Building a Digital Preservation Program from the Ground Up
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1 Building a Digital Preservation Program from the Ground Up Tawnya Keller, J. Willard Marriott Library
2 3 legs of digital preservation Organizational Infrastructure Technological Infrastructure Resources Framework
3 Why do the 3 legs matter? Organizational Infrastructure Policy framework Program mandate Details policies, procedures, plans Technological Infrastructure Preservation planning/ongoing support for platform Technology forecasting Resources Framework Staffing, technological, operational costs Supports organizational/technological infrastructures
4 1 st Leg: What s the point of having a policy framework? Digital preservation policies document an organization s commitment to preserve digital content for future use; specify file formats to be preserved and the level of preservation to be provided; and ensure compliance with standards and best practices for responsible stewardship of digital information. Digital preservation strategies and actions address content creation, content integrity and content maintenance. (Source: 8.cfm)
5 Content creation includes: Clear and complete technical specifications Production of reliable master files Sufficient descriptive, administrative and structural metadata to ensure future access Detailed quality control of processes
6 Content integrity includes: Documentation of all policies, strategies and procedures Use of persistent identifiers Recorded provenance and change history for all objects Verification mechanisms Attention to security requirements Routine audits
7 Content maintenance includes: A robust computing and networking infrastructure Storage and synchronization of files at multiple sites Continuous monitoring and management of files Programs for refreshing, migration and emulation Creation and testing of disaster prevention and recovery plans Periodic review and updating of policies and procedures
8 Create an organizational policy framework Educate yourself Research what others are doing Start writing Feedback: different perspectives Edit USE the finished framework
9 Educate yourself ICPSR five-day digital preservation management workshop: ICPSR digital preservation management online tutorial: Library of Congress digital preservation site:
10 Research what others are doing Regional Academic & Cultural Institutions National Academic (Yale, Cornell, Harvard) National Libraries (Library of Congress) International (National Archives of the Netherlands, National Archives of England, Wales and the United Kingdom)
11 Start writing Give yourself deadlines, even if you don t get any from your higher ups Use other policy frameworks available to you to inform yours No need to re-invent anything
12 Feedback: different perspectives Differences between example documents and MLIB program needs? Which formats will we commit to managing long-term and why? Regular meetings with involved parties to make sure they re represented within document
13 Edit Which sections will stay in body of framework and which will move to appendices? Why? How do we create specific guidelines that collection owners and project leaders will actually USE?
14 Use the finished framework How do we disseminate the framework? Website Presentations Papers? Face-to-face encounters within the Library
15 Online dissemination J. WILLARD MARRIOTT LIBRARY
16 Use the finished framework How can we make sure the framework and its accompanying documents are actually USED by collection owners/project managers? Technology Services and Knowledge Management Councils oversight Digital Collection Development Policy Digital Preservation Decision Tool
17 Digital Preservation decision tool Is this a unique collection of enduring value that was not commercially produced? Yes No Do we have a contract to archive this collection? Yes No Go to Digitization Contract Form Check Do not archive content. Do you have permission from the copyright holder (if necessary) to archive this digital collection? No Check Do not archive content. Yes Are any objects in this collection available in another Trusted Digital Repository? Yes Which Repository? If collection is in another Trusted Digital Repository, check Do not archive content. No Is this collection available in a Trusted Print Repository or is there a hard copy available that will be kept long-term? No Check Permanently archive content at Preservation Priority Level 1. Yes Is the hard copy deteriorating or in poor condition or on a near-obsolete format or media? Yes Check Permanently archive content at Preservation Priority Level 1. No Would it be possible to recreate the digital collection from the hard copy? Yes Check Permanently archive content at Preservation Priority Level 2. No Check Do not archive content.
18 Preferred archival formats TYPE SUPPORTED PHYSICAL VERSION SUPPORTED DIGITAL FORMAT DIGITAL ARCHIVE STORAGE FORMAT FILE CONVERSION RESOURCES Text Book, Loose leaf sheet, Manuscript, Map - JPEG PDF - PDF/A-1 (ISO ) - TIFF (minimum 8 bit grayscale, 24 bit color, 3000 to 5000 pixels across the long dimension) - PDF/A-1 ISO JPEG2000 (lossless) - TIFF (uncompressed) crobatpro/ Image Photograph print, Photograph negative (sheet film, 35mm) - JPEG2000 (lossless) - TIFF (uncompressed) - JPEG 2000 (lossless) - TIFF (uncompressed) Audio Moving Image Audio cassette, Reel-to-Reel audio tape, Phonograph record (33, 45, 78 rpm) VHS videotape, Mini DV videotape, 16mm film - AIFF (PCM) - FLAC - WAV (PCM) - AVI (uncompressed, motion JPEG) - Motion JPEG 2000 (ISO/IEC ) - Quicktime Movie (uncompressed, motion JPEG) - AIFF (PCM) - FLAC - WAV (PCM) - AVI (uncompressed, motion JPEG) - Motion JPEG 2000 (ISO/IEC ) - Quicktime Movie (uncompressed, motion JPEG) Web N/A - PDF/A-1, ISO XML - XML (includes XSD/ XSL/XHTML, etc.; with included or accessible schema and coding explicitly specified) - PDF/A-1, ISO crobatpro/
19 2nd Leg: Technological Infrastructure Preservation planning/ongoing support for platform Technology forecasting Involving all appropriate parties within library and/or on campus
20 OAIS Functional Architecture
21 Technological Infrastructure Researching and testing DP-focused software Ex Libris Rosetta Tessella s Safety Deposit Box Archivematica AXAEM
22 Current Process Digitize objects Add metadata Upload to CDM w/ attached metadata. Associate filename to identifier Publish in CDM Decide if archiving raw files, then run initial checksum (in-progress) Move archival files to archival storage Verify checksum (in-progress) Update archival location info Future process with Digital Preservation System (DPS) Use decision tool to decide preservation level Digitize objects Run initial checksum Add metadata DPS actions may include: prep for format appraisal SIP submission, create DC, verify metadata directory checksums, assign file UUIDs and checksums, verify SIP compliance, create SIP backup Ingest SIPs into DPS DPS completes actions on SIP: AIP moved to archival storage DPS creates DIP for CDM DIP uploaded to CDM
23 Currently Pilot project with OCLC s Digital Archive to store Western Soundscape Archive files with them and evaluate their service. Pilot with LDS Church History Library to evaluate Ex Libris Rosetta software. Pilot project with Archive-It.org to evaluate web archiving service Test instances of Archivematica and AXAEM to evaluate each software system Conducting a gap analysis by mapping the complete framework to the existing components, technical infrastructure, and available resources of our digital preservation practices.
24 3 rd Leg: Resources Framework Staffing, technological, operational costs Supports organizational/technological infrastructure Ongoing financial support
25 Currently Mapping out staff positions (and partial positions) needed for sustainable program to succeed Evaluation of costs associated with each software solution (vendor/open-source) Evaluation of current storage and ongoing operational costs and four year projections
26 Next steps for Marriott Library Organizational Infrastructure Put Digital Preservation Decision Tool to use Technological Infrastructure Continue to investigate DP software options Continue pilot projects (OCLC, Archive-It, Archivematica, Rosetta, AXAEM, etc) Resources Framework Increase Library commitment to DP Create Center that includes 1 FT position, % of other staff/council time Begin carving out ongoing resources
27 Next steps for you Creating an organizational policy framework Educate yourself Research what others are doing Start writing Feedback: get different perspectives Edit Be sure to USE the finished framework
28 Next steps for you Use finished framework to guide you when: Investigating technological options Engaging in pilot projects that address the technological leg of your program Searching for sustainable funding models
29 Additional resources Digital preservation management online tutorial: Library of Congress DP site: Marriott Library DP policy framework document: -preservation.php
30 Questions? Tawnya Keller Digital Preservation Archivist J. Willard Marriott Library
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