Define "Future"  Finding the Common Ground Between IT and Digital Preservation Chuck Patch Museum Computer Netwo...
Roles <ul><li>Information Technologist </li></ul><ul><li>Archivist / Records Manager </li></ul><ul><li>Data Creator </li><...
Characteristics (Stereotypes?) of IT <ul><li>What IT deals with: </li></ul><ul><ul><li>Top priority is data   infrastructu...
Characteristics (Stereotypes?) of IT <ul><li>How IT approaches tasks: </li></ul><ul><ul><li>Bottom – up approach to proble...
Characteristics (Stereotypes?) of Archivists and Records Managers <ul><li>What archivists and RM’s deal with: </li></ul><u...
Characteristics (Stereotypes?) of Archivists and Records Managers <ul><li>How Archives and RM approach tasks: </li></ul><u...
Where IT and RM / Archives Intersect <ul><li>ALL data is now digital </li></ul><ul><li>Digital object preservation require...
Where IT and RM / Archives Don’t Intersect <ul><li>Time Horizon </li></ul><ul><ul><li>Information Technology </li></ul></u...
Where IT and RM / Archives Don’t Intersect <ul><li>For IT “content” matters primarily in regard to system function: </li><...
Tradition (-al misconceptions) <ul><li>World divided into physical and digital </li></ul><ul><ul><li>Digital “belonged” to...
Life –Cycle  vs  Records Continuum View of Document Management MCN 2008 Washington DC Archivist / Records Manager Archivis...
Characteristics of the Data Creator <ul><li>“ Important” stuff is printed out and filed according to RM guidance </li></ul...
Characteristics of the Data Creator <ul><li>Files frequently have version identity problems </li></ul><ul><li>Less than id...
Email – Proving the rule <ul><li>In most organizations the province of IT </li></ul><ul><li>Never designed for permanent m...
But… <ul><li>An organizer, but  not  a permanent one </li></ul><ul><li>“ Archiving” </li></ul><ul><ul><li>Hardly anyone us...
Progress <ul><li>IT reacts to content issues </li></ul><ul><li>Content issues are raised by stake holders </li></ul><ul><l...
What the Heck is a “Digital Curator” <ul><li>Rarely seen in the wild </li></ul><ul><ul><li>Not a person but a role – Maybe...
The Principles: <ul><li>Nearly all information we create is in digital format </li></ul><ul><ul><li>Everything else is a d...
The Open Archival Information System  (OAIS)  reference model MCN 2008 Washington DC
Digital Repositories <ul><li>Most organizations are unprepared to implement digital repositories (or even think about them...
While waiting for the repository… <ul><li>Create simple policies for </li></ul><ul><ul><li>Location of different categorie...
RSM (Really Simple Metadata) MCN 2008 Washington DC
Educating the digital curator <ul><li>Requires some IT knowledge </li></ul><ul><li>Requires archival and RM concepts </li>...
MCN 2008 Washington DC
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Define Future: Finding the Common Ground Between IT and Digital Preservation

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Presentation for MCN 2008 session on Digital Curation. Digital Curation is a new field devoted to preservation of digital assets. It negotiates between the expertise of content specialists and IT. This presentation looks at the sometimes conflicting priorities of IT and digital preservation and considers how these differences might be resolved.

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  • Define Future: Finding the Common Ground Between IT and Digital Preservation

    1. 1. Define &quot;Future&quot; Finding the Common Ground Between IT and Digital Preservation Chuck Patch Museum Computer Network Washington DC November 2008
    2. 2. Roles <ul><li>Information Technologist </li></ul><ul><li>Archivist / Records Manager </li></ul><ul><li>Data Creator </li></ul><ul><li>Digital Curator </li></ul><ul><li>Museum Curator </li></ul>MCN 2008 Washington DC
    3. 3. Characteristics (Stereotypes?) of IT <ul><li>What IT deals with: </li></ul><ul><ul><li>Top priority is data infrastructure </li></ul></ul><ul><ul><ul><li>Plan </li></ul></ul></ul><ul><ul><ul><li>Select </li></ul></ul></ul><ul><ul><ul><li>Implement </li></ul></ul></ul><ul><ul><ul><li>Support </li></ul></ul></ul><ul><ul><ul><li>(Start over) </li></ul></ul></ul><ul><ul><li>Provide Information Systems solutions in response to client requests </li></ul></ul><ul><ul><ul><li>Clients are “Content Specialists” </li></ul></ul></ul><ul><ul><ul><li>IT helps clients achieve their goals </li></ul></ul></ul>MCN 2008 Washington DC
    4. 4. Characteristics (Stereotypes?) of IT <ul><li>How IT approaches tasks: </li></ul><ul><ul><li>Bottom – up approach to problem solving </li></ul></ul><ul><ul><ul><li>Define the PROBLEM and develop a plan </li></ul></ul></ul><ul><ul><ul><li>Analyze and model processes </li></ul></ul></ul><ul><ul><ul><li>Design a solution </li></ul></ul></ul><ul><ul><ul><li>Implement </li></ul></ul></ul><ul><ul><ul><li>Support it </li></ul></ul></ul><ul><ul><ul><li>Start over from the beginning </li></ul></ul></ul>MCN 2008 Washington DC
    5. 5. Characteristics (Stereotypes?) of Archivists and Records Managers <ul><li>What archivists and RM’s deal with: </li></ul><ul><ul><li>Top priority is the “knowledge” infrastructure </li></ul></ul><ul><ul><ul><li>Systems of documentation essential to business activities </li></ul></ul></ul><ul><ul><ul><li>Satisfaction of legal requirements </li></ul></ul></ul><ul><ul><ul><li>Identification of historical importance of systems of information </li></ul></ul></ul><ul><ul><li>Create solutions pro-actively </li></ul></ul><ul><ul><ul><li>Clients are “Content Specialists” </li></ul></ul></ul><ul><ul><ul><li>Archivists help the organization retain its identity </li></ul></ul></ul>MCN 2008 Washington DC
    6. 6. Characteristics (Stereotypes?) of Archivists and Records Managers <ul><li>How Archives and RM approach tasks: </li></ul><ul><ul><li>Understand the organization’s functions from the top down </li></ul></ul><ul><ul><li>Identify the key activities within the organization </li></ul></ul><ul><ul><li>Understand the business processes that produce documents and records from the bottom up </li></ul></ul><ul><ul><li>Work with data creators to create categories and classifications for information from the time “records” are created (scheduling) </li></ul></ul><ul><ul><li>Make judgments about what should be kept and for how long (appraisal) </li></ul></ul>MCN 2008 Washington DC
    7. 7. Where IT and RM / Archives Intersect <ul><li>ALL data is now digital </li></ul><ul><li>Digital object preservation requires both archival and IT involvement </li></ul><ul><ul><li>IT for all technical aspects </li></ul></ul><ul><ul><ul><li>Back-end data storage </li></ul></ul></ul><ul><ul><ul><li>Systems to support long-term preservation </li></ul></ul></ul><ul><ul><li>Archival to identify critical steps in the electronic records creation process </li></ul></ul><ul><ul><li>Archival to help organize the masses of digital information accumulating in network drives </li></ul></ul>MCN 2008 Washington DC
    8. 8. Where IT and RM / Archives Don’t Intersect <ul><li>Time Horizon </li></ul><ul><ul><li>Information Technology </li></ul></ul><ul><ul><ul><li>The future = 5 Years? </li></ul></ul></ul><ul><ul><ul><li>The distant future = 10 years? </li></ul></ul></ul><ul><ul><li>Records Manager </li></ul></ul><ul><ul><ul><li>Scheduled retention </li></ul></ul></ul><ul><ul><li>Archivist </li></ul></ul><ul><ul><ul><li>The future = Forever? </li></ul></ul></ul>MCN 2008 Washington DC
    9. 9. Where IT and RM / Archives Don’t Intersect <ul><li>For IT “content” matters primarily in regard to system function: </li></ul><ul><ul><li>How does it effect bandwidth? </li></ul></ul><ul><ul><li>How much storage does it require? </li></ul></ul><ul><ul><li>What systems support it? </li></ul></ul><ul><li>IT has no formal appraisal method for content as it relates to business function </li></ul><ul><ul><li>IT does have formal or at least defacto appraisal methods as it relates to system function </li></ul></ul>MCN 2008 Washington DC
    10. 10. Tradition (-al misconceptions) <ul><li>World divided into physical and digital </li></ul><ul><ul><li>Digital “belonged” to IT </li></ul></ul><ul><ul><li>Physical data belonged to archivist and curator </li></ul></ul><ul><ul><ul><li>“ Record”, “Archival” = physical = paper </li></ul></ul></ul><ul><ul><ul><li>Artifacts belonged to curators </li></ul></ul></ul><ul><li>“ Records” are “dead” objects </li></ul><ul><ul><li>Nobody has to deal with them until they aren’t useful (active) anymore </li></ul></ul>MCN 2008 Washington DC
    11. 11. Life –Cycle vs Records Continuum View of Document Management MCN 2008 Washington DC Archivist / Records Manager Archivist / Records Manager
    12. 12. Characteristics of the Data Creator <ul><li>“ Important” stuff is printed out and filed according to RM guidance </li></ul><ul><li>Absence of guidance re: digital information leaves organization to the data creator </li></ul><ul><ul><li>How to organize file directories </li></ul></ul><ul><ul><li>Where to put them </li></ul></ul><ul><ul><li>How to back them up </li></ul></ul><ul><ul><li>File Naming conventions </li></ul></ul><ul><li>Long – term information management may not be a first priority </li></ul>MCN 2008 Washington DC
    13. 13. Characteristics of the Data Creator <ul><li>Files frequently have version identity problems </li></ul><ul><li>Less than ideal file management coupled with less than ideal physical output </li></ul><ul><li>Filing and categorization idiosyncratic </li></ul><ul><ul><li>Rarely matches to organizational standards </li></ul></ul><ul><ul><li>Rarely matches that of other users </li></ul></ul>MCN 2008 Washington DC
    14. 14. Email – Proving the rule <ul><li>In most organizations the province of IT </li></ul><ul><li>Never designed for permanent management of messages or files </li></ul><ul><li>Users realized from the first that it was a great organizing tool </li></ul><ul><ul><li>Really easy, intuitive metadata </li></ul></ul><ul><ul><ul><li>To, From, Subject, Date, description (message body) </li></ul></ul></ul><ul><ul><li>Built in directory structure </li></ul></ul><ul><ul><li>Great place to store documents (attachments) </li></ul></ul>MCN 2008 Washington DC
    15. 15. But… <ul><li>An organizer, but not a permanent one </li></ul><ul><li>“ Archiving” </li></ul><ul><ul><li>Hardly anyone uses it </li></ul></ul><ul><ul><li>In proprietary format </li></ul></ul><ul><ul><li>Those who do store them on the C drive </li></ul></ul><ul><ul><li>No one manages the archives </li></ul></ul>MCN 2008 Washington DC
    16. 16. Progress <ul><li>IT reacts to content issues </li></ul><ul><li>Content issues are raised by stake holders </li></ul><ul><li>If it can be “databased” it can be brought under control </li></ul><ul><ul><li>Collections Management </li></ul></ul><ul><ul><li>Digital Asset Management </li></ul></ul><ul><ul><li>Content Management </li></ul></ul><ul><ul><li>Electronic Records Management </li></ul></ul><ul><li>Solutions, whatever their names, derive from specific user communities, all speaking digital </li></ul>MCN 2008 Washington DC
    17. 17. What the Heck is a “Digital Curator” <ul><li>Rarely seen in the wild </li></ul><ul><ul><li>Not a person but a role – Maybe an organizing principle </li></ul></ul><ul><li>Concerned with the long-term preservation of digital objects </li></ul><ul><li>Involved in appraisal of digital objects </li></ul><ul><ul><li>Not necessarily the same kind appraisal used by a Records Manager or Archivist </li></ul></ul><ul><li>Many aspects of digital curation subsumed in the work of archivists and records managers, IT specialists </li></ul>MCN 2008 Washington DC
    18. 18. The Principles: <ul><li>Nearly all information we create is in digital format </li></ul><ul><ul><li>Everything else is a derivative </li></ul></ul><ul><ul><li>There is no tactile digital original </li></ul></ul><ul><ul><li>Digital objects change their names as often as their formats </li></ul></ul><ul><li>Not all digital objects that are not records should be regarded as temporary </li></ul><ul><li>Management of digital objects must begin at creation </li></ul><ul><ul><li>The “M” word </li></ul></ul>MCN 2008 Washington DC
    19. 19. The Open Archival Information System (OAIS) reference model MCN 2008 Washington DC
    20. 20. Digital Repositories <ul><li>Most organizations are unprepared to implement digital repositories (or even think about them!) </li></ul><ul><ul><li>Inadequate institutional organization </li></ul></ul><ul><ul><li>Poor high and low level understanding of the issues </li></ul></ul><ul><ul><li>Inadequate policy development </li></ul></ul><ul><ul><li>Lack of technical skills </li></ul></ul>MCN 2008 Washington DC
    21. 21. While waiting for the repository… <ul><li>Create simple policies for </li></ul><ul><ul><li>Location of different categories of data </li></ul></ul><ul><ul><li>Directory layouts </li></ul></ul><ul><ul><li>File naming </li></ul></ul><ul><ul><li>Develop categories and use them everywhere </li></ul></ul><ul><ul><li>Apply metadata using simple tools you can find around the office </li></ul></ul>MCN 2008 Washington DC
    22. 22. RSM (Really Simple Metadata) MCN 2008 Washington DC
    23. 23. Educating the digital curator <ul><li>Requires some IT knowledge </li></ul><ul><li>Requires archival and RM concepts </li></ul><ul><li>AND </li></ul><ul><ul><li>IF you’re in a museum… </li></ul></ul><ul><ul><li>DIGITAL ART. </li></ul></ul>MCN 2008 Washington DC
    24. 24. MCN 2008 Washington DC

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