Working Across Organizationsto Successfully ImplementCooperative DigitalPreservation Dennis Phillips, Ph.D. LDS Church firstname.lastname@example.org Future Perfect 2012
Introducing the LDS Church• The Church of Jesus Christ of Latter-day Saints• Global Christian church with 14 million members• 700,000 students enrolled in religious training• 3 universities, 1 college• State-of-the-art audio- visual capabilities• Scriptural mandate to keep and preserve records photo by Henok Montoya
Church Organizations• 30 departments that • Auditing support Church • Finance functions and activities • Facilities • Legal, • Security, etc. • BYU• Church Education System • BYU-Idaho • BYU-Hawaii • LDS BC• Deseret Management • Hospitality Corporation KSL • Insurance • Media
Media Services Department• Audiovisual records will consume vast majority of archive capacity Mormon Tabernacle Choir and Orchestra Free Bible videos from biblevideos.lds.org• 100+ PB in a decade for a single copy! Conference Center on Temple Square
Church History Department• Collects and preserves records of enduring value from Church organizations• Outreaching, cooperative approach to digital preservation• Has been remarkably effective Church History Library on Temple Square
CHD Internal Cooperation• Records Management• Acquisitions• Archival Processing• Integration and Access• DRPS Operations
Cooperative Records Management• CHD Records Management Team• Department Records Coordinator• Department Records Management Plan – Identify records collections – Set retention schedules (active to archive) – Set final disposition (destroy, comply, archive) – Identify records to digitize• Appraisal Advisory Committee
CHD Acquisition Criteria Applicability to CHD purpose Provenance Historical significance Usefulness Relative value Anticipated costs Physical condition Legality of title
Archival Records Stewardship• When the Church History Department acquires records . . .• . . . whether they are donated• . . . or created by Church organizations,• the Church History Department takes over stewardship of the records• Thus the donors and Church organizations transfer responsibility for preserving their records to the Church History Department
Cooperative Digital Preservation• Acquisitions Team processes donated records for preservation• Archival Processing Team processes organization records for preservation• Integration and Access Team sets metadata standards and specifies how records are to be organized• But . . . some archival records don’t meet CHD acquisition criteria!
Media Services Archiving Needs• To support ongoing production, many projects must have long term accessibility from DRPS• These projects need to be stored in production format (DNxHD), not preservation format (MJ2)• Applies to projects that meet CHD acceptance criteria and those that do not Scene from biblevideos.lds.org
DRPS Service Model• Solution to Media Services archiving needs• CHD does not take over stewardship of projects, but will manage them when ingested into DRPS• Media Services— – Responsible for master catalog of projects – Provides preservation metadata – Assists with future format transformations• A truly cooperative solution for all Church organizations!
Media Services Born-Digital Projects• Projects that meet CHD acceptance criteria must have long term accessibility from DRPS• CHD wants to minimize risk from multiple format transformations• Ingest DNxHD now, transform once to MJ2 later• Another cooperative solution! Scene from biblevideos.lds.org
Multiple System Integration• Multi-PB capacity of Media Services projects requires automated DRPS ingest• Cataloging issue (collection versus item level)• Automated metadata extraction• Return DRPS PIDs DRPS• Another success of cooperative digital preservation! ALEPH MAM
DRPS Version Copies Policy• Enhances DRPS Service Model• Specifies that DRPS copies be determined on a collections basis• Addresses current and previous version copies• Also considers physical copies
DRPS Service Model MOU• CHD reached out to BYU campuses with DRPS• BYU campuses do not have the same working relationship with CHD as Church departments• CHD created a customized Memo of Understanding for each institution• Initial ingest activities underway!
DRPS Ingest Tools• Fixity information is Fixity required to ensure Creation DRPS Ingest Tools DRPS data integrity Preservation• It should be created Functions before files are ingested Fixity Bridge Storage Extensions• ICS developed tools to Information do this automatically Lifecycle StorageGRID Management• Another cooperative Tape solution! Interface TSM
Looking to the Future• CHD has reached out to the University of Utah Library to help preserve records related to Church history• Some Deseret Management Corporation businesses have Deseret expressed interest in DRPS Book• CHD will continue to extend its DRPS cooperative reach
Critical Success Factors• Top down executive support and commitment to preservation• Internal cooperation between Church History Department divisions including Records Management, Library and Circulation, Archives and Museum.• External cooperation between the Church History Department, ICS, the technology arm and the several producing departments.
Secrets of SuccessTeams involved must—• Be willing to learn and understand the needs of others• Recognize and utilize the strengths and expertise of others• Be willing to adopt best practices from each professional discipline