Digital preservation work at FAO


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Ensuring long-term access to FAO's work through digital preservation.

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Digital preservation work at FAO

  1. 1. Digital Preservation Ensuring long-term access to FAO’s work Office of Knowledge Exchange and the Library (OEKM) Claudia Nicolai and Rachele Oriente
  2. 2. What Is Digital Preservation? Digital preservation is the series of strategies and actions taken to promote the availability and usability of digital information over time.
  3. 3. What Is Digital Information? <ul><li>Data that is encoded as a series of 0’s and 1’s… </li></ul><ul><li>typically stored on various media (e.g. CD’s, DVD’s), that… </li></ul><ul><li>requires specialized hardware to read (e.g., disk or tape drive, CD player), and… </li></ul><ul><li>specialized software to operate (e.g., operating systems), and… </li></ul><ul><li>still more software (applications) to interpret and render (e.g., Powerpoint) into usable form, and </li></ul><ul><li>contextual knowledge about how to operate that software in order to use it (e.g., double click to open ) </li></ul><ul><li>credits to: Tom Cramer, Chief Technology Strategist Stanford University Library </li></ul>
  4. 4. Why Digital Preservation? <ul><li>In short, access to digital information requires hardware, software and people… </li></ul><ul><li>BUT technology and people change, therefore </li></ul><ul><li>creating potential barriers to re-use. credits to: Tom Cramer, Chief Technology Strategist Stanford University Library </li></ul>
  5. 5. Risks to Digital Information <ul><li>Media decay (bit rot) </li></ul><ul><li>Obsolescence </li></ul><ul><ul><li>File Format </li></ul></ul><ul><ul><li>Software </li></ul></ul><ul><ul><li>Hardware </li></ul></ul><ul><ul><li>Media </li></ul></ul><ul><li>Technology Failure </li></ul><ul><ul><li>Software </li></ul></ul><ul><ul><li>Hardware </li></ul></ul><ul><ul><li>Media </li></ul></ul><ul><li>Natural disasters </li></ul><ul><li>Information attack </li></ul><ul><li>Economic Failure </li></ul><ul><li>Organizational Failure </li></ul><ul><li>Human error </li></ul><ul><ul><li>credits to: Tom Cramer, Chief Technology Strategist Stanford University Library </li></ul></ul>
  6. 6. Digital Preservation Strategies <ul><li>Migration ( identify the significant properties of digital objects ) </li></ul><ul><ul><li>Format </li></ul></ul><ul><ul><li>Media </li></ul></ul><ul><ul><li>Technology </li></ul></ul><ul><li>Emulation </li></ul><ul><ul><li>Hardware </li></ul></ul><ul><ul><li>Software </li></ul></ul><ul><li>Metadata </li></ul><ul><ul><li>Sufficient metadata to understand the object </li></ul></ul><ul><ul><li>Descriptive, technical, administrative </li></ul></ul><ul><ul><li>At creation, ingest, batch, etc. </li></ul></ul><ul><li>Redundancy and heterogeneity </li></ul><ul><ul><li>Technology </li></ul></ul><ul><ul><li>Location </li></ul></ul><ul><ul><li>Organization </li></ul></ul><ul><ul><li>credits to: Tom Cramer, Chief Technology Strategist Stanford University Library </li></ul></ul>
  7. 7. OEKM’S Vision and Guidance across FAO and with other UN agencies: <ul><li>preserving FAO records and specifically preserve significant FAO digital publications and FAO web; </li></ul><ul><li>developing & sharing preservation expertise; </li></ul><ul><li>developing a range of digital preservation policies, procedures and tools. </li></ul><ul><li>Digital Content Life Cycle Chart. Google Images. </li></ul>
  8. 8. Where did it all start for OEKM? <ul><li>The FAO Open Archive </li></ul><ul><li>Merges electronic resources and enriched metadata. </li></ul><ul><li>Integrates cataloguing with electronic publishing. </li></ul><ul><li>Adopts Open Access Standards (OAI – PMH). </li></ul><ul><li>Adopts the Open Archival Information System ISO standard (OAIS). </li></ul><ul><li>Aims at guaranteeing long term preservation and access. </li></ul>Corporate Document Repository FAO Catalogue
  9. 9. Preserving FAO publications <ul><li>FAO has the legal mandate to manage and preserve FAO OA information; </li></ul><ul><li>FAO OA digital content is self-describing and self-sustaining by virtue of its enriched metadata description; </li></ul><ul><li>FAO OA digital content uses generic non proprietary formats (such as HTML and TIFF) or proprietary standards (such as PDF) that can be anyway rendered with many independent viewing tools; </li></ul><ul><li>FAO OA workflow already foresees a close collaboration with information producers in the technical departments. </li></ul>
  10. 10. Preserving FAO Web <ul><li>Web sites with legal obligations to preserve content over a period of time; </li></ul><ul><li>Web sites that need to be archived and removed from the web; </li></ul><ul><li>Web sites that are not compliant with FAO web publishing standards. </li></ul>International Plant Protection Convention (legal obligation to preserve any published content for 10 years)
  11. 11. Preserving FAO Web - video (duration 3:30)
  12. 12. Benefits Beyond FAO <ul><li>Member countries </li></ul><ul><ul><li>Statistics </li></ul></ul><ul><li>FAO receives paper copies of statistics for FAOSTATS </li></ul><ul><li>Member countries may not be able to preserve their own stats </li></ul>Census. Library and Archives Canada
  13. 13. Synergies with the RMMP <ul><li>Legal obligations to hold records with integrity of content and form; </li></ul><ul><li>Organization-wide responsibility; </li></ul><ul><li>Current scope is email; </li></ul><ul><li>Future scope will include other records; </li></ul><ul><li>Digital preservation important final step. </li></ul>
  14. 14. UNESCO Charter <ul><li>The UN has recognized the importance of digital preservation. During the 32nd Session of the UNESCO General Conference a Charter on the Preservation of Digital Heritage was adopted that recognises that “digital heritage is at risk of being lost and that its preservation for the benefit of present and future generations is an urgent issue of worldwide concern”. Access to information available on the Internet is referred to as a human right by a recently published UN report. </li></ul><ul><li>UNESCO 32nd Conference </li></ul>
  15. 15. Collaboration with UN Agencies <ul><li>Survey </li></ul><ul><ul><li>UN Agencies target group; </li></ul></ul><ul><ul><li>Aims at taking a snapshot of what UN Agencies are doing in DP. </li></ul></ul><ul><li>UN Workshop 2012 </li></ul><ul><ul><li>Exchange of experiences; </li></ul></ul><ul><ul><li>Finding commonalities; </li></ul></ul><ul><ul><li>Looking for collaborative opportunities; </li></ul></ul><ul><ul><li>UN CLOCKS / UN LOKSS? </li></ul></ul>
  16. 16. Achievements <ul><li>Workshop on Digital Preservation and JHOVE2, FAO HQ, May 2011. </li></ul><ul><li>Digital Preservation Problem Statement approved by OEK Director, October 2011. </li></ul><ul><li>The technical specifications for Web Archiving services in FAO have been defined in collaboration with CIO, December 2011. </li></ul>
  17. 17. Next steps <ul><li>ITKM Note as  a starting point for drafting an Organizational strategy for Digital Preservation </li></ul><ul><li>Procurement process for selecting a Web archiving service. </li></ul><ul><li>Workshop to outline a plan for Digital  Preservation in the Open Archive, March 2012. </li></ul><ul><li>Workshop with UN Agencies on knowledge sharing on Digital Preservation, October 2012. </li></ul>