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Harnessing the Lifecycle: Planning and Implementing a Strategic Digital Collections Infrastructure at the OSU Libraries

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A description of the process Ohio State University Libraries has been utilizing as it re-imagines its digital initiatives and digital preservation programs.

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Harnessing the Lifecycle: Planning and Implementing a Strategic Digital Collections Infrastructure at the OSU Libraries

  1. 1. University Libraries | go.osu.edu/osul HARNESSING THE LIFECYCLE: PLANNING AND IMPLEMENTING A STRATEGIC DIGITAL COLLECTIONS INFRASTRUCTURE AT THE OSU LIBRARIES Emily Frieda Shaw Head, Preservation & Reformatting shaw.782@osu.edu Dan Noonan Digital Resources Archivist noonan.37@osu.edu Terry Reese Head, Digital Initiatives reese.2179@osu.edu
  2. 2. University Libraries | go.osu.edu/osul WHERE ARE WE GOING?  Introduction  Digital Preservation Policy Framework  Strategic Digital Vision  Digital Content Workflow  Digital Preservation Task Force
  3. 3. University Libraries | go.osu.edu/osul 5 ORGANIZATIONAL STEPS & 3-LEGGED STOOL…  Acknowledge  Act  Consolidate  Institutionalize  Externalize
  4. 4. University Libraries | go.osu.edu/osul DIGITAL CURATION LIFECYCLE & OAIS REFERENCE MODEL The goal of digital preservation is to maintain the ability to display, retrieve, and use digital material in the face of rapidly changing technological and organizational infrastructures.
  5. 5. University Libraries | go.osu.edu/osul DIGITAL PRESERVATION POLICY FRAMEWORK  Facilitated by DigCCurr experience…  TRAC Gap Analysis…  Benchmark Analysis…  Draft to stakeholders…  Revision & Adoption…  go.osu.edu/OSULDigPrsvPolicy  http://bit.ly/OSUL-Dig-Prsv-Case-Study
  6. 6. University Libraries | go.osu.edu/osul PREPARING FOR CHANGE  2011 – New Libraries Strategic Plan  2013 – Re-envisioning the Digital Initiatives environment: approach and architecture – Programmatic vs. project-driven approach to planning – Services platform vs. individualized software components  2013 – IT Division restructured and grown – Infrastructure Support (7 staff) – Applications Development & Support (8 staff) – Digital Initiatives (1 faculty)  2013 – New Head, Digital Initiatives hired  University Libraries
  7. 7. University Libraries | go.osu.edu/osul PREPARING FOR CHANGE 2013/14 – Infrastructure and support moved back in-house from central IT – Servers / VMs – Storage All of these changes allowed better control of: – Planning for digital preservation – Allocation of resources (infrastructure & people) – Development directions & priorities  University Libraries
  8. 8. University Libraries | go.osu.edu/osul REALIGNING ORGANIZATIONAL THINKING  2013 – Strategic Digital Initiatives Working Group (SDIWG) formed – Chaired by Head, Digital Initiatives – Key stakeholders within Libraries – Charge: develop framework & recommendations to strategically evolve OSUL’s digital library program to meet current & future needs  2013 / 14 Products – Guiding Principles – 2013 – Digital Preservation Policy Framework – White Paper – Master Objects Repository report  University Libraries
  9. 9. University Libraries | go.osu.edu/osul GUIDING PRINCIPLES – Value statements defining how we move forward as well as evaluate current projects  University Libraries • We build services, not products • We focus on the user • We carefully weigh when to Build vs Buy vs Borrow • We work with partners • We develop modular services, not monolithic systems • We embrace research as a core, fundamental value • We develop for change • We strive to stay grounded in the real world • We don’t keep everything forever • We are driven by standards • We will build in assessment
  10. 10. University Libraries | go.osu.edu/osul WHITE PAPER Implementation of a Modern Digital Library at The Ohio State University Libraries – Analysis of the current environment – Vision of future environment – Gap analysis – Recommendations and goals for moving ahead  University Libraries
  11. 11. University Libraries | go.osu.edu/osul MASTER OBJECTS REPOSITORY REPORT  Purpose – OSUL roadmap to a trusted digital repository – Initial implementation of recommendations in the Digital Preservation Policy Framework  Charge – Define Master Objects & Derivative Objects – Define environment and high-level repository management processes for our digital storage system – Recommend procedures for proper deposit and registration of objects including workflows and metadata – Recommend hardware-agnostic processes – Recommend additional software, as appropriate – Identify other relevant issues  University Libraries
  12. 12. University Libraries | go.osu.edu/osul BEYOND THE SYSTEMS Redefining workflows – Laying out clear paths for curation, preservation, access – Clear definitions around systems and their us • i.e., how do we manage video, audio; what goes in the Institutional Repository, and what doesn’t – Building a tolerance for iterative development • Listening to stakeholders as we fine tune connections  University Libraries
  13. 13. University Libraries | go.osu.edu/osul TRYING TO BE TRANSPARENT  University Libraries
  14. 14. University Libraries | go.osu.edu/osul LEVERAGING CHANGE A chance to refocus – Rethinking discovery and the roles of audience, design, and purpose – Supporting a formal digital exhibits program, and a matrix for understanding types and levels of preservation Refocus on outside partnerships with a renewed commitment to data sharing and being good partners – Systematic evaluation of content at the edges, often stored in single use vendor products.  University Libraries
  15. 15. University Libraries | go.osu.edu/osul 10,000FTPOVWORKFLOW
  16. 16. University Libraries | go.osu.edu/osul DIGITAL CONTENT DISPOSITION MATRIX Knowledge Bank/ DSpace MOR: IMS MOR: TBD Remote Repository Notes Stakeholder scholarly content   The Libraries may recommend deposit of research data in appropriate subject-based community repositories (ex. ICPSR) OSU Digital Masters Theses / Dissertations  [OhioLINK ETD] OSUL Publishing Program Content  ? Long-term preservation of the OSUL publishing program currently is a mixture of systems: OJS and DSpace. In the future, it may make sense to shift to a remote managed process, utilizing the Public Knowledge Project’s private LOCKSS network, allowing content to be managed directly from OJS. OSUL Images  OSUL image content currently resides in both DSpace and the IMS
  17. 17. University Libraries | go.osu.edu/osul DIGITAL CONTENT DISPOSITION MATRIX Knowledge Bank/ DSpace MOR: IMS MOR: TBD Remote Repository Notes OSUL Audio/Video  Some A/V content currently resides in DSpace and the ODEE streaming service OSUL Institutional Records, Manuscripts, and Personal Papers   OSUL currently manages a number of archival documents and OSUL collections such as oral histories (audio/video), sheet music, newsletters, and course bulletins within the IR. Content requiring selective or managed access like the OSU presidential papers, or donor letters and papers presently are not managed within any repository system. OSUL Digital Exhibits  OSUL exhibits currently reside in various websites, Omeka and WordPress OSUL Digital Monographs  [Hathi Trust, Internet Archive] OSUL currently stores monographic content related to the Google Books digitization project at HathiTrust and the Brittle Books program in Internet Archives. Unpublished monographs, rare books publications, and manuscripts are also found within the IR – but for the purpose of this report, this content is being referenced as Institutional Records, Manuscripts, and Papers.
  18. 18. University Libraries | go.osu.edu/osul LOOKING AHEAD Develop a long-term management and preservation plan for the Libraries’ master digital objects, including: • A detailed environmental scan of services currently available to provide digital preservation services for the Libraries • Identification of additional local and external services • Recommendations detailing what content will preserved where • An outline of cost and staffing considerations for each local and external service currently in use
  19. 19. University Libraries | go.osu.edu/osul CONTACT INFO Emily Frieda Shaw shaw.782@osu.edu 614.292.5085 Dan Noonan noonan.37@osu.edu 614.247.2425 Terry Reese reese.2179@osu.edu 614.292.8263

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