Acuril XLI Dropbox for the preservation of patrimonial documents

ACURIL XLI TAMPA, FLORIDA, 30 MAYO – 3 JUNIO, 2011

The Effective Use of Dropbox for the Preservation of Patrimonial Documents

El Uso Efectivo de Dropbox para la Conservación de Documentos Patrimoniales

Proyecto de ACURIL/EGCTI-UPR con el co-auspicio de la UNESCO, Región del Caribe y la América Latina

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Content 1) 2) 3) 4) 5) 6) 7) 8) 9)

Introduction Organization and Management of Documents Archives and Libraries Conservation and Preservation of Patrimonial Documents Conservation and Preservation Strategies Viable Technological Tools Dropbox Workshop Conclusions Questions

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Introduction The development of Information and Communication Technologies (TIC’s) have had a significant progress and open new opportunities for the provision of services and for access to information.

Processes of modernization and computerization of organizations are identified primarily by both the use of technology for the creation and management of information and the appearance of new types and document formats.

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Introduction This influences how to access and preserve the documents impacting records management and archiving.

Questions then arise of how to store and preserve information and also whether it will be always accessible information generated in the digital realm.

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ACURIL XLI TAMPA, FLORIDA, 30 MAYO – 3 JUNIO, 2011

Organization and Management of Documents

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Document: Etymologically comes from the Latin documentum, derived from the verb docere: to teach, instruct.

“Recorded information, that is, data or information fixed or inherent to a support”. (Vázquez Murillo, 2008) “The combination of a support and information recorded on it, which can be used as evidence or for consultation”.

(Diccionario de terminología archivística, 1988)

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Characters of Documents Externals:

Internals:

1.

2.

3.

4.

5.

1. Producing Entity 2. Functional Origins 3. Date and Place of production 4. Substantive content

Class Type Format Amount Form

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Document Values Primary or Administrative :

Its principal objective is to capture the management of a particular activity, the development of a function that manifests reliably by the written redaction. (Vázquez Murillo, 2008)

Example:

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Document Values (continuation) Secondary or Historical: Its main objective is to serve as a source for historical research and cultural action. (Vázquez Murillo, 2008)

Example: Budgets / Fiscal Years V A L U E

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Incidence on Quality of Life Economic Model of Development

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Life Cycle of Documents First Age

Second Age

Third Age

Planning

Validity

Documental Selection

Processing

Precautionary term

Permanent or Historical Phase

(Vázquez Murillo, 2008) ©2011. ACURIL/EGCTI-UPR/UNESCO

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Classification of Documents •Disposition or imperatives •Testimonials •Probatories

•Mandatory Broadcast •Open Access •Confidential •Secrets

•Sustantives or Characteristical •Facilitative or Common

Level of Accessibility

Documental Type

Type of Function

Documental Tradition •Original •Copy •Draft •Minute

(Vázquez Murillo, 2008)

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Classification of Documents •Visual or Visible • Sound Audibles •Audiovisuals •Virtuals

• Old • Current

• Public • Private

Human meaning

Legal Area

Text Support

Temporal Relation •Previous to the fact •Simultaneous •Posteriors

(Vázquez Murillo, 2008)

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ACURIL XLI TAMPA, FLORIDA, 30 MAYO – 3 JUNIO, 2011

Archives and Libraries

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Archive “One or more sets of documents, whatever their date, form and material support, accumulated in a natural process by a person or public or private institution in the course of their management, conserves, respecting that order, to serve as testimony and information for the person or institution that produces it, for the citizens or to serve as sources of history”. (Heredia, 1987) “Institution responsible for receiving, processing, inventory, maintenance and service of documents”.

(Dictionary of archival terminology, 1988)

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Library “Institution whose purpose is the acquisition, preservation, study and exhibition of books and documents”. (Dictionary of the Spanish Royal Academy, 2001) “The organized collection of printed books, magazines and other graphic materials (audiovisuals, etc.) with appropriate personnel to provide services to users based on their information needs, research, education and recreation”.

(UNESCO, 1994)

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Difference Archive - Library The primary function of libraries is to make information resources available to users.

It is also true of the archives, with one fundamental difference: the documents, as a result of the administration, have probative value of legal and administrative character in a given period of its life, during which there are not freely accessible.

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Archival Document “Information object that records acts or transactions of the society and thus, has a functional nature that gives administrative and patrimonial value”. (Amoroso, 2009) “Information created, received and kept as evidence and information by an organization or individual in compliance with legal obligations or in the development of their transactions and business activities”. (Norm ISO 15489, 2001) Its definition is not determined by its support or by type of registry, but for the role of the information they provide.

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• Administrative •Historical

Amount of Usage

• Singulars • Multiples

Location in System

• Native • Foreign •State • Non- State • Nationals • Provincials • Municipals • For profit • NonProfit

Amount of Institutions

Type of Institution

Classification of the archives •Actives •Semi actives •Inactive

(Vázquez Murillo, 2008)

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•Especials •Specialized

Information Type

•Provisional •Permanent

Features Sets

Relation with Final Destiny

Classification of the archives • Free Access •Confidentials

(Vázquez Murillo, 2008)

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TIC and Archives The effect that technology has had on the archives has been of consolidation, because to know them and identify the advantages they offer gives us the possibility to automate many processes: storage and substitution of supports, transfer, control of disposal, description, distribution , etc.

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Electronic Management of Documents Conceived

for the development of all administrative activities in an office environment that will allow from the automatic entry of documents, the processing through the network, recovery and accessibility systems. (Cruz, 1987)

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Electronic Document “Archival document that is created in electronic form”.

(Duranti, 2007)

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ACURIL XLI TAMPA, FLORIDA, 30 MAYO – 3 JUNIO, 2011

Conservation and Preservation of the Patrimonial Documents

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Conservation “Comprises specific plans and practices relating to the protection of library and archival materials from deterioration, damage and neglect, includes the methods and techniques developed by qualified personnel” .

(Dereau, 1988) “Measures to adequately protect the documents, in order to prolong its use in optimal conditions for as long as possible”. (Carpallo, n.d.)

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Preservation “Organization and programming of all aspects and activities related to conservation of collections”. (Brandt, 1994) “Group of procedures and measures aimed at permanent safeguarding and securing physical integrity of the documents regardless of their support”. (ICAI, 2006)

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Digital Preservation “Processes that are used in order to preserve information and any other patrimonial document available in digital format and to ensure permanent access to them”. (National Library of Australia, 2003) “Group of activities necessary to ensure that digital objects may be located, accessed and used in future”. (Gallart, 2009)

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Patrimony “Legacy of the past, our current assets and what we bequeath to future generations”. (UNESCO, 2003)

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Patrimonial Documents “Documents that have two characteristics: they are considered archival documents, and in turn bear witness to an event or circumstance”. (UNESCO, 2003)

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Digital Patrimony The Constitution of the UNESCO on article I, subsection c) reads: “Assuring the conservation and protection of the world’s inheritance of books, works of art and monuments of history and science, and recommending to the nations concerned the necessary international conventions; By encouraging cooperation among the nations in all branches of intellectual activity… initiating methods of international cooperation calculated to give the people of all countries access to the printed and published materials produced by any of them”.

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Digital Patrimony The Guidelines for the Preservation of Digital Heritage of the UNESCO (2003) reads: “Resources of human knowledge or expression, whether cultural, educational, scientific and administrative, or embracing technical, legal, medical and other kinds of information, are increasingly created digitally, or converted into digital form from existing analogue resources. Where resources are “born digital”, there is no other format but the digital original.”

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Digital Patrimony(continuation) continuation) “Digital materials include texts, databases, still and moving images, audio, graphics, software, and web pages, among a wide and growing range of formats. They are frequently ephemeral, and require purposeful production, maintenance and management to be retained.”

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Why Preserve?

The documents are no longer mostly on paper, to become electronic documents.

Applications to create electronic documents change frequently and in a short period of time.

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Why Preserve?(continuation) We must preserve and make available to any person the digital heritage of all regions, nations and communities to promote over time, a presentation of all peoples, nations, cultures and languages. (UNESCO, 2003) The objective of preserving the digital heritage is that it is accessible to the public.

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Why Preserve? (continuation) It is necessary then: 1) Guarantee permanent access, and 2) Guarantee the protection of private information.

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How to Preserve?

The modes of preservation are different, as are many resources to protect, the important thing is to create a conservation and preservation program that corresponds with the principles of : 1.

Continuity, and 2. Selection of information.

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Principle of Continuity Measures to be taken from its creation to usage.

Existence Production

Access

Principle of Continuity

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Principle of Selection Through policies, standards and procedures must respond to the following : 1) What to preserve? a) Identify those documents for its functionality, testimony, evidence or proof of the acts of the society are documental heritage. b) Document the origin and history of the document. c) Identify and document: method of storage, backups, security mechanisms.

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Principle of Selection (continuation) 2) Who is responsible for the program? a) Assign tasks and responsibilities to the responsible(s) of the conservation program.

3) For how long? a) Establish term retention and accessibility of the document in the current technical infrastructure.

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Preservation Program

The key objectives of digital preservation programs are: 1) Norms 2) Organizational Structure 3) Preservation policies and planning 4) Services Providers

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Norm ISO 15489

Emerged to standardize international best practices in document management.

Proposes to establish a framework for the management of documents in any format or media and in any type of organization.

Its aim is to standardize policies, procedures and practices of archival documents management to ensure adequate care and protection, and allow the evidence and the information they contain may recovered in a more efficient and effective manner.

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Norm ISO 15489 (continuation)

Use the following methodology for the implementation of the management system:

1) 2) 3) 4) 5) 6) 7) 8)

Preliminary investigation; Analysis of activities; Identification of requirements for documents; Evaluation of existing systems; Identification of strategies to satisfy the requirements (risk levels); Redesign of processes (management system); System implementation; and, Post-implementation review.

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Internal Regulations

The organization creates an internal regulation of conservation and preservation of documents, which may contain the following structure:

1) 2) 3)

General dispositions; Description of the information unit; Document management (processing, management, concentration, historical archive, etc.); Conservation of documents; Availability of documents; Preservation of documents; Others (sanctions, transients, etc.)

4) 5) 6) 7)

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Policy and/or Disaster Plan

The essential points are, to diagnose the current state of collections, establish priorities for preservation and conservation, in addition to estimating the value of collections.

Raise awareness of the importance of collections and resources, and how through the implementation of the plan can improve and maintain them better, reflecting in an economic benefit for the institution.

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Content of the Policy I. II. III. IV.

V.

Introduction Context (information unit, users, colections and services).

Goals, objectives and priorities of the plan Conservation, Preservation and Restoration Program (value of collections or resources to maintain, description and condition, maintenance activities, preservation and conservation) Disaster Plan (training of staff, identification of resources to save, supporting documents, links to agencies, recovery area, potential sources of hazards and risks, actions to take)

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List of Descriptors

It is a controlled and structured list of terms used in subject analysis and retrieval of documents.

For Spanish link to: Centro Regional de Información sobre Desastres América Latina y el Caribe: [http://www.cisas.org.ni/gestion/conceptos/vocabulario.pdf]

For English link to: Controlled Vocabulary on Disaster Information

by Caribbean Disaster Information Network. (CARDIN). [http://mona.uwi.edu/cardin/virtual_library/docs/1127/1127.pdf]

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Strategies of Conservation

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Objectives

To ensure the eligibility and intelligibility of the documents to be preserved.

Preserve their authenticity.

Provide security for confidential documents.

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Most Discussed Strategies: Strategies:

Preservation of Technology Conversion Emulation Migration

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Migration “The periodic transfer of digital materials from one configuration to another or from one generation to another”. (Rothenberg, 1995)

Objective: That the documents may be accessible by the existing technological systems, and that people can present, retrieve and use the same regardless of the constant changes in technology.

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Migration (continuation)

Advantages:

1) 2) 3)

It promotes the upgrade of the media; Solves the obsolescence of storage in which documents are created; Promotes the optimal use of physical space.

1) 2)

Disadvantages: It can be expensive, slow and routine.

Involves loss of information.

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Viable Technological Tools

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Current technology applications to store documents There are many open source technologies available on the Internet for document storage.

Tools Categories 1.

2.

Content Management(CMS) Technological applications for file management

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Content Management

Herramienta

Definición

Descripción

Is the open source alternative for Enterprise Content Management Systems (CMS), that help in the process of collaborative document development.

Free Requires server

Software open source management for museums, archives and digital collections.

Free Requires server

Is an open-source collections management application that meets the needs of museums, historical societies, and other collection-holding organizations.

Free Requieres s server

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Content Management

Herramienta

Definición

Descripción

Is a free software package that allows to easily publish, manage and organize a wide variety of content on a website.

Free Requires server

Open source software that facilitate the process of organizing document .

Commercial Requires server

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Technological aplications for file management

Herramienta

Definición

Descripción

File hosting service on the Internet that allows users to store, synchronize and share files online and between computers.

Free and Commercial

Web site to store, organize, find and share pictures and videos online.

Free and Commercial

Is an online service that allows viewing of digital material electronically, such as books, portfolios, numbers of magazines and newspapers, among others. Save copies of the documents online.

Free and Commercial

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Technological aplications for file management

Herramienta

Definición

Descripci ón

Is a website aimed at the preservation of web history and multimedia resources.

Free

It is a virtual tool that allows users to publish, share, build, annotate, distribute and find documents in multiple formats and texts.

Free and Commercial

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ACURIL XLI TAMPA, FLORIDA, 30 MAYO – 3 JUNIO, 2011

Workshop

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Why Dropbox?

Its a tool to hold documents.

Is considered as the more efficient storage and data synchronization tool.

Easy to use.

Allows access to documents from anywhere.

Allows sharing documents saved by others.

Provides service available in the following languages : English, Spanish, French, German and Japanese.

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Dropbox Security All the data transmition is done through a secure channel (SSL).

SSL is a protocol to establish secure communications to prevent the interception of information through a network or through the internet. It protects the information stored on that message.

All the archives stored in Dropbox are encrypted (AES-256).

AES – Advanced Encryption Standard in an encryption technique of simmetrical values that will replace the commonly used Data Encryption Standard (DES).

For aditional information: How to increase the privacy and the safety of your data on Dropbox.

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Universities with Dropbox University of Melbourn, Australia The university has a Dropbox Using Policy

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Universities with Dropbox School of Communication and Information – University of Rutgers in New Jersey The university recommend Dropbox as file backup

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Universities with Dropbox Pennsylvania State University

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Dropbox application in libraries Store information resources (economic) Store administrative documents Exchange and share documents Collaboration between staff

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Libraries in Puerto Rico using Dropbox 1. Library of the Civil Rights Commission of Puerto Rico a. To safeguard public and confidential legal documents. b. Share links of administrative and legal documents. c. Preserve the documentary heritage (rescue of fungus)

2. Public Administration Library, University of Puerto Rico, Rio Piedras Campus. a. Resguardar publicaciones gubernamentales. b. Resguardar documentos legales c. Archivar documentos administrativos (informes, cartas, políticas, etc.) c. Compartir enlaces de documentos con usuarios y personal bibliotecario.

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What is Dropbox Dropbox??

It is a tool to host files on the Internet with any length and size. It offers synchronization service and lets you share files with other people.

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Dropbox general information Dropbox was created in 2007 and was launched on September of 2008.

Last year, the file-storing startup with 5 million users.

Today, Dropbox has over 25 million people using the service in 175 countries.

The users are now saving more than 300 million files each day (1 million files every five minutes).

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Dropbox: its nature and characteristics Allow create a database that happens to be a directory.

The directory is compiled through folders that can hold documents.

The folders can be shared with others.

Works on different operating systems: Windows, Mac and Linux.

Allows access to your directory and files remotely from any computer.

It allows you to get access to your files from any device, anywhere with a web browser, including mobile phones like iPad, iPhone, Android and BlackBerry.

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Dropbox: its nature and characteristics (continued) Allows you to store any type of file (documents, videos, photos, music).

It doesn’t change the format of your stored documents.

Allows you to manage files across multiple computers.

Changes will be automatically synced to Dropbox’s remote server and automatically reflected on all other computers on which you have Dropbox installed and linked to.

Notify the updates of files.

Create a backup of all the files deposited in the folders that we created in our personal computer.

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Dropbox: its nature and characteristics (continued) Works even when offline. You always have your files, whether or not you have a connection.

Allows to publish on the internet without having access to a server or technical assistance.

Easily Restores Deleted Files (30 days).

Preserves copies of previous versions of documents.

Keeps a record of all work for a month.

Partially replaces the USB (flash drive) or external hard drive.

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Dropbox limitations It has no ability to create descriptors, metadata or subject headings.

Free space available to save documents as much as 10 GB or 16GB. The maximum space provided by each account is 100GB. When two people work the same document at once on different computers, Dropbox creates a second copy "conflicted copy" of the same document.

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Create a free Dropbox account

1.

2.

3.

Three steps to create a Dropbox account: Access http://www.dropbox.com/ Select create an account on the Log in option Fill in the blanks with the required information

2 3

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Download Dropbox The installation process can be done while creating the account or at any other moment.

It can be installed with the same account on multiple computers at the same time.

Steps to install Dropbox:

1

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Download Dropbox

2

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3

(continued)

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Download Dropbox (continued)

4

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5

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Download Dropbox (continued)

6

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Download Dropbox (continued)

8

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Dropbox folder from your computer

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Dropbox folder from your computer

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Create a new folder on your computer 1. Click on the right mouse button and select the New option 2. In the next menu select the option Folder available

1 2

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Create a new folder on your computer This will create a folder named New Folder to which you must change the name by pressing the right mouse button and selecting Rename..

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Saving documents in Dropbox The folders created in Dropbox will work like any other folder.

How to add documents to the Dropbox folder?

Drag the document to the Dropbox folder.

Copy the document and then pass it (paste) to the Dropbox folder.

Save new documents directly into the Dropbox folder.

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Update process Updated Document

Updating Document

Document without updating

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It is used for documents that we make public or share them via links.

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Copy links from the public folder 1.

2.

3.

4.

Click on right mouse button Select the Dropbox option Select Copy Public Link Put the link in the desired location using the paste option.

1 2 3

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Dropbox from Internet

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Dropbox online interface

Make search for your documents

Install Dropbox

Invite a friend and increase your space Space in use

Languages

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Get extra space Account Upgrade

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Get extra space (continue) Invite a friend 250MB for inviting 250MB for accepting the invitation and install Dropbox

Put the email addresses of people you want to invite

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Get extra space space (continue) Complete 6 of the 7 steps of Get Started and get extra space

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ACURIL XLI Preserving Patrimonial Documents‌ Dropbox

Events Presents the most recent events: deleted documents, shared document, added document, etc.

To open the document, clicking on its title.

Search events by date

Number of events per page

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Sharing folders Presents the pre-shared folders.

To share a folder with a friend or colleague, select the share a folder option.

Share a folder option

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Help Presents different options for assistance: Top frequently asked questions Provides space for new questions

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Files General menu of folders

Upload folders New folders Share a folders Show deleted files

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Icons that identify the different folders Regular folder Shared folder Public folder Photo folder

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Create a new folder Steps to create a new folder 1. New Folder 2. Assign the name 3. Create

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Upload documents Select the option to upload

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Upload documents (continued) Steps to upload a document 1. Choose File 2. Locate the document in your computer 3. Select the open option or double click on the document

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2

3

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Upload documents (continued) Select Start upload option

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ACURIL XLI Preserving Patrimonial Documents‌ Dropbox

Retrieve documents Basic search Dropbox makes retrieval of information by considering the words used in the title of the folder or document.

On the available space to do a search write the word or words that identify the document.

Lista de resultados

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Retrieve documents (continuación) Advanced Search Select the advanced search option

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Retrieve documents (continuación) Advanced search

1.

2.

3.

4.

Allows you to search using several techniques at once: All of these words This exact phrase Any of this words None of these words After inserting the desired terms select the Advanced search option

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Regular folder menu

Invite to folder Download folder Move…

Rename…

Copy to…

Delete…

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Menu of individual documents

Pervious versions Download file Move…

Rename…

Copy to…

Delete…

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Public folder menu

Pervious versions Download file Copy to public link Move…

Rename…

Copy to…

Delete…

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Share a folder There are three ways to share a folders: 1. From the Sharing tab 2. From the Share a Folder option 3. From the menu of regular folder (Invite to folder) or shared (Share Folder Options)

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2

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3

Menu of shared folder

ACURIL XLI Preserving Patrimonial Documents… Dropbox

Sharing Select the Sharing option

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Sharing Presents the pre-shared folders Select a share a folder option

Sared folders

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ACURIL XLI Preserving Patrimonial Documents‌ Dropbox

Sharing In this screen you can create a new folder (empty) to share. In this folder you can place documents later and the same will be shared with the person who originally shared the empty folder.

We may also share an existing folder.

To share an existing folder, make the selection option and press Next.

Option to create a new folder (empty) and share

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Sharing Select the folder you want to share Select the Next option

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Sharing Place the email of the person we want to invite Press the Share folder option

Put the email addresses of people you want to invite

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Share a Folder Select the Share a folder option

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Share a folder Again we have the option to create a new folder to share or can share an existing folder.

To share a folder that already exists, we check the option “I'd like to share an existing folder” and press Next.

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Share a folder Select the folder you want to share Select the Next option

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Share a folder Place the email of the person we want to invite Press the Share folder option

Put the email addresses of people you want to invite

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Invite to Folder/ Share Folder Options Select the folder you want to share.

Click on the menu option Invite to folder or Share folder options in a shared folder.

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ACURIL XLI Preserving Patrimonial Documents‌ Dropbox

Invite to folder/ Share folder options

1.

2.

The invited person must have a Dropbox account or can create it received the invitation.

Individual documents can not be shared unless they are placed in a folder.

Place the email of the person we want to invite.

Press Share folder option.

Put the email addresses of people you want to invite

Š2011. ACURIL/EGCTI-UPR/UNESCO

Put the email addresses of people you want to invite

ACURIL XLI Preserving Patrimonial Documents‌ Dropbox

How do I receive the invitation to share files?

The invitation was received through email and Internet account.

From e-mail The person receiving the invitation must enter your account to access the folder.

If the person does not have an account, Dropbox gives you the option to create it at the time.

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

How do I receive the invitation to share files? (continued)

From e-mail When accessing the account, it is accepted or rejected the invitation.

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

How do I receive the invitation to share files? (continued)

From Dropbox online account When you receive an invitation to share one folder in Dropbox online account, you can see a number inside a red box on the Sharing tab.

Press Sharing option

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

How do I receive the invitation to share files? (continued)

From Dropbox online account The next screen displays a message indicating that 1 new folder has been shared.

Press onto the shared folder message

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

How do I receive the invitation to share files? (continued)

From Dropbox online account In this screen accepted or rejected the invitation.

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Delete a shared folder contact On this screen go to menu the desired shared folder Press Share folder options.

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Delete a shared folder contact (continue) Press members option.

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ACURIL XLI Preserving Patrimonial Documents‌ Dropbox

Delete a shared folder contact (continue) Options available: Eliminate a particular person (Kick out) Unshare this Folder Leave this folder

Eliminar a la persona de la carpeta

Dejar de compartir carpeta completa

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Salir de la carpeta compartida

ACURIL XLI Preserving Patrimonial Documents… Dropbox

Previous versions of documents Select the document and mark the previous versions option

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Previous versions of documents (continued) continued) To restore a previous version of a document, mark it and select the Restore option

Time since the change was made

Exchange rate

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Person who made the change

Document preview

ACURIL XLI Preserving Patrimonial Documents… Dropbox

Download files From the document menu select the Download file option

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Download files (continued) continued) The next screen offers the option to open the document or save it on your computer.

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Copy documents documents This option lets you place the document in another folder and keeps it in its original place as well.

Select Copy to… on the menu of document we want to copy

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Copy documents (continued) Select the folder where you want to place the copy of the document and mark the Copy File option.

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Copy public links 1.

2.

Double-click the public folder.

Open the menu of the document that you want to copy the link and select the option Copy public link.

1

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2

ACURIL XLI Preserving Patrimonial Documents… Dropbox

Copy public links (continued) continued) 1.

2.

Select Copy to clipboard option The next screen indicates that the copy has already been done

After this process we paste the link copied to the desired location

1

2

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Show deleted files Select Show deleted files option

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ACURIL XLI Preserving Patrimonial Documents‌ Dropbox

Show deleted files(continued (continued)) Deleted documents are retained for 30 days.

To retrieve a previously deleted document, look for the menu and select the Undelete option

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Get extra space www.dropbox.com/edu

500MB por invitado hasta 16MB

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

Get extra extra space https://www.dropbox.com/free

640MB EXTRA

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

References

Amoroso, Y. (2009). Gobierno electrónico: el reto de la gestión y conservación permanente de la información digital. XIII Congreso Iberoamericano de derecho e informática, Universidad de Lima, Perú (10-14 noviembre) Archivo General de la Región de Murcia. (2009). Manual de organización de documentos en archivos de oficina. Murcia, España: Imprenta Regional Biblioteca Nacional de Australia. (2003). Directrices para la preservación digital del patrimonio digital. Recuperado de http://unesdoc.unesco.org/images/ 0013/001300/130071s.pdf Borrell, A.; Cueto, A.; Castillo, D. & Mazorra, Y. (2004). Lineamientos para la conservación de documentos en la Biblioteca Médica Nacional de Cuba.

Recuperado de: http://bvs.sld.cu/ revistas/aci/ vol12_5_04/aci12504.htm Boya, R. (2008). Conservación de documentos a largo plazo. Sociedad de la Información; Febrero: 8 Brandt A. (1994). Conservación preventiva: principales orientaciones, estrategias y métodos. IFLA Journal; 20(3): 276-83 Caribbean Disaster Information Network. (2000). Controlled Vocabulary on Disaster Information. Recuperado de: http://mona.uwi.edu/cardin/ virtual_library/docs/1127/1127.pdf Carpallo, A. (s.f.). El papel de la “conservación documental” como disciplina al servicio de los profesionales de la documentación. Recuperado de http://www.ucm.es/info/multidoc/ multidoc/revista/num10/paginas/pdfs/acarpallo.pdf Casellas, L. E. (2009). La norma ISO 15489: Información y documentación: gestión documental. Caracas, Venezuela: Universidad Simón Bolívar.

Centro Regional de Información sobre Desastres América Latina y el Caribe. (2001). Vocabulario Controlado sobre desastres. Recuperado de http://www.cisas.org.ni/gestion/conceptos/vocabulario.pdf Cruz, J. R. (1987). La catalogación de documentos. Bilduma, 1, pp. 129-143 Cruz, J. R. (2005). Manual de archivística. Madrid: Fundación Germán Sánchez Ruipérez Dereau, J. M. & Clements, D. W. (1988). Principios para la preservación y conservación de los materiales bibliográficos. Madrid: Dirección General del Libro y Bibliotecas Diccionario de términos técnicos en línea. Recuperado de http://tecnologia.glosario.net/terminos-tecnicos-internet/digitalizar-500.html Digital preservation management: Implementing short- term strategies for long-term problems. Recuperado de: http://www.icpsr.umich.edu/dpm/ Duranti, Luciana. (2007). El concepto de documento archivístico en entornos experienciales, interactivos y dinámicos: Ensayo de discusión. Vancouver, Canadá: InterPARES Dropbox. (2011). Dropbox reveals tremendous growth with over 200 millon files saved daily by more than 25 millon people. Recuperado de http://www.dropbox. com/press/release Dropbox. (2011). Security Overview. Recuperado de http://www.dropbox.com/dmca#security.

©2011. ACURIL/EGCTI-UPR/UNESCO

ACURIL XLI Preserving Patrimonial Documents… Dropbox

References Gonzáles-Cam, C. (2007). La Importancia de la Digitalización de Archivos para la Biblioteca. Convención Nacional de Centros Binacionales. Trujillo, Perú, 11-12 Octubre 2007. Recuperado de http://eprints.rclis.org/bitstream/10760/10647/1/La_importancia_de_la_digitalizaci%C3%B3n_de_ archivos_para_la_bi%E2%80%A6.pdf Heredia, A. (1991). Archivística General: teoría y práctica. Sevilla: Diputación Provincial Información y documentación. Gestión de documentos. Proyecto UNE-ISO 15489-1. (2005). Revista Española de Documentación Científica; 28 (1) : 87-116 Pontificia Universidad Católica de Valparaíso. (2010). Manual de procedimientos para la catalogación de documentos patrimoniales, históricos y etnográficos.

Valparaíso, Chile: Libra.

Real Academia Española. (2001). Diccionario de la Real Academia Española. (22. ed.). Madrid, España: Autor.

Rothenberg, Jeff (1995) Ensuring the Longevity of Digital Documents. Scientifi c American; 272(1): 42–7 Rothenberg, Jeff (2008). Digital preservation: The uncertain future of saving the past. Rand Europe. Recuperado de: http://www.rand.org/content/dam/ rand/pubs/research_briefs/2008/ RAND_ RB9331.pdf Smith, M. (2010). Using the magic pocket: A Dropbox guide. Recuperado de http://manuals.makeuseof.com.s3.amazonaws.com/MakeUseOf.com-Dropbox.pdf Tanodi, A. (1975). Manual de archivología. Córdoba : Centro Interamericano de Formación de Archiveros.

Thibodeau K. (2002). Overview of Technological Approaches to Digital Preservation and Challenges in Coming Years. En: The State of Digital Preservation: An International Perspective – Conference Proceedings, Documentation Abstracts, Inc., Institutes for Information Science, Washington, D.C., 24-25 de abril de 2002. Council on Library and Information Resources, Washington, D.C. Recuperado de http:// www.clir.org/pubs/reports/pub107/thibodeau.html Dictionary or Archival Terminology = Dictionnaire de Terminologie Archivistique. (1988). Munich: K. G. Saur United Nations Educational, Scientific and Cultural Organization. (1945). Constitución de la UNESCO. Recuperado de: http://portal.unesco.org/es/ ev.php-URL_ID=15244&URL_DO= DO_TOPIC&URL_SECTION=201.html United Nations Educational, Scientific and Cultural Organization. (1994). Unesco Public Library Manifesto. Paris: Unesco.

United Nations Educational, Scientific and Cultural Organization. (2003). Carta para la preservación del patrimonio digital. Recuperado de: http:// portal.unesco.org/ci/en/files/13367/ 10676067825Charter_es.pdf/Charter_es.pdf United Nations Educational, Scientific and Cultural Organization (2003). Actas de la conferencia general: Volumen 1, Resoluciones. Recuperado de http://unesdoc.unesco.org/images/0013/001331/ 133171s.pdf#page=85 Universidad de Alicante. (2003). Manual de organización de archivos de oficina. Recuperado de http://www.ua.es/es/bibliotecas/archivo_generaln/index.htm Universidad ICESI. (2009). Documentos patrimoniales o culturales. Recuperado de http://www.icesi.edu.co/servicios_apoyo/documentos_ patrimoniales_culturales.php

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

References University of Melbourn. (2011). Guidelines: Dropbox and university information. Recuperado de http://www.unimelb.edu.au/infostrategy/policies/docs/ dropbox.pdf.

University of Melbourn. (2011). Explanation: Guidelines on Dropbox and University Information . Recuperado de http://www.unimelb.edu.au/infostrategy/ policies/docs/DropBoxExplanation.pdf Vázquez Murillo, M. (2008). Administración de documentos y archivos: planteos para el Siglo XXI. Buenos Aires: Alfagrama Vázquez Murillo, M. (2006). Cómo seleccionar documentos de archivo. Buenos Aires: Alfagrama

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ACURIL XLI Preserving Patrimonial Documents… Dropbox

CREDITS Project of the Program of Continuing Education and Professional Development of the Association of Caribbean University, Research and Institutional Libraries (ACURIL) and the Graduate School of Sciences and Technologies of Information, University of Puerto Rico, co-sponsored by UNESCO, Caribbean and Latin America Region. http://executivesecretariat.acuril.org ; executivesecretariat@acuril.org Tutors: Jeanette Lebrón-Ramos (jeannette.lebron.ramos@gmail.com) Yadira Avendaño-Avendaño (ayajerecuaro@gmail.com) With the Collaboration of the ACURIL WebTeam

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ACURIL XLI

THANK YOU VERY MUCH FOR YOUR ATTENTION. WE INVITE YOU TO EXPLORE T AS AN ALTERNATIVE TOOL, TO PRESERVE PATRIMONIAL DOCUMENTS IN YOUR INFORMATION UNIT, WITHIN THE COMMUNITY OF PRACTICE OF ACURIL

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