Digital preservation handbook oct2015 ver06

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This presentation on the new edition of the Digital Preservation Handbook was given at the DCDC15 conference in October 2015. Originally published in 2001 as a paper edition, ‘Preservation and Management of Digital Materials: a Handbook’ was the first attempt in the UK to synthesise the diverse and burgeoning sources of advice on digital preservation. Demand was so great that in 2002, a free online edition of the Handbook was published by the newly established Digital Preservation Coalition.
After more than a decade, in which digital preservation has been transformed, the Handbook remains among the most heavily used area of the DPC website.
Funders and organisations are collaborating on re-designing, expanding and updating the Handbook so it can continue to grow as a major open-access resource for digital preservation. The slides provide a detailed overview of the new edition Handbook and work in progress.

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  • Show of Hands
  • First published in hard copy as “Preservation Management of Digital Materials: A Handbook” in 2001 by the British Library

    Digital version the “Digital Preservation Handbook” followed in 2002 hosted on the DPC website. A “digital dowry” for the DPC. Has consistently been the most popular area of the DPC website over last decade.

    However only ad hoc maintenance and updating so currency has become a major issue. DPC committed to raising funding for full revision and re-launch
  • Shows existing topics

    A new section on costs was added to the online edition later – not in original publication

    Also noteworthy is that there are 3 case studies and a selection decision tree tool for long-term retention/acquisition in both print and online editions
  • Show of Hands
  • Gap analysis

    Technical Solutions/Tools – Audit and certification not surprising gaps given how relevant practice has evolved since 2002

    Some questionable gaps ie topics that are not specifically digital preservation – generic ethics or staff development, team working etc

    Some interesting gaps elsewhere from comparison to Handbook

    Handbook for example include section on content/records creation and preservation implications – missing elsewhere possibly due to influence of OAIS model that starts with ingest to repository.

    In a similar vein all sources very institutional - nothing on personal archiving either

    Annotated exemplars and Case studies a potential strength of Handbook?

    Selection/Acquisition decision tree a unique and often cited tool within Handbook

    All sources missing deep dive topics –web archiving etc – potential strength of Handbook linking to Tech Watch reports (and vice versa?) – something that isn’t currently there.

  • New Landing Page
  • The Navigation Bar – 8 main headings, some 35 major topics/chapters in total.
    Approx 50% peer-reviewed and publication ready, approx 25% in peer review and being readied, about 25% to do
  • Introduction and overview text of Web-archiving in Content specific preservation main section
  • Table in Web-Archiving section
  • Small section of the Resources in Web-archiving section
  • Multi-media resource demo embedded version in Web-Archiving section
  • Digital preservation handbook oct2015 ver06

    1. 1. Digital Preservation Handbook a New Edition October 2015 Funders
    2. 2. Introduction • A major new version of the Digital Preservation Handbook is in production for 2015/2016 • Peer-reviewed, open-licensed, free, online resource hosted by DPC • Production partners DPC and Charles Beagrie Ltd (Neil Beagrie PI and co-author of first edition of the Handbook published 2001) • As of Oct 2015,we have raised 87% of funding required • Funders to date are: Gold sponsor: TNA Bronze sponsors: ARA, BL, Jisc • Modular new content releases: October 2015, and March 2016
    3. 3. The 1st Edition
    4. 4. First Print Edition and Web Edition
    5. 5. What it Contained • Series of chapters, each with references, and annotated exemplars • Around 136 pages of content in total, approx 23% for exemplars so high level text followed by sections to support “deep dives” into topics Introduction How to Use The Handbook Definitions and Concepts Acronyms and Initials References and Exemplars Digital Preservation Strategic Overview Preservation Issues References and Exemplars Institutional Strategies Collaboration Outreach Third Party Services Rights Management Staff Training and Development Standards and Best Practice Guidelines References and Exemplars Organisational Activities Creating Digital Materials Creating Electronic Records Acquisition and Appraisal Decision Tree Retention and Review Storage and Preservation Metadata and Documentation Access References and Exemplars Media and Formats Media File Format and Standards Compression and Encryption Technology Watch Summary Recommendations References and Exemplars
    6. 6. Decision tree
    7. 7. Checklist for Digitisation
    8. 8. The Challenges • Popular and very heavily used resource but: • Major growth in digital preservation practice and available tools since 2002 • Very little content revision or additions from 2002- 2014 • Design reflects early origins – few illustrations or tables, no multi-media
    9. 9. Quick Questions Have you heard of it? Have you used it? What for?
    10. 10. It’s not like we’ve not been busy … • DPTP, 2005 onwards • DPC Leadership Programme, 2009 to present • Digital Preservation Roadshow (with TNA and SoA) 2009-10 • Getting Started in Digital Preservation (with BLPAC) 2011 onwards • What I wish I knew before I started 2012 onwards • Making Progress in Digital Preservation 2014 onwards • APARSEN, DigCurV, Timbus • Technology Watch Reports • Briefing Days
    11. 11. Points to … • Demand • Lots of resources to draw upon • Lots of experience of what works
    12. 12. The Revision
    13. 13. Plans for Revision • Funding from TNA for first year – BL, Jisc, ARA funding added • expect to take two years to 31 March 2016; • Will have modular updates that can be released in phases on DPC website; • Approaches used: • Project Board and Advisory Panel • Gap Analysis • Audience research/online survey – 285 community responses • Book sprints • Editing, coding and design • International Peer Review College
    14. 14. Gap Analysis • Mapped to DigCurv Framework and APARSEN report and other digital preservation textbooks • Lots to update, some obvious gaps, some additional areas or strengths Gaps in Handbook Technical Solutions/Tools Audit and certification Legal (except IPR) Risk management/change/succession Linkages to recent content (esp Tech Watch Reports ? Gaps Generic staff training and dev Ethics Strengths in Handbook (ie gaps elsewhere) Peer reviewed, free open- licensing, online resource Creating content (preservation implications) Selection/Acquisition decision tree Annotated Exemplars and Case studies (23% of Handbook) Deep dive topics (though dated)
    15. 15. Booksprints How • Preparation - Desk research and resources • Scope and brainstorm it • Write it • Review it Doing • 10-14 people in smaller groups • Google Docs (red old text, blue 2nd edition text) • Reference - Online 1st and 2nd Handbook editions • Facilitator • 2-3 days interactive development
    16. 16. Style – What We Aim For • Concise high-level overviews • Suitable for novices upwards • Longevity of content – point out to resources (e.g. COPTR) for tools that change rapidly • Selective case studies and resources for follow-up in depth – short overviews for each to aid user – criteria: • Broad appeal- best sources for most users • Content 5years old or less if technical • Short high quality multi-media • Open- free to access (charged for only if no open alternative)
    17. 17. Some Peer Review Comments on the New Edition “The Handbook will be an extraordinarily useful resource on many levels. As an overview and introduction to people new to the subject, as a source of detailed information on specific topics for those with a particular issue to resolve and as a resource which can be returned to as a reference point, and as an individual gains a deeper knowledge of the subject and wants to explore more complex aspects of digital preservation.” (Local Authority Archivist) “I recently recommended the old Handbook as a resource for a colleague working in Information Governance and Management to refer to as she had asked for help in understanding Digital Preservation. I can see that the new Handbook will be far more accessible for her in many ways – the ability to navigate easily between sections and levels of content, from the overview to the detailed Case Study and the links to Tools and practical real world solutions will be of great use.” (Local Authority Archivist)
    18. 18. The New Edition (drum roll begins…)
    19. 19. Handbook Outline Introduction Digital Preservation Institutional Strategies Organisational Activities Technical Solutions and Tools Detailed Content Preservation Case Studies • Each section has initial overview, followed by selective short case studies and further reading for “deep dives” • Extensive community consultation and engagement • 2 year project - First year funded – reaching critical mass – first release Oct 2015 – second year fund-raising – final release March 2016
    20. 20. What is the same • Broad structure and style of original robust • Design for Web and optional Print outputs (user driven requirement) • Peer review • BUT…..
    21. 21. What is changing -content • Maybe c. 90% of original content replaced or updated, and 50% more content topics than 1st edition • Book sprints for collaborative writing/range of experience and range of voices … • Content shifts • New section: ‘Getting Started in Digital Preservation’ • Tie in to DPC Technology Watch Reports • Almost all case studies and resources changed • More technology, tools, solutions • More on storage systems/cloud, less on media carriers • More on Audit, More on Emulation, • Less on Technology Obsolescence
    22. 22. What is changing –content 2 • Content illustrations – partnering with Digitalbewaring • Adding Multi-media
    23. 23. What is changing 3 • Future design updates to DPC website • Icons for resources and case studies –revised with Digitalbewaring Publications Tools Web resources Videos Case studies
    24. 24. Some results from the Audience Research
    25. 25. Demo’s (DPC members can now watch live as we work) Landing page www.dpconline.org/advice/preservationhandbook Web-archiving www.dpconline.org/advice/preservationhandbook/content-specific- preservation/web-archiving Glossary www.dpconline.org/advice/preservationhandbook/glossary
    26. 26. The New Edition (here endeth the demo) Soft Launch 30th October 2015 (partial, comments welcome) Final book Sprint November 2015 Full launch March 2016 Official Launch April 2016 Then what? The project is dead: long live the project
    27. 27. Legacy Plan … (in outline) 1. DPC Editorial Board Takes Over from Project Delivery Board 2. Advisory Committee retained? 3. DPC training activities revised and updated 4. DPC publication plans proceed (e.g. webinars, Tech Watch Reports) 5. Comments function moderated 6. Website maintained 7. Promotion continues 8. etc?
    28. 28. Consultation 1: Legacy Not really about content: quality assurance is strong. Process not product; community not content What are your professional development requirements re digital preservation? What are your organisational requirements for growth? How might the handbook support these? How can success of the handbook be measured? How can your success, success of your organisation, your community be measured? How can the handbook be transformed by its audience? How should DPC maintain it for optimal benefit? Can you help us spread the word? What could you contribute? (many roles…)
    29. 29. Consultation 2: Our Values – Your Values? Current Concise Web Accessible Multi-media Interactive Vendor-Neutral Lowering barriers to participation Multiple voices Peer reviewed Community owned Free Community Consultation Here (in no particular order) are some of the assumptions we have used in designing the handbook. • Is there anything missing? • What is the most important? • What could we take away? Modular Quality over speed Intellectually Accessible Linking if possible Useful
    30. 30. Consultation 3: Come and get us! We’d love to hear from you: • william@dpconline.org • neil@beagrie.com • sharon@dpconline.org We’d love to hear from you 2: • DPC/ ULCC / DCC survey on training needs:
    31. 31. Digital Preservation Handbook a New Edition October 2015 Funders

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