preservation planning for digital information hvc2 retreat, june 2, 2004 the future is now star wars...

Preservation Planning Preservation Planning for Digital Informationfor Digital Information

HVC2 Retreat, June 2, 2004HVC2 Retreat, June 2, 2004

The Future is The Future is NowNow Star Wars or 1984? Star Wars or 1984?

University of KansasUniversity of KansasHVC2 Retreat, 2 June 2004

A long time ago, in a A long time ago, in a galaxy far, far away…galaxy far, far away…

When George Orwell wrote the fictitious work “1984” in the year When George Orwell wrote the fictitious work “1984” in the year 1948, the “future” probably seemed far, far away, much further 1948, the “future” probably seemed far, far away, much further than merely 36 years separating the two dates. than merely 36 years separating the two dates.

As we have all learned, however, in some ways Orwell’s fictive As we have all learned, however, in some ways Orwell’s fictive imaginings weren’t so far from the truth after all! imaginings weren’t so far from the truth after all!

We invite you to join us for the next ½ hour, as we glimpse into the We invite you to join us for the next ½ hour, as we glimpse into the future, right here in our own galaxy, at home in the heartland, at future, right here in our own galaxy, at home in the heartland, at the University of Kansas. the University of Kansas.

We have taken the creative liberty of writing some fictional We have taken the creative liberty of writing some fictional scenarios to help bring the future home to you, scenarios to help bring the future home to you, from the perspective of a faculty researcher, a student, and an from the perspective of a faculty researcher, a student, and an administrator.administrator.

It is the year 2010, and the future is now before us…It is the year 2010, and the future is now before us…


Researcher:The Crystal Researcher:The Crystal Palace and the Great Palace and the Great Exhibition of 1851Exhibition of 1851


Researcher: Inaccessible URLs Researcher: Inaccessible URLs Included as Supporting Evidence Included as Supporting Evidence in Footnotesin Footnotes • [11] The Greater Western Library Alliance: [11] The Greater Western Library Alliance: http://http://www.gwla.orgwww.gwla.org//• [12] The University of Kansas: [12] The University of Kansas: http://http://www.ku.eduwww.ku.edu//• [13] SPARC: [13] SPARC: http://http://www.arl.org/sparcwww.arl.org/sparc//• [14] Allen Press: [14] Allen Press: http://http://www.allenpress.comwww.allenpress.com//• [15] “Principal Contacts for BioOne,” http://www.bioone.org/bioone/?request=get-static&name=get-contacts [15] “Principal Contacts for BioOne,” http://www.bioone.org/bioone/?request=get-static&name=get-contacts

(accessed 18 May 2002)(accessed 18 May 2002)• [16] Rhind-Tutt, Stephen. "What a Tangled Web We Weave," [16] Rhind-Tutt, Stephen. "What a Tangled Web We Weave," Against the GrainAgainst the Grain 10: 1 (February 1998), 24. 10: 1 (February 1998), 24.

His table of pricing models is reproduced at His table of pricing models is reproduced at http://www.cas.usf.edu/lis/lis6511/week4/pricing.htm http://www.cas.usf.edu/lis/lis6511/week4/pricing.htm (accessed (accessed 27April 2002).27April 2002).

• [17] "BioOne Price List," [17] "BioOne Price List," http://www.bioone.org/images/price-list.pdf http://www.bioone.org/images/price-list.pdf (accessed 23 April 2002). (accessed 23 April 2002).• [18] Kaser, Dick."Ghost in a Bottle: Elsevier Science Chairman Derk Haank Responds to the Public Library [18] Kaser, Dick."Ghost in a Bottle: Elsevier Science Chairman Derk Haank Responds to the Public Library

of Science Initiative," Information Today 19:2 (February 2002): http://www.infotoday.com/it/feb02/kaser.htm of Science Initiative," Information Today 19:2 (February 2002): http://www.infotoday.com/it/feb02/kaser.htm (accessed 25 April 2002). (accessed 25 April 2002).

• [19] CrossRef: http://www.crossref.org/home.htm (accessed 26 April 2002).[19] CrossRef: http://www.crossref.org/home.htm (accessed 26 April 2002).• [20] Publishers are authorized to use the SGML-tagged files created by BioOne in independ publications [20] Publishers are authorized to use the SGML-tagged files created by BioOne in independ publications

one year after they appear in the BioOne database. See the BioOne Electronic Licensing Agreement, one year after they appear in the BioOne database. See the BioOne Electronic Licensing Agreement, http://www.bioone.org/images/lic-agree.pdf (accessed 12 May 2002).http://www.bioone.org/images/lic-agree.pdf (accessed 12 May 2002).

• [21] "Benefits for Participating Publishers," http://www.bioone.org/images/pub-benefits.pdf [21] "Benefits for Participating Publishers," http://www.bioone.org/images/pub-benefits.pdf • (accessed 23 April 2002).(accessed 23 April 2002).• [22] Public Library of Science: http://www.publiclibraryofscience.org (accessed 25 April 2002).[22] Public Library of Science: http://www.publiclibraryofscience.org (accessed 25 April 2002).• [23] Budapest Open Access Initiative: http://www.soros.org/openaccess/ (accessed 25 April 2002).[23] Budapest Open Access Initiative: http://www.soros.org/openaccess/ (accessed 25 April 2002).


Researcher: Inaccessible URLs Researcher: Inaccessible URLs Included as Supporting Evidence Included as Supporting Evidence in Footnotesin Footnotes

• [11] The Greater Western Library Alliance: http://www.gwla.org/[11] The Greater Western Library Alliance: http://www.gwla.org/• [12] The University of Kansas: http://www.ku.edu/[12] The University of Kansas: http://www.ku.edu/• [13] SPARC: http://www.arl.org/sparc/[13] SPARC: http://www.arl.org/sparc/• [14] Allen Press: http://www.allenpress.com/[14] Allen Press: http://www.allenpress.com/• [15] “Principal Contacts for BioOne,” http://www.bioone.org/bioone/?request=get-[15] “Principal Contacts for BioOne,” http://www.bioone.org/bioone/?request=get-

static&name=get-contacts (accessed 18 May 2002)static&name=get-contacts (accessed 18 May 2002)• [16] Rhind-Tutt, Stephen. "What a Tangled Web We Weave," [16] Rhind-Tutt, Stephen. "What a Tangled Web We Weave," Against the GrainAgainst the Grain 10: 1 10: 1

(February 1998), 24. His table of pricing models is reproduced at (February 1998), 24. His table of pricing models is reproduced at http://www.cas.usf.edu/lis/lis6511/week4/pricing.htm http://www.cas.usf.edu/lis/lis6511/week4/pricing.htm (accessed 27April 2002). (accessed 27April 2002).

• [17] HTTP/1.0 404 The Internet site reports that the item you requested could not be found.[17] HTTP/1.0 404 The Internet site reports that the item you requested could not be found.• [18] HTTP/1.0 404 The Internet site reports that the item you requested could not be found.[18] HTTP/1.0 404 The Internet site reports that the item you requested could not be found.• [19] HTTP/1.0 404 The Internet site reports that the item you requested could not be found.[19] HTTP/1.0 404 The Internet site reports that the item you requested could not be found.• [20] HTTP/1.0 404 The Internet site reports that the item you requested could not be found.[20] HTTP/1.0 404 The Internet site reports that the item you requested could not be found.• [21] HTTP/1.0 404 The Internet site reports that the item you requested could not be found.[21] HTTP/1.0 404 The Internet site reports that the item you requested could not be found.• [22] HTTP/1.0 404 The Internet site reports that the item you requested could not be found.[22] HTTP/1.0 404 The Internet site reports that the item you requested could not be found.• [23] HTTP/1.0 404 The Internet site reports that the item you requested could not be found[23] HTTP/1.0 404 The Internet site reports that the item you requested could not be found ..


Student: Applying for Jobs Student: Applying for Jobs – Accessing the Course – Accessing the Course CatalogCatalog

Online

Contents

Directory of Courses

Degree Programs

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Specialist in Education

Doctoral Programs

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Please use the navigation links on the left to browse this site.

Most of the documents you are requesting are PDF files and must be viewed using Adobe Acrobat Reader 4.0

Contact the University of Kansas Office of University Relations with questions or comments about this site.


Administrator: Administrator: Institutional Decisions Institutional Decisions Based on Spotty Data?Based on Spotty Data?

Analysis of the following Analysis of the following datasets is inconclusive:datasets is inconclusive:– Early 1980’s – data lost Early 1980’s – data lost

due to degraded storage due to degraded storage mediamedia

– 1985 – 1997 – data 1985 – 1997 – data availableavailable

– 1997 – 2001 – data 1997 – 2001 – data unavailable due to unavailable due to storage in a format no storage in a format no longer readable in 2010longer readable in 2010

– 2001- 2010 – data 2001- 2010 – data availableavailable

Enrollment

0

10000

20000

30000

40000

1980

1983

1986

1989

1992

1995

1998

2001

2004

2007

2010

year of enrollment

num

ber

of s

tude

nts


The Digital Preservation The Digital Preservation Challenge – We Are Not Challenge – We Are Not Alone!Alone!

• Maintaining access to digital materials is Maintaining access to digital materials is a challenge that faces all universities.a challenge that faces all universities.– Key to fulfilling educational, research, and Key to fulfilling educational, research, and

administrative responsibilities. administrative responsibilities.

• Digital preservation is still in its infancy.Digital preservation is still in its infancy.

• Key issues: organizational and cultural, Key issues: organizational and cultural, not technological.not technological.


Technology: Unstable and Technology: Unstable and ObsolescentObsolescent

• Digital storage media are unstableDigital storage media are unstable– TapeTape– DisksDisks– CD CD

• The software, formats, and operating systems The software, formats, and operating systems required to use digital materials are required to use digital materials are obsolescentobsolescent– Remember Wordstar and Appleworks? Remember Wordstar and Appleworks? – The current version of PowerPoint can’t open files The current version of PowerPoint can’t open files

created with earlier versions/formats of PowerPointcreated with earlier versions/formats of PowerPoint


Organization: Upstream vs. Organization: Upstream vs. End-point Preservation End-point Preservation PlanningPlanning

• Print-based preservation is largely an "end-Print-based preservation is largely an "end-point" activity.point" activity.– Museums, libraries, and archives are authorized to Museums, libraries, and archives are authorized to

select and preserve.select and preserve.

• Digital preservation must start "upstream," Digital preservation must start "upstream," closer to the point of information creation.closer to the point of information creation.– Planning is essential.Planning is essential.– Back-ups are not enough.Back-ups are not enough.


Culture: Leadership, Culture: Leadership, Selection, PrioritizationSelection, Prioritization

• Prioritization and planning are essential.Prioritization and planning are essential.

• An important new role for members of An important new role for members of the campus community will be to help the campus community will be to help identify criteria for appraising and identify criteria for appraising and selecting digital material.selecting digital material.


The Digital Preservation The Digital Preservation Task ForceTask Force

Charged to explore the implications of a University Charged to explore the implications of a University commitment to the preservation of digital commitment to the preservation of digital assets, academic and administrative:assets, academic and administrative:

1.1. Define what “digital preservation” means in the context Define what “digital preservation” means in the context of University commitment and stewardship.of University commitment and stewardship.

2.2. Identify existing and potential University digital assets. Identify existing and potential University digital assets. 3.3. Recommend criteria for selecting the assets for which Recommend criteria for selecting the assets for which

the University will (and will not) take responsibility.the University will (and will not) take responsibility.4.4. Characterize a digital preservation infrastructure: Characterize a digital preservation infrastructure:

organizational, technical, policy, financial.organizational, technical, policy, financial.


Task Force ActivitiesTask Force Activities

• Research into international best practicesResearch into international best practices• Defining “university digital asset”Defining “university digital asset”• Developing a model for surveying university Developing a model for surveying university

digital assetsdigital assets• Testing the model in interviews with sample Testing the model in interviews with sample

departmentsdepartments• Next steps:Next steps:

– Representative survey of KU’s digital assetsRepresentative survey of KU’s digital assets– Near-term recommendations for good preservation practicesNear-term recommendations for good preservation practices– Website for campus communications Website for campus communications – Recommendations for longer-term implementationRecommendations for longer-term implementation


Back to the Future: Back to the Future: Where are we going?Where are we going?

• A fictional outlook that is brighter than A fictional outlook that is brighter than where we started…where we started…

• Dean XX saves the day!Dean XX saves the day!


2010:2010: A morning in the life of Dean A morning in the life of Dean XX…XX…

• 8:00: Tuition analysis – start8:00: Tuition analysis – start

data gatheringdata gathering• 8:15: Review candidate vita8:15: Review candidate vita• 9:00: Review tuition analysis 9:00: Review tuition analysis

datadata• 10:00: Reference for former 10:00: Reference for former

studentstudent• 10:30: Finish paper for 10:30: Finish paper for

submission to journalsubmission to journal• 12:00: Lunch meeting 12:00: Lunch meeting


8:00 - Tuition analysis: start8:00 - Tuition analysis: start data gathering data gathering

• Outline parameters Outline parameters for analysisfor analysis

• Email to assistantEmail to assistant

Dean moves on to next Dean moves on to next task…task…


8:15 – Review Candidate Vita8:15 – Review Candidate Vita

• View electronic vitaView electronic vita• Access publicationAccess publication• Access citation in Access citation in

publicationpublication• Access presentationAccess presentation• View presentationView presentation• Review course Review course

materialsmaterials• Review committee Review committee

materialsmaterials• Approve hire, send to Approve hire, send to

HRHR

Candidate Sdjskd

Vita

PublicationsPresentationsCoursesCommittees

Candidate’sHome

InstitutionIR

1234

404!







HRHR

Candidate Sdjskd

Vita


Candidate’sHome

InstitutionIR

VIEW

404!

NationalSoftwareRepository$?

PgmAvail?







HRHR

Candidate Sdjskd

Vita


E-portfolioSystem

1234

IR

Candidate’sHome

InstitutionCMS







HRHR

Candidate Sdjskd

Vita


Candidate’sHome

InstitutionWeb

SearchEngine

Committee on xxxxx

Candidate’sHome

InstitutionIR



Approved!





HRHR


8:15 - Tuition analysis:8:15 - Tuition analysis: data gathering data gathering

• Query data warehouse Query data warehouse system for relevant system for relevant longitudinal datalongitudinal data

• Query Endowment Query Endowment database for relevant database for relevant donor datadonor data

• Search IR for similar Search IR for similar past reportspast reports

• Place information in Place information in online folder for Dean online folder for Dean XX to reviewXX to review


9:00 – Review tuition analysis 9:00 – Review tuition analysis datadata

• Scan information in Scan information in folder from folder from assistantassistant

• Analyze data Analyze data scenarios, scenarios, projectionsprojections

• Make Make recommendations recommendations to Provostto Provost


10:00 – Reference for 10:00 – Reference for formerformer student student

• Student’s photo, Student’s photo, philosophy & philosophy & goals, classes goals, classes taken, papers & taken, papers & presentationspresentations

• Course Course descriptionsdescriptions

• Course contentCourse content• Glowing reference!Glowing reference!

E-portfolioSystem

CR


10:30 - Finish paper for 10:30 - Finish paper for submission to journalsubmission to journal

• Review edited draftReview edited draft• Review references, Review references,

check linkscheck links• Submit paper to Submit paper to

publisherpublisher• Create metadata, Create metadata,

deposit in deposit in university’s IRuniversity’s IR

1234

1234

CheckLinks


10:30 - Finish paper for 10:30 - Finish paper for submission to journalsubmission to journal

• Review edited Review edited draftdraft

• Review Review references, references, check linkscheck links

• Submit paper Submit paper to publisherto publisher

• Create Create metadata, metadata, deposit in deposit in university’s IRuniversity’s IR

1234


12:00 - Lunch meeting12:00 - Lunch meeting


2010:2010: A morning in the life of Dean A morning in the life of Dean XX?XX?

RemoteInstitution

IR

404!

National / LocalSoftwareRepository

$?

RemoteInstitution

CMS

RemoteInstitution

WebSearchEngine

Approved!

CheckLinks

E-portfolioSystem

CR


OR 2010:OR 2010: A morning in the life of Dean A morning in the life of Dean XX…XX…

RemoteInstitution

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RemoteInstitution

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Digital Preservation Task Digital Preservation Task Force MembershipForce Membership

• Brian Baird (Libraries)Brian Baird (Libraries)• Ryan Cherland (OIRP)Ryan Cherland (OIRP)• Richard Fyffe (Libraries), co-chairRichard Fyffe (Libraries), co-chair• Marilu Goodyear (Information Services)Marilu Goodyear (Information Services)• Steve Hedden (Fine Arts), co-chairSteve Hedden (Fine Arts), co-chair• Donna Liss (Information Technology)Donna Liss (Information Technology)• Deborah Ludwig (Information Technology)Deborah Ludwig (Information Technology)• Jenny Mehmedovic (Information Services)Jenny Mehmedovic (Information Services)• Cheryl Pace (Medical Center)Cheryl Pace (Medical Center)• Mary Roach (Libraries)Mary Roach (Libraries)• Becky Schulte (Archives)Becky Schulte (Archives)• Beth Warner (Information Services)Beth Warner (Information Services)• Kristi Woolington (Information Technology)Kristi Woolington (Information Technology)

preservation planning for digital information hvc2 retreat, june 2, 2004 the future is now star wars...

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