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Dr. Reiner Göldner 1
Small Solutions for Small Institutions
Steps Towards Archiving and Preservation of Digital Data
Dr. R...
Dr. Reiner Göldner: Small Solutions for Small Institutions 2
Small Solutions for Small Institutions
Content
❙ Basics
❙ Ste...
Dr. Reiner Göldner: Small Solutions for Small Institutions 3
Archiving is …
… the most intensive and most expensive way
to...
Dr. Reiner Göldner: Small Solutions for Small Institutions 4
Basics
❙ meaning:
❙ archiving = long term preservation
❙ to p...
Dr. Reiner Göldner: Small Solutions for Small Institutions 5
Step: Responsibility and Competency
❙ always start with a cle...
Dr. Reiner Göldner: Small Solutions for Small Institutions 6
Step: Archival Objectives
❙ A principle may be:
… to permanen...
Dr. Reiner Göldner: Small Solutions for Small Institutions 7
Step: Secure Storage
❙ no removable media
❙ use kind of corpo...
Dr. Reiner Göldner: Small Solutions for Small Institutions 8
Step: Complete Inventory
❙ descriptive metadata
❙ subject ind...
Dr. Reiner Göldner: Small Solutions for Small Institutions 9
Step: Complete Inventory
❙ as possible, use available documen...
Dr. Reiner Göldner: Small Solutions for Small Institutions 10
Step: Preservation Strategies
❙ To build up preservation str...
Dr. Reiner Göldner: Small Solutions for Small Institutions 11
Step: Preservation Strategy
❙ preservation strategy means:
t...
Dr. Reiner Göldner: Small Solutions for Small Institutions 12
Step: Preservation Strategy
❙ think about types of materials...
Dr. Reiner Göldner: Small Solutions for Small Institutions 13
Step: Preservation Strategy
❙ problem: archaeological and ar...
Dr. Reiner Göldner: Small Solutions for Small Institutions 14
Alternative Steps
❙ complex systems are costly to maintain
❙...
Dr. Reiner Göldner: Small Solutions for Small Institutions 15
Résumé
❙ remember some useful and small steps towards archiv...
Dr. Reiner Göldner: Small Solutions for Small Institutions 16
Contact
Dr. Reiner Göldner
IT/GIS Consultant
Saxon Archaeolo...
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Small Solutions for Small Institutions – Steps Towards Archiving and Preservation of Digital Data

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21st CHNT 2016, Vienna, Austria
16 November 2016
Roundtable presentation by Reiner Göldner
Landesamt für Archäologie, Sachsen, Germany
( Saxon Archaeological Heritage Office )

Published in: Data & Analytics
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Small Solutions for Small Institutions – Steps Towards Archiving and Preservation of Digital Data

  1. 1. Dr. Reiner Göldner 1 Small Solutions for Small Institutions Steps Towards Archiving and Preservation of Digital Data Dr. Reiner Göldner
  2. 2. Dr. Reiner Göldner: Small Solutions for Small Institutions 2 Small Solutions for Small Institutions Content ❙ Basics ❙ Steps ❙ Responsibility and Competency ❙ Archival Objectives ❙ Secure Storage ❙ Complete Inventory ❙ Preservation Strategy ❙ Alternative Steps ❙ Résumé
  3. 3. Dr. Reiner Göldner: Small Solutions for Small Institutions 3 Archiving is … … the most intensive and most expensive way to store and to preserve data ! ! ! ?
  4. 4. Dr. Reiner Göldner: Small Solutions for Small Institutions 4 Basics ❙ meaning: ❙ archiving = long term preservation ❙ to permanently preserve content and function of digital data and to provide access to it ❙ (main difference to other opinions: curation is included) ❙ archiving is the most intensive and most expensive way to store and to preserve data ❙ there are some small steps towards archiving, that can be used as small solutions for small institutions
  5. 5. Dr. Reiner Göldner: Small Solutions for Small Institutions 5 Step: Responsibility and Competency ❙ always start with a clear archiving task (may be project, better permanent) ❙ you need someone, who is responsible for this task ❙ and there has to be some basic resources (time, IT, …) ❙ you need someone, who is competent in archaeology, archiving and IT ( training) ❙ be inspired by OAIS (Open Archival Information System) ❙ look at global players like Digital Preservation Coalition, Open Preservation Foundation, nestor, national archives, libraries, … ❙ look at ADS, ARCHES, DANS, IANUS, …
  6. 6. Dr. Reiner Göldner: Small Solutions for Small Institutions 6 Step: Archival Objectives ❙ A principle may be: … to permanently preserve (digital) archaeological material with enduring value to science and society … ❙ think about: Which records are of archival value? Which criteria could be used? (never think about archiving “all”) ❙ think about a minimal quality management
  7. 7. Dr. Reiner Göldner: Small Solutions for Small Institutions 7 Step: Secure Storage ❙ no removable media ❙ use kind of corporate storage, data center (RAID, SAN, …)  enhanced security ❙ think about replication and backup (managed tape archive) ❙ think about signature or checksum to check integrity ❙ think about virus check ❙ [OAIS: archival storage function]
  8. 8. Dr. Reiner Göldner: Small Solutions for Small Institutions 8 Step: Complete Inventory ❙ descriptive metadata ❙ subject indexing ❙ content (dublin core, …) ❙ technical metadata ❙ file names and structure map (directories) ❙ data format (PRONOM) ❙ date of creation, modification ❙ organizational metadata ❙ access rights, copyrights, retention policies
  9. 9. Dr. Reiner Göldner: Small Solutions for Small Institutions 9 Step: Complete Inventory ❙ as possible, use available document management systems ❙ but in many cases a structured file system is sufficient, maybe combined with a spreadsheet as inventory ❙ use e.g. DROID tool for data format and checksum ❙ [OAIS: ingest function, data management function and access function]
  10. 10. Dr. Reiner Göldner: Small Solutions for Small Institutions 10 Step: Preservation Strategies ❙ To build up preservation strategies is the most important task of long term preservation! ❙ (only) difference to document management ❙ archiving ever means: active preservation & curation ❙ reduce the number of your data formats ❙ only use simple formats ❙ understand your file formats ❙ observe changes in technology ❙ migrate obsolete data to contemporary formats
  11. 11. Dr. Reiner Göldner: Small Solutions for Small Institutions 11 Step: Preservation Strategy ❙ preservation strategy means: to have an idea on how to preserve the material to the next generation of hard- and software system ❙ think about 3 important types of potential archival representations ❙ original data  short term use with original like system ❙ visual representation  long term use with standard viewer ❙ abstracted functional representation (after individual preparation)  long term functional use after individual customizing
  12. 12. Dr. Reiner Göldner: Small Solutions for Small Institutions 12 Step: Preservation Strategy ❙ think about types of materials to be archived as follows ❙ simple files at visual standard formats (text, image, drawing, …)  visual representation at well accepted archive formats (PDF/A, baseline TIFF, …) ❙ more special files at functional standard formats (simple databases, geodata, 3D, …)  functional representation at some slightly accepted archive formats (CSV, XML, GML, …)  in addition make clear descriptions and store a visual representation (PDF/A) ❙ special cases of complex data (excavation data with linked datasets, geodata, plans, photogrammetry, …)  special preservation strategies are needed, considering aspects of function and interoperability
  13. 13. Dr. Reiner Göldner: Small Solutions for Small Institutions 13 Step: Preservation Strategy ❙ problem: archaeological and archival requirements interact  consider both ❙ tip: put systematic information into systematic data structures (datasets, geodata)  permanently operated server databases can be considered as good archives ❙ [OAIS: preservation planning function]
  14. 14. Dr. Reiner Göldner: Small Solutions for Small Institutions 14 Alternative Steps ❙ complex systems are costly to maintain ❙  use shared or cloud systems ❙  look for service provider ❙ pay attention to certifications like ❙ Data Seal of Approval ❙ Audit and Certification of Trustworthy Digital Repositories ❙ nestor-Siegel für vertrauenswürdige digitale Langzeitarchive ❙ pay attention to an existing exit strategy
  15. 15. Dr. Reiner Göldner: Small Solutions for Small Institutions 15 Résumé ❙ remember some useful and small steps towards archiving: ❙ Responsibility and Competency ❙ Archival Objectives ❙ Secure Storage ❙ Complete Inventory ❙ Preservation Strategy ❙ There are some small archiving solutions for small institutions!
  16. 16. Dr. Reiner Göldner: Small Solutions for Small Institutions 16 Contact Dr. Reiner Göldner IT/GIS Consultant Saxon Archaeological Heritage Office Dresden, Germany reiner.goeldner@lfa.sachsen.de www.archaeologie.sachsen.de

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