for Ty Cobb and Fred Astaire, a petition to Woodrow Wilson from Jane Addams protesting the deportation of Emmeline Pankhurst, the FBI interview with Jack Ruby’s sister, the last telegram to the Secretary of State from the Saigon Embassy saying, “We’re evacuating at midnight,” some of Alger Hiss’s deposition (he probably was unwise in closing with “I believe my record in government and outside speaks for itself.” ), and the correspondence from the mayor of Kent, Ohio asking the Ohio National Guard for assistance in quelling the student protests, which includes the unfortunate phrase “I leave the mode and means of execution to your discretion.” Even seemingly dry documents may include a happy surprise. After the flu pandemic of 1919 the U. S. Navy came up with a list of recommendations to prevent contagion. In among the usual statements about staying in well-ventilated areas and not coughing in public was the injunction “Don’t expectorate promiscuously.” Hearing about such things seems to make the past more vivid and to intrigue some of my friends, who become interested in finding out what they might discover among the tens of thousands of documents to be transcribed. There also is an interest in seeing what indeed qualifies as a historical document. When I was talking with our university archivist about my surprise at finding scores of Bess Truman’s menus in the archives, she quickly told me that these could be very interesting to a historian in a couple hundred years in the same way that the university archivist would really love to know the daily menus of Martha Washington or Abigail Adams.

The other appeal to my recently retired friends is the chance to do something useful. Retirement gives many opportunities for leisure pleasure – reading, gardening, travel – and for helping with family activities. What many of us who are retired lack, however, unless we are active in civic or church groups, is any sense of worthwhile activity beyond the realm of the family. If our jobs have been important to us, this is a serious loss, and I think that finding a sense of purpose becomes one of the major challenges of old age. A couple of the people who have expressed an interest in this project were quite explicit about the pleasure it would give them to be doing something that matters for an organization as important as the National Archives.

Posted in Catalog, Research | Tagged , , , | 5 Comments

Civil Reference Team Roundtable

Join us on Wednesday, May 13, 2015 at 11:00 am as the Archives I Textual Reference Services Branch presents a Civil Reference Team Roundtable. The session will be held in room G-25 at the National Archives Building in Washington, DC.

43-0590a

Photograph of a family with their covered wagon during the Great Western Migration. National Archives Identifier 518267

Learn from the experts who work with the records! Speakers and topics include:

Bill Creech: Discussion of civil records restricted due to privacy and records of concern.

Robert Ellis: Discussion of court records – new finding aids as well as interesting case files. Additionally, Robert will talk about small series of records that might be of interest to genealogists and researchers.

Marie Maxwell: RG 351 series that have been sitting on the shelf for years but have been just described in the last 2 years. Ms. Maxwell will focus on property related series and the papers of the Board of Commissioners

George Shaner: “Like a homestead, but not.” Timber Culture & Desert Land Final Certificates are conceptually like Homesteads in that the enabling acts that established these options presumed that the entry man is going to receive land at a reduced rate on the basis of their sweat equity. Besides talking about how one distinguishes these files from homestead final certificates in the relevant finding aids (not always clear), George will also talk a bit about the problematic aspects of these types of land-entry files (particularly timber culture).

Rebecca Sharp: Discussion of a database project that Rebecca is currently working on.  Once completed, this finding aid will allow researchers to efficiently request the applicable Registers for Star Route Contracts volumes (Entry Entry 125, Record Group 28, Records of the Post Office Department).

This session is free and open to the public. We hope to see you there!

 

Posted in DC-area Researchers, Events, Research | Tagged , , , , , , | 1 Comment

What Are You Working On, Sara Lathom?

Ever wonder what exciting new projects the many employees at NARA are working on? The “What are You Working On?” blog feature aims to introduce a variety of NARA employees and highlight some of the exciting projects we are working on around the agency.


What is your name and title?
Sara Lathom, Student Trainee (Archival Science), Archives Technician

Sara Lathom

Sara painting Aunt Polly’s white fence for Tom Sawyer in Hannibal, MO the boyhood home of Mark Twain.

Where is your job located?
National Personnel Records Center, St. Louis, MO

What is your job in a nutshell?
I recently became a Correspondence Technician in November 2014 under the Pathways Program. I respond to requests for military, medical (inpatient and outpatient) for military and dependents, and all other records needed. I send these to veterans, family members, Congressional offices, and any other customer who has authorization for the records. I also respond to Freedom of Information Act and Archival (records 62 years or older) requests.

What are you working on right now? (Why is it cool/why does it matter?)
I am two-thirds of the way through training. There is so much to learn about military records! I really enjoy it because there is always something new to learn, and I enjoy the challenge.

How long have you been at NARA? Have you worked at any other NARA location?
I have been with NARA for over a year now. I came to NARA in December 2013 as a temporary Pathways employee, working in the Records Retrieval Branch – Refile department here at NPRC. I do not miss climbing the ladders!

What has changed since you started at NARA?
There have been some shifts in personnel. I am always excited to see people with great talent moving up.

Do you have a favorite day at NARA, or a favorite discovery or accomplishment?
We had a “Chip In” over-time event back in September 2014 where I came in as having refiled the most records for the day – 1,211!

What are your passions or interests outside of work?
I hopefully will be in possession of a bassoon here in the next couple weeks. I studied bassoon in my undergraduate with a member of The Cleveland Orchestra. I’m excited to have the time and opportunity to play with a local community orchestra this year!

What is the last book you read, or the last book you loved?
I recently read one of Mary Roach’s books, and it was oddly interesting. I think I’d like to read “Gulp: Adventures on the Alimentary Canal” next.

Are there any other cool facts that you would like folks to know about you?
I moved here from Ohio to take my first job at NARA. It was a huge risk: I didn’t have any money to move and I wasn’t sure my car was even going to make the drive. Thankfully it all worked out! I am really happy to be working for NARA. I hope that maybe someday I can transfer to an east coast facility, so I can be closer to my family in Pittsburgh.

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Navy Maritime Reference Roundtable

Join us on Wednesday, March 25, 2015 at 11:00 am for our next Reference Roundtable session on Navy and Maritime related records.  The session will be held in room G-25 at the National Archives Building in Washington, DC. Learn from the experts who work with the records! We will be discussing new searching tools and finding aids and recent discoveries, including a late 18th Century British Navy Letter Book and Lighthouse Reservation Files.

Please see the full agenda here: Navy Maritime Reference Roundtable Agenda

This session is free and open to researchers and the public. We hope to see you there!

Constitution sail plan

RG 19, Bureau of Ships, Still Picture Division, 19-N-9982, National Archives Identifier 512970

Posted in DC-area Researchers, Events, Research | Tagged , , | 2 Comments