The AIDA toolkit: Assessing Institutional Digital Assets, by Ed Pinsent

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Shows how to use the AIDA toolkit for assessing institutional capabilities to support digital asset management. It was given as part of module 1 of a 5-module course on digital preservation tools for repository managers, presented by the JISC KeepIt project. For more on this and other presentations in this course look for the tag 'KeepIt course' in the project blog http://blogs.ecs.soton.ac.uk/keepit/

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  • AIDA is a workable toolkit which will allow institutions to perform an assessment of their capability to manage their digital assets. Like everyone else, Universities have lots of digital assets, but what are they doing to manage them, or even preserve them? How could they find out how well (or how badly) they are doing? AIDA is a measurement tool that will give them some indicators of their preparedness to manage digital assets. Unlike other assessment surveys, AIDA is not focussed on individual asset types, nor on file formats, nor on extant systems for managing assets. Instead, it takes a holistic view using a method that encompasses an understanding of organisational, technological, and resource issues. The project has arrived at the toolkit from a distillation of currently available standards, projects, toolkits and methodologies. So we need to stress the Toolkit assesses the Institution – or more precisely, the Institutional Capability to manage its own assets. As such it looks at many areas of the supporting framework which you might take for granted, including the viability of the entire IT environment and its security. Also the Institutional capability for being financially stable, and the ways in which it reviews and measures that process. You might be surprised how little of the toolkit gets down to cases. The AIDA toolkit wasn’t designed exclusively for repository management, but it is relevant. It tries to take an overview of all digital assets, which could include for example scientific data, research data, websites, databases, e-learning objects, distance learning materials, electronic records, audio-visual materials, library collections, digitised books and periodicals, institutional records in digital form, and more. You can tell from that list that there are still some digital objects which as far as I know are not yet managed in repository systems. But another good thing about it is that it is supposed to encourage breaking down these barriers between disciplines. We anticipate that lots of people should get involved in completing the assessment, not just the repository manager. System admins and IT managers. Finance officers. Records managers and other information specialists.
  • It's based to a large extent on the Cornell models of the three legs and the five stages which is something we teach at the DPTP. The Cornell Model refers to digital preservation, but we amend it to refer to digital asset management. The thinking behind it is that we need these three things in an even distribution, or the stool falls over. It’s not a question of how much money or software, but of achieving balance.
  • These are lists of the things we're looking for within each leg. Sharing and continuity : systematic management of digital data that allows resources to be re-used and repurposed; and remain available for this use. (Not all assets need to remain available if they are scheduled for destruction). Audit and monitoring : audit trails of user behaviour, and using that information to demonstrate certain things about your activities. Relating the user experience to the actual assets through user evaluation; are you spending money creating assets that are not used? Metadata : management of metadata as you create assets internally, but also as you ingest them from outside the organisation.
  • The AIDA toolkit: Assessing Institutional Digital Assets, by Ed Pinsent

    1. 1. The AIDA toolkit: Assessing Institutional Digital Assets Ed Pinsent, ULCC
    2. 3. Aims of the module <ul><li>What is AIDA? </li></ul><ul><li>How it can help you </li></ul><ul><li>How it’s relevant to repository management </li></ul><ul><li>How you can use it </li></ul><ul><li>An exercise </li></ul><ul><li>Background, other tools, future outcomes </li></ul>
    3. 4. What AIDA is <ul><li>Maturity model </li></ul><ul><li>Audit tool </li></ul><ul><li>Paper exercise </li></ul><ul><li>Assesses the Institution </li></ul><ul><ul><li>Not the assets, file formats, software or repository </li></ul></ul><ul><li>Looks at Organisation, Technology and Resources </li></ul><ul><li>Gets you to do the work </li></ul><ul><li>Shows strengths and weaknesses </li></ul><ul><li>Examines many areas </li></ul><ul><li>Encourages collaboration between disciplines </li></ul><ul><li>Helps with asset management (and preservation) </li></ul>
    4. 5. Relevance to this Course <ul><li>AIDA can… </li></ul><ul><ul><li>Measure your ability to manage digital content effectively </li></ul></ul><ul><ul><li>Show how good you are sustaining continued access </li></ul></ul><ul><ul><li>Be directly relevant to managing a repository (access, sharing, and usage) </li></ul></ul><ul><ul><li>Helps you find out where you are </li></ul></ul><ul><ul><li>Help you decide what to do next </li></ul></ul>
    5. 6. Basis of AIDA <ul><li>Based on the Cornell maturity model for describing institutional readiness and capabilities for digital preservation </li></ul><ul><li>Five Stages and Three Legs </li></ul>
    6. 8. AIDA
    7. 10. AIDA scope – organisation leg <ul><li>Policies and mission statement </li></ul><ul><li>Sharing and continuity </li></ul><ul><li>Audit and monitoring </li></ul><ul><li>Metadata management </li></ul><ul><li>Contractual agreements </li></ul><ul><li>IPR and rights management </li></ul><ul><li>Disaster planning </li></ul>
    8. 11. AIDA scope – technology leg <ul><li>IT environment / infrastructure </li></ul><ul><li>Appropriate technologies in place </li></ul><ul><li>Storage, backup, security mechanisms </li></ul><ul><li>Integrity, data corruption </li></ul><ul><li>Obsolescence, format management </li></ul><ul><li>Critical processes </li></ul><ul><li>Security of environment </li></ul><ul><li>Institutional repository management </li></ul>
    9. 12. AIDA scope – resources leg <ul><li>Business planning </li></ul><ul><li>Resource allocation </li></ul><ul><li>Risk analysis </li></ul><ul><li>Business transparency </li></ul><ul><li>Sustainability of funding </li></ul><ul><li>Staff skills, numbers and training </li></ul>
    10. 13. Methodology <ul><li>Profile your organisation </li></ul><ul><li>Look at the stages </li></ul><ul><li>Identify where you think you are </li></ul><ul><li>Position yourself </li></ul><ul><li>Do it at two levels </li></ul><ul><li>Record your decisions </li></ul><ul><li>Tick boxes </li></ul><ul><li>Submit form for scoring </li></ul>
    11. 16. AIDA weighted scorecard
    12. 17. Planning <ul><li>Scope the AIDA exercise carefully, especially for the second tier </li></ul><ul><ul><li>You can target one project, one department, or one collection </li></ul></ul><ul><li>Agree roles of contributors and collaborators early on </li></ul><ul><li>Don't treat it as an audit </li></ul><ul><li>Don't spend too long looking for documentary evidence </li></ul>
    13. 18. Execution <ul><li>Start to evolve agreement about marking the Stages (people may have different perceptions) </li></ul><ul><li>Don't assess or inventory individual assets or data - that's the job of DAF! </li></ul><ul><li>Get collaborators in the frame. IT input is essential! </li></ul><ul><li>Record your decisions methodically </li></ul><ul><li>Keep all notes of interviews, deliberations, etc. even if not used entered in the AIDA submission (they may tell you something useful now and later) </li></ul>
    14. 19. Exercise <ul><li>Divide into four teams </li></ul><ul><li>One element from each leg, relating to one activity </li></ul><ul><li>Agree on the scope of what you will assess - work on a single Institution (real or imaginary) </li></ul><ul><li>Assess the capacity for this activity </li></ul><ul><li>Expected results: </li></ul><ul><ul><li>A score for the element in each leg and at each level (6 scores in all) </li></ul></ul><ul><ul><li>Explain why you arrived at that decision </li></ul></ul><ul><ul><li>Roles / job titles of people consulted </li></ul></ul><ul><ul><li>Outline evidentiary sources that might help </li></ul></ul>
    15. 20. Exercise feedback <ul><li>Was it a straightforward exercise? </li></ul><ul><li>Could you understand what the process was trying to do? </li></ul><ul><li>Did AIDA omit anything important? </li></ul><ul><li>Were you able to 'recognise' yourself in the indicators? </li></ul><ul><li>Were any of the elements not a good fit for what you are actually doing? </li></ul>
    16. 21. What the test cases said <ul><li>Why not just do it as an interview? </li></ul><ul><li>Doesn’t tell me anything I don’t know already </li></ul><ul><li>Should be better integrated as a toolkit </li></ul><ul><li>Terminology confusing </li></ul><ul><li>Difficult to apply to digital assets in practice </li></ul><ul><li>Not all questions relate to digital assets </li></ul><ul><li>Digital assets shouldn’t be considered in isolation from other assets </li></ul><ul><li>Lot of repetition </li></ul><ul><li>Jumps between stages are not consistent </li></ul><ul><li>A subjective process </li></ul><ul><li>Needs several people to arrive at a decision </li></ul>
    17. 22. How AIDA was built <ul><li>An Audit Checklist for the Certification of Trusted Digital Repositories . This is the document originally produced by RLG-NARA, which later became Trustworthy Repositories Audit and Certification (TRAC): Criteria and Checklist </li></ul><ul><li>The Cornell University Survey of Institutional Readiness </li></ul><ul><li>Summary of RLG-OCLC Framework Component Characteristics </li></ul><ul><li>Network of Expertise in long-term STORage (NESTOR) </li></ul>
    18. 23. DRAMBORA and DAF <ul><li>DRAMBORA (Digital Repository Audit Method Based on Risk Assessment) </li></ul><ul><ul><li>Requires much self-insight and preparedness </li></ul></ul><ul><ul><li>Sees everything as risk management </li></ul></ul><ul><ul><li>Predicated on TDR </li></ul></ul><ul><ul><li>A bit complex </li></ul></ul><ul><li>DAF (Data Audit Framework) </li></ul><ul><ul><li>Concerned with one asset type (research data) </li></ul></ul><ul><ul><li>Aims to improve management </li></ul></ul><ul><ul><li>Helps to measure value of research data </li></ul></ul>
    19. 24. AIDA Self-Help Guide <ul><li>How to move forward </li></ul><ul><li>Implies there is no moving forward to Stage 1 (Acknowledge) </li></ul><ul><li>Advice and guidelines </li></ul><ul><li>Not yet released </li></ul><ul><li>Not yet validated </li></ul><ul><li>A toolkit of toolkits </li></ul><ul><li>Tools aren’t always software </li></ul>
    20. 26. AIDA wiki <ul><li>http://aida.da.ulcc.ac.uk/wiki/index.php/Main_Page </li></ul>
    21. 27. Asset management is more than preservation <ul><li>Storage issues, de-duplication </li></ul><ul><li>Stop wasting money on creating (and storing) expensive assets we don't need </li></ul><ul><li>Share these useful assets which we do need </li></ul><ul><li>Throw away those assets which have expired </li></ul><ul><li>Make money from our assets </li></ul>
    22. 28. Future use <ul><li>AIDA could work for any organisation with digital assets </li></ul><ul><li>Could work alongside records management </li></ul><ul><li>Results may help you make a case for more resource </li></ul>
    23. 29. Links / contact <ul><li>AIDA website http://aida.jiscinvolve.org/ </li></ul><ul><li>Toolkit http://aida.jiscinvolve.org/toolkit/ </li></ul><ul><li>Ed Pinsent [email_address] </li></ul>

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