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Building a Preservation Policy

Digital Preservation. Building a Preservation Policy. MetaArchive Cooperative, Digital Preservation Policy Planning Workshop Boston College, Boston, MA October 26, 2010. Session 1. Digital Preservation Trends. In This Session. What is Digital Preservation? Trends in Digital Preservation

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Building a Preservation Policy

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  1. Digital Preservation Building a Preservation Policy MetaArchive Cooperative, Digital Preservation Policy Planning Workshop Boston College, Boston, MA October 26, 2010

  2. Session 1 Digital Preservation Trends

  3. In This Session • What is Digital Preservation? • Trends in Digital Preservation The Goal: To understand the coalescing landscape of digital preservation requirements and consider the potential investments needed for developing a policy driven approach to digital preservation. Schultz, Donovan, Howard, Skinner, 2010

  4. What is Digital Preservation? • “The series of managed activities necessary to ensure continued access to digital materials for as long as necessary.” - Definition from Digital Preservation Coalition Schultz, Donovan, Howard, Skinner, 2010

  5. Trends in Digital Preservation • Centralized & Distributed Preservation • Full & Bit-level Preservation • Preservation Metadata • Open Source solutions • Focus on economies of scale and benefits • Roles & Responsibilities • Sustainability • Standards and auditing metrics • National mandates • Avoiding silos & pursuing interoperability Schultz, Donovan, Howard, Skinner, 2010

  6. Centralized & Distributed Preservation • Centralized preservation: • Preservation activities managed by single institution • Examples: • Chronicling America • DAITSS • Distributed preservation: • Preservation activities managed by multiple institutions replicating and/or geographically locating collections • Examples • LOCKSS • MetaArchive Cooperative • Chronopolis Schultz, Donovan, Howard, Skinner, 2010

  7. Full & Bit-level Preservation • Many archives doing a bit of both • Something of a false dichotomy • Full Preservation • Focuses heavily on format migration and normalization (may still preserve the original) • Highly concerned with monitoring and intervening against format obsolescence up-front • Bit-level Preservation • Focuses primarily on preserving the original bits • Avoids migration, normalization, and monitoring up-front and cites long-lived support or convertability of the majority of formats Schultz, Donovan, Howard, Skinner, 2010

  8. Preservation Metadata • PREMIS • Administrative metadata • Technical metadata • Structural metadata • Provenance metadata • Metadata standards are always under development – mark the moment to learn and continue to watch the horizon Schultz, Donovan, Howard, Skinner, 2010

  9. Open Source Solutions • Open source is a well recognized best practice at this point – real question is: How open? • Why Open Source? • Avoiding proprietary solutions can guard against dependencies and sudden loss • Open source formats and technologies maximize communities of support and ensure flexibility and long-lived solutions • Open source approaches dramatically reduce technology costs and can lead to building of expertise Schultz, Donovan, Howard, Skinner, 2010

  10. Focus on economies of scale and benefits • Digital preservation needs are great at most institutions and digital preservation can be costly • You don’t have (shouldn’t try) to save everything! • Blue Ribbon Task Force on Sustainability • Economies of scale can reduce staff costs • Focus on communicating the benefits to the institution aids in selection and prioritization • Prioritization crucial for offsetting costs • Define the institutional value of your assets Schultz, Donovan, Howard, Skinner, 2010

  11. Roles & Responsibilities • Partnering with other institutions to preserve content is becoming more popular • Sharing resources and expertise reduces costs • Maintains control over institutional assets rather than handing over responsibility to third parties • Consumers also becoming Producers and Preservers of digital assets • Modularizing the chain of preservation activities (ingest, storage, dissemination) • Microservices and interoperability Schultz, Donovan, Howard, Skinner, 2010

  12. Sustainability • Many grant funded projects are short-lived or narrowly focused • Institutions have been pressured to just enter the game and hope for the best • Diverse revenue streams becoming essential • NDIIPP transitions to NDSA • Emphasis on Collaboration • Promoting self-sustaining cost models Schultz, Donovan, Howard, Skinner, 2010

  13. Standards & Auditing Metrics • Trustworthy digital repositories! • Reference Model for an Open Archival Information System (OAIS) - 2002 • Trusted Repositories Audit & Certification (TRAC) – 2007 • Metrics for Digital Repository Audit & Certification – awaiting ISO standardization Schultz, Donovan, Howard, Skinner, 2010

  14. National Mandates • NIH Revised Policy on Enhancing Public Access • Scientists seeking funding will soon be required to submit data management plans – NSF Press Release (May 10, 2010) • Ensuring long-term accessibility and sharing of data and digital assets to improve research • There is no access without preservation • A massive undertaking requiring top-down institution-wide policies Schultz, Donovan, Howard, Skinner, 2010

  15. Avoiding silos & pursuing interoperability • Information, data, and research silos result from institutional management structures • Result is a multiplicity of practices and technologies that prevent sharing and re-use • An acknowledged problem • We’re just getting started on solutions • Institution-wide policies have potential to help catalyze institutional change and break down silos Schultz, Donovan, Howard, Skinner, 2010

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