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Digital Preservation

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  • 1. Joint Information Systems Committee Supporting education and research JISC Conference 2007 Managing & Preserving Institutional Digital Assets Sponsored by
  • 2. Digital Preservation & Asset Management Synthesis Maureen Pennock, Research Officer, Digital Curation Centre (UKOLN).
  • 3. Digital Preservation & Asset Management
    • Aim:
      • “… To support preservation and management of digital assets within institutions by developing management and assessment tools, training programmes and preservation infrastructure for institutional repositories.”
  • 4. DPAM Funding Areas
    • Three main streams :
      • Institutional Management Support and Collaboration
      • Digital Preservation Assessment Tools
      • Institutional Repository Infrastructure Development
    E-learning objects Institutional Digital Assets Web resources E-science data E-journals E-prints
  • 5. Projects
  • 6. Theme I: Institutional Management Support & Collaboration
    • 7 projects funded:
  • 7. Theme 2: Digital Asset Assessment Tools
    • 1 project funded
  • 8. Theme 3: Institutional Repository Infrastructure Development
    • Three projects funded (+1)
  • 9. Key themes
  • 10. Recurring elements Lifecycle management Cost & Business models Lifecycle; Preservation services; Training Repositories Preservation services; Metadata; OAIS; Software; Training Cultural issues Advocacy; Engagement; Raising awareness Policies & Strategies Recommended/ implemented/ contributory Assessment & Surveys Existing systems; Development; Risks Legal issues DP; FoI; Obligations; Retention;
  • 11. Assessment & Surveys (i)
    • Assessment/survey of existing approaches
      • DAAT Assessment of file format testing tools: DROID, JHOVE and AIHT Empirical Walker (written report)
      • OAIS/METS project Assessment of Compliance (written report)
      • PRESERV: Survey of repository preservation policies and approaches (written report)
      • Managing Risk: Survey of digital asset management practices (written report)
  • 12. Assessment & Surveys (ii)
    • New survey & assessment tools/services
      • DAAT project:
        • Assessment of Attributes: functional attributes for a digital asset assessment tool (written report)
        • Assessment of Risk Factors: factors that should be measured by an automated assessment tool (written report)
        • Pilot asset preservation assessment method & tool: (manual survey; results input to db & scored)
      • PARADIGM: Records survey (written survey questions)
      • PRESERV: Repository contents assessment (shared service)
      • OAIS/METS project: Checklist for assessment of compliance
  • 13. Cost & Business models
    • Lifecycle cost & business models:
      • ESPIDA: model to help make business cases for intangible assets and activities
      • LIFE: methodology and formula for costing life of e-journals, including preservation
    • Preservation & shared services
      • SHERPA DP: developing a cost model for their shared service; utilising above plus other existing costing info
    • Education
      • DPTP: training module on costs and risk management
  • 14. Legal issues
    • Guidance
      • Impact of legislation on design and operation of a digital asset management system: DP; FoI; Copyright; Special needs – MANDATE
      • Legal issues relevant across the lifecycle: Public records acts; archival legislation; human rights & privacy; IPR; access; defamation – PARADIGM
      • Digital Rights Management – PARADIGM
    • Training: IPR; FoI; Environmental regulations; DP, legal deposit - DPTP
    • Risk management: legal risks of failure to manage assets in line with legislation – Managing Risk project
  • 15. Cultural issues
    • Raising awareness
      • Within participating institutions (Managing Risk, OAIS/METS, eSPIDA, MANDATE…)
      • To broad external audience
    • Addressing range of stakeholders involved in lifecycle activities/decisions
    • Implicit in the lifecycle approach taken by most projects though not an explicit part of many project outputs)
      • Briefing paper on digital preservation (Managing Risk) – aimed at internal audience
  • 16. Strategies & Policies
    • Shared services (PRESERV; SHERPA DP)
    • Overviews and discussion
      • Media preservation; degrees of preservation; file formats and RI; migration, emulation, combined strategies (PARADIGM)
      • Policy and Strategy Issues (MANDATE)
    • Training
      • Migration; Emulation; Technology preservation (DPTP)
    • Contributions to institutional strategic & policy development
      • Managing Risk, LIFE, MANDATE, PRESERV, SHERPA DP
  • 17. Repositories & Preservation: Metadata
    • Metadata
      • METS
        • Sample schema for personal papers (PARADIGM)
        • METS as framework for packaging and transferring IR metadata; also for preservation metadata (SHERPA DP)
        • Assessment of potential within existing archive (OAIS/METS)
        • EPrints plug-in to export data for delivery to an external service using METS (PRESERV)
      • PREMIS
        • Subset for Institutional Repositories (PRESERV)
        • Use of PREMIS for private paper storage (PARADIGM)
      • MPEG21 DIDL
        • EPrints plug-in to export data for delivery to an external service using MPEG21 DIDL (PRESERV)
      • Training (DPTP; MAT)
  • 18. Repositories & Preservation: OAIS & IRs
    • OAIS
      • Assessment of compliance by existing archives; OAIS overview (OAIS/METS)
      • Development of persistent preservation environment using OAIS model (SHERPA DP)
      • OAIS overview; practical examples; certification & compliance (PARADIGM)
      • Training (DPTP)
      • Suggested use; compliance; case study (MANDATE)
    • Institutional Repositories
      • Software
        • FEDORA (Practical test by PARADIGM)
        • DSPACE (Practical test by PARADIGM; Linkage between DSPACE and FEDORA by SHERPA DP)
        • EPrints (Preservation support by PRESERV; Linkage between EPrints and FEDORA by SHERPA DP;
      • Training module from DPTP
  • 19. Spotlight on...
  • 20. Featured outputs (i)
    • Case studies
      • Implementation and testing of MANDATE toolkit at JW College
      • Implementation and testing of eSPIDA model on eTheses, IR, and Museums collection scenarios
      • Implementation and testing of LIFE model on VDEP, web archive, and e-journals
      • Managing Risk implementation at KCL
      • MAT training sample case studies
    • Training
      • Comprehensive digital preservation training (DPTP)
      • Detailed METS non-technical training (MAT)
  • 21. Featured outputs (ii)
    • Shared services
      • SHERPA DP preservation services: carry out preservation services for IRs and provide access to scarce knowledge and expertise
  • 22. Featured outputs (ii)
    • Shared services
      • SHERPA DP preservation services: carry out preservation services for IRs and provide access to scarce knowledge and expertise
      • PRESERV format profile service: linking PRONOM-DROID tool with ROAR to produce IR contents format profile and alert managers to impending obsolescence (where possible)
  • 23. PRESERV: PRONOM-ROAR
  • 24. Featured outputs (ii)
    • Shared services
      • PRESERV format profile service: linking PRONOM-DROID tool with ROAR to produce IR contents format profile and alert managers to impending obsolescence (where possible)
      • SHERPA DP preservation services: carry out preservation services for IRs and provide access to scarce knowledge and expertise
    • Written guidance
      • PARADIGM workbook: holistic approach to digital archiving and preservation; highly comprehensive
  • 25. PARADIGM lifecycle & workbook
  • 26. Featured outputs (ii)
    • Shared services
      • PRESERV format profile service: linking PRONOM-DROID tool with ROAR to produce IR contents format profile and alert managers to impending obsolescence (where possible)
      • SHERPA DP preservation services: carry out preservation services for IRs and provide access to scarce knowledge and expertise
    • Written guidance
      • PARADIGM workbook: holistic approach to digital archiving and preservation; highly comprehensive
      • MANDATE toolkit: holistic approach to digital asset management; widely applicable
  • 27. MANDATE toolkit
  • 28. Synthesis conclusions
  • 29. Synthesis: initial findings
    • Programme aim achieved:
      • “… To support preservation and management of digital assets within institutions by developing management and assessment tools , training programmes and preservation infrastructure for institutional repositories.”
    • Project outcomes and conclusions as important as outputs!
    Increased awareness More communication Better understanding More connections Outcomes Context is key We’re not done yet Step 1: Assessment Collaboration is vital Conclusions
  • 30. Final impressions
    • A process of building (but never finishing?)
    Services Multi- dimensional challenge:
  • 31. Suggestions for further work
    • More focus on integrated and holistic approaches
    • Renewed needs assessment of UK institutions
    • File format conversion – authenticity and integrity assessments
    • More training
      • on use of standards and ensuring compliance
      • to continue to engage with broader range of stakeholders
    • More research and development on shared services
    • Translation of pilot/short term services into lasting initiatives
  • 32.
    • Thank You
    • Questions?
    • Maureen Pennock
    • [email_address]