assessing preservation readiness presentation slides

Liz Bishoff, The Bishoff Group LLCTom Clareson, LYRASIS

Knowledge Futures: Digital Preservation Planning Series, Webinar 1

February 7, 2012

2/7/20121

Assessing Your Preservation Readiness: a DuraSpace Webinar

The Bishoff Group LLC

AgendaWelcome—CarissaIntroductions—Liz BishoffWhy Preserving Digital Resources is an Issue--TomThe Policy Environment—TomDigital Preservation Policies – Survey Results--LizStandards and Assessment—TomKey Steps to Plan Development--LizRisk Assessment and Planning--LizKeys to Implementation--LizTake home concepts—TomWrap up and questions--Tom

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Why Preserving Digital Resources is an Issue?


Preserving Digital Resources: Why is it an issue?

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Technological ChangesFile formats changeMedia Storage—local vs. distributed

Organizational challengesResources—Human, Financial & CollectionsNew partnerships and expectationsLong-term access to digital resources

System ArchitectureUsed proprietary systems

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Organizational Challenges

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Technical expertiseNew partnerships

Content creators: what is their role?Collaborate on preservation programs

We need to understand your scope Who are we preserving for?What should we preserve? How will we preserve it?How do we assure it’s accessible in the long term?


Fact or Fiction???

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Digital preservation is more challenging and complex than preservation of analog objectsWe can’t do anything because we don’t have all the answersDigital preservation is a technical problem.We’re waiting for THE perfect solutionIn the current financial environment we just can’t move forward


The Policy environment

And those pesky definitions


Policy environment

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‘Perhaps digital preservation is the wrong label. Maybe we should be using preserving for long term access. Maybe we can gain more traction with the public if we use different terminology.’

Dame Lynn Brindley, CEO British Library, September 29, 2008

‘Too often an organization undertakes responsibility for digital stewardship without first ensuring that the necessary policies and controls are in place or that the institution itself views digital preservation as a core mandate.’

Kenney & Buckley, Developing Digital Preservation Programs: Cornell Survey of Digital Readiness, Digi-News,2005


Definition and Goal of Long Term Access/Digital Preservation

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Definitions:

Managed activities necessary for ensuring both the long-term maintenance of a byte stream and continued accessibility of its contents. (TDR)

Goal:Aims to ensure that future users will be able to discover, retrieve, render, manipulate, interpret and use digital information in face of constantly changing technology


ALCTS PARS digital preservation definitions

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Short definition:Digital preservation combines policies, strategies and actions that ensure access to digital content over time.Medium definition:Digital preservation combines policies, strategies, and actions that ensure access to content that is born digital or converted to digital form regardless of the challenges of file corruption, media failure and technological change. The goal of digital preservation is the most accurate rendering possible of authenticated content over time.

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Backup vs. digital preservation

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‘Disaster recovery strategies and backup systems are not sufficient to ensure survival and access to authentic digital resources over time. A backup is short-term data recovery solution following loss or corruption and is fundamentally different to an electronic preservation archive.’

o JISC. Digital Preservation: Continued Access to authentic digital assets. (November, 2006)


Digital Preservation Policies:

Survey results


Preservation commitment

Does your organization include preservation of digital holdings as part of your mission/purpose?

Participant poll

2011 Survey results

Yes—56%Planning—30%No—12%

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Resource allocation

Is your organization specifically allocating resources to fulfill this mission?

Participant poll

2011 Survey results

Yes—67%No—31%Don’t know—2%


Digital preservation policy

Has your organization developed digital preservation policies or plans?

2011 Survey results

Yes—18.3%In development—66.7%No—13.3%


Policies/Procedures include digital holdings

Policy Yes No

Mission 31% 53.1%

Coll Dev 28% 38.8%

Emer Prep 27% 44.1%

Preserv 21.6% 40.5%

Rights 32.4% 40.5%

Procedure yes no

Mission 22.5% 49.5%

Coll Dev 30.6% 36.9%

Emer Prep 23.4% 43.9%

Preserv 20.7% 39.6%

Rights 26.1% 44.1%


Policies/Procedures include digital holdings 2011

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Standards and Assessment

A quick overview


Open Archival Information System (OAIS)http://public.ccsds.org/publications/archive/650x0b1.pdf

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Conceptual framework for an archival system dedicated to preserving and maintaining access to digital information over the long term

Defines 6 functions of a digital archiveIngestArchival storageData managementAdministrationAccessPreservation planning


Open Archival Information System—Just a refresher.

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SIP = Submission Information Package

SIP

DIP

Administration

PRODUCER

CONSUMER

queriesresult sets

MANAGEMENT

Ingest Access

DataManagement

ArchivalStorage

DescriptiveInfo.

Preservation Planning

orders

AIP

AIP = Archival Information Package

DIP = Dissemination Information Package

Adapted from OAIS Tutorial presented at the Library of Congress, 2003-06-13


Digital Preservation Planning:

Key Steps to Plan Development


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Preservation Planning Includes…1. Rationale for digital preservation2. Statement of Organizational commitment3. Statement of Financial commitment4. Preservation of authentic resources and quality

control5. Metadata creation6. Roles and responsibilities7. Training/education8. Monitoring and Review


Rationale, Mandates, CommunityDISCUSSION

What is your rationale for long term access?

Do you have mandates?

How will you begin addressing these issues?

Who is your designated community/producers of content?


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Implementation begins with discussion of…

Selection –What needs to be preserve? Formats? Born Digital vs. Reformatted? Licensed vs. owned? Capture –What collections do we have? How do we know what we need to preserve? How do we gain physical control over digital material? Storage and Management –What is needed? Where is it? Is it secure? How important is security?Access –Who will have access?What kind of access is providedOrganizational support—What skills and knowledge do we need?


Risk Assessment and planning

Understanding your digital collections


Risks to digital collections

Can be technical

Can be physical

Can be organizational

Can be socio-cultural

Can be legal

Can be financial

Can be political

Can be contractual

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Determining if you are meeting your mandate using risk assessment

Assess organizational commitmentsOrganization Financial

Inventory your digital assetsCategorize by format (TIFF, JPEG)Number of files Software/hardware/operating system to create

Storage environment for digital resourcesHardware, software, operating environmentAge, maintenance environment

Metadata available to support these resources.

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Conclusion--Key ideasMake a commitment to long term access

Include in your mission

Tie your program to mandatesLegal, moral and community

Assure sustainability of digital collectionDemonstrated through resource allocation

Identify your specific needs through risk assessmentImplement a program of monitoring and review

Designate who will monitor and review the program

Have a technology platform that supports you specific needsMay be multiple solutions for different needs


Take Home Concepts

Use standards and best practicesSolution sounds complex, but they don’t have to be Solutions are here Don’t wait for the perfect solutionDon’t reinvent the wheel Expect and plan for changeThis is all a work in progress

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Questions???

Thank you

Liz Bishoff

[email protected]

Tom Clareson

[email protected]


assessing preservation readiness presentation slides

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