Digital Preservation - Manage and Provide Access

Dec. 30, 2019
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
Digital Preservation - Manage and Provide Access
1 of 64

More Related Content

Similar to Digital Preservation - Manage and Provide Access

Building SharePoint Enterprise Platforms - Off the beaten path - SharePoint S...Building SharePoint Enterprise Platforms - Off the beaten path - SharePoint S...
Building SharePoint Enterprise Platforms - Off the beaten path - SharePoint S...Andy Talbot
10 Essentials for Effective Teams Governance10 Essentials for Effective Teams Governance
10 Essentials for Effective Teams GovernanceChristian Buckley
Islandora Webinar: Building a Repository RoadmapIslandora Webinar: Building a Repository Roadmap
Islandora Webinar: Building a Repository Roadmapeohallor
Digital Preservation Planning: Just Do It!Digital Preservation Planning: Just Do It!
Digital Preservation Planning: Just Do It!valariek
Building SharePoint Enterprise Platforms - Off the beaten pathBuilding SharePoint Enterprise Platforms - Off the beaten path
Building SharePoint Enterprise Platforms - Off the beaten pathAndy Talbot
Building enterprise platforms - off the beaten path - SharePoint User Group U...Building enterprise platforms - off the beaten path - SharePoint User Group U...
Building enterprise platforms - off the beaten path - SharePoint User Group U...Andy Talbot

Similar to Digital Preservation - Manage and Provide Access(20)

Recently uploaded

Personal Brand Exploration - NaQuan CreekmorePersonal Brand Exploration - NaQuan Creekmore
Personal Brand Exploration - NaQuan CreekmoreNaQuan Creekmore
Congruency vs EqualityCongruency vs Equality
Congruency vs EqualityManik Bhola
'RAY'-volution (Akademos-2021).pdf'RAY'-volution (Akademos-2021).pdf
'RAY'-volution (Akademos-2021).pdfAshishBagani2
Financing Higher Education in India.pptxFinancing Higher Education in India.pptx
Financing Higher Education in India.pptxShrutiMahanta1
Simple Past Tense IBI FDK 23.pptxSimple Past Tense IBI FDK 23.pptx
Simple Past Tense IBI FDK 23.pptxLBB. Mr. Q
How to Use a “Grants Scorecard” to Create Winning Proposals.pdfHow to Use a “Grants Scorecard” to Create Winning Proposals.pdf
How to Use a “Grants Scorecard” to Create Winning Proposals.pdfTechSoup

Digital Preservation - Manage and Provide Access

Editor's Notes

  1. It’s important to emphasize how multiple systems are needed for access and preservation. The exact technology used will depend on an institution’s requirements.
  2. Policies might be the least interesting part of building a new program in your institution, but they’re vital to the long term sustainability of your work. Policies enable consistent decision making and when followed, give you an ironclad paper trail and justification for your actions. In this case, you would want a basic policy apparatus to manage both your staff’s access to content on the back end and your users’ access to content on the front end.
  3. It’s important to determine which staff members are responsible for maintaining your content (manage module??) and who can access all your digitized or born digital stuff. Just like not everyone has stack access, not everyone should be able to get to your digital records. You also can and probably should draw a staff access distinction between your preservation masters and your access copies--if only a select group of staff can get to your preservation masters, it’s more okay to have widely available access copies for staff to use as needed.
  4. You may need to have a different access mode for audio files versus image files, for example--maybe image files are broadly web accessible but audiovisual files are only accessible on your campus. If you have separate access categories for different kinds of content, you will need to consider how you draw lines between categories.--e.g., audio only files can be accessible online but audiovisual files are on-campus only. Note to trainers: as discussed with preservation policies in the Manage Module, access policies have benefits for developing a sound program to ensure long-term access
  5. Another important question to consider with users is how you will handle special requests for content, anything from unprocessed material to material that’s only accessible on older media that you might have behind the scenes but not in your reading room. Make sure that your policies treat all comers with equal respect, from your own faculty to students to outside researchers--in other words, don’t get into the habit of bending the rules or imposing rule will become that much more difficult.
  6. The most important thing about your access policies is that they’re written down and implemented!! There’s no point creating policies if you don’t use them. Policies should also be living, growing documents that respond to changes in technology or your institutution. If you’re having trouble generating policies, your FAQs can be a great starting point.
  7. When you’re considering what kinds of content you want to make available online, there are several questions you need to ask yourself to cover your legal liabilities. The first and most obvious question is do you hold the rights to this material? If you hold copyright you can do what you want, otherwise you need to be more careful about how it’s distributed. Eg., you may not hold the rights to authors’ papers you might have in special collections, whereas you probably do hold the rights to distribute any university-produced content, like yearbooks.
  8. You also need to think about whether there are any restrictions in your deed of gift or donor agreements that could prevent you from distributing content online. The classic example is restricting personal papers until a certain period of time after the donor’s death, but there may be an explicit clause in your donor agreement stipulating material can only be viewed on site.
  9. Something that can come into play with your institutional records is whether there is any confidential information that need to be redacted--the obvious example in a university is student records, but there can be social security numbers, personnel files, and other privileged information hiding in any number of places, such as professor’s papers.
  10. You should also consider that just because you can digitize what you want and put it online, that doesn’t mean you should. Some content is probably better kept off the internet, like university blueprints of campus buildings, which could easily be put to nefarious use.
  11. Most of the basic questions about your legal right to make content accessible over the web can be answered by robust content management. In other words, know what you have and keep good documentation of collections coming into the archives so you know what donors expect regarding their collections. When you’re making decisions about what kind of access to provide, make sure you document what you’re doing and the logic behind it so that you have a paper trail in the event of a problem. This is also the logical place to review your standard donor agreement to see if it addresses how the donor wants to treat any future digital surrogates produced from their records.
  12. For questions that you can’t answer, find a good legal adviser who understands copyright and intellectual property law. Having good documentation of your collections will not only help you know what to do with your collections, it will also help any legal advisers help you!