2-21-12 Preservation Planning Success Stories Slides

Hot Topics: The DuraSpace Community Webinar Series Knowledge Futures: Digital Preservation Planning Curated by Liz BishoffFebruary 21, 2012 Hot Topics: DuraSpace Community Webinar Series

Using the Webinar Platform• 2-way audio for all participants is muted• We’ll utilize the Chat Window for the Q&A portion or you may use it if you are having technical difficulties• You may type your question here & hit ‘enter’February 21, 2012 Hot Topics: DuraSpace Community Webinar Series

Webinar 2: Preservation Planning Success Stories Presenters: Kate Boyd, Kira B. Homo, and J. Kyle BanerjeeFebruary 21, 2012 Hot Topics: DuraSpace Community Webinar Series

For how long?For the next generation – Martha Anderson, Library of Congress 2010 DIGITAL PRESERVATION PLANNING Kate Boyd, Digital Collections Librarian, University of South Carolina Libraries February 21, 2012

Outline Current State Maintaining Knowledge Consultants’ Findings

Current Digital Material Held by USC LibrariesLibrary’s Digital Collections = over 9TBs Digital Collections = 3 TBs NEH SC Newspaper Project = 6 TBs, + another 6 predicted

Current Media Materials Held by USC LibrariesSouth Carolina Digital Librarysite and images from theseinstitutions – almost a TBElectronic Theses andDissertations – about a 1,000 ayearUniversity Archives andRecords = UniversityPhotography and records aredigitalMIRC’s digital films repository= 11,000 linear feet of film tobe digitizedScholar Commons – InstitutionalRepository started last year,about 2,300 records currentlyEjournals - TDnetLibrary web pages, includinglarger projects like Bob Ariailand Simms Initiative

New Types of Projects

Current Born Digital Materials Born Digital Collections that are being acquired by all the special collections libraries on campus Rare Books has the John Jakes collection SC Political Collections has over 4,000 old formats and over 1,000 born digital files it needs to maintain for the long term SCL Oral History has a large collection of audio files that will need to be maintained SCL Manuscripts and Published Materials has a few old formats that need to be maintained Music’s Dr. Edwin E. Gordon Archive of video

More Every Day University Faculty and staff are increasingly coming to the library for assistance with digital preservation matters: AC Moore Herbarium is looking for ways to preserve their 175,000 digital specimen files (approx. 34 TBs) Faculty members Help with their NSF/ NEH/ IMLS grant data management plans Help preserving their collections and digital projects Digital Humanities Center projects Student Media staff need our help with the Gamecock Daily Newspaper and the Garnet and Black Magazine Publications, Marketing and Communications, and Creative Services Offices have requested our help: “We have "years" of beta tapes, cds dvds and minidiscs of all kinds of video and voice recordings of "Carolina Minutes," interviews, speeches, half time commercials and no telling what else.

Steps for Keeping up and Planning 2005 Cornell’s Digital Preservation Management 5 day course on OAIS Reference Model Nancy McGovern and Oya Y. Rieger 2009 Preservation members of MetaArchive Cooperative January 2011 NEH and Lyrasis Staying On TRAC Workshop 2 day course Liz Bishoff and Tom Clareson August 2011 Consultants visit USC Fall 2011 DRAMBORA assessment by staff 2012 Kate works with new Director of Systems, Glenn Bunton USC joins NDSA Standards group

Keeping in mind Digital Preservation is: Usability –intellectual content of the item must remain usable via the delivery mechanism of current technology Authenticity – provenance of the content must be proven and the content an authentic replica of original Discoverability – the content must have logical bibliographic metadata so that it can be found by end users through time Accessibility - the content must be available for use to the appropriate community Definition by PORTICO web site: http://www.portico.org/digital-preservation/

Backup + Policies & Procedures http://library.sc.edu/digital/USC_Libraries_Digita

Current Practices to PreserveEjournals – PORTICO andLOCKSSLibrary web pages – backed upon server at AnnexBorn Digital Collections – inpolicy planning stageMIRC’s digital films repository –will use DuracloudSouth Carolina Digital Library –backed up on DVDs in houseElectronic Theses andDissertations – staff computerUniversity Archives andRecords – external’s in officeScholar Commons – NOT

Digital Collections Practices Scan Archival TIFF Preservation Metadata in TIFF header Backed up on DVDs and SAN server at UTS and Annex Add a few collections to MetaArchive soon

Consultants Findings Need to incorporate digital preservation in Disaster Plan and Business Continuity Plans Expand digital collection policy to include selection and de- accessioning procedures More transparency of policies Participate more with traditional preservation activities Backup solution outside SC Implement MetaArchive Pilot additional digital preservation solutions Develop digital preservation business plan Incorporate goal of trusted digital repository into plan Specifically identify roles and responsibilities Develop strategies of migration from obsolete media and software

Next Steps Meeting with Digital Collections Team and other Library personnel about adding digital preservation text to other policies About policies for born digital materials Begin work on procedures

Consortial Digital Preservation:Orbis‐Cascade Alliance J. Kyle Banerjee, Orbis-Cascade Alliance Kira B Homo, University of Oregon

Orbis‐Cascade Alliance• Thirty-seven member institutions• Universities, colleges, and community colleges in Oregon and Washington• Alliance offers services on a fee basis to both members and non-members• Fees support the specific program for which they’re collected

Governance Structure• Governed by Board of Directors and Council• Council consists of Deans and Directors of all member libraries• Board of Directors is a subset of Council• Any initiative or budget is approved by Council

Staff and Resources• Alliance employs 7.5 FTE• Member institutions contribute staff time to Alliance initiatives• Roughly $15,000 allocated for digital preservation development in FY 2012 (not including staff time)

Digital Preservation Development: Overview• Alliance members consistently identify digital preservation as a need• Consortial solutions preferred• Building support among Council members has been a slow process• Progressive steps toward developing a program taken in 2009, 2010, and 2011

What is NWDA• NWDA provides access to finding aids for archival collections in Washington, Oregon, Idaho, Montana, and Alaska• Thirty-seven members• Alliance and non-Alliance members• Includes non-academic institutions• Members have other means for hosting digital content

2007‐2009: Digital Program Needs Assessment• Comprehensive study of member institutions and NWDA members• Included both researcher and institutional needs assessment• Portion of the project funded by an IMLS grant

Institutional Needs Survey• A clear mandate for search engine exposure of any digital content• Very strong interest in pursuing preservation of reformatted and born digital materials as a consortium, including hosting for preservation• Very strong support for a program to aggregate archives and special collections materials for access, including “skin and slice” capabilities• Support for a program to present whole digitized archival collections• Adapt existing best practices• Desire for training• Strong support for scanning and reformatting services

Alliance Response to Needs Assessment • Alliance staff presented institutional needs results to Council in November 2008• Digital Program Working Group presented recommendations in 2009• Digital Services Team created to explore and implement needed digital services

Digital Services Team (DST) Charge: 2010• Investigating, developing, and providing recommendations concerning collaborative digital services.• Each service proposal should address all topics relevant to beginning and sustaining a new service (e.g. start-up and recurring costs, distribution of fees, likely participants, technology, hardware depreciation, documentation needs and administration)

DST 2010 Progress• Alliance and DST members attend Staying on TRAC: Digital Preservation for Digital Collaboratives workshop (2010)• 2010 DST recommends creation of a Digital Preservation Service• Council does not approve the 2010 DST recommendations, refers them back to group for further study

DST 2011 Progress• Successfully applied to Council for funding to implement a Fedora IR pilot in collaboration with the Colorado Alliance. Pilot project is ongoing.• Participated in follow-up consulting resulting from participation in the “Staying on TRAC” project• Recommended implementation of a digital preservation education program• Recommended changes to the DST structure

DST: 2012 and Beyond• Council approved 2011 recommendations to: o change DST structure o implement a digital preservation education program• IR pilot continues

Working from Within• Recognize the nature of the organization• Suggest small, manageable goals to start with• Keep documentation short and to the point• If possible, get outside reinforcement

Supporting Documentation• 2007-2009 Digital Needs Assessment documentation: http://www.orbiscascade.org/index/northwest-digital-archives-digital- program-needs-assessment• 2010 Digital Services Team charge and documentation: http://www.orbiscascade.org/index/dst-charge-and-membership-2010• 2010 Digital Services Team final report: http://www.orbiscascade.org/index/cms-filesystem- action/groups/dst/dstfinalreport2010.pdf• 2011 Digital Services Team charge and documentation: http://www.orbiscascade.org/index/digital-services-team-charge-and- membership-2011• 2011 Digital Services Team final report: http://www.orbiscascade.org/index/cms-filesystem- action/digital_services_program/reports/dst-finalreport-2011.pdf• 2012 Digital Services Team charge and documentation: http://www.orbiscascade.org/index/dst-charge-and-membership

Contact Information: J. Kyle Banerjeebanerjek@uoregon.edu Kira B. Homokhomo@uoregon.edu

Thank you!• DSpace, Fedora and DuraCloud are part of the DuraSpace open technology portfolio. Visit http://DuraSpace.org for more information.• Contact Carol Minton Morris cmmorris@duraspace.org to learn more about curating “Hot Topics: The DuraSpace Community Webinar Series.”• Webinar 3: Preservation and Archiving Highlights from the Alliance Digital Repository will take place March 27, 2012.February 21, 2012 Hot Topics: DuraSpace Community Webinar Series

2-21-12 Preservation Planning Success Stories Slides

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2-21-12 Preservation Planning Success Stories Slides — Presentation Transcript