bringing preservation to the forefront: preservation initiatives at the ucf libraries michael a....

Bringing Preservation to the Forefront: Bringing Preservation to the Forefront: Preservation Initiatives at the Preservation Initiatives at the

UCF LibrariesUCF Libraries

Michael A. ArthurHead of Acquisitions & Collection Development

Lee DotsonDigital Services Librarian

Florida Library Association 2009 Annual Conference

May 5-8, 2009

Agenda for TodayAgenda for Today

Importance of a Preservation plan Why now at UCF Getting Started Creating a shared vision Developing the plan – UCF Initiatives Digital preservation is the new challenge Conclusion and Summary

Importance of a preservation planImportance of a preservation plan

Assigns responsibilities across departments

Policies and procedures Identifies training needs Address environmental issues Raise awareness Prioritizes funding needs Addresses long term challenges

Why preservation at UCF?Why preservation at UCF?

UCF Libraries relatively new collection

Need to focus on older materials Special Collections/Rare books No formal preservation plan until now Preservation is not just book repair Digital preservation/spacing needs Migration to online

Getting StartedGetting Started

Seek administrative support early Establish a working group Review preservation literature Have some key focus areas in mind Identify a budget range for preservation General idea areas/materials to be included

Creating a shared visionCreating a shared vision

Be inclusive – represent all departments Best to get volunteers with some interest Consider a standing preservation committee Focus early meetings on attainable goals Inspire others to promote preservation Survey all library staff-training/knowledge Report small victories to the library

Developing the Plan @ UCFDeveloping the Plan @ UCF

Address survey results Identify training needs Identify attainable goals over specified time Note necessary equipment and supplies Assign responsibility for carrying out plan Seek out ways to include all departments

Developing the Plan @ UCFDeveloping the Plan @ UCF

Working group has met several times Surveys completed by staff at all levels Identified attainable goals Raising awareness Preservation training in Circ Dept. Equipment and supplies identified Branch and regional libraries taking steps

Pre-1900 Imprints ProjectPre-1900 Imprints Project

Goal to identify and review older books Over 1500 books identified by bib records Cataloged to current standards 800+ in good condition & received no care 300+ titles brittle Several titles sent for rebind or phase box Over 100 titles reviewed by

Special Collections

ASERL Unique Titles ListASERL Unique Titles List

Around 1800 titles indentified by ASERL That seemed really high so it was reviewed List included many titles pre-1900 Many titles cataloged under previous rules Cataloging Dept cleaned up many records Items remain in current location Final list will be reviewed for preservation Some titles relocated to Special Collections

Digital Preservation @ UCF LibrariesDigital Preservation @ UCF Libraries

Digital Services Who we are… What we do…

Through extensive collaboration with internal and external partners, the Digital Services team seeks to create a collection of digitized materials unique to the Central Florida community.

Digital Services: Preservation role Digital Services: Preservation role

The Digital Services unit takes responsibility for preservation of images created in our offices by adhering to proven standards and polices for image creation and maintaining backup copies of master images.

Digitization for access. Preserve physical copy by reducing handling.

What is digital preservation?What is digital preservation?

Maintains the ability to display, retrieve, and use digital collections in the face of rapidly changing technological and organizational infrastructures and elements: Retain the physical reliability of the image files,

accompanying metadata, scripts, and programs Ensure continued usability of the digital image

collection Maintain collection security

From Digital Preservation section of Cornell’s Digital Imaging Tutorial:

http://www.library.cornell.edu/preservation/tutorial/preservation/preservation-01.html

When should you thinkWhen should you think about digital preservation? about digital preservation?

Now! Before you start a digital project During a digital project At the end of a digital project In between digital projects Not just for digital projects Always!

Challenges facing Digital PreservationChallenges facing Digital Preservation

Changes in technology Organizational priorities Institutional memory Lack of policies and procedures Distributed creation Insufficient funds Copyright Local challenges? No one proven solution

DP Café MenuDP Café Menu Appetizers:

Ongoing care Refreshing

Main course: Migration Emulation

Dessert: Technology Preservation Digital Archaeology

DP Café MenuDP Café Menu

Appetizers:Ongoing care

Everyday policies and strategies for creation, monitoring, and storage of digital resources.

Refreshing Transferring digital content from storage media to

storage media (CD to DVD).

DP Café MenuDP Café Menu Main course:

Migration Transferring digital assets to a new generation of hardware/software.

Emulation Recreate the environment required to view/use

digital assets. Information about the original hardware/software is necessary.

DP Café MenuDP Café Menu Dessert:

Technology Preservation

Goes beyond simply preserving the digital assets. Involves preserving the entire technical environment

that runs the system.

Digital Archaeology Rescuing content from media or hardware that has

been damaged or become obsolete.

What the UCF Libraries is doing…What the UCF Libraries is doing…

Before the scanning begins… Importance of selection. Understand our purpose. Collaborate with other departments. Create digital surrogates for rare, damaged,

brittle materials to reduce handling of physical item.

Follow recommended standards and policies for image creation and maintenance.

What the UCF Libraries is NOT doing…What the UCF Libraries is NOT doing…

Garbage in

Garbage out

What the UCF Libraries is doing…What the UCF Libraries is doing…

During scanning… Tiff images are created according to standards

and saved as the archival masters. Master tiff images are saved to the Libraries’

server or on an external hard drive as they are digitized and stored for upload. Images stored on the Libraries’ server are routinely backed up on tape.

What the UCF Libraries is doing…What the UCF Libraries is doing…

After scanning… Practice redundancy. Master tiff images are

archived in a minimum of two locations which include the Libraries’ server, CDs, DVDs, portable hard drives, and the Florida Digital Archive.

Maintain copy on server if possible. Local backups - Master tiff backups from CD and

DVD to portable hard drives.

What the UCF Libraries is doing…What the UCF Libraries is doing…

After scanning… Remote backups - To assist with long term

storage and migration, the UCF Libraries has contracted with the Florida Digital Archive (FDA) at the Florida Center for Library Automation (FCLA).

www.fcla.edu/digitalArchive

Ongoing research and training…Ongoing research and training… Digital Preservation section of Cornell’s Digital Imaging

Tutorial: http://www.library.cornell.edu/preservation/tutorial/preservation/

preservation-01.html

  Digital Preservation Management: Implementing Short-

term Strategies for Long-term Problems tutorial hosted by University of Michigan:

http://www.icpsr.umich.edu/dpm/dpm-eng/introduction.html

Digital Preservation Pathfinder: http://www.ndiipp.uiuc.edu/index.php?

option=com_content&task=view&id=25&Itemid=52

My preservation links: http://del.icio.us/leedot/preservation

Digital Preservation Management tutorial hosted by University of Michigan

Preservation @ UCF LibrariesPreservation @ UCF Libraries

Questions? Contact us:

Michael A. Arthur

Head of Acquisitions & Collection Development

marthur@mail.ucf.edu

407-882-0143

Lee Dotson

Digital Services Librarian

ddotson@mail.ucf.edu

407-823-1236