What is KEEP?
Preservation of electronic government records with enduring value is one of the most challenging issues impacting government accountability and transparency in the 21st century. The Kansas Enterprise Electronic Preservation (KEEP) System Project will provide an enterprise-wide, trustworthy, digital repository for Kansas government electronic records with long-term value. The digital repository will provide public access to authentic records to support e-Democracy, accountability and transparency in government. KEEP will provide certification of authenticity for specific record sets on a fee basis. The KEEP System will be built on the international standard for trustworthy digital repositories, the Open Archival Information System (ISO 14721:2003). Other relevant standards such as the Trustworthy Repositories Audit & Certification: Criteria and Checklist (TRAC) will guide KEEP System development. The project team will make every effort to design and build the repository with open source tools.
The partnership for the prototype KEEP System Project is unique because it includes all three branches of Kansas state government cooperating to develop an enterprise-wide solution. The KEEP team includes subject matter and technical experts from the Kansas State Historical Society, the Kansas Legislature, the Kansas Judicial Branch, the Attorney General’s Office, and the Division of Information Systems and Communications (DISC). The first records ingested into the system will be the foundational documents for interpreting Kansas law — committee hearings from the Legislature, Supreme Court opinions and Attorney General’s opinions. The prototype will integrate with the Kansas Legislative Information Systems and Services (KLISS) which is under development.
The prototype project includes the development of a preliminary policy framework that can be enhanced over time to provide the structure for extending the KEEP System throughout the enterprise. The State Archivist has already had discussions with other state agencies about participation in KEEP.
Over the past twenty years, digital technology has transformed the way organizations create, use, store, and disseminate information. Effective management of government records in electronic format is a critical and challenging issue for records preservation in Kansas. The Kansas State Historical Society (KSHS), through the Government Records Preservation Act (K.S.A. 45-401 through 45-413), has statutory responsibility to serve as the official archives for the state of Kansas and to undertake records management activities. All state agencies are also subject to this law. Since 1996, the KSHS has engaged in several initiatives to promote electronic records management and preservation best practices in Kansas government. The 2010 Kansas Legislature passed and the Governor signed into law House Bill 2195 An act concerning state records; relating to maintenance and certification of electronic records. This law authorizes the State Archivist to recommend to the State Records Board standards for preserving and maintaining the authenticity of electronic government records. The statute also states that records preserved in accordance with those standards and certified by the State Archivist will have full legal status. This law provides the necessary statutory foundation to support the transition to a digital archives and to digital government.
The Kansas Legislature, during its 2008 session, appropriated funds to the KSHS to begin a digital state archives project. In 2009, the Information Network of Kansas Board awarded a grant to help fund the build of the archives. We received an additional grant from the National Digital Information and Infrastructure and Preservation Program (Library of Congress) through the Minnesota Historical Society’s Model Technological and Social Architecture for the Preservation of State Government Digital Information. Our negotiated procurement, involving multiple vendors and advanced technology, has just been completed.
The KEEP System Project team is dedicated to building a consolidated, extensible, standards-compliant trusted digital repository and making it available to all state agencies. The project team is determined to provide the funding necessary to move beyond the prototype. Options for sustainable funding include funds from IT projects that house records with retentions of 10 or more years, establishing maintenance fees related to the quantity and format of the records in KEEP, grant funding for innovative enhancements, and fees for authenticating records. These various revenue sources would support necessary staffing for the KSHS and DISC, digital preservation activities, and infrastructure replacement/upgrades.
The KEEP System will:
- be built on national and international standards for trustworthy digital repositories, including Open Archival Information System (ISO 14721:2003) and other relevant standards;
- be designed and built with open source tools as feasible;
- house authentic electronic records in a variety of formats;
- capture those records as close to the moment of creation as possible;
- capture as much descriptive, contextual, administrative, and preservation metadata automatically as possible on the records, and reliably link that metadata to the records;
- provide for future migration of the records to provide preservation and access over time, including migration of file formats;
- maintain the records in a secure environment;
- provide access to authorized users, with the ability to redact or restrict access based on statute or regulation;
- provide a method for the State Archivist to certify the authenticity of the records in the system;
- support the development of fee-based funding sources to maintain the KEEP System and preserve authentic electronic records according to statutory retention periods ;
- improve the efficiency and cost effectiveness of public access to authentic government records by implementing an enterprise-wide archives system;
- interface with INK portal web applications and payment/deposit/reporting subsystems.
KEEP Project Team
- Pat Michaelis, Director, State Archives and Library Division, Kansas Historical Society
- Jennie Chinn, Executive Director, Kansas Historical Society (Chair)
- Dave Larson, Interim Chief Information Technology Officer, Legislative Branch
- Dennis Taylor, Chief Information Technology Officer, Executive Branch
- Kelly O’Brien, Chief Information Technology Officer, Judicial Branch
- Bill Roth, Chief Information Technology Architect
Co-Project Manager – Technical
- Terri Clark, Data Center Manager, Legislative Computer Services
Co-Project Manager – Functional/Policy
- Matt Veatch, State Archivist, Kansas Historical Society
Project Development Team
- Duncan Friend, Director of Enterprise Technology Initiatives, Department of Administration – DISC
- Imerge Consulting
- Alexander Open Systems