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This document discusses strategies for assembling a team to support digital preservation efforts. It emphasizes that digital preservation requires funding and support from multiple administrative levels and roles within an organization. It identifies several key roles needed, including administrators who control funding, digital humanists who create content, IT staff, and advocates for communication and policy development. The document advises educating stakeholders about digital preservation risks and incorporating multiple viewpoints into policies. It provides examples of interim steps an organization can take to advance digital preservation efforts through activities like content inventories, policy reviews, and staff surveys.
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SHAREmodule3
- 1. From Theory to Action A pragmatic approach to digital preservation strategies and tools MODULE 3: ADVOCACY AND POLICY
- 2. In this module, you will... Identify potential team members for getting started Learn strategies for educating ourselves, our stakeholders, and our funders regarding the importance and need for digital preservation Understand the steps to build policies and plans
- 3. Outside Your Office Digital Preservation is not sustainable by just using a tool or selecting a service. Sustainability takes funding and people. You cannot do this alone. You will need to talk to other people… because you are not the only boss of this. Successful Digital Preservation programs take a team of people at multiple administrative levels. Anne R. Kenney Nancy McGovern Digital Preservation Management Workshop http://www.dpworkshop.org/ Three-Legged Stool of Digital Preservation
- 4. What can we do? Source: Giphy
- 5. Assemble Your Team! Source: Den of Geek
- 6. Captain America: Man Out of Time • Curators, Archivists, Librarians with paper- centric training • The universe changed around us • Learning curve? “Translation” sometimes needed Source: Den of Geek
- 7. Iron Man: The Money • Money lives here • Likes shiny new tech in sound bites • Get to the point • Often upper-level administration Source: SuperheroHype
- 8. Pepper Potts: The Expediter • Has more power than she lets on • Often key to getting involvement from Iron Man • Mid-level admin? Source: AvengersWikia
- 9. The Hulk: The Muscle • Digital Humanists/ Faculty/ Content creators / Donors • Their work is at risk • Often prefer to be left alone • You wouldn’t like him when he’s angry Source: Slashfilm
- 10. Thor: The Champion • May be project director, digital archivist, etc. • Skills/knowledge from out of this world • Much is expected Source: Slashfilms
- 11. Black Widow & Hawkeye: IT Support • Software & Coding • Networks • Specific skill sets, but hugely Important to project successSource: Slashfilms
- 12. Scarlet Witch: Metadata Magician • Often more behind the scenes than not • Power when you need it • You really miss her when she’s not there Source: Slashfilms
- 13. Quicksilver: Temporary Help • Grant funded help/ Graduate students/Volunteers • Tasks in manageable chunks • DOCUMENT Source: Slashfilms
- 14. Agent Coulson: The Motivator • Communication / Advocacy skills • Helps keep goals clear • Not always the leader, but could be Source: Zap2it
- 16. Next Steps: Advocacy & Policy Advocacy is valuable because you’re educating people about why digital preservation is also THEIR problem. - Our one-pagers may help you frame why digital preservation is important to different jobs/functions. - The risks of doing nothing are a lot greater than they may think. Good policies incorporate multiple viewpoints. Other people at your institutions will bring up issues – and possible solutions – you may have missed. You will discover many things that you don’t directly control that still directly affect your work. This will lead you to more people to add to your team.
- 17. What do we do now? Where would you ideally like to be? What is keeping your institution from moving in that direction? What are some interim steps you can take to move in the right direction?
- 19. Other Examples of How You Can Break Inertia Advocate - Awareness-raising meetings - Brownbag presentation Identify - Compile a digital content inventory - Analyze file formats used - Analyze metadata practices - Review current policies - Diagram current workflows Research - Investigate tools - Review other institutions’ policies - Read the POWRR white paper - Survey staff on existing practices Update - Enhance existing metadata - Add digital content to policies - Produce digital preservation plan
Editor's Notes
- This is what we really mean with the outcomes. We will be going over each of these points throughout the day. 1.) We can investigate tools and services – we will be going over some of those this morning! 2.) Triage data for ingest – we will be doing a demo and a hands-on activity to do just this 3.) DataAccessioner, Fixity, and even a simple Spreadsheet can help upgrade metadata and recordkeeping practices 4.) Build Policies and plans – which can inform what tools and services will work best for your institution. We’ll have an activity this afternoon 5.) Talking to folks is hard…we can help! DOING ANY OF THESE WILL GET YOU ONE STEP CLOSER TO DOING DIGITAL PRESERVATION Start with where your strengths are! People person? Educate! Head of preservation committee? Policy! Not afraid to poke around at tools? Play! Detail oriented? Metadata! **We will be getting you started in each of these areas today and providing resources to help you continue on the path that works for you**
- JAIME A fully implemented and viable preservation program addresses organizational issues, technological concerns, and funding questions, balancing them like a three-legged stool. Organizational Infrastructure includes the policies, procedures, practices, people—the elements that any programmatic area needs to thrive, but specialized to address digital preservation requirements. It addresses this key development question: What are the requirements and parameters for the organization's digital preservation program? 0101 Technological Infrastructure consists of the requisite equipment, software, hardware, a secure environment, and skills to establish and maintain the digital preservation program. It anticipates and responds wisely to changing technology. It addresses this key development question: How will the organization meet defined digital preservation requirements? $$$$ Resources Framework addresses the requisite startup, ongoing, and contingency funding to enable and sustain the digital preservation program. It addresses this key development question: What resources will it take to develop and maintain the organization’s digital preservation program?
- AAISHA
- Help me get started!!!!
- DP doesn’t happen in a vacuum. You can play with tools and services all day, but it won’t get you the resources to actually GET those tools and services. If you want to get these tools into your workflow, creating a policy will help you achieve that goal. The policy is the formalized strategy for DP. It could be as simple as updating your collections development policy to include born-digital, digitized materials, etc. Having a policy, like having a collections development policy, helps guide your digital preservation goals. When we think of DP, we often think of how the tools will fit into our day-to-day workflow. But we always don’t think of the resources to get them. That’s where a policy comes into play. Digital preservation policies require thoughtful approaches. There are ENTIRE workshops and classes on how create a policies! We mention this because you NEED a policy to help move DP forward, but we want to point you to resources to help make this happen. Money/support often comes from policy being in place. It’s easier to create a policy as a first step then trying to do the whole thing as one fell swoop. Under-resourced institutions are often in a feast/famine cycle. When money does show up, the person with a plan/policy in place gets the money. Policy can mean a lot of meetings. Which is no one’s idea of fun, but if you are going to go into that meeting, you want to have built the team first. That’s where advocacy and education come in. The goal is to create a committee that is moving in your desired direction. A committee provides an opportunity to take charge of the policy making process by setting the agenda, though. This is where advocacy and education prove especially useful.
- Where are you? Where do you want to be? What’s in between? What’s holding you back?
- Guess what! All those questions you just asked? That’s called a Gap Analysis! Comparing actual performance to desired performance. Where are you in DP and where would you like to be? Before you choose the best tool/service, you need to identify what needs to be done in order to get DP up and running. Identifying what is it risk (inventory), why it is at risk (one-pagers), and what the loss would mean to your institution will make an incredibly compelling case to your leaders (aka the holders of the checkbook!) Be brutally honest. It’s the only way to move forward. What is the risk of doing nothing? Documenting what you know will tell you what you don’t know. Feel free to look at the case studies of all 5 of the POWRR partner institutions and see how it worked. http://powrr-wiki.lib.niu.edu/index.php/Main_Page
- Conversations/Meetings Inventory what you already have Enhance the metadata of the records you already have Look at how current policies address digital materials (ex. collection development) Download DA and play with it some more! Tool investigation: Dig a little deeper on tools that piqued your interest today Look at other institutions’ DP policies with an eye to crafting your own Engage in some outreach/education activities…host a Brown Bag! - Read the POWRR white paper