Assessing Preservation Readiness Presentation Slides

Assessing Your Preservation Readiness: a DuraSpace Webinar Liz Bishoff, The Bishoff Group LLC Tom Clareson, LYRASIS Knowledge Futures: Digital Preservation Planning Series, Webinar 1 February 7, 20121 The Bishoff Group LLC 2/7/2012

Agenda Welcome—Carissa Introductions—Liz Bishoff Why Preserving Digital Resources is an Issue--Tom The Policy Environment—Tom Digital Preservation Policies – Survey Results--Liz Standards and Assessment—Tom Key Steps to Plan Development--Liz Risk Assessment and Planning--Liz Keys to Implementation--Liz Take home concepts—Tom Wrap up and questions--Tom2 The Bishoff Group LLC 2/7/2012

Why Preserving Digital Resources is an Issue?3 The Bishoff Group LLC 2/7/2012

Preserving Digital Resources: Why is it an issue? Technological Changes File formats change Media Storage—local vs. distributed Organizational challenges Resources—Human, Financial & Collections New partnerships and expectations Long-term access to digital resources System Architecture Used proprietary systems4 The Bishoff Group LLC 2/7/2012 4

Organizational Challenges Technical expertise New partnerships Content creators: what is their role? Collaborate on preservation programs We need to understand your scope Who are we preserving for? What should we preserve? How will we preserve it? How do we assure it’s accessible in the long term?5 The Bishoff Group LLC 2/7/2012 5

Fact or Fiction??? Digital preservation is more challenging and complex than preservation of analog objects We can’t do anything because we don’t have all the answers Digital preservation is a technical problem. We’re waiting for THE perfect solution In the current financial environment we just can’t move forward6 The Bishoff Group LLC 2/7/2012 6

7 The Bishoff Group LLC 2/7/2012

The Policy environment And those pesky definitions8 The Bishoff Group LLC 2/7/2012

Policy environment ‘Perhaps digital preservation is the wrong label. Maybe we should be using preserving for long term access. Maybe we can gain more traction with the public if we use different terminology.’ Dame Lynn Brindley, CEO British Library, September 29, 2008 ‘Too often an organization undertakes responsibility for digital stewardship without first ensuring that the necessary policies and controls are in place or that the institution itself views digital preservation as a core mandate.’ Kenney & Buckley, Developing Digital Preservation Programs: Cornell Survey of Digital Readiness, Digi- News,2005 The Bishoff Group LLC 2/7/20129

Definition and Goal of Long Term Access/Digital Preservation Definitions: Managed activities necessary for ensuring both the long-term maintenance of a byte stream and continued accessibility of its contents. (TDR) Goal: Aims to ensure that future users will be able to discover, retrieve, render, manipulate, interpret and use digital information in face of constantly changing technology The Bishoff Group LLC 2/7/201210

ALCTS PARS digital preservation definitions Short definition: Digital preservation combines policies, strategies and actions that ensure access to digital content over time. Medium definition: Digital preservation combines policies, strategies, and actions that ensure access to content that is born digital or converted to digital form regardless of the challenges of file corruption, media failure and technological change. The goal of digital preservation is the most accurate rendering possible of authenticated content over time. The Bishoff Group LLC 2/7/201211 11

Backup vs. digital preservation ‘Disaster recovery strategies and backup systems are not sufficient to ensure survival and access to authentic digital resources over time. A backup is short-term data recovery solution following loss or corruption and is fundamentally different to an electronic preservation archive.’ o JISC. Digital Preservation: Continued Access to authentic digital assets. (November, 2006) The Bishoff Group LLC 2/7/201212

Digital Preservation Policies: Survey results13 The Bishoff Group LLC 2/7/2012

Preservation commitment Does your 2011 Survey organization include results preservation of digital holdings as part of Yes—56% your Planning—30% mission/purpose? No—12% Participant poll 2/7/2012 The Bishoff Group LLC 14

Resource allocation Is your organization 2011 Survey specifically allocating results resources to fulfill this mission? Yes—67% Participant poll No—31% Don’t know— 2% 2/7/2012 The Bishoff Group LLC 15

Digital preservation policy Has your 2011 Survey organization results developed digital Yes—18.3% preservation In policies or plans? development— 66.7% No—13.3% 2/7/2012 The Bishoff Group LLC 16

Policies/Procedures include digital holdings Policy Yes No Procedure yes no Mission 31% 53.1% Mission 22.5% 49.5% Coll Dev 28% 38.8% Coll Dev 30.6% 36.9% Emer Prep 27% 44.1% Emer Prep 23.4% 43.9% Preserv 21.6% 40.5% Rights 32.4% 40.5% Preserv 20.7% 39.6% Rights 26.1% 44.1%17 The Bishoff Group LLC 2/7/2012

Policies/Procedures include digitalholdings 2011The Bishoff Group LLC 18

Standards and Assessment A quick overview19 The Bishoff Group LLC 2/7/2012

Open Archival Information System (OAIS) http://public.ccsds.org/publications/archive/650x0b1.pdf Conceptual framework for an archival system dedicated to preserving and maintaining access to digital information over the long term Defines 6 functions of a digital archive Ingest Archival storage Data management Administration Access Preservation planning The Bishoff Group LLC 2/7/201220

Open Archival Information System—Just a refresher. Preservation Planning P Data C Management R O O Descriptive queries N Info. D result sets S SIP Ingest Access U Archival orders U C Storage M DIP E AIP E R R Administration MANAGEMENT SIP = Submission Information Package AIP = Archival Information Package DIP The Bishoff Group LLC = Dissemination Information Package 2/7/201221 Adapted from OAIS Tutorial presented at the Library of Congress, 2003-06-13

Digital Preservation Planning: Key Steps to Plan Development22 The Bishoff Group LLC 2/7/2012

Preservation Planning Includes… 1. Rationale for digital preservation 2. Statement of Organizational commitment 3. Statement of Financial commitment 4. Preservation of authentic resources and quality control 5. Metadata creation 6. Roles and responsibilities 7. Training/education 8. Monitoring and Review23 The Bishoff Group LLC 2/7/2012

Rationale, Mandates, Community DISCUSSION What is your rationale for long term access? Do you have mandates? How will you begin addressing these issues? Who is your designated community/producers of content?24 The Bishoff Group LLC 2/7/2012

Implementation begins with discussion of… Selection – What needs to be preserve? Formats? Born Digital vs. Reformatted? Licensed vs. owned? Capture –What collections do we have? How do we know what we need to preserve? How do we gain physical control over digital material? Storage and Management –What is needed? Where is it? Is it secure? How important is security? Access –Who will have access?What kind of access is provided Organizational support—What skills and knowledge do we need?25 The Bishoff Group LLC 2/7/2012 25

Risk Assessment and planning Understanding your digital collections26 The Bishoff Group LLC 2/7/2012

Risks to digital collections Can be technical Can be physical Can be organizational Can be socio-cultural Can be legal Can be financial Can be political Can be contractual Can be force majeur 2/7/2012 The Bishoff Group LLC 27

Determining if you are meeting your mandate using risk assessment Assess organizational commitments Organization Financial Inventory your digital assets Categorize by format (TIFF, JPEG) Number of files Software/hardware/operating system to create Storage environment for digital resources Hardware, software, operating environment Age, maintenance environment Metadata available to support these resources. The Bishoff Group LLC 2/7/201228

Conclusion--Key ideas Make a commitment to long term access Include in your mission Tie your program to mandates Legal, moral and community Assure sustainability of digital collection Demonstrated through resource allocation Identify your specific needs through risk assessment Implement a program of monitoring and review Designate who will monitor and review the program Have a technology platform that supports you specific needs May be multiple solutions for different needs29 The Bishoff Group LLC 2/7/2012

Take Home Concepts Use standards and best practices Solution sounds complex, but they don’t have to be Solutions are here Don’t wait for the perfect solution Don’t reinvent the wheel Expect and plan for change This is all a work in progress30 The Bishoff Group LLC 2/7/2012 30

Questions??? Thank you Liz Bishoff Liz.bishoff@gmail.com Tom Clareson Tom.clareson@lyrasis.org31 The Bishoff Group LLC 2/7/2012

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