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Digital Preservation for DAMs
Beyond Metadata Standards:
Ensuring Authenticity and Digital Provenance
What is Digital
Preservation and
How Does it Relate
to Digital Asset
Management?
LEGAL
FINANCIAL
ETHICALDigital Preservation means
that assets will remain
accessible, intelligible, and
usable regardless ...
Everyone
has #InformationChaos
Problems
Preemptive Strategies
for Digital Preservation
Step 1
Repurpose Funds
Repurpose funds or lawsuit
budgets to preventative
m...
An
Opportunity
Digital Preservation theory urges
practitioners to create the metadata
record as close to the time as recor...
What is a Digital Preservation Strategy and
What Are the Requirements?
A Digital Preservation Strategy
is holistic, techno...
Archival Concepts
and How
They Relate to
Digital
Asset Management
Archival Concepts for DAM
Provenance
“Provenance is a fundamental
principle of archives, referring to
the individual, fami...
Archival Concepts for DAM
Selection & Appraisal
Selection is: “The process of identifying materials to be preserved becaus...
Things you can do now!
Audit existing metadata,
procedures, and policies for
ensuring authenticity over time
Use the ICA’s...
Example Digital Preservation Strategy/Policy
Document
Digital Preservation Strategy/Policy Document Drafted MM/DD/YYYY Nex...
Resources
International Council on Archives Digital Preservation Modules
http://www.ica-sae.org/
DAM Foundation DAM Maturi...
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Digital Preservation for DAMs

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Integrity of assets and metadata affects asset analytics, production, usage rights, and the story of the asset from creation to dissemination. Because of the transient and fragile nature of electronic records, without Digital Preservation, your metadata, your database, your digital asset management system and your assets mean very little.

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Digital Preservation for DAMs

  1. 1. Digital Preservation for DAMs Beyond Metadata Standards: Ensuring Authenticity and Digital Provenance
  2. 2. What is Digital Preservation and How Does it Relate to Digital Asset Management?
  3. 3. LEGAL FINANCIAL ETHICALDigital Preservation means that assets will remain accessible, intelligible, and usable regardless of technology. It also means that their status remains reliable, accurate, and authentic. Chart: Consequences of the lack of digital preservation strategy and information governance for your organization
  4. 4. Everyone has #InformationChaos Problems
  5. 5. Preemptive Strategies for Digital Preservation Step 1 Repurpose Funds Repurpose funds or lawsuit budgets to preventative maintenance instead of reactional maintenance--use that money for a proper archiving solution! Step 2 Know the Metadata Know the EXIF,IPTC, Photoshop, and data fields in your database. Know what data comes into & leaves your DAM. Step 3 Follow the Record Retention Policy Update your departmental or organizational records retention policies to include a Digital Preservation Strategy. They may have not been updated in a long time. Guess what you have a new project!
  6. 6. An Opportunity Digital Preservation theory urges practitioners to create the metadata record as close to the time as record creation as possible
  7. 7. What is a Digital Preservation Strategy and What Are the Requirements? A Digital Preservation Strategy is holistic, technologically and environmentally neutral. It has metadata requirements that are expected to be applied at or near the time of creation and is not focused on specific standards or procedures. The strategy requires context and curation, and is supplemented with digital preservation procedures and recommendations that will invariably change with time.
  8. 8. Archival Concepts and How They Relate to Digital Asset Management
  9. 9. Archival Concepts for DAM Provenance “Provenance is a fundamental principle of archives, referring to the individual, family, or organization that created or received the items in a collection. The principle of provenance or the respect des fonds dictates that records of different origins (provenance) be kept separate to preserve their context” Records Lifecycle The lifecycle of records includes the creation, use (both primary and secondary), storage and disposal of records. Inventory Inventory of existing assets Identify assets for ingestion One can be used to prune and curate existing collection and the other can be used as a tool to determine records of enduring value for ingestion into your DAM
  10. 10. Archival Concepts for DAM Selection & Appraisal Selection is: “The process of identifying materials to be preserved because of their enduring value, especially those materials to be physically transferred to an archives.” Appraisal is: “The process of identifying materials offered to an archives that have sufficient value to be accessioned. - 2. The process of determining the length of time records should be retained, based on legal requirements and on their current and potential usefulness.” What is Worthy of Being Preserved? What is Worthy of Potentially Being Accessioned and Preserved?
  11. 11. Things you can do now! Audit existing metadata, procedures, and policies for ensuring authenticity over time Use the ICA’s Digital Preservation Modules as Model for Development of your Digital Preservation Strategy Use the DAM Maturity Model Use the Library of Congress Digital Preservation Tools Use the Example Digital Preservation Strategy/Policy Document to Get Started
  12. 12. Example Digital Preservation Strategy/Policy Document Digital Preservation Strategy/Policy Document Drafted MM/DD/YYYY Next Update MM/DD/YYYY Goal of Digital Preservation Strategy ● Retain Accessibility to Digital Assets Over Time ● Protect Company Assets from a Legal, Ethical, and Business Perspective ● Verify Authenticity and Integrity of Digital Assets Actionable 1. Annual Benchmark DAM System against other DAM systems using Enterprise DAM Checklist @ https://vit.picturepark.com/Go/VhHYlusO 2. Annual Review and Update Retention Schedules for Archive 3. Annual Completion of the DAM Maturity Model Benchmark @ http://dammaturitymodel.org/ 4. Annual Review and Update Metadata Schema 5. Semi-Annual Audit of Assets/Check for Data Integrity a. Verify Metadata Completeness & Accuracy b. Audit of Data Coming into DAM, Data Leaving DAM (xmp, iptc, exif)
  13. 13. Resources International Council on Archives Digital Preservation Modules http://www.ica-sae.org/ DAM Foundation DAM Maturity Model http://dammaturitymodel.org/ Enterprise DAM Checklist https://vit.picturepark.com/Go/VhHYlusO Library of Congress Digital Preservation Tools http://www.digitalpreservation.gov/tools/ Archivist Faults I.R.S. for Not Reporting Loss of Emails http://www.nytimes.com/2014/06/25/us/politics/irs-did-not-follow-law-after-loss-of-officials-emails-archivist-says.html?_r=0 Jenn Riley’s Metadata Universe http://www.dlib.indiana.edu/~jenlrile/metadatamap/ Society of American Archivists Glossary http://www2.archivists.org/glossary

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