Best Practices for Managing Born Digital Content

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Emily
Pfotenhauer
June 24, 2014
BEST PRACTICES FOR MANAGING
BORN DIGITAL CONTENT

 Emily Pfotenhauer
Recollection Wisconsin Program Manager, WiLS
emily@wils.org
608-616-9756
 Slides and links:
http://re...

http://oclc.org/research/activities/bor
al.html

The mission of the DPOE program of the Library of
Congress is to encourage individuals and
organizations to actively prese...

identify
select
store
protect
manage
provide
DPOE Modules for Managing
Digital Content Over Time

WHAT IS DIGITAL CONTENT?
 Digital content is any material that is published or
distributed in a digital form, including t...

 Born-digital resources are items created and managed in
digital form.
 Digital photographs
 Digital documents
 Digita...

 Everyone is
 creating digital content
 distributing digital content
 using digital content
 And we are responsible f...

WHAT’S THE PROBLEM?
 Increasing amounts of digital assets are arriving on our
doorstep
 The digital assets arrive in all...

Who takes the lead?
What can I do?
Where do I start?
Too technical
(I don’t understand...)
Too daunting
(I don’t have time...

Digital preservation combines policies, strategies and
actions to ensure access to reformatted and born digital
content re...

Digital materials on
physical media (CDs,
flash drives, floppy
disks, etc.) have been
stored along with
other collection
m...

WHAT COULD POSSIBLY GO WRONG?

 Do no harm
 Don’t do anything that
prevents future action and use
 Take action
 Document what you do
FIRST STEPS:
FOU...

Identifying content is a first step to planning for current
and future preservation needs
Ask: what content
do I have,
wil...

 Good preservation decisions are based on an
understanding of the possible content to be preserved
 Not all digital cont...

1. Identify and locate existing holdings.
2. Count and describe digital media within each
collection.
3. Remove media from...

 Medium (6 CDs, 1 hard drive)
 Format (pdfs, docs)
 File Size (be consistent - MB, GB or TB)
 Identifying information ...

Prioritize for further processing based on:
 Significance and use of overall collection
 Danger of loss of content (degr...

 Cost: storage may be
cheap, management is
not…especially over
time
 Not all digital content
may be appropriate for
your...

Ask yourself which digital content is
 most significant to your organization?
 most extensive?
 most requested/used?
 ...

 Communication is key, particularly when content
comes from external creators
 Keep content creators in the conversation...

THEN WHAT?
Steps for transferring born-digital content from media you can
read in-house:
1. Use a “clean” computer.
2. Use...

 Dedicated computer
 Regularly scanned with up-
to-date antivirus software
 Non-networked
STEP 1: CLEAN WORKSTATION
UW-...

 Prevents the computer
from altering file content
and metadata (i.e. date,
creator)
 Do not open files until
after trans...

 Do not attempt to open any
files.
 Examine media for cracks,
breaks, etc.
 Remove any sticky notes or
anything else th...

 Create a directory on the clean machine for the
current project.
 Within the directory, create sub-directories:
 Maste...

 Copy files from the source media to the master folder
 Copy files individually or in groups
-OR-
 Create a disk image
...

 Generate a copy of the disk directory information
 File names
 File sizes
 File extensions
 Dates
 Store a digital ...

 Checksums (aka “hash sums”) are created by programs
running an algorithm against the contents of a file.
(There are many...

 Checksums help maintain the INTEGRITY of your
collections because they will tell you if things change
over time.
 If tw...

 Things that will NOT affect checksums
 Moving items from one place to another
 Changing the file name
 Run on the mas...

 Leave yourself (and others) some breadcrumbs
 Brief description of contents, any retention
schedule, naming conventions...

 Copy the directories containing the master files and
project documentation to trustworthy archival storage
 Store a sec...

STEP 10: RETURN ORIGINAL TO STORAGE
 Return original source media to appropriate storage
- OR –
 Destroy the originals u...

 Inventory as well as any
finding aid, collection-level
record and/or accession
record
 Include steps taken during
trans...

 Do no harm
 Don’t do anything that
prevents future action and use
 Take action
 Document what you do
REVIEW:
FOUR ESS...

 The Signal: Library of Congress digital preservation blog
http://blogs.loc.gov/digitalpreservation/
 Minnesota State Ar...

 Emily Pfotenhauer
Recollection Wisconsin Program Manager, WiLS
emily@wils.org
608-616-9756
 Slides and links:
http://re...

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