B1.8 Repository has contemporaneous records of actions and administration processes that are relevant to preservation (Ingest: content acquisition).
These records must be created on or about the time of the actions they refer to and are related to actions taken during the Ingest: content acquisition process. The records may be automated or may be written by individuals, depending on the nature of the actions described. Where community or international standards are used, such as PREMIS (2005), the repository must demonstrate that all relevant actions are carried through.
Evidence: Written documentation of decisions and/or action taken; preservation metadata logged, stored, and linked to pertinent digital objects.
ICPSR's main business process is to take deposited materials (usually studies) and prepare them for preservation and dissemination (also as studies). We use two internal webapps to collect, display, and set milestones and records during this process.
One system is called the Deposit Viewer, although it might be more properly called the Deposit Manager. ICPSR staff use it to change the status of a deposit, assign a deposit to a worker, to read or create metadata about the deposit, and to link deposits to studies. This system also allows staff (and sometimes requires them) to make comments in a diary associated with the deposit.
The other system is called the Study Tracking System, and like the Deposit Viewer, it collects milestones and diary entries during the ingest lifecycle.
The records are stored in a relational database. This ensures that the content is readily available to the large corpus of workflow tools we've created. We've been looking at PREMIS as a container for exposing these records to the outside world (where appropriate - like to an auditor perhaps), and for preserving them. I have a personal interest in PREMIS and took a shot at creating PREMIS XML for our ingest records. I'd be interested in comparing notes with others who have been working on mapping their internal ingest records to a schema like PREMIS.