Preservation Policy in SCAPE - Training, Aarhus

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This presentation was given as part of a SCAPE Training event on ‘Effective Evidence-Based Preservation Planning’ in Aarhus, Denmark, 13-14 November 2013.
Barbara Sierman, Koninklijke Bibliotheek in the Netherlands, introduced the policy concept, previous work on policies and the work that has been done within SCAPE on preservation policies. SCAPE will build a catalogue of policy elements with three levels – guidance, preservation procedure, and control policies.

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Preservation Policy in SCAPE - Training, Aarhus

  1. 1. Preservation Policy in SCAPE Barbara Sierman SCAPE Training Statsbiblioteket, Aarhus , 13-14 November 2013
  2. 2. Overview “Preservation Policy: Written statement authorized by the repository management that describes the approach to be taken by the repository for the preservation of objects accessioned into the repository. “ (APA) • Policies in general • Policies in SCAPE This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137). 2
  3. 3. PreservationPolicies: current state of affairs • Guidelines to create policies • Platter: Planning Tool for Trusted Electronic Repositories http://www.digitalpreservationeurope.eu/platter/ • Drambora http://www.repositoryaudit.eu/ • Audit and Certification of Trustworthy Digital Repositories (ISO 16363) http://public.ccsds.org/sites/cwe/rids/Lists/CCSDS%206521R1/Attachments/652x1r1.pdf • Digital Preservation Policies Study http://www.jisc.ac.uk/publications/reports/2008/jiscpolicyfinalreport.aspx • http://www.dcc.ac.uk/resources/policy-and-legal/policy-tools-and-guidance/policy-toolsand-guidance • … This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137). 3
  4. 4. Policies: current state of affairs EU- Research that underpin the importance of preservation policies • Planets project If a policy was present, preservation was better in shape (more money, plans and awareness) Raising awareness related to preservation of research data Policies as a means to become interoperable Relating policies to business processes Several EU projects now running have policies as a theme This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137). 4
  5. 5. Preservation Policies: current state of affairs Survey in the preservation community • Often indication that policies are (partially) in place • NDSA survey about webarchiving • Parse Insight survey in research data • Canadian Heritage survey amongs 350 members (2011) • … This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137). 5
  6. 6. Policies in practice Analysis policies found on the Web M.Sheldon (LoC) • Libraries • Archives • Museums Just a few, compared to all organizations that preserve digital collections! This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137). 6
  7. 7. Some policy examples • http://wiki.opf-labs.org/display/SP/Published+Preservation+Policies This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137). 7
  8. 8. Why policies? “Without a policy framework a digital library is little more than a container for content” (DL.Org : Digital Library Technology and Methodology Cookbook) This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137). 8
  9. 9. Is life easier without policies? • You can adapt your actions to changing situations • Risk: lack of consistency • You’re not bound to (external) promises • Risk: lack of transparancy and trust • You might take quicker decisions • Risk: decisions might be ad hoc and not be related to organisational goals • You can have your own preservation eco system • Risk: lack of accountability and interoperability • You can follow your own insights • Risk: isolation This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137). 9
  10. 10. Reasons to create preservation policies 1. Consistency & coherence in your approach of DP 2. Transparency about your activities • to your staff • over generations (provenance) 3. Accountability: • • to funding bodies and to general public 4. Knowledge exchange amongst colleagues 5. Interoperability: sharing 6. To make automatic processing possible This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137). 10
  11. 11. Policies in SCAPE • SCAPE is about: • • • • Scalability: many digital objects & complex objects Large scale activities cannot be done manually (automated) Quality Assurance Development of “policy driven preservation actions” • Requires detailed, machine readable policies • Consistent with (a combination of) higher level policies • Two target areas: • Preservation Watch (SCOUT) • Preservation Planning (PLATO) This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137). 11
  12. 12. Preservation Policy Levels This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137). 12
  13. 13. Guidance policies This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137). 13
  14. 14. Preservation Procedure Policies (PPP) •Describes the approach to achieve the goals •Human readable •Generic but more detailed •Should be leading for Control Policies •On Department Level Guidance Preservation Procedure Control This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137). 14
  15. 15. … in the near future (2014) Procedure SCAPE Catalogue of Preservation Policy Elements Digitalbevaring.dk This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137). 15
  16. 16. Main chapters in the catalogue Access Authenticity Bit preservation Functional preservation Metadata Object Organisation Rights Standards TDR This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137). 16
  17. 17. Descriptions in the Catalogue 1. 2. 3. 4. 5. 6. 7. 8. 9. Definition of the Preservation Procedure Policy element Reference to Guidance Policy (consistency) Description why this PPP is important Risk of not having described this PPP Needed in which stage of the Digital Life Cycle (DCC model) Cross reference to other PPP elements Stakeholder for this policy (Shaman DP stakeholders) Control Policy related to this Relevant literature 10. Example from real life policy. This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137). 17
  18. 18. Example This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137). 18
  19. 19. To summarize • • • • • Building a Catalogue of Policy Elements 3 related levels of SCAPE Preservation Policies Lead to a consistent architecture of policies Catalogue will support creation of Control Policies Will facilitate machine readable/actionable preservation activities This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137). 19

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