Digital Preservation Planning: Just Do It!
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Digital Preservation Planning: Just Do It!

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AkLA 2014 Digital Preservation Planning: Just Do It! ...

AkLA 2014 Digital Preservation Planning: Just Do It!

Presenters: Valarie Kingsland, Kristine Bunnell, Lisa C. Krynicki, Neva Reece, and Rachel Seale
(Organized and moderated by Valarie Kingsland)

A Library of Congress Digital Preservation Outreach and Education (DPOE) Train-the- Trainer workshop was held at the Elmer E. Rasmuson Library at UAF, where participants from around the State of Alaska completed an intensive training program to learn how to present the Library of Congress curriculum in order to inform archives, libraries, museums, and other institutions or organizations, about how to develop a digital preservation plan. Join us to discover what Alaska DPOE Trainers have to offer in this fast paced introduction to concepts and stages of digital preservation that can be applied to your organization, workplace, or your personal digital environment. Start planning today!

http://akla.org/anchorage2014/presentation/digital-preservation-planning-just-do-it/

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Digital Preservation Planning: Just Do It! Digital Preservation Planning: Just Do It! Presentation Transcript

  • Digital Preservation Planning Just Do It! Kristine Bunnell Valarie Kingsland Lisa C. Krynicki Neva Reece Rachel Seale Digital Preservation Outreach and Education (DPOE)
  • Introductions Kristine Bunnell - Anchorage Lisa C. Krynicki, Esq. - Fairbanks Valarie Kingsland - SJSU SLIS - Seward Neva Reece - North Star School Library - Anchorage Rachel Seale - UAF Rasmuson Library - Fairbanks Digital Preservation Outreach and Education (DPOE)
  • Agenda • • • • • • • About LOC DPOE About Digital Preservation Module 1: Identify Module 2: Select Module 3: Store Overview Modules 4-6 Questions and Comments Digital Preservation Outreach and Education (DPOE) View slide
  • LOC DPOE Train the Trainer • • • • • • August 2013 Three day workshop UAF Rasmuson Library 24 participants Intense curriculum Notable leadership http://www.digitalpreservation.gov/education/ttt.html Digital Preservation Outreach and Education (DPOE) View slide
  • What is Digital Preservation? Digital preservation is the active management of digital content over time to ensure ongoing access. The National Digital Information Infrastructure and Preservation Program (NDIIPP) is implementing a national strategy to collect, preserve and make available significant digital content, especially information that is created in digital form only, for current and future generations. Digital Preservation Outreach and Education (DPOE)
  • Why Digital Preservation? • • • • • Digital content is abundant. It’s easy to put it off. Digital disasters happen. No one thinks it will happen to them. Start planning today. Digital Preservation Outreach and Education (DPOE)
  • Digital Disasters • • • Loss of data Data corruption - Bit rot Changes in technology • • • Software Formats Inaccessibility Digital Preservation Outreach and Education (DPOE)
  • DPOE’s Mission “...is to foster national outreach and education to encourage individuals and organizations to actively preserve their digital content, building on a collaborative network of instructors, contributors, and institutional partners.” Digital Preservation Outreach and Education (DPOE)
  • DPOE Baseline Modules 1. Identify - What digital content do you have? 2. Select - What portion of that content will be preserved? 3. Store - What issues are there for long term storage? 4. Protect - What steps are needed to protect your digital content? 5. Manage - What provisions are needed for long-term management? 6. Provide - What considerations are there for long-term access? Digital Preservation Outreach and Education (DPOE)
  • Managing Content Over Time manage protect store identify provide select Digital Preservation Outreach and Education (DPOE)
  • Objectives • Provide an overview of first three modules for digital content management • Suggest concrete steps for each stage • Recommends additional sources to consult • Provide contact information for Alaska DPOE Trainers • Make connections and start planning! Digital Preservation Outreach and Education (DPOE)
  • Module 1: Identify Version: AK Awesome – 2/28/14 Digital Preservation Outreach and Education (DPOE)
  • Modules Identify - what digital content do you have? Select - what portion of that content will be preserved? Store - what issues are there for long term storage? Protect - what steps are needed to protect your digital content? Manage - what provisions are needed for long-term management? Provide - what considerations are there for long-term access? Digital Preservation Outreach and Education (DPOE)
  • Why do we identify content? • Preservation requires an explicit commitment of resources • Effective planning is based on knowing the extent of what will be preserved • Identifying content is a first step to planning for current and future preservation needs • Not all digital content in and around an organization will be preserved An explicit inventory is the best way to identify content Digital Preservation Outreach and Education (DPOE)
  • How will an inventory help? Good preservation decisions are based on an understanding of the possible content to be preserved The Identify stage addresses: “what content do I (or will I) have?” Digital Preservation Outreach and Education (DPOE)
  • Where is your inventory?
  • Is your inventory even digital?
  • Inventory Considerations •Inventory content more important than style • and format Inventory results should be: – – – – – Documented: an inventory needs to be captured Usable: simple format to sort, list, etc. Available: accessible to team, managers, others Scalable: content will be added during Select Current: update periodically Digital Preservation Outreach and Education (DPOE)
  • Inventory Tips • Use available, familiar software to get started – What software or tools do you already have? – What free or open source tools might be useful? • Be consistent, comprehensive, and concise Digital Preservation Outreach and Education (DPOE)
  • Inventory Scope Questions about our content or resources: • • • • • • • • What digital content do we currently have? We already preserving? Do/will our producers create? Are we required to keep? Do we need to review? Will help us do our jobs? Will help plan/preserve our communities? Will tell our story? Digital Preservation Outreach and Education (DPOE)
  • CityView Historic Properties Module • • • • Available as ArcInfo GIS file Facilitates access to and research for potential impacted properties and cultural resources Valuable information when Area of Potential Effect is defined Context Sensitive Design Process for historic properties and historic districts
  • Level of Detail • Inventories can be general to detailed • Determine appropriate level of detail for you • Factors in determining level of detail: – Extent of content to be inventoried – Nature and location of content to be inventoried – Resources available to complete inventory – Timeframe, deadlines for completing inventory Digital Preservation Outreach and Education (DPOE)
  • Content Categories Inventories should include all relevant, e.g.: •Institutional records •Special collections •Scholarly content •Maps, Surveys, Reports, Meetings •Web content Digital Preservation Outreach and Education (DPOE)
  • Format Types Include format types in inventory information • Images • Video • Audio • Text • Maps/geospatial • Drawings • Web content • Structured data Digital Preservation Outreach and Education (DPOE)
  • File-level Tools Tools are available to help you determine characteristics of your files (DPOE resources): – Look around for tools to help you and that will stand the test of time – Results will contribute information needed for the Select stage Digital Preservation Outreach and Education (DPOE)
  • Date Considerations Inventories should note: •Date of inventory – and updates to it •Date of files – when possible •Dates covered in content – even approximate •Date created/received – if relevant, possible Digital Preservation Outreach and Education (DPOE)
  • Location Issues Locations of content are important – consider: •Method to specify online/offline location •General location – e.g., with us, with creator •Ability to change locations as content moves •Method storage systems use to note location Be clear enough without going to extremes… Digital Preservation Outreach and Education (DPOE)
  • Identify Outcomes • Identify potential digital content you may need to preserve • Treat the inventory as a management tool that grows as your program grows Digital Preservation Outreach and Education (DPOE)
  • Identify Outcomes •Use it as a planning tool to prepare – e.g., staff, training, annual growth •Provides a basis for acquiring content, defining submission agreements, plans, requests for proposals, developing and acquiring new digital data! Digital Preservation Outreach and Education (DPOE)
  • Modules Identify - what digital content do you have? Select - what portion of that content will be preserved? Store - what issues are there for long term storage? Protect - what steps are needed to protect your digital content? Manage - what provisions are needed for long-term management? Provide - what considerations are there for long-term access? Digital Preservation Outreach and Education (DPOE)
  • Module 2: Select Presented by Neva Reece Digital Preservation Outreach and Education (DPOE)
  • Why select content to preserve? • Storage may be cheap, management is not … especially over time • Quality of content • Discovery and dissemination services … scale, scope, performance, sustainability • Matching mission to content Digital Preservation Outreach and Education (DPOE)
  • Terms for Select Different terms in different domains: • Archives – appraisal and scheduling • Libraries – e.g., selection • Museums – e.g., acquisition But there are common outcomes Digital Preservation Outreach and Education (DPOE)
  • Steps • • • • Review your potential digital content Define and apply selection criteria Document (and preserve) selection decisions Implement your decisions Digital Preservation Outreach and Education (DPOE)
  • Priorities If you need to prioritize your review, consider: • Most significant (producer, content) • Most extensive • Most requested • Easiest (e.g., most familiar) • Oldest (possible historical importance) • Newest (possible immediate interest) • Mandate (local, legislation, etc.) Digital Preservation Outreach and Education (DPOE)
  • Selection Criteria • • • • • • • Acquisition or collection development policy Departmental criteria (priorities, precedents) Core record/content types (need no review) Research criteria (interests, significance) Uniqueness (only source) Value (historical, evidential, can’t reproduce) Preserved elsewhere (avoid duplication) Digital Preservation Outreach and Education (DPOE)
  • Considerations during Review Stop if or when the answer is ‘no’… 1. Content – does the content have value? – does it fit your scope? 2. Technical – is it feasible for you to preserve the content? 3. Access – is it possible to make the content available? Digital Preservation Outreach and Education (DPOE)
  • Project Management • Treat selection as an ongoing structured project to plan and coordinate the process • Contact content creators (as needed) – – – – – Arrange a convenient time for them Prepare brief statement of outcomes Identify list of materials to review with them Send a reminder before the meeting Document the results and send them a copy Digital Preservation Outreach and Education (DPOE)
  • Skills and Experience May benefit from a team-based approach • Analytical skills – Review and understand content – Determine relationships and significance – Make sound and consistent judgments • Interpersonal skills – Communicate clearly and compellingly • Technical Skills – Determine feasibility of preservation and access Digital Preservation Outreach and Education (DPOE)
  • Documentation Supplement inventory from Identify • Descriptions – more granular – Not item level, but enough to specify categories • Extent – How much content is there/will there be? • Use – When will content no longer be active? • Rights – Who owns rights to preserve and disseminate? Digital Preservation Outreach and Education (DPOE)
  • Select Outcomes Possible products of selecting content: • Expanded inventories of content to preserve • Agreements with producers: e.g., retention schedules, acquisition lists, submission agreements Objective: • Gain control of possible content for planning • Develop a sustainable program Digital Preservation Outreach and Education (DPOE)
  • Managing Digital Content over Time: Store Module Lisa C. Krynicki Rachel Seale Digital Preservation Outreach and Education (DPOE)
  • Modules Identify - what digital content do you have? Select - what portion of that content will be preserved? Store - what issues are there for long term storage? Protect - what steps are needed to protect your digital content? Manage - what provisions are needed for long-term management? Provide - what considerations are there for long-term access? DPOE Baseline Modules: Identify, version 2.0, Nov 2011
  • What are storage needs? DPOE Baseline Modules: Identify, version 2.0, Nov 2011
  • What are storage needs? Archival Storage manages content as objects DPOE Baseline Modules: Identify, version 2.0, Nov 2011
  • What are storage needs? Digital content (files + metadata = object) May include any type of content • –e.g., images, text, sound, video, maps File Object • Metadata Requires some identification and description (Captured as metadata) DPOE Baseline Modules: Identify, version 2.0, Nov 2011
  • Well-managed Collections DPOE Baseline Modules: Identify, version 2.0, Nov 2011
  • Well-managed Collections Well-managed status makes preservation easier. Sample characteristics of well-managed collections: •Basic information about each deposit •Minimal metadata for objects (you define) •Common (or normalized) file formats •Controlled and known storage of content •Multiple copies in at least 2 locations DPOE Baseline Modules: Identify, version 2.0, Nov 2011
  • File Type Considerations • Sustainability of digital formats • Self-documentation • Disclosure (complete (inclusion of metatdata) technical specifications • External dependencies are accessible) (on particular OS, • Adoption (extent of software or hardware) acceptance) • Impacts of patents or • Transparency license (openness to direct analysis without proprietary tools) SOURCE: http://www.digitalpreservation.gov/formats/
  • Importance of Metadata • How do you know what an object is? − Metadata uniquely identifies digital objects • How do you use content in the future? – Metadata makes digital objects understandable • How do you know an object is authentic? – Metadata allows objects to be traced over time Metadata enables long-term preservation DPOE Baseline Modules: Identify, version 2.0, Nov 2011
  • Object-level Metadata Preservation Metadata Content (what), Fixity (unchanged), Provenance (life story), Reference (this thing), Context (relationships) Administrative (manage) Structural (understand, use) Descriptive (find, use) Diagram courtesy DPM Workshops DPOE Baseline Modules: Identify, version 2.0, Nov 2011
  • Object Metadata Characteristics Preservation Metadata Content (what), Fixity (unchanged), Provenance (life story), Reference (this thing), Context (relationships) Content: preserve the substance Fixity: demonstrate content is unchanged Provenance: trace to its origin (or to deposit) Reference: identify as this content and no other Context: preserve linkages with other objects Original source: Preserving Digital Information Report, 1996 DPOE Baseline Modules: Identify, version 2.0, Nov 2011
  • Metadata schemas and element sets •Dublin Core •EAD – Encoded Archival Description •METS – Metadata Encoding and Transmission Standard DPOE Baseline Modules: Identify, version 2.0, Nov 2011
  • Number of Copies How many copies are enough for you? Minimum: two (2) copies in two location Optimum: six (6) copies DPOE Baseline Modules: Identify, version 2.0, Nov 2011
  • Number of Copies In separate locations DPOE Baseline Modules: Identify, version 2.0, Nov 2011
  • Examples of storage factors: • Video files are too large to store six copies • Possible legal restrictions (e.g., storage locations) • Types of media used for storing the content DPOE Baseline Modules: Identify, version 2.0, Nov 2011
  • Storage Media Options •Content (objects) are kept on storage media •Options include: online, near-line, offline •Factors for choosing options include • Cost (available resources for preservation) • Quantity (size and number of files) • Expertise (skills required to manage) • Partners (achieving geographic distribution) • Services (outsourcing) DPOE Baseline Modules: Identify, version 2.0, Nov 2011
  • Storage Considerations • Multiple, geographically distributed copies • Storage Partners • Hosted services, e.g. This is a service to make it easy for organizations to use cloud services to manage content over time DPOE Baseline Modules: Identify, version 2.0, Nov 2011
  • Repository Selection If you decide to use (build, join, buy) a repository •Range of types to consider: –general (any content) to special (format-specific) –open source to proprietary –easy to advanced installation and management Each option has pros and cons No system is fully compliant to standards Select best option for your content – for now • • DPOE Baseline Modules: Identify, version 2.0, Nov 2011
  • Digital Preservation Necessities •Develop a storage management policy •Number of copies, location, fixity, migration, etc. •Specify storage service or partnership agreements Monitor copies periodically for content errors, change, degradation, or damage Plan for periodic media replacement Plan for periodic storage need increases • • • DPOE Baseline Modules: Identify, version 2.0, Nov 2011
  • Resources • Metadata for digital collections : a how to-do-it manual / Steven J. Miller (Howto-do-it manuals ; no. 179). ISBN 978-1-5557-746-0 • "Understanding Metadata," National Information Standards Organization, 2004 http://www.niso.org/publications/press/UnderstandingMetadata.pdf • "Planning for Digital Preservation: 20 Questions for Providers of Digital Storage Services," Bernard Reilly, Center for Research Libraries http://www.nedcc.org/assets/media/documents/QuestionstoAskProvidersofDigi talStoragefinal.pdf • “Distributed Digital Preservation in the Cloud,” David S. H. Rosenthal, Daniel L. Vargas, LOCKSS Program. http://www.lockss.org/locksswp/wp-content/uploads/2013/01/IDCC2013.pdf • "File Formats and Guidelines,” Harvard University Office for Information Systems, September 2009 http://hul.harvard.edu/ois/digpres/guidance.html DPOE Baseline Modules: Identify, version 2.0, Nov 2011
  • Review Valarie Kingsland DPOE Baseline Modules: Identify, version 2.0, Nov 2011
  • Today’s Modules 1. Identify - what digital content do you have? Define the digital content within the scope of responsibility. 2. Select - what portion of that content will be preserved? Specify the digital content you need/want to preserve. 3. Store - what issues are there for long term storage? Establish requirements for storing files in preservation formats. Determine (and review) your best option for storing your content. Digital Preservation Outreach and Education (DPOE)
  • Module 4 - Protect Protect - What steps are needed to protect your digital content? Ensure that your content is secure during day-today activities. Work to ensure that your content is prepared for an emergency. Digital Preservation Outreach and Education (DPOE)
  • Module 5 - Manage Manage - What provisions are needed for long-term management? Develop (and review) plans for managing content over time. Use policies to contain and develop your preservation program. Digital Preservation Outreach and Education (DPOE)
  • Module 6 - Provide Provide - What considerations are there for long-term access? Remember that long-term access is the purpose of preservation. make sure that means to deliver content to users remains current. Digital Preservation Outreach and Education (DPOE)
  • Identifying Next Steps • Think about your current situation • Write down the top 2 or 3 things you think you most need to do – not more than 3 • For each one, think through: • Who you might work with at your organization or with a colleague/friend somewhere else • Challenges you might face and ways to address those • How much time you might need (available time) • What the specific outcome will be • Pick the one to start with DPOE Baseline Modules: Wrap Up, version 2.0, Nov 2011
  • Resources DPOE Train the Trainer Workshops http://www.digitalpreservation.gov/education/ttt.html Atlas of Digital Damages http://www.atlasofdigitaldamages.info/v1/ NDCC Free Resources for Digital Preservation http://www.nedcc.org/free-resources/digital-preservation ALCTS Preservation Week, April 27 - May 3 http://www.ala.org/alcts/confevents/preswk Preservation Basics for Paper and Media Collections http://unfacilitated.preservation101.org/loggedin.asp Digital Preservation Outreach and Education (DPOE)
  • Questions Comments Feedback The perfect is the enemy of the good. ~ Voltaire Digital Preservation Outreach and Education (DPOE)
  • Thank You for joining us! Kristine Bunnell Valarie Kingsland Lisa C. Krynicki Neva Reece Rachel Seale Digital Preservation Outreach and Education (DPOE)