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@ulcc www.ulcc.ac.uk
Preservation Planning
ULCC Webinar March 2015
@ulcc www.ulcc.ac.uk
Introduction
• Ed Pinsent / Steph Taylor of ULCC
@ulcc www.ulcc.ac.uk
What we will cover
• What does “preservation planning” mean?
• Are there any tools we can use to do i...
@ulcc www.ulcc.ac.uk
Question 1
• What does “preservation planning” mean
to you?
Source:
https://www.flickr.com/
photos/my...
@ulcc www.ulcc.ac.uk
Preservation Planning could include…
• #1 Conforming with the OAIS Preservation
Planning function
• #...
@ulcc www.ulcc.ac.uk
Question 2
• Anything you would add to this general list
of definitions?
Source:
https://www.flickr.c...
@ulcc www.ulcc.ac.uk
@ulcc www.ulcc.ac.uk
#1: OAIS Preservation Planning
• The Preservation Planning Functional Entity
• Specific expectations:...
@ulcc www.ulcc.ac.uk
#1 Tools?
• The OAIS reference model itself
• Undergoing a TDR Audit
• Will revisit the list of tools…
@ulcc www.ulcc.ac.uk
#2 Strategic Planning
• Self-assessment tools / survey institutional
readiness
• Measuring yourself a...
@ulcc www.ulcc.ac.uk
#2 Tools?
• TDR attributes, TRAC audit, ISO 16363
• DRAMBORA repository risk assessment
• DPCMM matur...
@ulcc www.ulcc.ac.uk
#3 Written policies
• “A digital preservation policy is the
mandate for an archive to support the
pre...
@ulcc www.ulcc.ac.uk
13
@ulcc www.ulcc.ac.uk
#3 Tools?
• Kirsty Lee’s policy matrix
• SCOUT
@ulcc www.ulcc.ac.uk
#4 Technical planning
• Should result in machine-readable IT
policies that govern the repository, e.g...
@ulcc www.ulcc.ac.uk
#4 Tools
• PLATO online planning tool
• Archivematica digital preservation system
@ulcc www.ulcc.ac.uk
#5 Acceptance criteria
• You know what you want to do, but not
sure what the outcome will be
• Need t...
@ulcc www.ulcc.ac.uk
#5 Tools?
• JISC Future-Proofing report (EP and Kit
Good)
• Northumberland Estates project for
SPRUCE...
@ulcc www.ulcc.ac.uk
#6 Collection profiling
• Centred on the resources, not digital
objects
– What is the content?
– Who ...
@ulcc www.ulcc.ac.uk
#6 Tools
• Collection profiling lessons from British
Library, Michael Day et al (IPRES 2014)
@ulcc www.ulcc.ac.uk
Question
• Has anyone used these tools, do they
recognise them, and would they care to
add any views?
@ulcc www.ulcc.ac.uk
Another question
• Does anyone know of tools we missed out,
which they would recommend?
@ulcc www.ulcc.ac.uk
Examples of tools that could be
used for preservation planning
@ulcc www.ulcc.ac.uk
#3: Kirsty Lee’s policy matrix
@ulcc www.ulcc.ac.uk
#3: SCOUT
• Sources of information:
– File format registries
– Characterisation tools
– Migration pol...
@ulcc www.ulcc.ac.uk
#4: Planning Tools
• One approach to planning: building a
migration pathway
• Assumptions: you want t...
@ulcc www.ulcc.ac.uk
Archivematica
• Archivematica holds a library of policies to
govern preservation processes
• Fully co...
@ulcc www.ulcc.ac.uk
28
@ulcc www.ulcc.ac.uk
PLATO
• PLATO: online planning process tool;
somewhat centred on digital object;
creates mindmaps / d...
@ulcc www.ulcc.ac.uk
PLATO
• Online / web based planning tool
• Captures preservation requirements from many
stakeholders
...
@ulcc www.ulcc.ac.uk
How PLATO works
• You model your requirements
• You can include a lot of macro detail about your
repo...
@ulcc www.ulcc.ac.uk
PLATO decision tree
32
@ulcc www.ulcc.ac.uk
Summary of PLATO
• Works as an annotation tool; models and
records your decision-making process as
an...
@ulcc www.ulcc.ac.uk
#5 Acceptance criteria
• Future-Proofing Report 2012 (EP and Kit Good)
– Can we migrate e-records int...
@ulcc www.ulcc.ac.uk
#5 Acceptance criteria
@ulcc www.ulcc.ac.uk
#5 Northumberland Estates project
• Surveyed digital repository options
currently available for small...
@ulcc www.ulcc.ac.uk
#5 Northumberland Estates
• Requirements shopping list / specification
• An assessment form / scored ...
@ulcc www.ulcc.ac.uk
#6 Tools
• Preservation Intent
• Used by the British Library (and others)
• At the heart of their pre...
@ulcc www.ulcc.ac.uk
#6 Tools
• Talk to curators
• Develop ‘plain language’
statements
@ulcc www.ulcc.ac.uk
#6 Tools
• The responsibility
for collections
stays with the
curators.
@ulcc www.ulcc.ac.uk
#1: OAIS Tools Revisited
• Evaluate the contents of the archive: BL
• Make recommendations for migrat...
@ulcc www.ulcc.ac.uk
Last question
• Do you feel that preservation planning is
something that is adequately covered
where ...
@ulcc www.ulcc.ac.uk
Thanks for attending our webinar
• e.pinsent@ulcc.ac.uk
• stephanie.taylor@london.ac.uk
• http://dart...
@ulcc www.ulcc.ac.uk
Resources 1
• TDR - http://www.oclc.org/research/activities/trustedrep.html (has link to
PDF)
• Dramb...
@ulcc www.ulcc.ac.uk
Resources 2
• Jisc Future-Proofing report - E Pinsent & K Good -
http://11kitbid.jiscinvolve.org/wp/
...
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Technology Bytes: Tools and Services for Digital Preservation - Preservation Planning Tools- 25/March/2015

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These slides were used in a webinar delivered by Ed Pinsent & Steph Taylor of the DART team at ULCC as part of the DPC Technology Bytes series. They outline some of our thoughts on what 'Preservation Planning' means in terms of digital preservation. We explore 6 'planning' areas, and look at some tools to help with planning and some examples of good practice.

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Technology Bytes: Tools and Services for Digital Preservation - Preservation Planning Tools- 25/March/2015

  1. 1. @ulcc www.ulcc.ac.uk Preservation Planning ULCC Webinar March 2015
  2. 2. @ulcc www.ulcc.ac.uk Introduction • Ed Pinsent / Steph Taylor of ULCC
  3. 3. @ulcc www.ulcc.ac.uk What we will cover • What does “preservation planning” mean? • Are there any tools we can use to do it? – Structure of the webinar: • Interpretations of preservation planning (6 in all) • Tools that are available to help with each aspect • Detailed examples and studies of some tools • Opportunities for you to ask questions are built into the webinar
  4. 4. @ulcc www.ulcc.ac.uk Question 1 • What does “preservation planning” mean to you? Source: https://www.flickr.com/ photos/mytwofeet/
  5. 5. @ulcc www.ulcc.ac.uk Preservation Planning could include… • #1 Conforming with the OAIS Preservation Planning function • #2 Making strategic plans, through gap analysis and audit • #3 Writing policies for preservation • #4 Making technical plans • #5 Acceptance criteria • #6 Profiling a collection
  6. 6. @ulcc www.ulcc.ac.uk Question 2 • Anything you would add to this general list of definitions? Source: https://www.flickr.com /photos/xabl/
  7. 7. @ulcc www.ulcc.ac.uk
  8. 8. @ulcc www.ulcc.ac.uk #1: OAIS Preservation Planning • The Preservation Planning Functional Entity • Specific expectations: – Evaluate the contents of the archive – Make recommendations for migration – Develop strategies and standards – Provide risk analysis reports – Monitor the user community requirements – Monitor changes in technology – Develop migration plans, software prototypes, test plans to enable implementation of migration
  9. 9. @ulcc www.ulcc.ac.uk #1 Tools? • The OAIS reference model itself • Undergoing a TDR Audit • Will revisit the list of tools…
  10. 10. @ulcc www.ulcc.ac.uk #2 Strategic Planning • Self-assessment tools / survey institutional readiness • Measuring yourself against a benchmark or maturity model • Gap analysis • Thus assisting with strategic plan for improvement
  11. 11. @ulcc www.ulcc.ac.uk #2 Tools? • TDR attributes, TRAC audit, ISO 16363 • DRAMBORA repository risk assessment • DPCMM maturity model • AIDA and CARDIO - digital assets and research data • LOC levels • Cornell five stages
  12. 12. @ulcc www.ulcc.ac.uk #3 Written policies • “A digital preservation policy is the mandate for an archive to support the preservation of digital records through a structured and managed digital preservation strategy.” (The National Archives) 12
  13. 13. @ulcc www.ulcc.ac.uk 13
  14. 14. @ulcc www.ulcc.ac.uk #3 Tools? • Kirsty Lee’s policy matrix • SCOUT
  15. 15. @ulcc www.ulcc.ac.uk #4 Technical planning • Should result in machine-readable IT policies that govern the repository, e.g. notifications, migration scripts, packaging actions… • Scripts for your repository system to follow • Automation of preservation processes • A big part of “planning”, but also very specific
  16. 16. @ulcc www.ulcc.ac.uk #4 Tools • PLATO online planning tool • Archivematica digital preservation system
  17. 17. @ulcc www.ulcc.ac.uk #5 Acceptance criteria • You know what you want to do, but not sure what the outcome will be • Need to perform detailed tests, e.g. on conversion tools and migration formats • Start with acceptance criteria: – What must you keep? – What can you afford to lose?
  18. 18. @ulcc www.ulcc.ac.uk #5 Tools? • JISC Future-Proofing report (EP and Kit Good) • Northumberland Estates project for SPRUCE (EP and Chris Fryer)
  19. 19. @ulcc www.ulcc.ac.uk #6 Collection profiling • Centred on the resources, not digital objects – What is the content? – Who uses it? – What do they expect? – What formats is it stored in? • Collection profiling may result in a preservation / migration / access plan
  20. 20. @ulcc www.ulcc.ac.uk #6 Tools • Collection profiling lessons from British Library, Michael Day et al (IPRES 2014)
  21. 21. @ulcc www.ulcc.ac.uk Question • Has anyone used these tools, do they recognise them, and would they care to add any views?
  22. 22. @ulcc www.ulcc.ac.uk Another question • Does anyone know of tools we missed out, which they would recommend?
  23. 23. @ulcc www.ulcc.ac.uk Examples of tools that could be used for preservation planning
  24. 24. @ulcc www.ulcc.ac.uk #3: Kirsty Lee’s policy matrix
  25. 25. @ulcc www.ulcc.ac.uk #3: SCOUT • Sources of information: – File format registries – Characterisation tools – Migration policies – Content types – Human knowledge 25 http://scout.keep.pt/web/
  26. 26. @ulcc www.ulcc.ac.uk #4: Planning Tools • One approach to planning: building a migration pathway • Assumptions: you want to do migration, you have digital objects, you can support destination formats, and you can operate conversion tools • Let’s compare Archivematica with PLATO 26
  27. 27. @ulcc www.ulcc.ac.uk Archivematica • Archivematica holds a library of policies to govern preservation processes • Fully configurable; will identify file formats and invoke conversion tools or online services • Aims to create a suitable conversion for your AIP or DIP • Automates this process • But it assumes the pathway problems are already solved 27
  28. 28. @ulcc www.ulcc.ac.uk 28
  29. 29. @ulcc www.ulcc.ac.uk PLATO • PLATO: online planning process tool; somewhat centred on digital object; creates mindmaps / decision trees • Part of PLANETS project (since 2008) • Developed a testbed; experiment on file formats, trial certain types of tools 29
  30. 30. @ulcc www.ulcc.ac.uk PLATO • Online / web based planning tool • Captures preservation requirements from many stakeholders • Matches them to potential preservation strategies • Weighs alternatives • Will help you to make decisions about which preservation action to take • Assumption is that you don’t know the ideal pathway, and you want to choose your own tools and services • PLATO allows you to experiment (PLANETS offered a testbed / sandpit) 30
  31. 31. @ulcc www.ulcc.ac.uk How PLATO works • You model your requirements • You can include a lot of macro detail about your repository (costs, staff, IT support)… • And micro detail about the object (significant properties, data that must not be lost) • Your requirements take the form of a PLATO decision tree • PLATO then runs experiments with various tools and target formats, and scores the results against your requirements 31
  32. 32. @ulcc www.ulcc.ac.uk PLATO decision tree 32
  33. 33. @ulcc www.ulcc.ac.uk Summary of PLATO • Works as an annotation tool; models and records your decision-making process as an outcome you can save • Depends on its decision trees – Hard work to build them – Output is not a script or policy, but a scored experiment result 33
  34. 34. @ulcc www.ulcc.ac.uk #5 Acceptance criteria • Future-Proofing Report 2012 (EP and Kit Good) – Can we migrate e-records into preservation-ready objects, using open source tools? – Tested DROID, XENA, JHOVE, NZMET, DPSP – Pre-defined Evaluation Criteria and Acceptance Criteria – Small testbed of objects – representative range of records – Looked at behaviours and properties, before and after – Detailed reports on findings
  35. 35. @ulcc www.ulcc.ac.uk #5 Acceptance criteria
  36. 36. @ulcc www.ulcc.ac.uk #5 Northumberland Estates project • Surveyed digital repository options currently available for small-to-medium organisations with limited resources • How to implement preservation on a limited budget? • Published methodology and outputs at http://wiki.dpconline.org/index.php
  37. 37. @ulcc www.ulcc.ac.uk #5 Northumberland Estates • Requirements shopping list / specification • An assessment form / scored checklist, for product analysis • User stories – how system aligns with existing IT • Simple self-assessment form for scoring organisational preparedness for digital preservation
  38. 38. @ulcc www.ulcc.ac.uk #6 Tools • Preservation Intent • Used by the British Library (and others) • At the heart of their preservation planning, along with – – Infrastructure – Strategy – Content Profiling – Collection Profiling
  39. 39. @ulcc www.ulcc.ac.uk #6 Tools • Talk to curators • Develop ‘plain language’ statements
  40. 40. @ulcc www.ulcc.ac.uk #6 Tools • The responsibility for collections stays with the curators.
  41. 41. @ulcc www.ulcc.ac.uk #1: OAIS Tools Revisited • Evaluate the contents of the archive: BL • Make recommendations for migration: PLATO, Archivematica, Future-Proofing • Develop strategies and standards: self-assessment tools, SCOUT, Edinburgh • Provide risk analysis reports: DRAMBORA • Monitor the user community requirements: BL • Monitor changes in technology: SCOUT • Develop migration plans, software prototypes, test plans to enable implementation of migration: PLATO, Archivematica, Future-Proofing
  42. 42. @ulcc www.ulcc.ac.uk Last question • Do you feel that preservation planning is something that is adequately covered where you work?
  43. 43. @ulcc www.ulcc.ac.uk Thanks for attending our webinar • e.pinsent@ulcc.ac.uk • stephanie.taylor@london.ac.uk • http://dart.blogs.ulcc.ac.uk/
  44. 44. @ulcc www.ulcc.ac.uk Resources 1 • TDR - http://www.oclc.org/research/activities/trustedrep.html (has link to PDF) • Drambora - http://www.repositoryaudit.eu/ • DPCMM - http://www.savingthedigitalworld.com/resources/digital- preservation-capability-maturity-model • AIDA - http://aida.jiscinvolve.org/wp/ • CARDIO - http://cardio.dcc.ac.uk/ • LOC levels - http://blogs.loc.gov/digitalpreservation/2012/11/ndsa-levels-of- digital-preservation-release-candidate-one/ • PLATO - http://www.ifs.tuwien.ac.at/dp/plato/intro/ • Archivematica - https://www.archivematica.org/wiki/Main_Page • SCOUT - http://scout.keep.pt/web/
  45. 45. @ulcc www.ulcc.ac.uk Resources 2 • Jisc Future-Proofing report - E Pinsent & K Good - http://11kitbid.jiscinvolve.org/wp/ • Northumberland Estates case study – E Pinsent & C Fryer (for SPRUCE) http://wiki.dpconline.org/index.php?title=Northumberland_estates_case_stu dy • Identifying Digital Preservation Requirements: Digital Preservation Strategy and Collection Profiling at the British Library – M Day, A Macdonald, A Kimura, M Pennock (iPres 2014) - http://www.researchgate.net/publication/270880931_Identifying_Digital_Pre servation_Requirements_Digital_Preservation_Strategy_and_Collection_Pr ofiling_at_the_British_Library • Images used in slides 39 & 40 from BL Labs Mechanical Curator, via the British Library Flickr (no known copyright restrictions) https://www.flickr.com/photos/britishlibrary/ • Images used in slides 4 and 6 from Flickr Commons

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