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National Policy onNational Policy onDigital PreservationDigital Preservation
for Indiafor IndiaA Basic FrameworkA Basic Framework
Presentation AgendaPresentation Agenda
Well-known individual examples of loss or near loss,BBC Domesday Disks
BBC Domesday, Camileon Project:<http://www.si.umich.edu/CAMILEON/domesday/domesday.html>
Information DelugePresent & Future Projections
Yawning gap betweenOur ability to create digital
information and
Our infrastructure and capacity tomanage and preserve it over time
Likely cumulative effect of this as afuture "digital dark ages".
Information DelugePresent & Future Projections
Yawning gap betweenOur ability to create digital
information and
Our infrastructure and capacity tomanage and preserve it over time
Likely cumulative effect of this as afuture "digital dark ages".
Lyman, Peter and Varian, Hal R., 2003, How Much Information, 2003. <http://www.sims.berkeley.edu/how-much-info-2003>.Hey, Tony and Trefethen, Anne, 2002, "The Data Deluge: an e-science Perspective" in: Berman, Fran (Ed.) et al, 2003, GridComputing: Making the Global Infrastructure a Reality, (John Wiley and Sons). Also available online at:<http://www.ecs.soton.ac.uk/~ajgh/DataDeluge(final).pdf>.
Several threats
Media decay and failureMassive storage
failures, Bit rot,outdated media
Access ComponentObsolescence
Outdated formats,applications & systems
Human and Softwareerrors &External Events
Challenges in digital preservation, if not addressed atthe ernst are an obvious and insidious peril to thefuture of our enduring value of cultural heritage &knowledge resources.
Digital Preservation Program(DPP)Digital Preservation Program(DPP)
Digital preservation is a complex, manylayered activity – involving technical andadministrative charter
the escalating scale and complexity ofdigital resources to be curated andpreserved,
the subsequent urgency of developinga critical mass of expertise,shared services &tools for long-term digital preservation
Require a step change in developingstrategies and approaches
In generalThe policies for ensuring
long-term storage,maintenance,migration &access to digital
materials, at variouslevels,
Confusion about the mostappropriate practices andmethods,
lack of a consensus,shortage of good models fordigital preservation
Hence the need for definingpolicies is increasing at thesame degree of the growth ofthe digital heritage, and
a concerted nationaldirection is necessitated.
Providing a comprehensive statement on the digital preservation
Assistingagencies indesigningdigitizationprogrammes
Defining thesignificantproperties thatneed to bepreserved forparticular classesresources
Ensuring digitalmaterials
available forcurrent and
future use andduring use
Preservation Policy StatementPreservation Policy Statement
A declaration by an entity(organisation, state, country,etc) about its role/purpose,beliefs and its commitmentto pursue certain aims.
A statement of managementintent
EXAMPLES:‘[The National Library ofAustralia] … will endeavourto preserve in original orsurrogate format allmaterials for which it acceptsresponsibility under theDNC.’ (NLA, 2001?)‘[The National Archives ofNew Zealand’s] … mainconcern is to ensure thesurvival of permanentlyvaluable material andthereby preserve thecorporate memory ofgovernment.’ (NANZ, 1997
to secure the preservation of digital resources in theCOUNTRY and to work with others (international)
so as to secure our global digital memory and knowledge base
Strategy covers the aspects of digitalheritage for both digitally born anddigitised material - different areas ofresponsibility
An authorised, formal, statement that sets out(among other things) what is - & as importantly- what is not to be preserved within an entity,for how long, the priorities and accountabilities
Forms an integral part of the overall policy of anentity. Takes account of an orgn.’s philosophy,risk profile, users’ needs and its context withinstate, national and - sometimes - internationalframeworks
Provides clear, high-level, long-term direction(over 5,10 or more years)
Demonstrates benefitsPracticable, achievable and adaptable
Regularly reviewed to remain relevant
Preservationproceduredetailingguidelines foroperationalactivities toimplementthe strategy
Preservation PolicyPreservation Policy
Positioning of policy development fordigital preservation involves severalrelevant factors and requirementssuch as
LegalFinancialBusinessTechnical
Maintenance proceduresPreservation strategiesTechnology forecasting
Preservation StrategyPreservation Strategy
Openness
Collaboration
Collective benefit
Neutrality
Membership
Principles
Commitmentto promoting&disseminatinginformationand sharingoutcomes
No singleorganisationcan addressall thechallengesalone.
Core Coalitionactivitiessupported byresources fromits membershipmust be ofcommon interestand benefit.
The goals -genericand neutralSupporting thedevelopment ofstandards andgeneric approachesto digitalpreservation
Cross-SectoralMembership
Model Digital Preservation Policy AreasModel Digital Preservation Policy Areas
Document identification
Document history
Authorities for the policy
Related documents
Purpose of the policy
Benefits of the policy
Scope of the policy
Priorities for digital preservation
Timeframes for digital preservation
Policy statements
DefinitionsRoles & responsibilities Which role(s) is responsible for implementing/monitoring the policy
Digital object creationDigital object management (DOM)Digital object storageDisaster preparedness What disasters are envisaged - how does
the org./body aim to mitigate themControl of digital preservation (What) control measures formonitoring , auditing, benchmarking(What) control measures formonitoring , auditing, benchmarking
Security Planning
Technology watch
Resourcing Digital Preservation
esource Intensive :Position on the various input
resources required for digital preservation
uman
inancial
hysical & material resources
The Costs carry on - a primary role in the developing of digitalpreservation policies. Cost factors like :
Technical infrastructureEquipment purchases, maintenance and upgrades
Software/hardware obsolescence monitoring/review
Network connectivity
Human ResourcesStaffing infrastructure
hiring/trainingOutsourcing
Financial sustainability
Developing financial plan for long-term funding
Working out strategy & methods
~Institutional commitment
~ Cooperation and collaborationSome of these costs may be too heavy for an organization,hence cost-benefit analysis is also necessitated
The implementation of the digital preservation policy in an organization should ensure that theprogramme workflow should be flexible to adjust itself to new technological developments
In order to –Assure financial commitment & adjust active management of digital materials at each stageof their life-cycle
Cooperation/ Collaboration
~Cooperation
position on cooperation and collaboration
A special area should be dedicated to the cooperation betweeninstitutions in the policy process;
cooperation regarding archives, libraries, museums or otherrepositories, can be at different levelslocal, national or even international
~Agreements
Under what circumstances will the org./body enterinto agreements with others for the long-termpreservation of digital objects
~Research & Advisory Role
Org/Body undertake research / provide advice toothers
Monitoring and reviewing needs to be conducted on routine basis toaddress -
technological changes, new standards, in response to internal orexternal stimuli or both
Issues concerning - How body will undertake reviewing of thepolicy, frequency and role(s)…
Review & Monitor
Implementation
Proc
edures
Requ
irem
ents
ProceduralAccountability
Administrative
Responsibility
ResourceFramework
Mandate
Objectives
Scope
Operating principles
Roles & responsibilities
Selection & Acquisition
Access & Use
Challenges
OAIS compliance
Hardware and software
Formats and storage
Systems security
Network and security
Functions and workflow
Procedures, protocols, documentation
Technical & archival skills
udit and transparency
olicy frameworkadministration
efinitions
eferences
unding Options
nstitutional commitment
ooperation and collaboration
Delivery of Books ActThe delivery of Books (Public Libraries) Act, 1954: No. 27 of 1954Amended -Amendment Act, 1956: No. 99 of 1956
The Press and Registration of Books Act, 1867
Copyright Act (1957)Amended – 1983, 1984, 1992, 1994, 1999
4 legal deposit copies from printedpublications :
4 copies:National Library, KolkataAsiatic Society of BombayConnemara Public library, ChennaiDPL, Delhi
Legal Deposit Act
Legal deposit copies from audio-visual and electronic materials
Legal FrameworkLegal Framework
Legislation related to legal deposit (providing guidelines)
Order for Providing Legal Deposit Copies
The legal deposit legislation of variousforms and media will require specialattention and collective efforts, both atindividual as well as national level inIndia. As India has got rich culturalheritage of literature, music and variousart forms, which is being produced andpreserved in electronic forms, there isan urgency for doing this. If not, it willbe beyond control; and in words ofJules Larivière, at the point of no return.
Ensure (in the long run)
Starting point for systematic monitoring, collecting, archiving andbibliographic description process of resources
The purpose of collecting publicationsDeposit copies are collected with the aim to compile a complete
collection of publications as an essential part of the national culturalheritage, their bibliographic registration, statistical analysis and publicaccessibility for art and research purposes
The acquisition and archiving of deposit copies guarantee nationalpreservation and protection of national publications (including borndigital ones)
Considerations for Amending the Act:Type of documents to be incorporated in the Act .Decision regarding the document appearing in many formats and mediaDefining the publisher for various forms,The depositories to be nominated for the taskSet up of the infrastructure for the actual workOrganization of the materialIdentification of the services and the usersProvision for the castigation/ penalty
Definition of resources (publication) included
Obligation to deposit
The initiative to collect publications is on depository
Depositor and Depository
Depositor - the responsible body for collecting, archiving,preservating and making public accessible ofpublications – (is the National Library or ?)
Depository -
Deposit –Time frame- As soon as possible
Availability and access rights
If permission for a public access via the Internet is restricted bypublisher for others , then deposited publications will beaccessible via the authorized computer working places ? (whoso ever the depository is )
Integrating National Registry Schema with DigitalPreservation Systems
Integrating National Registry Schema with DigitalPreservation Systems
Focus on Designing a registration system somewhat akin to CNRI registration systemImplementation of National Registry System (NRSI-DD- National Registry System for India for DigitalDocuments) or NDPP-RIS (National Digital Development Programme-Registry information System) for allthe digitized documents that would ensure persistence, avoid duplication
The registry attributes would broadly address several important issues like –Persistence Unique identifiers;Trustworthy content; Identifies source of information; Coverage; Publicly discoverable, ideally Machineprocessable.
Such a system in short may lead to the development and implementation of electronic record -keepingsystems.
NRSI-DD or NDDP-RIS may provide a gateway for information on work directed at the preservation of thedocumentary heritage in India and assign some unique number to all such documents coming under itsambit.The assigning of registry system may be made mandatory for all such documents, being digitized oralready in digital form, that will ensure their visibility, validity, authorization and the like.
This effort will enable the discovery and reuse of learning content held in repositories distributed across thecountry. This would also ensure consistency and quality control across applications; business models; andspecific application tools
The NDPP may also explore feasibility of collaborating with CNRI.
Through representative stakeholders devise Policy & Practice statement focusing on- -
1.Investigate current and proposed digital archival practice and policy
2. Identify good practice and gaps in knowledge
3. Devise guidelines on practice and a digital preservation policy
4..Infrastructure
5.Collecting policy
6.Selection guidelines
7. Access
8.Cataloguing
9. Persistent Identifiers
10. Archiving11. Permission to archive12.Quality of archived titles
NDPP RoleNDPP Role
variety of approaches to selecting and archiving
value of the content dominant factor influencing aselection decision
Cataloguing of online resources carried out in accordance with thesome Archive Electronic Cataloguing Manual(http://pandora.nla.gov.au/manual/cattoc.html) MARC Format
Implement a system of persistent identification andresolution for all titles archived
NLA Guidelines for the Development and Application of aPersistent Identifier Scheme for Digital Resources
Archiving to be carried out in accordance withapplicable legislation, government directives andarrangements with publishers. - legal deposit provisionsto online resources
Should have some kind of manuals to follow , ensuring that onlyresources for which permission has been received are added tothe Archive, and that gathering filters and quality checkingprocesses are used effectively to this end
13. Preservation
14.Promote Collaborative Endeavors
15. Staff training and development
16. Awareness Raising
NDPP RoleNDPP Role
Purpose of Archive is to provide long-term access to heritage publishedon the Web. The contents of the Archive will be preserved according tothe Digital Preservation Policy. As hardware and software changes andthe need arises for preservation action to be taken on files
14.1Policy of Cooperation14.11. Cooperating with other Indian collecting & data creating agencies14.12 Cooperating with overseas collecting agencies :
International Internet Preservation Consortium(http://netpreserve.org/about/index.php).
14.1Policy of Cooperation14.11. Cooperating with other Indian collecting & data creating agencies14.12 Cooperating with overseas collecting agencies :
International Internet Preservation Consortium(http://netpreserve.org/about/index.php). Promote education and training
Require specific skills Provide a suite of manuals detailing with archiving procedures and
the use of the software ………
Promote education and training Require specific skills Provide a suite of manuals detailing with archiving procedures and
the use of the software ………NDPP’s strategy to recognize the need for
development of software and management tools tosupport digital preservation within the proposed nationalinfrastructure of digital repositories. This may apriority and key deliverable in achieving aim ‘to deliverinnovative and sustainable ICT infrastructure, servicesand practice that support institutions in meeting theirmissions’.
NDPP’s strategy to recognize the need fordevelopment of software and management tools tosupport digital preservation within the proposed nationalinfrastructure of digital repositories. This may apriority and key deliverable in achieving aim ‘to deliverinnovative and sustainable ICT infrastructure, servicesand practice that support institutions in meeting theirmissions’.
Ensure (for Digital Preservation & Access)
fostering, developing , and supportingcollaboration among all stakeholders
Ensure the preservation of thepublished and documentary record in allformats, &
Provide enduring access to scholarlyinformation;
Help in setting broad framework andguidelines &
Standards for undertaking such jobs.
Bring out (timely)reports on variousaspects of long-term preservation, -pointers to technological initiatives ofrelevance to digital collections and digitallibraries, relevant standards and formatsand any such useful new applicationsthat are relevant to digital preservation.
Existing sub-groups of the stakeholdersof NDPP
white paperswithin a given time-frame
Establishing national strategiesfor long term preservation &deposit
Discussion with stakeholders onways that existing preservationservices can be made available tothird parties
Having an established legislativeor other effective framework insupport of digital preservation
Discussion by stakeholders withconcerned authority on extensionof legal deposit to cover digitalresources
Encouraging cultural institutionsto implement relevant technicalstandards for digital preservationwithin the organisational workflowof digitisation
A digital preservation policymust for all organizationsthat create, manage orcollect digital information orobjects
Basics
IncludesNot only technologicalspecifications but alsoorganizational, financial &cultural aspects impacting onthe life cycle of digitalobjects
Organizational: policy standards,common components, good practice for DPpoliciesTechnological: standardized DP policyengines and rules; interoperabilityCollaborative: strongorganizational/technological DPdevelopment partnerships
A DPP defines the –types of digital objects that will & will not
be preservedfor how longprincipal methods to be usedprioritiesrisks to be managedhow progress will be measured &who will be responsible for these
preservation activities
BenefitsDeveloping a digital preservationpolicy brings multiple benefits
Ultimately ensuring digital materialsare available for current & future use
• Policy Development Benefits
Builds DP team (organizational andtechnological)
Defines institutional commitment
Confirms understanding of issues &challenges
Raises awareness in & aroundorganization
Informs and extends stakeholders
Manages expectations: producers &consumers
Meets requirements: transparency &audit
• Impact
Awareness raising
Demonstrable evidence
Credibility: a successful model
ongoing collaboration with other nascent nationalorganizations
Tangible Output - engaging the community & lobbying the noncommunity:
Mind the Gap - seminal need analysis work in the country
Best practice guidelines
Technology/Market Watch
Better/viable models
Responding to the technological advances to increase chances oflongevity
Usha Mujoo MunshiIIPA, New Delhi, Indiaumunshi@gmail.com
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