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T Bahr M Lindlar Goportis Digital Preservation Pilot


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The Goportis Digital Preservation Pilot Project
Experiences made, lessons learned
Michelle Lindlar
Thomas Bahr

Published in: Technology, Education
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T Bahr M Lindlar Goportis Digital Preservation Pilot

  1. 1. The Goportis Digital Preservation Pilot ProjectExperiences made, lessons learned Michelle Lindlar and Thomas Bähr Future Perfect 2012 March 26th 2012, Wellington – New Zealand
  2. 2. The Goportis Pilot projectConducted from October 2009 – October 2011Goportis consists of the three German national subject libraries: the German National Library of Science and Technology (TIB) the German National Library of Medicine (ZB MED) the German National Library of Economics (ZBW)Goal: To determine and evalute technological, institutional and organisational needs for a cooperatively operated digital preservation system.Cooperatively operated means that all partnerscan work equally in the system. 2
  3. 3. „Building a digital preservation system“ dps processes workflows hardware software people organisation mandate 3
  4. 4. „Pyramid foundation“ Organisation dps • type: library, archive, research institute, … processes workflows • level; national, state, university, … people • size: holdings, staff, budget, users, … hardware software • defines your (national) position ! organisation mandate Mandate •Given by: act/law, superordinate organization/institution, self-given, … •For content: (sub)collection level, type of content, … •Including action:collecting, archiving, making available, … • defines your (national) role ! 4
  5. 5. A distributed national (research) library system national bibliography national research literature and information supply Sammlung Sonder- Deutscher sammel- Drucke gebiete „special „Collection of subject German German prints“ German National collections“ National Library 6 libraries Subject Libraries 33 libraries 5
  6. 6. GoportisSubjects: engineering, Subjects: medicine, Subject: economicsarchitecture, information nutrition, environmentaltechnology, chemistry, science, agriculturalmathematics, physics scienceStaff: 212 Staff: 122 Staff: 239Holdings: 8.9 mio units Holdings: 1.6 mio units Holdings: 4.4 mio units different technical infrastructures (e.g. repositories, cataloguing systems) different digital collections (e.g. AV, 3D objects) 6
  7. 7. Pyramid foundation – lessons learnedOne for all or all for one?Partner oriented model: almost identical organizations / mandatesService oriented model different forms of organizations / mandatesMore partners mean more complextiy (communication, documentation, methods of operation)Think about hierarchy within your institutiondigital preservation is a cross-functional task and an organisational change processduring implementation phase it is beneficial to position dps the digital preservation in the hierarchy as close to library management as possible processes workflowsA permament position of digital preservation within an hardware software people institution will have to be found post-pilot organisation mandate 7
  8. 8. Pyramid 1st floor Hardware / Infrastructure dps •Central or decentralized •Open infrastructure ? processes workflows •Scalability and reliability hardware software people Software •System or service organisation mandate •custom-built or off-the peg •commercial or open source People •size and structure •Qualifications / knowhow •Outsourcing possible? 8
  9. 9. System Choice: System vs. ServiceSystem Service control over your data low staff costs decision regarding actions no hardware / software cost institutional/organizational needs time from project start to roll out can be met (flexibility) time from project start to roll out no control over data cost hardware / software actions based on service provider more staff needed decisions access only in pre-defined cases 9
  10. 10. System choice: Off-the-peg vs. Custom build Custom build Off-the-peg licensing cost low lower IT resources (development) modularity continued development quality time from project start to roll out transperence central end-to-end system community support/service integration and development licensing cost costs integration of other systems time from project start to roll-out dependency on company support drawbacks in fullfillment of specific ongoing IT costs for development needs 10
  11. 11. Pyramid 1st level – lessons learned „software“Is the software ready for you?high value of a user communitysystem is close to user needs – but are the user needs YOUR needs?high value of a flexible system (in regards to configuration, integration points, …)clear exit scenario has to be defined dps processes workflows hardware software people organisation mandate 11
  12. 12. People – qualification / know-how strategic Goportis direction Steering committee operative project management / level preservation specialists (1 FTE from each library) library specialists IT specialists (1 FTE for administration (2 from each library 1 from each library temporarily) temporarily for implementation ) 12
  13. 13. People – know-howPreservation specialists- Excellent understanding of formats, preservation procedures, risks, …- Good understanding of workflow procedures- Basic understanding of IT proceduresLibrary staff- Good understanding of digital preservation- Experts for one or more workflows- Experts for descriptive metadata (DC, MARC, MAB, …)IT specialists- Good understanding of digital preservation- Programming skills- Database expert 13
  14. 14. Pyramid 1st level – lessons learnedAre you ready for digital preservation?„Know-How“ is a continuous processthree pillars of knowledge: library processes, IT, preservation practise“spread the word“ within your institution !“community sourcing“ dps processes workflows hardware software people organisation mandate 14
  15. 15. Pyramid – 2nd levelProcesses dps• Specific tasks within your institution related to preservation processes workflows• Organizational process• Technological process hardware software people• Can involve humans and/or systems organisation mandate• Community buildingWorkflows• Combination of tasks/processes to form a meanful chain• In library context „workflows“ usually pertain to handling materials (or users)• Can involve humans and/or systems• Traditional workflows• Digital workflows 15
  16. 16. Processes – Community BuildingValue of Communities for digital preservation- we all have similar problems- „universal“ knowledge regarding formats, risks- new developments often part of „projects“- „keeping tools alive“- standardization for digital preservationContributions of Communities – a few examples- DPC Technology Watch Reports OPF Blogs and Wiki KEEP public deliverables DPOE workshops nestor working groups PREMIS standard 16
  17. 17. Processes – Goportis Community Involvement „International level“ „National level“ „Institutional level“ „Procedural level“ „product/tool level“ 17
  18. 18. Pyramid 2nd level – Lessons learned „processes“Processes – Community Building- community involvement is the process to keep your know-how up to date- think about the level of community involvement right for you (related to organization structure)- try to plan how much time you can spend on community activities- never underestimate the role of institutional level communities ! dps processes workflows hardware software people organisation mandate 18
  19. 19. Workflows – Traditional vs. Digital workflowsTraditional workflows (e.g. cataloguing, selection for acquisition)- basis of library procedures- handling materials throughout their lifecycle in the library‘s holdings- often static- always require human interactionDigital workflows (e.g. ingest, risk management)- configuration within a digital system- handling digital objects throughout their lifecycle in the library‘s digital system(s)- changes in the system may require changes in the workflow- may be automated 19
  20. 20. Workflows – Ingest in the Goportis Pilot Projectmanual ingest („dissertations“) automated ingest („repository“)Files are loaded into Rosetta by librarian Files are picked up by Rosetta from a predefined directoryLibrarian enters minimal set of descriptive Minimal set of descriptive metadata is supplied byMetadata repository with fileObjects are „validated“ (identified, characterized, Objects are „validated“ (identified, characterized,virus check, etc.) virus check, etc.)Problems in the validation process need to be solved Problems in the validation process need to be solvedby preservation specialist by preservation specialistObjects are manually linked with cataloguing system Objects are automatically linked with cataloguing systemObjects are double-checked, „approved“ and passed Objects are passed to archival storageto archival storage 20
  21. 21. Pyramid 2nd level – Lessons learned „Workflows“Workflows – Traditional vs. Digital- is the main difference between „traditional“ and „digital“ a move towards automation?- automation is not always a technical problem- good understanding of benefits and drawbacks of automated processes/workflows- think about your institutional approach towards preservation and what should not be automated in that context dps- just because something can be automated, should it be? processes workflows- your workflows need to be in-line with your overall archival policy hardware software people- define which sources you trust and why ! organisation mandate 21
  22. 22. You think you‘re done? Forget it! dpsOrganizationposition digital preservation as a fixed processes workflowsunit / department / … in your institutionMandate hardware software peoplecompare your mandate to your digitalpreservation strategy and to the legal situation organisation mandateHardware / Infrastructureplan ahead for scalability and consistently check your reliability proceduresSoftwareconsistently check your exit strategy; look for tools to help you with differentpreservation tasks (e.g. migration tools) 22
  23. 23. You think you‘re done? Forget it!People dpsInclude digital preservation as a fixed part of thework description of all staff involved – processes workflowson paper and in their heads! hardware software peopleProcesses organisation mandateIntegrate community activities as afixed slot in your instution.WorkflowsIntegrate more collections into your digital preservatoin system.Find the right balance between traditional and digital/automatedworkflows for your instution/your collections. 23
  24. 24. Collaboration is a key to success! 24
  25. 25. Thank you for your attention!