ncompass live: digital preservation, part 1: inventory and selection
DESCRIPTION
Digital Preservation is the focus of a three-part webinar series that will help you preserve your digital content. Sponsored by the Nebraska State Historical Society and the Nebraska Library Commission, these webinars will connect you to Library of Congress training modules. The LC’s Digital Preservation Outreach Education (DPOE) program simplifies the complex world of digital preservation into six tasks modules: inventory, select, storage, protect, manage, and provide. The February 6 webinar will focus on the Inventory and Select Modules: The first step in digital preservation is identifying what types of digital content needs to be preserved. Learn the importance of conducting and maintaining an inventory of your digital content and how that inventory will assist you in setting priorities and selecting what should be preserved. All three webinars will be presented by Karen Keehr, Curator of Photographs at the Nebraska State Historical Society. Karen represented Nebraska at an intensive week-long DPOE training workshop this summer. These webinars are the first in a series of training opportunities for libraries, archives and museums that will be presented in 2013-14 as part of the newly-formed Husker Heritage NEtwork, funded in part by the Institute of Museum and Library Services. To find out more about future offerings, Nebraska’s statewide collections preservation plan and more resources, go to www.nebraskahistory.org/connect. NCompass Live - February 6, 2013 http://nlc.nebraska.gov/ncompasslive/TRANSCRIPT
Managing Digital Content over Time:Part 1: Identify and Select
Karen KeehrNebraska State Historical Society
Digital Preservation Outreach and Education (DPOE)
Overview Introductions Objectives Identify module Select module
DPOE Baseline Modules: Intro, version 2.0, Nov 2011
Husker Heritage NEtwork
• New training opportunities for collections caretakers • emergency preparedness planning • care of paper materials
MORE INFO TO COME, BUT IN THE INTERIM go to
www.nebraskahistory.org/connect saving treasures.org
Library of Congress Digital Preservation Outreach & Education Train-the-Trainer Workshop
Midwest Region
August 21 - 24, 2012
Indianapolis, Indiana
DPOE’s Mission“The mission of the Digital Preservation Outreach and Education (DPOE) program of the Library of Congress is to foster national outreach and education to encourage individuals and organizations to actively preserve their digital content, building on a collaborative network of instructors, contributors, and institutional partners.”
DPOE Baseline Modules: Intro, version 2.0, Nov 2011
This workshop won’t be covering…. Digitization Specific storage solutions for digital
content Specific solutions for making digital
content publicly available
What is digital preservation?
Digital preservation is the active management of digital content over time to ensure ongoing access.
Digital Preservation Terminologies
Digital preservation, digital curation, digital stewardship
Digital Preservation Set of activities aimed towards ensuring
access to digital materials over time. In the United States, digital preservation
tends to be interpreted as the life-cycle management of [digital] materials from the point of their creation.
Why do we need to preserve digital content?
Digital content is fragile and require special care to preserve them
Digital content depends on technology to make them available (digital formats and media become obsolete)
Digital content requires active management to ensure its ongoing accessibility
Mandate and responsibilities Legal information is at the core of
democracy
DPOE Baseline Modules
Identify - what digital content do you have?
Select - what portion of that content will be preserved?
Store - what issues are there for long term storage?
Protect - what steps are needed to protect your digital content?
Manage - what provisions are needed for long-term management?
Provide - what considerations are there for long-term access?
DPOE Baseline Modules: Intro, version 2.0, Nov 2011
identify
select
storeprotectmanage
provide
Managing Content Over Time
Objectives
Provides an overview of digital content management stages
Suggests concrete steps for each stage Helps identify specific next steps for you Recommends additional sources to consult
after the workshop
DPOE Baseline Modules: Intro, version 2.0, Nov 2011
Modules
Identify - what digital content do you have?
Select - what portion of that content will be preserved?
Store - what issues are there for long term storage?
Protect - what steps are needed to protect your digital content?
Manage - what provisions are needed for long-term management?
Provide - what considerations are there for long-term access?
DPOE Baseline Modules: Identify, version 2.0, Nov 2011
Why do we identify content?
• Preservation requires an explicit commitment of resources
• Effective planning is based on knowing the extent of what will be preserved
• Identifying content is a first step to planning for current and future preservation needs
• Not all digital content in and around an organization will be preserved
• An explicit inventory is the best way to identify content
DPOE Baseline Modules: Identify, version 2.0, Nov 2011
How will an inventory help?
Good preservation decisions are based on an understanding of the possible content to be
preserved
The Identify stage addresses: What content
do I have, will I have, may I have, shall I have, must I have, could I have? (by Right, Purchase, Persuasion,
Coercion)
DPOE Baseline Modules: Identify, version 2.0, Nov 2011
Inventory Considerations Inventory content more important than style
and format Inventory results should be:
Documented: an inventory needs to be captured Usable: simple format to sort, list, etc. Available: accessible to team, managers, others Scalable: content will be added during Select Current: update periodically
DPOE Baseline Modules: Identify, version 2.0, Nov 2011
Inventory Examples
An Excel spreadsheet on a server A Microsoft Word document on a server A Google Document or Spreadsheet A database format familiar to everyone
working with the collection
Inventory Scope
• What content are we already preserving?• What other digital content do we have?• What content do/will our producers create?• What content are we required to keep?• What content do we need to review?
Inventory Tips
Use available, familiar software to get started What software or tools do you already have? What free or open source tools might be
useful?
Be consistent, comprehensive, and concise
DPOE Baseline Modules: Identify, version 2.0, Nov 2011
Level of Detail Inventories can be general to detailed Determine appropriate level of detail for you Factors in determining level of detail:
Extent of content to be inventoried Nature and location of content to be inventoried Resources available to complete inventory Timeframe, deadlines for completing inventory
DPOE Baseline Modules: Identify, version 2.0, Nov 2011
Level of Detail - Simple
• What type of content is it? (ex: image, video, web site, document)
• What format is it in? (ex: jpg, mpg, html, pdf)
• Date of creation?(ex: date document was created, date it was scanned)
• Location? (ex: on a shared server, on an external hard drive, burned to disc, in a Flickr account)
Inventory ExamplesCategory Title/Description Creation
Date(s)Location Extent Format(s)
DPOE Baseline Modules: Identify, version 2.0, Nov 2011
Level of Detail - Complex
• Copyright considerations – do I have the right to preserve this material?
• What operating system is required to read the file?
• What software program is needed to read the file?
• What tools are available to help you determine the file format?
http://www.arma.org/records%20retention/pdf/Electronic%20Records%20Inventory%20Form.pdf
Inventory Examples ARMA International
http://www.arma.org/records%20retention/retentionInfo.cfm?key=retentionforms
California Digital Library (CDL) / UC Libraries Digital Assets Submission Inventory www.cdlib.org/services/dsc/contribute/docs/submission.inventory.rtf
DPOE Baseline Modules: Identify, version 2.0, Nov 2011
Content Categories
Inventories should include all relevant, e.g.: • Institutional records • Special collections• Scholarly content – licensed and open• Research data• Web content
DPOE Baseline Modules: Identify, version 2.0, Nov 2011
Format Types
An inventory should identify format types within categories of content - examples:
Indicate the range of file types when possible
• Images• Video• Audio • Text
• Maps/geospatial • Drawings• Web content• Structured data
DPOE Baseline Modules: Identify, version 2.0, Nov 2011
Software and Operating Systems
An inventory should identify the software and operating system required to read the file:
DPOE Baseline Modules: Identify, version 2.0, Nov 2011
• Apple• Linux • Windows
Is a specific software program needed to read the file?
Date Considerations
Inventories should note:• Date of inventory – and updates to it• Date of files – when possible• Dates covered in content – even approximate• Date created/received – if relevant, possible
DPOE Baseline Modules: Identify, version 2.0, Nov 2011
Location, Location, Location
DPOE Baseline Modules: Identify, version 2.0, Nov 2011
Cloud Platform
Location Issues
Locations of content are important – consider:• Method to specify online/offline location• General location – e.g., with us, with creator• Ability to change locations as content moves• Method storage systems use to note location
Be clear enough without going to extremes…
DPOE Baseline Modules: Identify, version 2.0, Nov 2011
Identify Outcomes
Identify potential digital content you may need to preserve
Treat the inventory as a management tool that grows as your program grows
Use it as a planning tool to prepare – e.g., staff, training, annual growth
Provides a basis for acquiring content, defining submission agreements, plans
DPOE Baseline Modules: Identify, version 2.0, Nov 2011
Modules
Identify - what digital content do you have?
Select - what portion of that content will be preserved?
Store - what issues are there for long term storage?
Protect - what steps are needed to protect your digital content?
Manage - what provisions are needed for long-term management?
Provide - what considerations are there for long-term access?
DPOE Baseline Modules: Select, version 2.0, Nov 2011
Why select content to preserve?
• Storage may be cheap, management is not… especially over time
• Quality of content• Discovery and dissemination services
… scale, scope, performance, sustainability• Matching mission to content
DPOE Baseline Modules: Select, version 2.0, Nov 2011
Terms for Select
Different terms in different domains:• Archives – appraisal and scheduling• Libraries – e.g., selection• Museums – e.g., acquisition
We may call it by different terms, but we’re heading towards the same outcome: determining the portion of digital content your organization will take responsibility for preserving.
DPOE Baseline Modules: Select, version 2.0, Nov 2011
Steps
Review your potential digital content Define and apply selection criteria Document (and preserve) selection decisions Implement your decisions
DPOE Baseline Modules: Select, version 2.0, Nov 2011
Priorities
If you need to prioritize your review, consider:• Most significant (producer, content)• Most extensive• Most requested • Easiest (e.g., most familiar)• Oldest (possible historical importance)• Newest (possible immediate interest) • Mandate (local, legislation, etc.)
DPOE Baseline Modules: Select, version 2.0, Nov 2011
Selection Criteria
Acquisition or collection development policy Departmental criteria (priorities, precedents) Core record/content types (need no review) Research criteria (interests, significance) Uniqueness (only source) Value (historical, evidential, can’t reproduce) Preserved elsewhere (avoid duplication)
DPOE Baseline Modules: Select, version 2.0, Nov 2011
Considerations during Review
Stop if or when the answer is ‘no’…1. Content
– does the content have value? – does it fit your scope?
2. Technical– is it feasible for you to preserve the content?
3. Access– is it possible to make the content available?
DPOE Baseline Modules: Select, version 2.0, Nov 2011
Project Management
Treat selection as an ongoing structured project to plan and coordinate the process
Contact content creators (as needed) Arrange a convenient time for them Prepare brief statement of outcomes Identify list of materials to review with them Send a reminder before the meeting Document the results and send them a copy
DPOE Baseline Modules: Select, version 2.0, Nov 2011
Build selection into an ongoing structured project
Communication is Key - Make sure every player knows their role - Keep content creators in the conversation
Whose project is this anyway?
Project Management
Skills and Experience
May benefit from a team-based approach• Analytical skills
– Review and understand content – Determine relationships and significance – Make sound and consistent judgments
• Interpersonal skills– Communicate clearly and compellingly
• Technical Skills– Determine feasibility of preservation and
access
DPOE Baseline Modules: Select, version 2.0, Nov 2011
Documentation
Supplement inventory from Identify • Descriptions – more granular
– Not item level, but enough to specify categories• Extent
– How much content is there/will there be?• Use
– When will content no longer be active? • Rights
– Who owns rights to preserve and disseminate?
DPOE Baseline Modules: Select, version 2.0, Nov 2011
Select OutcomesPossible products of selecting content:• Expanded inventories of content to preserve• Agreements with producers: e.g., retention
schedules, acquisition lists, submission agreements
Objective: • Gain control of possible content for planning• Develop a sustainable program
DPOE Baseline Modules: Select, version 2.0, Nov 2011
Thank You February 20: Part 2 - Storage and
Protect Modules
March 6: Part 3 0Manage and Provide Modules