The Vietnam ProjectThe Vietnam Project

A presentation byA presentation byStephen MaxnerStephen Maxner

Deputy Director, ArchivistDeputy Director, Archivist

The Vietnam ProjectThe Vietnam Project

Support from National Support from National Advisory Council of Advisory Council of prominent veteransprominent veterans

Support from State of Support from State of Texas and US Federal Texas and US Federal sources.sources.

Established in 1989 by Established in 1989 by the TTU Board of the TTU Board of RegentsRegents

Strong local Vietnam Strong local Vietnam Veteran supportVeteran support

The Vietnam CenterThe Vietnam Center Encourages Encourages

continued continued study of all study of all aspects of the aspects of the American American involvement in involvement in Southeast Asia Southeast Asia during the during the Vietnam WarVietnam War

Conferences Conferences and Symposiaand Symposia

ScholarshipsScholarships Special Special

ProjectsProjects

The Vietnam ArchiveThe Vietnam Archive Mission is to document all Mission is to document all

aspects of the American aspects of the American experience in Southeast Asia experience in Southeast Asia during the Vietnam Warduring the Vietnam War

ArchiveArchive Oral History ProjectOral History Project Virtual ArchiveVirtual Archive LibraryLibrary Relationships with other Relationships with other

archives and organizations: archives and organizations: Library of Congress, National Library of Congress, National Archives, US Military Archives, US Military Museums and Historical Museums and Historical Centers, veterans’ Centers, veterans’ associations, etc…associations, etc…

The Vietnam ArchiveThe Vietnam Archive Over 2,500 Over 2,500

donations to date, donations to date, 450 so far in CY 450 so far in CY 20052005

8-10 million pages 8-10 million pages of documentsof documents

10-15 million 10-15 million pages pages microfilm/formmicrofilm/form

8,500 catalogued 8,500 catalogued book titlesbook titles

The Vietnam ProjectThe Vietnam Project

Major ChallengesMajor Challenges• Collection ManagementCollection Management• Acquisition ManagementAcquisition Management• Donor Relationship Donor Relationship

ManagementManagement• Digital Preservation and Digital Preservation and

AccessAccess Digital TransferDigital Transfer Digital StorageDigital Storage

The Vietnam ProjectThe Vietnam Project Challenge: Collection ManagementChallenge: Collection Management

• Rate of material collection donations is approximately two for Rate of material collection donations is approximately two for each work dayeach work day

Individual Veterans and other participantsIndividual Veterans and other participants Family membersFamily members CollectorsCollectors AuthorsAuthors As knowledge about the project spreads, donation rates continue to As knowledge about the project spreads, donation rates continue to

increaseincrease Solution: Streamlined and efficient collection Solution: Streamlined and efficient collection

management and accessioning systemmanagement and accessioning system• Database system manages collection documents and Database system manages collection documents and

correspondencecorrespondence• Requires stable supply of archival processing materialsRequires stable supply of archival processing materials• Requires efficient system of communication between archive Requires efficient system of communication between archive

staff and between archive and donors.staff and between archive and donors.

The Vietnam ProjectThe Vietnam Project Challenge: Acquisitions ManagementChallenge: Acquisitions Management

• In addition to collection donations, the archive acquires In addition to collection donations, the archive acquires important materials related to the Vietnam War (specifically) and important materials related to the Vietnam War (specifically) and Southeast Asia (generally).Southeast Asia (generally).

Microform CollectionsMicroform Collections• Presidential Libraries, National Archives, Library of Congress, Presidential Libraries, National Archives, Library of Congress,

Newspapers, Institutional Collections (Echols)Newspapers, Institutional Collections (Echols) Published WorksPublished Works

• Books, Videos, Audio RecordingsBooks, Videos, Audio Recordings Manuscript Acquisitions from other institutions and organizationsManuscript Acquisitions from other institutions and organizations

• Universities, Veteran Associations, others…Universities, Veteran Associations, others… Solution: Careful and efficient tracking of potential Solution: Careful and efficient tracking of potential

acquisitionsacquisitions• Use database and spreadsheets to track new materialsUse database and spreadsheets to track new materials• Acquire selection of new materials each quarter to spread out Acquire selection of new materials each quarter to spread out

expenses over course of fiscal yearexpenses over course of fiscal year• Depend on reliable vendors to provide updated listings of new Depend on reliable vendors to provide updated listings of new

collections (Lexis-Nexis, UMI, UPA, etc…)collections (Lexis-Nexis, UMI, UPA, etc…)

The Vietnam ProjectThe Vietnam Project Challenge: Donor Relationship ManagementChallenge: Donor Relationship Management

• With so many donors, it is essential to closely manage relationshipsWith so many donors, it is essential to closely manage relationships Each person must feel that they are being treated with courtesy, dignity, and Each person must feel that they are being treated with courtesy, dignity, and

respectrespect Each donor must believe that their collection will be properly cared for and Each donor must believe that their collection will be properly cared for and

preserved and will not be lost in a sea of materialspreserved and will not be lost in a sea of materials

Solution: Communication, access, patience, and cautionSolution: Communication, access, patience, and caution• Open and efficient communicationOpen and efficient communication

Email, phone, regular mail, and travel when warrantedEmail, phone, regular mail, and travel when warranted Collection Coordinators are assigned to work with organizations (like an Collection Coordinators are assigned to work with organizations (like an

account executive in a business)account executive in a business)• Open collection policyOpen collection policy

Donors can add to their collections as they feel comfortable – we are patient Donors can add to their collections as they feel comfortable – we are patient and create a “no pressure” environmentand create a “no pressure” environment

• Continued access to collections now and for progenyContinued access to collections now and for progeny Digital copies provided on requestDigital copies provided on request Virtual Archive accessVirtual Archive access

• Remain ApoliticalRemain Apolitical We preserve the history of all sides of the conflict – from the foxhole to the We preserve the history of all sides of the conflict – from the foxhole to the

home-fronthome-front

The Vietnam ProjectThe Vietnam Project

Challenge: TechnologyChallenge: Technology• How to manage digital technology in an constantly How to manage digital technology in an constantly

evolving and changing digital landscapeevolving and changing digital landscape Solution: Design a flexible system that Solution: Design a flexible system that

addresses your project needs while addresses your project needs while preparing you for future changes in digital preparing you for future changes in digital technologies and file formatstechnologies and file formats • Define purpose for your digital projectDefine purpose for your digital project

AccessAccess PreservationPreservation BothBoth

• Develop best practices and procedures to employ for Develop best practices and procedures to employ for your projectyour project

The Virtual Vietnam ArchiveThe Virtual Vietnam Archive How to develop a Digital ArchiveHow to develop a Digital Archive

• Essential Elements of InformationEssential Elements of Information Assess your collections and determine what you Assess your collections and determine what you

have:have:• Material formatsMaterial formats• Media formatsMedia formats

Determine access needsDetermine access needs Determine preservation needsDetermine preservation needs Develop best practices and proceduresDevelop best practices and procedures Select the systems and equipment you need to Select the systems and equipment you need to

digitize materialsdigitize materials

The Virtual Vietnam ArchiveThe Virtual Vietnam Archive Select and configure servers, database, desktops Select and configure servers, database, desktops

and digital storage to suit your needs.and digital storage to suit your needs.

• Database – Cuadra Star – Inverse Relational SystemDatabase – Cuadra Star – Inverse Relational System

• Servers – Dell PowerEdge – Maxed-RAM and Servers – Dell PowerEdge – Maxed-RAM and Processing – Power v. StorageProcessing – Power v. Storage

• SAN – Dell Server Array Network – Fiber-channeled SAN – Dell Server Array Network – Fiber-channeled Drives – 15 Terabytes of StorageDrives – 15 Terabytes of Storage

• Desktops and Laptops – Dell Workstations – Power v. Desktops and Laptops – Dell Workstations – Power v. StorageStorage

Decide on digital file types for digital Decide on digital file types for digital preservation and accesspreservation and access

• Digital PreservationDigital Preservation Documents – 300 DPI TIF and Adobe PDFDocuments – 300 DPI TIF and Adobe PDF Images – 300 DPI TIFImages – 300 DPI TIF Video Files – Uncompressed AVI and tape backup on Video Files – Uncompressed AVI and tape backup on

Beta SPBeta SP Audio Files – uncompressed WAV FormatAudio Files – uncompressed WAV Format

• 22050 (voice) – 44100 (compound) Hz22050 (voice) – 44100 (compound) Hz• Stereo and monoStereo and mono

Oral History InterviewsOral History Interviews• Transcripts – MS Word, Unicode Text, and Adobe PDFTranscripts – MS Word, Unicode Text, and Adobe PDF• Audio – (same as above)Audio – (same as above)

Finding Aids – Unicode and HTML TextFinding Aids – Unicode and HTML Text

The Virtual Vietnam ArchiveThe Virtual Vietnam Archive

Decide on digital file types for digital Decide on digital file types for digital preservation and accesspreservation and access

• Digital AccessDigital Access Documents – Adobe PDFDocuments – Adobe PDF

• web-optimized in both searchable and non-searchable web-optimized in both searchable and non-searchable formatsformats

Images – 100 DPI JPEGImages – 100 DPI JPEG Oral History InterviewsOral History Interviews

• Transcripts – Adobe PDF (searchable)Transcripts – Adobe PDF (searchable)• Audio – Streaming MP3Audio – Streaming MP3

Audio Files – Streaming MP3Audio Files – Streaming MP3 Video Files – Streaming WMVVideo Files – Streaming WMV Finding Aids – Unicode and HTML TextFinding Aids – Unicode and HTML Text

The Virtual Vietnam ArchiveThe Virtual Vietnam Archive

The Virtual Vietnam ArchiveThe Virtual Vietnam Archive Select and configure the rest of the equipment for your digital Select and configure the rest of the equipment for your digital

projectproject

We employ the following:We employ the following:

• Dell Servers with Server Array Network (16TB) and Tape Library Dell Servers with Server Array Network (16TB) and Tape Library Backup SystemBackup System

• Fully networked system with Gigabit SwitchFully networked system with Gigabit Switch• Dell workstations, desktops, laptops, PocketPCsDell workstations, desktops, laptops, PocketPCs• Fujitsu Scanners (flatbed and drop-feed)Fujitsu Scanners (flatbed and drop-feed)• Canon Flatbed ScannersCanon Flatbed Scanners• Nikon Slide and Film Negative ScannersNikon Slide and Film Negative Scanners• HP Large Format Scanner and PlotterHP Large Format Scanner and Plotter• Elmo Film Converters (8mm, Super 8mm, 16 mm)Elmo Film Converters (8mm, Super 8mm, 16 mm)• Video Tape Systems (3/4”, 1/2”, VHS, BetaSP, MiniDV)Video Tape Systems (3/4”, 1/2”, VHS, BetaSP, MiniDV)• Otari Audio Conversion System (reel-to-reel and cassette)Otari Audio Conversion System (reel-to-reel and cassette)• Eclipse Microfilm ScannerEclipse Microfilm Scanner• Marantz Digital Recorders (oral history)Marantz Digital Recorders (oral history)

The Virtual Vietnam ArchiveThe Virtual Vietnam Archive Dell ServersDell Servers

• Three servers serve different Three servers serve different project functionsproject functions

Database ManagementDatabase Management Database EntryDatabase Entry Web AccessWeb Access

Dell Server Array Network (15TB)Dell Server Array Network (15TB) Dell SDLT Backup Tape LibraryDell SDLT Backup Tape Library Gigabit Switch for large file Gigabit Switch for large file

transferstransfers

The Virtual Vietnam ArchiveThe Virtual Vietnam Archive Document ProcessingDocument Processing

• Fujitsu ScannersFujitsu Scanners 4220C and 4530C 4220C and 4530C

• Flatbed and drop-feedFlatbed and drop-feed• FlexibilityFlexibility• Careful paper handlingCareful paper handling• Speed (7-35 PPM)Speed (7-35 PPM)

The Virtual Vietnam ArchiveThe Virtual Vietnam Archive

Photo ProcessingPhoto Processing• Epson Expression Epson Expression

1640XL and 10000 1640XL and 10000 XL XL

• High resolution High resolution (2400x4800 DPI)(2400x4800 DPI)

• Clarity (48 bit)Clarity (48 bit)

(4 trillion colors)(4 trillion colors)• Speed (23 sec)Speed (23 sec)

The Virtual Vietnam ArchiveThe Virtual Vietnam Archive

Slides and film Slides and film negativesnegatives• Nikon SuperCoolScanNikon SuperCoolScan

4000 and 50004000 and 5000

• FlexibilityFlexibility• High Resolution High Resolution

(4,000dpi)(4,000dpi)• Clarity (16 bit)Clarity (16 bit)• Speed (20 Speed (20

seconds/scan)seconds/scan)

The Virtual Vietnam ArchiveThe Virtual Vietnam Archive

Maps, posters, and large Maps, posters, and large format materialsformat materials• HP DesignJet 815MFP HP DesignJet 815MFP • Full color plotterFull color plotter• Flexibility (42” x …)Flexibility (42” x …)• High Resolution (2,400 DPI High Resolution (2,400 DPI

scaled; 400 DPI optical)scaled; 400 DPI optical)• Integrated computer with Integrated computer with

100 MB network 100 MB network connectionconnection

• USB2 portsUSB2 ports

The Virtual Vietnam ArchiveThe Virtual Vietnam Archive Video and Film Video and Film

ProcessingProcessing• Pinnacle SystemPinnacle System

Multiple FormatsMultiple Formats Multiple BackupsMultiple Backups

The Virtual Vietnam ArchiveThe Virtual Vietnam Archive

Moving Image Film Moving Image Film ProcessingProcessing• Elmo Conversion Elmo Conversion

SystemsSystems 8mm8mm Super 8mmSuper 8mm 16mm16mm

The Virtual Vietnam ArchiveThe Virtual Vietnam Archive

Film ProcessingFilm Processing• Multiple BackupMultiple Backup

• Beta SPBeta SP• DVDDVD• Uncompressed AVI Uncompressed AVI

stored on SAN and stored on SAN and Backup TapeBackup Tape

The Virtual Vietnam ArchiveThe Virtual Vietnam Archive Audio TransferAudio Transfer

• Otari Digital Otari Digital Archiving SystemArchiving System

• Reel-to-reel and Reel-to-reel and cassette tape cassette tape

• FlexibilityFlexibility• Stable Digital Stable Digital

Format (WAV)Format (WAV)• Speed (2-4x)Speed (2-4x)

• Turntable System Turntable System also connects to also connects to PinnaclePinnacle

The Virtual Vietnam ArchiveThe Virtual Vietnam Archive Microfilm ScanningMicrofilm Scanning EclipseEclipse

• Speed (50-300 PPM)Speed (50-300 PPM)• True Resolution (600 True Resolution (600

DPI)DPI)• Careful Film HandlingCareful Film Handling

Rubber spoolsRubber spools Fiber-optic light sourceFiber-optic light source

• System for post-scan System for post-scan processingprocessing

Dell Precision Dell Precision Workstation with Workstation with Adobe CaptureAdobe Capture

Desktops with dual Desktops with dual monitorsmonitors

The Vietnam ArchiveThe Vietnam Archive Oral History ProjectOral History Project

• 2,500 participants, from 50 2,500 participants, from 50 states, 10 foreign countriesstates, 10 foreign countries

• 430 interviews completed430 interviews completed• 350 interviews available online350 interviews available online• Partnered with the Library of Partnered with the Library of

Congress, USN, USMC, and Congress, USN, USMC, and others…others…

Marantz Digital RecordersMarantz Digital Recorders• WAV at 22050 Hz (mono)WAV at 22050 Hz (mono)• Shure Boundary MicrophonesShure Boundary Microphones• Dictaphone Telephone adaptersDictaphone Telephone adapters• Start-Stop Digital Transcription Start-Stop Digital Transcription

systemssystems

The Virtual Vietnam Archive provides free The Virtual Vietnam Archive provides free global access to materials through the global access to materials through the Internet and is one of the largest and most Internet and is one of the largest and most dynamic online archives in the world.dynamic online archives in the world.

Total Pages 2,263,600Num ber of Records 286,475Docum ents 180,197Photos and Slides 84,044Periodical Articles Indexed 12,118Newsletters 4,670Microfilm and Microfiche 20Video Recordings 1,778Audio Recordings 1,623Museum Objects 2,342Finding Aids 1,309Oral History Interviews 389Newspapers 323Electronic Media 308

Online researchers Online researchers have access to have access to more than 280,000 more than 280,000 items and more items and more than 2.26 million than 2.26 million pages of material.pages of material.

The Vietnam The Vietnam Archive adds Archive adds between 35,000 between 35,000 and 40,000 new and 40,000 new pages of online pages of online content each content each month.month.

As a result of the Virtual Vietnam Archive, As a result of the Virtual Vietnam Archive, collections donated to Texas Tech are used collections donated to Texas Tech are used by an ever growing number of researchers by an ever growing number of researchers from around the world.from around the world.

Members of JPAC - Joint Members of JPAC - Joint POW/MIA Accounting POW/MIA Accounting Command (Hawaii) - Command (Hawaii) - conduct MIA research at conduct MIA research at the Vietnam Archive in the Vietnam Archive in Lubbock, Texas.Lubbock, Texas.

Successful Request for Pages 2,979,761Distinct Hosts Served 557,410Distinct Files Requested 1,480,030Data Transferred (GB) 1,509

Vietnam Archive materials directly contribute Vietnam Archive materials directly contribute to current government research to include the to current government research to include the recovery of remains in Southeast Asia and recovery of remains in Southeast Asia and assistance with Veterans claims. assistance with Veterans claims.

JPAC Researchers access the Virtual Vietnam JPAC Researchers access the Virtual Vietnam Archive on a weekly basisArchive on a weekly basis

Virtual Archive documents have assisted JPAC Virtual Archive documents have assisted JPAC with 23 MIA cases to datewith 23 MIA cases to date

Three cases were cold until Virtual Archive Three cases were cold until Virtual Archive materials provided leads so they could be materials provided leads so they could be reopened.reopened.

Researchers at The Veterans Administration Researchers at The Veterans Administration consistently access the Virtual Vietnam Archiveconsistently access the Virtual Vietnam Archive

Virtual Archive documents have directly Virtual Archive documents have directly impacted more than 600 Vietnam Veterans impacted more than 600 Vietnam Veterans claimsclaims

The Vietnam Archive collections contribute to The Vietnam Archive collections contribute to military operational lessons learned, some of military operational lessons learned, some of which are being applied to the War Against which are being applied to the War Against Terrorism and counterinsurgency in Iraq.Terrorism and counterinsurgency in Iraq.

Known Areas of ImpactKnown Areas of Impact Civic Action and Nation-BuildingCivic Action and Nation-Building US Military Advisor TrainingUS Military Advisor Training Training of indigenous military and police forces and the conduct Training of indigenous military and police forces and the conduct of joint operations with those forcesof joint operations with those forces

Potential Areas of ImpactPotential Areas of Impact Terrorism and counter-terrorismTerrorism and counter-terrorism Insurgency and counterinsurgencyInsurgency and counterinsurgency Pacification and psychological operationsPacification and psychological operations

Learn more about our project atLearn more about our project atWWW.VIETNAM.TTU.EDUWWW.VIETNAM.TTU.EDU

The Vietnam Project at Texas Tech The Vietnam Project at Texas Tech University is the nation’s preeminent University is the nation’s preeminent research project on the Vietnam War research project on the Vietnam War

Through conferences, symposia, and many other Through conferences, symposia, and many other activities, the Vietnam Center fosters research, activities, the Vietnam Center fosters research, education, more meaningful understanding, education, more meaningful understanding, economic development, and international economic development, and international reconciliation.reconciliation.

Vietnam Archive collections and the Virtual Vietnam Archive collections and the Virtual Vietnam Archive provide cutting edge Internet Vietnam Archive provide cutting edge Internet access to historical materials that benefit access to historical materials that benefit students, scholars, veterans, families, the US students, scholars, veterans, families, the US government and military branches.government and military branches.