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How to develop a digital preservation strategy

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Ed Pinsent's (Digital Archivist at ULCC) talks at the IRMS Ireland event about digital preservation strategy, high level strategies, metadata and implementation scenarios.

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How to develop a digital preservation strategy

  1. 1. @ulcc www.ulcc.ac.uk How to develop a digital preservation strategy Ed Pinsent, ULCC IRMS Ireland ARA Ireland 19 November 2015
  2. 2. @ulcc www.ulcc.ac.uk About Ed Pinsent • Ed Pinsent, Digital Archivist at ULCC since 2004 • Teaches digital preservation on the DPTP • Background as archivist / records manager • Experience in web-archiving, repository management, metadata projects, migration, digitisation, project management, etc. • See more at digital archives blog http://dart.blogs.ulcc.ac.uk/
  3. 3. @ulcc www.ulcc.ac.uk Outline 1. Introduction 2. High-level strategies 3. Detailed strategies 4. Metadata! 5. Possible implementation scenarios 6. Where to get help
  4. 4. @ulcc www.ulcc.ac.uk Introduction • Start small – and grow • Do it in stages
  5. 5. @ulcc www.ulcc.ac.uk 4 workpackages WP1: High-level strategies WP2: Detailed strategies WP3: Metadata! WP4: Possible implementation scenarios
  6. 6. @ulcc www.ulcc.ac.uk Assumptions • You already know about… – Your users (depositors, searchers, internal staff) – Your collections – Your access needs
  7. 7. @ulcc www.ulcc.ac.uk Workpackage 1 • Ask a few fundamental questions… • WHY do I want to do digital preservation? • WHAT will I be preserving? • WHO am I preserving it for? • HOW. What capacity do I have for doing it?
  8. 8. @ulcc www.ulcc.ac.uk Why preserve digital content? • Legal need? • Mandate? • Continuity? • Business reasons? • Stakeholder need? • Seeking improvements?
  9. 9. @ulcc www.ulcc.ac.uk What are we preserving? • How many files? • What formats? • Where are they? • Start to narrow the task • Aim to reduce the digital preservation burden
  10. 10. @ulcc www.ulcc.ac.uk Who wants it? • Who benefits from digital preservation?
  11. 11. @ulcc www.ulcc.ac.uk How will we preserve? • Capacity – IT – Skills – Resource – Staff – Money
  12. 12. @ulcc www.ulcc.ac.uk Things to do: Survey • Preparatory surveys of digital content • Checklist of file formats in scope • Ownership of collections • Whereabouts of collections • Size of collections
  13. 13. @ulcc www.ulcc.ac.uk Things to do: Users • Do initial surveys of user community – User community could be internal staff, or external users • Consider “use cases” • Prepare for your access strategy
  14. 14. @ulcc www.ulcc.ac.uk Things to do: Capacity • Perform gap analysis of your organisation • Start a discussion with IT • Get a developer on the team • Appoint a project manager • Grow your skillsets • Look for suitable training packages
  15. 15. @ulcc www.ulcc.ac.uk Outcomes of WP1 • Findings, evidence base • Use for a report, to make business case, to start requirements gathering…
  16. 16. @ulcc www.ulcc.ac.uk Workpackage 2 • How will you treat digital objects? • Potential commit to a new workload, which will be expensive • Look for economies • Define the task and expected results • This part of the talk will focus on Migration of Files
  17. 17. @ulcc www.ulcc.ac.uk Tasks might include… • Study of file formats & behaviours • Study of conversion tools • Testing the above • Doing it against defined acceptance criteria • Documenting the outcomes
  18. 18. @ulcc www.ulcc.ac.uk And working with other strategies… • Archivists – how much loss will we accept? • Users – what formats suit them? • Collections – their digital nature • Other stakeholders • Building use cases
  19. 19. @ulcc www.ulcc.ac.uk Outcome of WP2 • Evidence base passed to IT
  20. 20. @ulcc www.ulcc.ac.uk Workpackage 3
  21. 21. @ulcc www.ulcc.ac.uk Why metadata matters • Gain intellectual control • Manage digital objects • Documenting the nature of digital objects (technical metadata) • Documenting your actions (migrations, changes) • Documenting deposits • Prove the authenticity of your content, increasing trust and confidence (checksums, audit trails…) • Manage rights, access, FOI, IPR…
  22. 22. @ulcc www.ulcc.ac.uk Outcome of WP3 • Metadata policy passed to IT • Requirements passed to vendor
  23. 23. @ulcc www.ulcc.ac.uk Workpackage 4 • Possible implementation scenarios – Different areas of concentration – Different benefits for different audiences – How it could grow – Get there incrementally and still reap benefits as you grow – Costs: understand them, break them down, phase them in over time
  24. 24. @ulcc www.ulcc.ac.uk Scenario #1: storage only Access / migration strategy deferred Dedicated storage, offsite copies, security, backup, checksums, validation, etc. Focus: Bit-level preservation
  25. 25. @ulcc www.ulcc.ac.uk How it can grow • Increased storage capacity • Different types / levels of storage • Tools for compression • Improvements to technical metadata • Archivists become sysadmins
  26. 26. @ulcc www.ulcc.ac.uk Scenario #2 : Access Focus: Create access copies and serve them to users • Migration approach • Tools and workflows for migration • Digital objects linked to descriptive catalogues • Additional storage for access copies
  27. 27. @ulcc www.ulcc.ac.uk How it can grow • Automatic creation of access copies • More, better conversion tools • More catalogues / metadata • Dedicated user API for viewing content • Multiple format support • Sharing / consortial arrangements
  28. 28. @ulcc www.ulcc.ac.uk Scenario #3: For archivists Focus: Create great preservation copies and associated metadata • Technical metadata / file format tools • API for archivists • Migration strategy Database to index and search
  29. 29. @ulcc www.ulcc.ac.uk How it can grow • Develop migration strategy for more formats • Preservation metadata and audit trails • Improvements in technical metadata • More file format identification tools Additional security / validation More powerful database, improved reporting
  30. 30. @ulcc www.ulcc.ac.uk Scenario #4: for records managers Focus: Producer engagement, user needs, compliance • Captures born- digital records and keeps them long-term • Normalisation policy and conversion tools • Access may be deferred, must be controlled
  31. 31. @ulcc www.ulcc.ac.uk How it can grow • Better workflows • Better security • Better audit trails and record-keeping • Accessible, protected copies of content for external auditors and internal staff • Better producer relations • Transfer methods • Early capture Additional security / authenticity assurance
  32. 32. @ulcc www.ulcc.ac.uk Scenario #5: income generation Focus: Generate income streams from preserved content • Content served to a paying public • Adds a paywall mechanism or shopping cart • Protects assets
  33. 33. @ulcc www.ulcc.ac.uk How it can grow • Social media / tagging • User interaction • Generates interest • Licenses reuse of (e.g.) images
  34. 34. @ulcc www.ulcc.ac.uk Conclusion • Where to get help and advice • http:// www.dpconline.org • http:// www.dcc.ac.uk • http:// www.dptp.org • http://www.clir.org • http://blogs.loc.gov/digitalpreservation/
  35. 35. @ulcc www.ulcc.ac.uk Strategic tools for planning digital preservation • 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/ • SCOUT - http://scout.keep.pt/web/

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