dennis phillips cooperative digital preservation
DESCRIPTION
Working Across Organizations to Successfully Implement Cooperative Digital Preservation Dennis PhillipsTRANSCRIPT
Dennis Phillips, Ph.D.LDS Church
Future Perfect 2012
Working Across Organizations to Successfully Implement Cooperative Digital Preservation
Introducing the LDS Church• The Church of Jesus Christ of Latter-day
Saints
• Global Christian church with 14 million members
• 700,000 students enrolled in religious training
• 3 universities, 1 college
• State-of-the-art audio- visual capabilities
• Scriptural mandate to keep and preserve records
photo by Henok Montoya
Church Organizations• 30 departments that
support Church functions and activities
• Church Education System
• Deseret Management Corporation
• BYU• BYU-Idaho• BYU-Hawaii• LDS BC
• Auditing• Finance• Facilities• Legal, • Security, etc.
• Hospitality• Insurance• MediaKSL
• Audiovisual records will consume vast majority of archive capacity
• 100+ PB in a decade for a single copy!
Media Services Department
Conference Center on Temple Square
Mormon Tabernacle Choir and Orchestra
Free Bible videos from biblevideos.lds.org
Church History Department
Church History Library on Temple Square
• Collects and preserves records of enduring value from Church organizations
• Outreaching, cooperative approach to digital preservation
• Has been remarkably effective
DigitalRecords Preservation System
(DRPS)
DRPS Ingest ToolsFixity
Creation
Storage ExtensionsFixity
Bridge
StorageGRID Information
LifecycleManagement
PreservationFunctions
Tape Interface
TSM
CHD Internal Cooperation• Records Management
• Acquisitions
• Archival Processing
• Integration and Access
• DRPS Operations
Cooperative Records Management• CHD Records Management Team
• Department Records Coordinator
• Department Records Management Plan
– Identify records collections– Set retention schedules (active to
archive)– Set final disposition (destroy, comply,
archive)– Identify records to digitize
• Appraisal Advisory Committee
CHD Acquisition CriteriaApplicability to CHD purpose
Provenance
Historical significance
Usefulness
Relative value
Anticipated costs
Physical condition
Legality of title
Archival Records Stewardship• When the Church History
Department acquires records . . .
• . . . whether they are donated
• . . . or created by Church organizations,
• the Church History Department takes over stewardship of the records
• Thus the donors and Church organizations transfer responsibility for preserving their records to the Church History Department
Cooperative Digital Preservation• Acquisitions Team processes
donated records for preservation
• Archival Processing Team processes organization records for preservation
• Integration and Access Team sets metadata standards and specifies how records are to be organized
• But . . . some archival records don’t meet CHD acquisition criteria!
Media Services Archiving Needs• To support ongoing production, many
projects must have long term accessibility from DRPS
• These projects need to be stored in production format (DNxHD), not preservation format (MJ2)
• Applies to projects that meet CHD acceptance criteria
and those that do not
Scene from biblevideos.lds.org
DRPS Service Model• Solution to Media Services archiving
needs
• CHD does not take over stewardship of projects, but will manage them when ingested into DRPS
• Media Services—
– Responsible for master catalog of projects– Provides preservation metadata– Assists with future format transformations
• A truly cooperative solution for all Church organizations!
Scene from biblevideos.lds.org
Media Services Born-Digital Projects
• Projects that meet CHD acceptance criteria must have long term accessibility from DRPS
• CHD wants to minimize risk from multiple format transformations
• Ingest DNxHD now, transform once to MJ2 later
• Another cooperative solution!
Multiple System Integration• Multi-PB capacity of Media Services
projects requires automated DRPS ingest
• Cataloging issue (collection versus item level)
• Automated metadata extraction
• Return DRPS PIDs
• Another success of cooperative digital preservation!
ALEPH MAM
DRPS
DRPS Version Copies Policy• Enhances DRPS
Service Model
• Specifies that DRPS copies be determined on a collections basis
• Addresses current and previous version copies
• Also considers physical copies
DRPS Service Model MOU• CHD reached out to BYU campuses with
DRPS
• BYU campuses do not have the same working relationship with CHD as Church departments
• CHD created a customized Memo of Understanding for each institution
• Initial ingest activities underway!
DRPS Ingest Tools• Fixity information is
required to ensure DRPS data integrity
• It should be created before files are ingested
• ICS developed tools to do this automatically
• Another cooperative solution!
DRPS Ingest ToolsFixity
Creation
Storage ExtensionsFixity
Bridge
StorageGRID Information
LifecycleManagement
PreservationFunctions
Tape Interface
TSM
Looking to the Future• CHD has reached out to
the University of Utah Library to help preserve records related to Church history
• Some Deseret Management Corporation businesses have expressed interest in DRPS
• CHD will continue to extend its DRPS cooperative reach
DeseretBook
Critical Success Factors• Top down executive support and
commitment to preservation• Internal cooperation between Church
History Department divisions including Records Management, Library and Circulation, Archives and Museum.
• External cooperation between the Church History Department, ICS, the technology arm and the several producing departments.
Secrets of SuccessTeams involved must—
• Be willing to learn and understand the needs of others
• Recognize and utilize the strengths and expertise of others
• Be willing to adopt best practices from each professional discipline
Thank you!
Questions?