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Implementing Sustainable Digital Preservation
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Implementing Sustainable Digital Preservation

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There has been a lot of investment and activity in digital preservation over the last decade and a lot of it has been supported by grant funded activity and research projects. The ‘learn by doing’ …

There has been a lot of investment and activity in digital preservation over the last decade and a lot of it has been supported by grant funded activity and research projects. The ‘learn by doing’ approach and the prodigious number of beta systems and project reports have all played their part in helping to mature the digital preservation field - and judging by the changing tone of conferences over the years, the community has come a long way. So far - in fact - that a lot of organisations are now at the stage when theory is less important than action. They need to work out the best implementation paths and make procurement choices.

So the economic landscape for digital preservation has shifted and the onus is now on many organisations to look closely at their needs and their objectives and to make investment choices that are sustainable as part of the business needs of their organisation rather than as an adjunct activity that is supported by ‘soft’ research money. Work being taken forward by the 4C Project is looking at providing resources to support organisations to make sustainable digital preservation investment choices and this webinar will describe some of that work.

But budgets are hard to secure and digital preservation remains a difficult case to argue so collaboration with like-minded organisations and the establishment of shared services should support the arguments and drive down the cost. This is one of the core messages that underpins the Aligning National Approaches to Digital Preservation (ANADP) initiative and this will also be described and explained during the webinar.

Published in: Technology, Education

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  • 1. PASIG Webinar: Implementing Sustainable Digital Preservation Tuesday, October 22, 2013, 11:30am-12:30pm (EDT) Neil Grindley Programme Manager – Digital Infrastructure, Digital Preservation, Curation and Archiving Project Coordinator – A Collaboration to Clarify the Cost of Curation (The 4C Project) Programme Committee – Aligning National Approaches to Digital Preservation (ANADP II)
  • 2. http://www.educopia.org/events/ANADPII/program ANADP II differs in intent and structure from other digital preservation conferences and meetings. Its primary purpose is not to encourage information sharing, but rather to foster and support sustained global networks of influence and action. The Action Assembly includes four main components: • Panel Discussions • Action Sessions • Patio Perspectives Sessions • Future Opportunities for Collaboration + Keynote Presentations + Poster Session
  • 3. http://www.educopia.org/events/ANADPII/program The Panel Discussions ... 1. Community Alignment – What makes a community work? 2. Resource Alignment - How can we employ the resources we have available to us most economically to achieve our digital preservation objectives? 3. Capacity Alignment - How can consistency in capacity building promote digital curation excellence? 4. Alignment Exemplars and Current Opportunities for Collaboration 5. Future Opportunities for Collaboration
  • 4. http://www.educopia.org/events/ANADPII/program The Action Sessions ... 1. Creating a Community Driven Tools Registry 2. Applying the OAIS Framework to Distributed Digital Preservation 3. Case Studies and Quantitative Data from the 4C project 4. Towards a Cost Spectrum 5. Creating an International Education and Training Catalogue 6. Testing the Community Capacity Model Framework 7. Developing and Sharing Teaching Infrastructure
  • 5. ... judging by the changing tone of conferences over the years, the community has come a long way. So where are we now? And by the way ... what do you mean by “the community”
  • 6. Digital Asset Management / Preservation Planning Why is your organisation interested in preserving digital assets? Are they assets or liabilities? What are the defining features of the digital assets that you want to preserve? Who will be given responsibility for digital preservation and how can they best be supported? When do you expect the digital assets to realise value? How are you going to technically organise the preservation of the assets? IT Specialist Digital Preservation Specialist Management Content Specialist
  • 7. What might organisations need in terms of preservation services?
  • 8. Sustainability is not a ‘tick-box’ exercise Impact Expertise Service Effectiveness ?? VFM ?? Funder
  • 9. Activity = You do something Objective = You aim to achieve something Vision = You aim to change something Benefit = You’ve helped somebody Impact = You’ve made a difference Activity Objective Project Vision Service Benefit Impact Funder Possibly a JISC-centric view of services and sustainability!
  • 10. Ithaka S+R and the Strategic Content Alliance (JISC) Investigating ‘Sustainability’ Empower leadership to define the mission and take action Create a strong value proposition Creatively manage costs Cultivate diverse sources of revenue Establish realistic goals and a system of accountability http://www.sr.ithaka.org/research-publications/revenue-recession-reliance-revisiting-scaithaka-sr-case-studies-sustainability
  • 11. Ithaka/SCA Revenue Models Blue Ribbon Task Force Common Funding Models for DP • Subscription • Internal Budgeting • Endowment • Public Funding • Membership • Voluntary Contributions • Author pays • Fees for Preservation • Licensing • Fees for Access • Institutional subsidy • Government support • Public/private partnerships • Non-profit partnerships
  • 12. Blue Ribbon Task Force for Sustainable Digital Preservation & Access Final report (February 2010) http://brtf.sdsc.edu/ Three principal actions are required for sustainability: • • • Articulate a compelling value proposition Provide clear incentives to preserve in the public interest Define roles and responsibilities among stakeholders to ensure an ongoing and efficient flow of resources to preservation throughout the digital lifecycle
  • 13. For both service provider and service user, the attributes of the service must be understood Stewardship Business Model Ambition Ethics Risk Responsibility Appetite Willingness Solvency Affordabilty Sustainability Value Trust Importance Credibility Awareness Capability Knowledge Capacity Judgement Collaboration
  • 14. www.4cproject.eu
  • 15. Engagement Collaboration to Clarify the Costs of Curation Tasks • Engage stakeholders • Raise awareness • Organise meetings • Promote Research & Innovation • Build community network Networking & Coordination Assessment Tasks • Assess cost models & strategies • Examine good practice • Analyse requirements • Integrate components • Produce guidance & briefing materials • Setup costs exchange Events, Workshops, Meetings & Reports Enhancement Tasks Examine and refine related concepts • Value • Risk • Benefits • Sustainability • Economic Reference Model Affiliate Partners & Stakeholders Outputs Reports for General Dissemination Curation Costs Exchange Project Coordination Tasks Project meetings Project reporting EC liaison Budget oversight Outputs QA Reports for European Commission Submission of Roadmap to the EC
  • 16. Collaboration to Clarify the Costs of Curation What is the 4C Project hoping to achieve? ... Or go back a step What problem is it trying to solve?
  • 17. Collaboration to Clarify the Costs of Curation What people were saying about the costs issue as the 4C project was coming together ... “There is a lack of information on the costs of digital preservation and its benefits (both tangible and intangible) which makes it hard to put together a convincing business case” An Emerging Market, Planets White Paper, July 2010 “I think there is indeed interest in the digital preservation community in the question of cost prediction, but there are many unknowns so perhaps people have just decided it is a difficult problem and tackled simpler ones instead!” Bill Roberts, National Archives of the Netherlands, OPF Wiki, 4 August 2011 “The bad news is that deciding what to keep and what to throw away isn't free either. Ignoring the problem incurs the costs of keeping the data; dealing with the problem incurs the costs of deciding what to throw away. We may be in the bad situation of being unable to afford either to keep or to throw away the data we generate” David Rosenthal, DSHR’s Blog, December 2012
  • 18. Collaboration to Clarify the Costs of Curation Sanity check It is generally not a big problem for large memory institutions (particularly national scale libraries and archives) to make the case for digital preservation. But we need a wide range of organisations to engage with digital preservation. And if it’s not their core business, they will struggle to make the case.
  • 19. Collaboration to Clarify the Costs of Curation Digital Curation is best done collaboratively It’s a big and complicated task and there is wide scope for duplicated and unnecessary effort To work collaboratively requires a shared understanding of concepts and processes and principles Having a clear view of the organisational mission and a strategic understanding of the future increasingly means knowing how you are going to handle your digital assets Even to hand things on effectively and efficiently, some knowledge of curation is required ... and curation most effectively happens as early as possible in the digital object lifecycle Understanding whether your digital objects really are assets or whether they are liabilities requires some engagement with curation concepts and preservation planning issues Ultimately ... It’s about understanding the business case for preservation
  • 20. The SPRUCE Project http://wiki.opf-labs.org/display/SPR/Home What are the components of a business case? http://wiki.dpconline.org/index.php?title=Template_for_building_a_business_case
  • 21. Collaboration to Clarify the Costs of Curation A DRAFT Economic Sustainability Reference Model (ESRM) Brian Lavoie (OCLC) Chris Rusbridge http://4cproject.eu/community-resources/outputs-and-deliverables/ms9draft-economic-sustainability-reference-model
  • 22. Collaboration to Clarify the Costs of Curation What is the point of a Reference Model? Reality Reference Model Model New Reality Model
  • 23. Collaboration to Clarify the Costs of Curation Who is the ESRM aimed at? Operational Staff Operational Managers Senior Managers Funders & Investors
  • 24. Collaboration to Clarify the Costs of Curation Operational Staff Operational Managers Senior Managers Perspective ... Funders & Investors Focusing on ... Digital Assets Curation as ... Activity and Process Time and Effort Value & Benefits Black Box
  • 25. Collaboration to Clarify the Costs of Curation COSTS MODEL BENEFITS MODEL Digital Assets Activity and Process Time and Effort Value & Benefits Time and Effort Curation as Black Box
  • 26. Collaboration to Clarify the Costs of Curation Operational Managers Senior Managers Funders & Investors ECONOMIC MODEL Economic Sustainability Reference Model Maintaining stakeholder incentives and the flow of resources to sustain assets COSTS MODEL BENEFITS MODEL Digital Assets Activity and Process Time and Effort Value & Benefits Time and Effort Curation as Black Box
  • 27. Collaboration to Clarify the Costs of Curation Components of a Sustainability Strategy Economic lifecycle: the dynamic pattern, or sequence of events, against which the sustainability strategy operates; Sustainability conditions: the conditions the sustainability strategy must address in order to achieve sustainability; Key entities: the key elements of the economic environment – digital assets, the curation process, and stakeholders – whose properties and relationships shape the circumstances in which the sustainability strategy operates; Economic uncertainties: frictions and obstacles that may potentially act to impede the ability of a repository to achieve economic sustainability; the sustainability strategy must anticipate these uncertainties and if necessary, mitigate them.
  • 28. Collaboration to Clarify the Costs of Curation
  • 29. Collaboration to Clarify the Costs of Curation The ESRM as it appears within the 4C Report on this topic ... http://4cproject.eu/community-resources/outputs-and-deliverables/ms9-draft-economic-sustainability-reference-model
  • 30. Collaboration to Clarify the Costs of Curation The 4C ESRM Questionnaire (Appendix 1) http://4cproject.eu/community-resources/outputs-and-deliverables/ms9-draft-economic-sustainability-reference-model
  • 31. Please go to the community resources section of the 4C project website and let us know what you think of the outputs from the project. The project runs until January 2015 http://4cproject.eu/community-resources
  • 32. Collaboration to Clarify the Costs of Curation COSTS BENEFITS INCENTIVES SUSTAINABILITY • One of the big drivers for looking into the cost of preservation is to be able to offer realistic and cost effective preservation services to others. • Understanding costs can support strategic planning. • Understanding costs can support tactical decision-making. • Understanding costs can provide evidence of cost-effectiveness and value. • Clarifying and publishing the cost of digital curation can be used to enhance an organisation’s credibility. But this must be done along with the context of how the costs were calculated • Understanding economic drivers can help to strategically align an organisation
  • 33. Budgets are hard to secure and digital preservation remains a difficult case to argue so collaboration with like-minded organisations and the establishment of shared services should support the arguments and drive down the cost. See you in Barcelona ...? 18-20 November 2013 http://www.educopia.org/events/ANADPII Registration open until November 18th “One of the greatest risks we run in not preserving our own digital assets for ourselves is that we simultaneously cease to preserve our own viability as institutions.” K. Skinner and M. Schultz, A Guide to Distributed Digital Preservation (Atlanta, GA: Educopia Institute, 2010) Photo credit: Trent Strohm, FlickR