The document discusses the need for organizations to create digital preservation policies and procedures to protect their digital collections. It notes that most institutions currently collect born-digital materials without plans for their long-term preservation. The document defines digital preservation as the active management of digital records to preserve accurate access over time through policies, metadata, and file maintenance. It recommends that institutions draft a high-level digital preservation policy that commits to preservation, defines its scope and stakeholders, and outlines goals, challenges, and staff roles. Examples of existing policies are provided.

1. Creating Digital Preservation
Policies and Procedures
Maggie Downing
Manager of Digital Imaging
Conservation Center for Art and Historic Artifacts

2. Digital Content
Digital Preservation
Policies and Procedures
Institute of Museum and Library Services (IMLS)
Report “Protecting America’s Collections”
• Surveyed Libraries, Museums, and Archives
• 63% of institutions collect born-digital or digitized
materials
• 84% of institutions that collect born-digital materials
have no plan at all for digital preservation
Moriz Jung, Viennese Café: The Man of Letters, 1911

3. Digital Content
Moriz Jung, Editor’s Conversation with a Statesman, 1907
Digital Preservation
Policies and Procedures
 What are digital collections?
 Why do we need to worry about them?
 What is digital preservation?
 What is a digital preservation policy?
 Who is it for?
 Why might your organization need a digital preservation
policy?

4. Digital Content
What Are Digital Collections?
 Digitized materials from your art collection
 Digitized materials from your archives
 Born-digital artworks like digital videos, video
games, or interactive pieces
 Born-digital administrative records such as
important emails, websites, or Word, Excel, or PDF
documents
Moriz Jung, Editor’s Conversation with a Statesman, 1907

5. Digital
Preservation
Challenges to Managing Digital
Content
 Digital files depend on technology
 They are susceptible to human error or attack
 Digital collections can be abstract in concept
 Can be difficult to advocate for digital
preservation
 Can be intimidating
Moriz Jung, Greyhound, 1912

6. Digital
Preservation
What Is Digital Preservation?
Digital preservation combines policies, strategies,
and actions to preserve the accurate rendering of
authentic digital records over time.
-Adapted from American Library Association
Moriz Jung, Variety Act 9: Also Mario Brasso, "Leap of Death" Artist, 1907

7. What is Digital Preservation?
 More than just file storage and backups
 Active management includes:
• Encouraging best practices at time of file creation
• Adding metadata to provide helpful context
• Keeping an inventory of digital content to preserve
• Active storage and file maintenance
Moriz Jung, Variety Act 9: Also Mario Brasso, "Leap of Death" Artist, 1907

8. Digital
Preservation
Policy
What is a Digital Preservation
Policy?
A Digital Preservation Policy is a high-level
document akin to a mission statement, strategic
plan, or collections policy. It is adopted by the
highest level of the institution and to ensure
ongoing commitment to digital preservation.
Moriz Jung, Rainbow Obstacle, 1911

9. Why do we
need it?
Why Do I Need One?
 Helps to fulfill your mission
 Ensures an ongoing commitment over time
 Helps to protect your investment
 Helps to strengthen grant applications
Moriz Jung, O, Caruso! 1911

10. Why do we
need it?
What Does a Digital Preservation
Policy Look Like?
 State the institution’s commitment to digital preservation
 Define the scope of digital records to preserve
 Define your stakeholders
• Users, keepers, and creators of the digital content
 Identify goals and challenges
 Outline staff roles and responsibilities
 Identify current principles and best practices that will
guide your institution.
Moriz Jung, Variety Act 12- One for All, All for One or a Glimpse through the Keyhole, 1911

11. Why do we
need it?
Examples
• Dartmouth College Library
https://www.dartmouth.edu/~library/preservation/docs/dart
mouth_digital_preservation_policy.pdf
• Purdue University Research Repository
https://purr.purdue.edu/legal/digitalpreservation
• University of Massachusetts Amherst Libraries
https://www.library.umass.edu/dmsdocument/144-digital-
preservation-policy
• Yale University Library
https://web.library.yale.edu/sites/default/files/files/YUL%20Di
gital%20Preservation%20Policy%20Framework%20V1%200.pdf
Moriz Jung, Bulldog 1912

12. Why do we
need it?
Learn More!
• Digital Preservation Coalition
https://www.dpconline.org
• National Digital Stewardship Alliance (NDSA) Levels of Digital
Preservation
https://ndsa.org/publications/levels-of-digital-preservation/
• Sustainable Heritage Network
https://sustainableheritagenetwork.org/
• Conservation Center for Art and Historic Artifacts
https://www.youtube.com/channel/UCdv19rjrblgl_cn4WocvHIQ/feat
ured
• Documentary Heritage and Preservation Services for New York
https://dhpsny.org/webinars
Moriz Jung, Conversation between Mutes, 1907

13. Why do we
need it?
Questions?
Email: mdowning@ccaha.org
Thanks!
Moriz Jung, Variety Act 10- Man or Reptile or Razor? 1907