2-21-12 preservation planning success stories slides
TRANSCRIPT
February 21, 2012 Hot Topics: DuraSpace Community Webinar Series
Hot Topics: The DuraSpace Community Webinar Series
Knowledge Futures: Digital Preservation Planning
Curated by Liz Bishoff
Using the Webinar Platform
• 2-way audio for all participants is muted
• We’ll utilize the Chat Window for the Q&A portion or you may use it if you are having technical difficulties
• You may type your question here & hit ‘enter’
February 21, 2012 Hot Topics: DuraSpace Community Webinar Series
February 21, 2012 Hot Topics: DuraSpace Community Webinar Series
Webinar 2: Preservation Planning Success Stories
Presenters: Kate Boyd, Kira B. Homo, and J. Kyle Banerjee
DIGITAL PRESERVATION PLANNINGKate Boyd, Digital Collections Librarian, University of South Carolina Libraries
February 21, 2012
For how long? For the next generation
– Martha Anderson, Library of Congress2010
Outline
Current StateMaintaining KnowledgeConsultants’ Findings
Current Digital Material Held by USC Libraries
Library’s Digital Collections = over 9TBs
Digital Collections = 3 TBs
NEH SC Newspaper Project = 6 TBs, + another 6 predicted
Current Media Materials Held by USC Libraries
South Carolina Digital Library site and images from these institutions – almost a TBElectronic Theses and Dissertations – about a 1,000 a yearUniversity Archives and Records = University Photography and records are digitalMIRC’s digital films repository= 11,000 linear feet of film to be digitizedScholar Commons – Institutional Repository started last year, about 2,300 records currentlyEjournals - TDnetLibrary web pages, including larger projects like Bob Ariail and Simms Initiative
New Types of Projects
Current Born Digital Materials
Born Digital Collections that are being acquired by all the special collections libraries on campus
Rare Books has the John Jakes collectionSC Political Collections has over 4,000 old formats and over 1,000 born digital files it needs to maintain for the long termSCL Oral History has a large collection of audio files that will need to be maintainedSCL Manuscripts and Published Materials has a few old formats that need to be maintainedMusic’s Dr. Edwin E. Gordon Archive of video
More Every Day
University Faculty and staff are increasingly coming to the library for assistance with digital preservation matters:
AC Moore Herbarium is looking for ways to preserve their 175,000 digital specimen files (approx. 34 TBs)Faculty members
Help with their NSF/ NEH/ IMLS grant data management plansHelp preserving their collections and digital projectsDigital Humanities Center projects
Student Media staff need our help with the Gamecock Daily Newspaper and the Garnet and Black MagazinePublications, Marketing and Communications, and Creative Services Offices have requested our help:
“We have "years" of beta tapes, cd's dvd's and minidiscs of all kinds of video and voice recordings of "Carolina Minutes," interviews, speeches, half time commercials and no telling what else.
Steps for Keeping up and Planning
2005 Cornell’s Digital Preservation Management5 day course on OAIS Reference Model
Nancy McGovern and Oya Y. Rieger2009 Preservation members of MetaArchive CooperativeJanuary 2011 NEH and Lyrasis Staying On TRAC Workshop
2 day courseLiz Bishoff and Tom Clareson
August 2011 Consultants visit USCFall 2011 DRAMBORA assessment by staff2012
Kate works with new Director of Systems, Glenn BuntonUSC joins NDSA Standards group
Keeping in mind
Digital Preservation is:Usability –intellectual content of the item must remain usable via the delivery mechanism of current technologyAuthenticity – provenance of the content must be proven and the content an authentic replica of originalDiscoverability – the content must have logical bibliographic metadata so that it can be found by end users through timeAccessibility - the content must be available for use to the appropriate community
Definition by PORTICO web site:http://www.portico.org/digital-preservation/
Backup + Policies & Procedures
http://library.sc.edu/digital/USC_Libraries_Digita
Current Practices to Preserve
Ejournals – PORTICO and LOCKSSLibrary web pages – backed up on server at AnnexBorn Digital Collections – in policy planning stageMIRC’s digital films repository –will use DuracloudSouth Carolina Digital Library –backed up on DVDs in houseElectronic Theses and Dissertations – staff computerUniversity Archives and Records – external’s in officeScholar Commons – NOT
Digital Collections Practices
Scan Archival TIFFPreservation Metadata in TIFF header
Backed up on DVDs and SAN server at UTS and AnnexAdd a few collections to MetaArchive soon
Consultants Findings
Need to incorporate digital preservation in Disaster Plan and Business Continuity PlansExpand digital collection policy to include selection and de-accessioning proceduresMore transparency of policiesParticipate more with traditional preservation activitiesBackup solution outside SCImplement MetaArchivePilot additional digital preservation solutionsDevelop digital preservation business planIncorporate goal of trusted digital repository into planSpecifically identify roles and responsibilitiesDevelop strategies of migration from obsolete media and software
Next Steps
Meeting with Digital Collections Team and other Library personnel
about adding digital preservation text to other policiesAbout policies for born digital materials
Begin work on procedures
Consortial Digital Preservation:
Orbis‐Cascade AllianceJ. Kyle Banerjee, Orbis-Cascade Alliance
Kira B Homo, University of Oregon
Orbis‐Cascade Alliance• Thirty-seven member institutions
• Universities, colleges, and community colleges in Oregon and Washington
• Alliance offers services on a fee basis to both members and non-members
• Fees support the specific program for which they’re collected
Governance Structure• Governed by Board of Directors and Council
• Council consists of Deans and Directors of all member libraries
• Board of Directors is a subset of Council
• Any initiative or budget is approved by Council
Staff and Resources• Alliance employs 7.5 FTE
• Member institutions contribute staff time to Alliance initiatives
• Roughly $15,000 allocated for digital preservation development in FY 2012 (not including staff time)
Digital Preservation Development: Overview
• Alliance members consistently identify digital preservation as a need
• Consortial solutions preferred
• Building support among Council members has been a slow process
• Progressive steps toward developing a program taken in 2009, 2010, and 2011
What is NWDA• NWDA provides access to finding aids for archival
collections in Washington, Oregon, Idaho, Montana, and Alaska
• Thirty-seven members
• Alliance and non-Alliance members
• Includes non-academic institutions
• Members have other means for hosting digital content
2007‐2009: Digital Program Needs Assessment
• Comprehensive study of member institutions and NWDA members
• Included both researcher and institutional needs assessment
• Portion of the project funded by an IMLS grant
Institutional Needs Survey
• A clear mandate for search engine exposure of any digital content
• Very strong interest in pursuing preservation of reformatted and born digital materials as a consortium, including hosting for preservation
• Very strong support for a program to aggregate archives and special collections materials for access, including “skin and slice” capabilities
• Support for a program to present whole digitized archival collections
• Adapt existing best practices• Desire for training• Strong support for scanning and reformatting services
Alliance Response to Needs Assessment
• Alliance staff presented institutional needs results to Council in November 2008
• Digital Program Working Group presented recommendations in 2009
• Digital Services Team created to explore and implement needed digital services
Digital Services Team (DST) Charge: 2010
• Investigating, developing, and providing recommendations concerning collaborative digital services.
• Each service proposal should address all topics relevant to beginning and sustaining a new service (e.g. start-up and recurring costs, distribution of fees, likely participants, technology, hardware depreciation, documentation needs and administration)
DST 2010 Progress• Alliance and DST members attend Staying on TRAC:
Digital Preservation for Digital Collaboratives workshop (2010)
• 2010 DST recommends creation of a Digital Preservation Service
• Council does not approve the 2010 DST recommendations, refers them back to group for further study
DST 2011 Progress• Successfully applied to Council for funding to
implement a Fedora IR pilot in collaboration with the Colorado Alliance. Pilot project is ongoing.
• Participated in follow-up consulting resulting from participation in the “Staying on TRAC” project
• Recommended implementation of a digital preservation education program
• Recommended changes to the DST structure
DST: 2012 and Beyond• Council approved 2011 recommendations to:
o change DST structure o implement a digital preservation education program
• IR pilot continues
Working from Within• Recognize the nature of the organization
• Suggest small, manageable goals to start with
• Keep documentation short and to the point
• If possible, get outside reinforcement
Supporting Documentation
• 2007-2009 Digital Needs Assessment documentation: http://www.orbiscascade.org/index/northwest-digital-archives-digital-program-needs-assessment
• 2010 Digital Services Team charge and documentation: http://www.orbiscascade.org/index/dst-charge-and-membership-2010
• 2010 Digital Services Team final report: http://www.orbiscascade.org/index/cms-filesystem-action/groups/dst/dstfinalreport2010.pdf
• 2011 Digital Services Team charge and documentation: http://www.orbiscascade.org/index/digital-services-team-charge-and-membership-2011
• 2011 Digital Services Team final report: http://www.orbiscascade.org/index/cms-filesystem-action/digital_services_program/reports/dst-finalreport-2011.pdf
• 2012 Digital Services Team charge and documentation: http://www.orbiscascade.org/index/dst-charge-and-membership
February 21, 2012 Hot Topics: DuraSpace Community Webinar Series
Thank you!
• DSpace, Fedora and DuraCloud are part of the DuraSpace open technology portfolio. Visit http://DuraSpace.org for more information.
• Contact Carol Minton Morris [email protected] to learn more about curating “Hot Topics: The DuraSpace Community Webinar Series.”
• Webinar 3: Preservation and Archiving Highlights from the Alliance Digital Repository will take place March 27, 2012.