Transcript Digital Preservation: How to Preserve Digital Assets Instructor: Gayle Palmer, [email protected] An Infopeople Workshop, Spring 2009

Digital Preservation: How
2009
to Preserve Digital Assets
Instructor:
Gayle Palmer, [email protected]
An Infopeople Workshop, Spring 2009
This Workshop Is Brought to You
by the Infopeople Project
Infopeople is a federally-funded grant project
supported by the California State Library. It
provides a wide variety of training to California
libraries. Infopeople workshops are offered
around the state and are open registration on a
first-come, first-served basis.
For a complete list of workshops, and for other
information about the project, go to the
Infopeople website at infopeople.org.
Agenda
What is digital preservation?
Why do digital archiving?
How do I take action to reduce risks?
What tools do I need?
How do I plan for and fund digital
preservation?
Digital Preservation
Resources
Immediate actions
Technology
Organization
What is digital data?
• Digital Object: Any resource that can be
stored or manipulated by a computer
• Digitized Resources: Resources that have
been digitized from an analog source
• Born Digital: Any resource that was created
digitally and will be managed and preserved
digitally
What is digital preservation?
• Digital Preservation
encompasses a broad range of
activities designed to extend
the usable life of machinereadable computer files and
protect them from media
failure, physical loss, and
obsolescence.
Digital preservation / changing needs
Device(s)
Application
Operating System
Computer
Data
Why do digital
archiving?
Section 1
Who needs to access content?
Access:
Content management for
current user access
Archive:
Content management for
long-term access and
preservation
Digital archive
Digital collections lifecycle
Assess users’ needs and
collections’
conditions
Convert your
materials to digital
collections and
create metadata
Digital archive
Expose your digital
collections while
providing Web access
Organize and
store your digital
collections
What are your digital collections?
• How do you get digital items?
• Are digital resources included in the
collection development policy?
Who are your users?
• How do you know your
key users?
• When you consider
preserving digital
collections do you
imagine the same users?
Build for your users
• What criteria is used in your
organization for preserving digital
collections?
• Does this relate to the key users?
How do we decide what to save?
Examples from personal life
Why have a preservation strategy?
• Organizations need a preservation
strategy, because……digital collections
come under threat from technical and
organizational reasons.
Who is doing preservation?
Research Libraries
Government Archives
Historical Societies
Individual Collectors
California Digital Library
OCLC, Inc.
Initial priorities for digital preservation:
• ensure long-term access to digital information
• develop a robust and reliable digital preservation
repository
• design and develop tools, guidelines, and best
practices
Audience is the UC libraries
How do you preserve
digital formats?
Digital Preservation
Resources
Technology
Organization
Routine access issues
• Users request reprints
• Servers are replaced
• Collection is expanded
• An image file is corrupted
• Software is upgraded
• A hard disk fails… what happened to those master
files?
Technical threats
• Files are obsolete
• Files or software damaged
• Types and flavors of files
• Human error
Changes to storage media
1970s
Early
1980s
Early
1980s
Late
Punch
card,
microforms
Tape
drives
Cassette
1990s
Early
1990s
Late
Floppy
Floppy
Disk
Disk
5-inch disk
3½-inch
CD-ROM
DVD
2000s
Current
Blue-ray,
Hard
drives
tape
backup
2008
Future
Digital,
network
archives
What preservation actions are
needed?
Cornell Digital Preservation
Management site
3. Obsolescence & Physical Threats
Organizational risk to access
People and policies
• Lack of awareness
• Failure of funding
• Lack of policies
• Staff training
Selection for preservation
Setting priorities:
•Organization plans
•Collection priorities
•Legal requirements
Seven things to mitigate risk
1.establish policies
2.establish priorities
3.establish and document roles
4.document workflow procedures
5.establish quality control process
6.document rights management
7.address organizational resistance
Planning to reduce risk
Four more things:
• pursue – high impact opportunities
• partner – to gain expertise
• develop – work with internal resources
• disregard – take no action
What tools do we need
for preservation?
Digital Preservation
Let’s discuss search & retrieval
• Discovery
• Delivery
• Precision
• Granularity
• Provide access options
Software & data management
Does your digital
management software
support your digital
archive work? Does it help
you with preservation?
Your preservation software
should
•Create, manage and preserve
digital resources
•Support workflow, flexibility
•Make it easy to import and
export data and digital
objects
Digital repository tools require
Significant investment for
•collection curation
Resources
•tools
•access
Technology
Integrate with current network
Organization
Archive software requirements
• Create, maintain file identity
• Read properties of digital objects
• Maintain account access
• Assign persistent identifier
• Perform integrity check
• Assure authenticity
• Review provenance
Backup vs. archiving
• What are back up routines?
• What is data archiving?
• How do they differ?
System storage
Integrated tools
Web
Worldcat.org
Web user
Google, Yahoo
Users
User
delivery
Digital
collections
web site
Web
Development Tools
DVD, Cell,
Blackberry
Digital collection
DB
Metadata for interoperability
Data
backup
Network enterprise foundation
Digital
Archive
Digital repository models
OAIS – our vocabulary for structure, roles, terminology
(ISO 14721) … when did you start using the term
“ingest”?
• Trusted Digital Repositories (TDR) (CRL implementing)
• Enabling preservation actions
• Registries of data formats: Pronom, GDFR
• Data format verification tools: JHOVE, DROID
• Metadata elements – PREMIS v2.0 April 2008
Open Archival Information System
Preservation Planning
P
R
O
D
U
C
E
R
Data
Management
Descriptive
Info.
SIP
Ingest
Archival
Storage
AIP
Administration
MANAGEMENT
SIP = Submission Information Package
AIP = Archival Information Package
DIP = Dissemination Information Package
queries
result sets
Access
orders
DIP
C
O
N
S
U
M
E
R
Trusted Digital Repository
A Trusted Digital Repository is defined as a
repository whose mission is to provide
reliable, long-term access to managed
digital resources, now and in the future.
Trusted Digital Repositories: Attributes and
Responsibilities, May 2002 report from RLG/OCLC
Preserving common collections
National library of the Netherlands, E-Depot (journals)
LOCKSS (journals)
Portico (journals)
CLOCKSS (journals)
Hathi Trust (books)
Preserving unique, local collections
DuraSpace
(service under development)
• Extends DSpace & Fedora content management systems
Ex Libris Rosetta
(software)
MetaArchive Cooperative
OCLC Digital Archive
(LOCKSS private networks)
(service)
Secure, managed storage
Digital Archive provides …
Systems management
Physical security
Data security
Data backups
Disaster recovery
ISO 9001 Certification
OCLC
Digital
Archive
Outsource Options
Are there any Trusted Digital Repositories?
Not yet, but active players
• Online Archive of California
• OCLC Digital Archive Service
• Washington State Digital Archive
• Cornell Digital Repository
How do I plan for and
fund digital
preservation?
Digital preservation
Digital
resources
Technology
Organization
Operational preservation questions
How will you store & maintain for 5, 10, 50 years?
When will you know to take preservation actions?
What is in your collection?
Where have you put them?
Organizational Planning
Tasks and responsibilities
• Create policy framework
• Identify users
• Identify digital collections to be
preserved
• Establish planning framework
• Identify functions and roles
Planning and funding
Digital Program Costs – JISC study
Estimates from
UK National Data Centres
Acquisition & Ingest
~42%
Archival Storage
& Preservation
~23%
Access
~35%
Clear action at all stages
Vision
Strategy
Funding
Program
Project 1
Project 2
Project 3
Ongoing management
Project 4
Funding Strategies
How do I do make the
case for funding a
digital preservation
pilot project?
Blue Ribbon Task Force on
Sustainable Digital Preservation and Access
•Preliminary lessons learned
•“Sell” outcomes
•Avoid discounting benefits
•It’s hard to separate costs
•Diversify funding
•Non-monetary incentives
•Consider many options when
choosing economic model
Funding a pilot project
Write a case statement
• Brief description of a project idea
• List potential funders or partners
• Read out loud
Plan for funding a pilot
Case statement for internal funding
• Present to board or department head
• Justify cost-benefit to organization
Case statement for external funding
• Present to foundation or grants funder
• Justify cost-benefit to community
Take Home
Concepts
How can I get started now?
Immediate Actions
• Inventory digital resources
• Adopt standards and best practices
• Assign roles and responsibilities
• Establish metadata implementation rules
• Evolve consistent workflow practices
• Establish quality control procedures
Understanding preservation risk
• Determine how/if access is
threatened
• Review risk scenarios for your
organization
• Develop risk mitigation actions
• Plan for preservation actions
Organization actions
• Identify and understand users
• Establish criteria and priorities for access
• Document how long access must be
maintained
• Digital preservation must involve the
whole organization
Strategies and tools will evolve
• Review current tools against requirements
• File formats matter
• Documentation is a must
• Systems and IT support essential
Planning and funding goals
Recognize organizational challenges
• Resources are the issue
• People, not computers!
• Develop strategies for funding
Build it
Serve it
Use it
Digital preservation
Is a process not an end - best practice is still
evolving
• Integrate preservation action as part of
workflow
• Curate common collections
• Curate unique, local collections
Without preservation,
there is no access
Final questions?
Evaluation Form
infopeople.org/workshop/eval
Gayle Palmer
[email protected]
800-854-5753, ext 4041
Thank You!