A Guide to Making the Business Case for Digital Preservation. Preservica 2014

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1 A Guide to Making the Business Case for Digital Preservation Preservica 2014

2 Objective of this Guide To help anyone who wants to make a business case for Digital Preservation in their organization: A business case template with example headings and content A contents guide to some of the best practice rationale and statements for Digital Preservation A Digital Value at Risk (D-VAR) Calculator that can be used to demonstrate the degree of risk and potential impact of digital information loss

Case for Digital Preservation Practical Digital Preservation, by Adrian Brown (Facet Publishing,

3 References & Sources This document is based on Preservica s experience in the Digital Preservation field, plus information from the following sources: Open Planets Foundations (OPF) SPRUCE Business Case for Digital Preservation Practical Digital Preservation, by Adrian Brown (Facet Publishing, May 2013, ISBN ) Digital Archiving In Ireland, By Aileen O Carroll & Sharon Webb, 2012

4 How to use this Guide Business Case Template A boilerplate guide for a page business case document Select the headings and content that are relevant to your organization Contents Guide Examples of business drivers, types of information that require digital preservation, expected benefits, etc. Select the content that is relevant to your organization D-VAR Calculator Enter the types of digital information that are particular to your organization Complete the Risk Factors and Consequences (from drop down menus) Generate a profile of the degree of risk and potential impact of digital information loss

5 Business Case Template Section Content Typical Length Executive Summary Introduction Project Appendices Position Statement Background Recommendation Objectives Business Drivers & information which requires Digital Preservation Expected Benefits Solution Description Resources & Investment Plan Success Measurement A: D-VAR Calculator B: Risks Assessment C: Options Assessment D: Stakeholder Analysis E: Training Plan 1-2 Pages 2-4 Pages 2-4 Pages 5-10 Pages

6 Executive Summary Executive Summary Position Statement Your organizations strategic priorities and policies How Digital Preservation specifically supports your: Organizational Strategy, Risk Management Policy, Information Security Policy, Records Management & Data Protection Policy, Research Strategy Your objectives and business drivers for Digital Preservation Expected benefits (aligned to strategic priorities) and ROI from Digital Preservation Background A definition of Digital Preservation (see next slide) Your information assets that need to be preserved, and their value Your key stakeholders and their priorities Options for digital preservation Recommendation Business options, risks, costs, investment Project timescales, deliverables, roles & responsibilities Your key recommendation

7 Executive Summary Definition of Digital Preservation Digital Preservation is concerned with providing long-term access to digital objects, preserving continuity in form as well as functionality It is not simply a back-up of data, because long-term digital preservation must consider format, software and hardware obsolescence, among other issues Although it is possible for anyone to read a page from a book written 100 years ago, the same is not true of (for example) a floppy disk containing WordPerfect files from twenty years ago

8 Introduction Objectives Select the appropriate objectives (examples below) that describes why your organization requires a Digital Preservation strategy: Take urgent action to safeguard our most valuable digital information Meet our legal and regulatory responsibilities (e.g. for data protection and freedom of information) Ensure that access to our digital resources is maintained, preserving both business information and records of permanent historical value for future users Ensure that processes are implemented across our organization to ensure that newly created information adheres to digital preservation standards Safeguard our investment in the creation and maintenance of digital resources, enabling full benefits realization and avoiding waste expenditure in the future (e.g. on expensive digital archaeology) Provide input to other information-related projects to ensure that digital preservation issues are considered in their planning, thus avoiding or reducing further costs Support and underpin all our programmes and projects which create or receive material in digital form by ensuring that access to it can be guaranteed for as long as it is needed Contribute to the reduction of data storage costs by using the most efficient archival storage technologies Source: Practical Digital Preservation, Adrian Brown

9 Introduction Business Drivers Select the appropriate business drivers for your organization: Business Driver Collection development Corporate memory User access Information re-use Reputational protection Legal & regulatory compliance Business continuity Efficiencies & savings Protecting investment Supporting digital ways of working Benefit Organize digital content as an institutional asset Maintain accumulated knowledge of the institution Ensure access to specific users over long term Enable re-purposing and added-value use of digital data Safeguard institution s standing in the community Comply with freedom of information, privacy, financial, health & safety, etc. Eliminate data loss leading to catastrophic business disruption Support a streamlined information management strategy Safeguard against commercial loss of digital content Future-proof and enable on-line only ways of working with staff, customers and partners Source: Practical Digital Preservation, Adrian Brown

10 Introduction Information requiring Digital Preservation Select the types of information that requires long term digital preservation: Department Democratic Processes Management & Administration Client Services Statutory Services Legal & Contracts General Public Services Planning Infrastructure & Transport Human Resources Financial Management Local History & Records Examples Council & Committee Meetings Corporate Planning, Enquiries & Complaints Child Protection, Special Education, Adult Care, Housing Births, Deaths & Marriage, Coroners Tenders, Major Litigation Health & Safety, Emergency Planning, Major Incidents Planning Scheme Development, Waste Management Personnel & Administration, Occupational Health Accounts & Audit, Property History, Summary Assets Mgmt Maps, Census Results, Heritage Collections

11 Introduction Categories of Digital Content Select the categories of digital content that are important to your organization: Electronic text documents (transcripts, essays, diaries, theses, journal articles, books, journals, reports, learning resources) Digitised images of analogue manuscripts, paintings, archival documents, newspaper clippings, printed ephemera Photographs (including born-digital and digitised copies of prints and film negatives), some of which are historical and some contemporary, created in the research process or to document installations and other artworks Webpages, s, social media, podcasts Moving images (including material produced for broadcast, home videos, borndigital and digitised copies of film and VHS, some including subtitles) Interview and focus group audio files, home recordings Radio programmes (born-digital and digitised copies of analogue radio, cassette tapes, records and cylinders) Geospatial surveys, 3D documentation of objects, maps, architectural plans

12 Introduction Expected Benefits of Digital Preservation Select the appropriate benefits to your organization: Generic Benefit Examples Financial savings Efficiency gains by moving from paper to digital storage Defence from future legal challenge (Statute of Limitations) Increased operational efficiency Reduction in effort in accessing & disseminating information Elimination of expensive information retrieval & reconstitution Ability to meet stakeholders need for access to information Promotion of collection/policies/records to wider audience Supports online archive strategy for digital world Meeting statutory & legal requirements Conformance with Public Records Act 1958, 1967, Local Government Act 1972 Compliance with Freedom of Information Act 2000 Better decision making Access to digital records supports future policy formation Analysis of archived R&D data with new emerging tools & techniques Source of evidence and reliable data Evidential value of key records (e.g. contract awards, policy & planning decisions) Potential for income generation and new service models Developing on-line revenue streams, digitisation services Supporting R&D grant applications Efficient management of archival & physical space Enabling Libraries & Archives to appraise collections as received Control access in managed digital environment Enhanced reputation Systematic digital preservation supports institutional excellence Recognition as innovative, at forefront of digitisation

13 Introduction Expected Benefits: Aligned with Organizational Priorities & Policies Align the appropriate benefits to a specific priority and/or policy within your organization: Benefit Organizational Priority and Policy Financial savings Increased operational efficiency Ability to meet stakeholders need for access to information Meeting statutory & legal requirements Better decision making Source of evidence and reliable data Potential for income generation and new service models Efficient management of archival & physical space Enhanced reputation Your Policy Your Policy Your Policy Your Policy Your Policy Your Policy Your Policy Your Policy Your Policy

14 Project Solution Description Preservica conforms to the OAIS digital archiving standard (ISO 14721:2003) and provides all the tools required to build a long-term Digital Preservation solution including:... Ingest Content Storage Flexible Metadata and Security Preservica Capability Upload digital content and metadata from a variety of content sources into Preservica using a fully quality-assured process. Content storage protect and store digital objects in a safe, backedup location, and continually check they are safe and accessible Choose the way content is arranged, described, and protected Access Full search, browse, and download facilities via browser interface Preservation Tools Ensure that content is protected against future obsolescence

15 Project Resources & Investment Plan Resources Plan Staff availability for training Assigned staff (e.g. Records Processor / Digital Archivist) Identified content ready to ingest Defined policy and processes Governance model Defined roles and responsibilities Investment Plan Annual Preservica Fee (available from Tessella) Training costs (available from Tessella) Advanced support (optional - available from Tessella) Digital Preservation training for staff (optional - available from Tessella) Staff costs for developing policy and procedures Staff costs for management and administration Bandwidth capacity for transfer to the cloud (Infrastructure) Preservica workstation for staging & appraising content (optional)

16 Project Success Measurement Select the measurements of success (examples below) which are appropriate to you organization: Success Criteria An affordable, flexible and scalable digital preservation solutions is implemented to enable persistent access to the organization s current digital resources and those that will be created in future years* Content owners can deposit historically significant data for preservation easily, and users can access archived data effectively* Users trust the organization s preserved digital assets as being authentic and reliable* Organizational change is managed and staff are supported as they develop new skills in creating, managing and accessing digital resources* Public access to digital records concerning issues of concern to them, and having their rights under Freedom of Information and Data Protection fully met Local communities, businesses, individuals, voluntary organisation, schools and public bodies willingly transferring their digital records to (name of organizations archive) safe in the knowledge they will be preserved and made available for legal, business and historical enquiries * Source: Practical Digital Preservation, Adrian Brown

Appendix A Digital Value at Risk (D-VAR) Calculator Step 1:

that are particular to your organization Complete the Risk Factors

Shows for each type of digital information the degree of risk of

17 Appendix A Digital Value at Risk (D-VAR) Calculator Step 1: Complete the Risk Matrix Enter the types of digital information that are particular to your organization Complete the Risk Factors and Consequences (from drop down menus) Step 2: Generate a Profile Shows for each type of digital information the degree of risk of digital loss and impact Determine your level of acceptable vs. unacceptable risk

18 Appendix B Risks Assessment Risks Assessment (to follow)

19 Appendix C Options Assessment Do vs. Don t The following statements can be used for positioning strategic options: Options Risk Do nothing (i.e. stay the same) Loss of part of organizations digital assets Financial penalties for failure to comply with legal/regulatory requirements Costs arising from claims which lack legallyadmissible evidence Do the minimum (e.g. internal data storage systems) Postpone action (e.g. by a few years) Do what is proposed (e.g. use a digital preservation solution) No guarantee of active, digital preservation Requirement to develop in-house expertise with uncertain cost/benefit, single point of failure Jeopardize the move towards digital-only working Increase in digital-only records will make transition significantly more difficult and expensive (See Expected Benefits)

20 Appendix C Options Assessment Build vs. Buy Assessment Criteria Open Source/Build Your Own Technology Digital storage systems are not robust and degrade or become unusable as technology evolves Digital field changes rapidly, which creates difficulties in maintaining technical infrastructures over time People Requires specialized technical resources and systems skills (either in house or contracted) for long term Processes Digital formats change and become inaccessible Digital objects are harder to preserve than physical objects Change Management Absence of clear guidelines leads to ad hoc and erratic preservation decisions Investment Projects often based on short-term funding Preservica Specifically designed to the OAIS digital archiving standard (ISO 14721:2003) Built on the Tessella SDB platform which has been selected and proven by leading archives and libraries in 7 countries across 3 continents No need for specialist system skills Tessella pools expertise from the world s leading archives, libraries and academic institutions to provide a professional service built on the latest research Information is protected within a highlysecure data centre Uses Digital Preservation expertise to manage the risk of format obsolescence Full back-up programme Digital preservation specialists ensure that the collection is protected from the risks of digital decay No need for up-front purchase of expensive storage and processing systems Only pay for the storage you consume Increase your computer resources as and when required

21 Appendix D Stakeholder Analysis - Roles The following are typical stakeholders in a digital preservation system: Leader of the Council Head of Directorate or Section Council Members IT Director Library Services Archives & Heritage Service Head of Central Library Archives & Heritage Manager Depositors Friends Groups Members of the Public

22 Appendix D Stakeholder Interest & Stake Stakeholder Leader of the Council Overall budget holder and decision maker Interest/Stake Head of Directorate/Section Council Members IT support staff Head of Library Service Head of Central Library Archives and Heritage Manager Depositors Friends groups Archives and Heritage Staff Has responsibility for how budget is allocated and overall responsibility for legislative/information compliance Interested in meeting the needs of the electorate and budgetary considerations Likely to see preservation strategies as encroaching on their territory. Are responsible for providing hardware, software, server space etc. Responsibilities for departmental budgets and ensuring the service delivers on its core values. Responsible for policy-making. Responsible for allocating resources and ensuring delivery of core values. Responsible for ensuring consistent approach to digital preservation and writing and implementation policy. Responsibility for writing and implementing policy and providing staff training and opportunities. Owners of assets. Will need assurance that assets are managed securely, effectively and according to the terms of deposit. Users of collections - will need assurance that assets and collections are available. Responsible for delivering the services. Expected to create, preserve and make available assets. Will require appropriate training and guidance in order to deliver the same to staff and public. Library and Archives Staff Responsible for delivering the services. Expected to create, preserve and make available assets. Will require appropriate training and guidance. Users Users of collections - will need assurance that assets and collections are available. Should be represented in the collections in a non-discriminatory way. As tax payers provide funding for the service - require value for money. Non-users Should be given the opportunity to be aware of collections. Should be represented in the collections in a nondiscriminatory way. As tax payers provide funding for the service - require value for money.

23 Appendix E Training Plan Overview of Preservicadescription of main functions and an overview of the workflow management screen SIP Creator tool Tutorial on the SIP Creator Structure of a SIP and explanation of XIP Adding custom metadata How to create and submit a SIP to Preservica Exercise: Create and submit sample content Ingest Detailed description of the workflow management dashboard Description of available workflows Creating instances of workflows Execution of workflows Exercise: Selection and ingestion of a SIP Access Searching and browsing Viewing and editing metadata Amending structure Invocation of Data Management Workflows Preservation Development of a preservation plan Execution of a plan Exercise: Creation and execution of a preservation plan Data Management Description of available workflows Administration Overview of administration functions Description of schema/ transformations management framework Overview of security model - roles and access permissions Storage Overview of integrity checking workflows User Management Overview of creating / removing users Overview of modifying user roles and access rights

Implementation Practices for the Archiving and Compliance Infrastructure

Implementation Practices for the Archiving and Compliance Infrastructure Gary Zasman, Network Appliance WW Practice Director Co-chair 100 Year Archive and ILM PS SNIA Legal Notice The material contained