Digital Preservation Management (DPM) Tools
Nancy Y McGovern
Digital Preservation @ MIT Libraries
DPM Workshops
DP Standards and Practice
What does a Digital Preservation Program need to do?TDR: Trusted Digital Repositories, 2002
What Technical environment is needed to do that?OAIS: Open Archival Information System Reference Model ISO 14721: 2003 & 2012 & 2017…
Who provides the digital content and how?PAIMAS: Producer Archive Interface Method Abstract Standard ISO 2005 and PAIS specification pending
What kind of metadata is needed for digital preservation?PREMIS: Preservation Metadata Implementation Strategies version 1.0 in 2005, 2.1 in 2011, and 3 in 2015
How do we demonstrate good practice?Audit and Certification of Trustworthy Digital Repositories ISO 16363: 2012 based on Trustworthy Repositories Audit & Certification (TRAC), 2007
Attributes of a Trusted Digital Repository (TDR)
OAIS Compliance – conform with ISO standard
Administrative Responsibility – explicit high-level commitment
Organizational Viability – capacity and intention to preserve
Financial Sustainability – designated funding
Technological and Procedural Suitability – appropriate for you
System Security – daily protection and for emergencies
Procedural Accountability – transparency and cumulative evidence
DP Management Tools and Techniques
OAIS CompliancePrinciples: Digital Curation and Preservation Principles
Administrative ResponsibilityPolicy: Digital Preservation Policy Framework
Organizational ViabilityScope: Digital Content Reviews (high-level inventory)People: Roles and Responsibilities
Financial SustainabilityCosts: Curation Cost Exchange * not a DPM workshop tool
Technological and Procedural SuitabilityWorkflows: Digital Content Management WorkflowsCapacity building: Preservation Storage Management
System SecurityPreparedness: Disaster Preparedness for Digital Content
Procedural AccountabilitySelf-assessment: Self-assessment and Audit (TRAC Review tool)
New Tools: Version 1.0 …Roles and Responsibilities
Preservation Storage
Related: DPM Action Plans (organizational, technological, resources …
Roles and Responsibilities
• Framework for defining, developing, and managing roles
• Techniques for mapping and building skills
• Identify skills and balance strengths on teams
• Define individual development plans
• Additional examples from Disaster Planning and Self-Assessment
Organizational Technological
Executive Fund Invest
Managerial Plan Select/Administer
Operational Use Coordinate/Build
Skill Levels
DP Capabilities
• Devise strategies
• Develop polices
• Collaborate
• Raise awareness
• Define good practice
• Develop programs
• Address legal issues
• Investigate problems
• Develop workflows
• Design object packages
• Identify dependencies
• Enable interoperability
• Develop competencies
• Build/maintain registries
• Balance risks and costs
• Monitor technology
• Invest in solutions
• Manage repositories
• Promulgate standards
• Manage metadata
Discipline Strengths (examples)
Archives:- Provenance- Context
Records Management:- Appraisal- Scheduling
Libraries:Discovery -Usage -
Information Security:Protection -Profiles -
Museums:- Engagement- Objects
Technical:Problem-solving -Project management -
Individual/Team Skills
Skill 1 e.g., metadata
Skill 2e.g., content specialist
Skill 3…
Skill 4
Skill 5
Skill 6
Skill 7
Skill n
Skills Mapping: Individual and Groups
Skill 1
Skill 2
Skill 3
Skill 4
Skill 5
Skill 6
Skill 7
Skill n
DP
IT
metadata
legal marketing
programmers
NOTE: the Dream Team refers to the ‘67 Red Sox - of course
repository
managers
content
specialists
records
management
DP Dream Team
Preservation Storage Management
• Shift from Archival Storage to Preservation Storage
• Complete a needs assessment
• Collaborative evaluation of possible options
• Informed decision-making to select combination of services and options
• Selection criteria grounded in standards and practice
• Address distributed digital preservation considerations
• Informed by:oNDSR Boston Resident’s pr0ject at MIT Libraries: Alex Currano Informed by community discussion of preservation storage at iPres 2015oAssessment of preservation storage options at Harvard (Andrea Goethals)
Existing Tools: Version 1.2 …
Adopt operating principles
Principles that are grounded in standards and good practice
Adopting a set of principles is a great place to start …Updates: minor revision of sample principles, additional examples
Example: Digital Preservation Principles
1. Identify digital content within scope of responsibility
2. Specify digital content to preserve
3. Establish requirements for storing files in preservation formats
4. Determine (and review) best option(s) for storing digital content
5. Verify that digital content is secure during day-to-day activities
6. Ensure that digital content is prepared for an emergency
7. Develop (and review) plans for managing digital content over time
8. Define standards-based policy framework to develop/manage program
9. Acknowledge that long-term access is goal of digital preservation
10. Guarantee that the means to deliver digital content will remain current
Develop DP Policy
Every TDR needs a high-level DP policy
A basic policy is expected at Stage 3; a full policy is required at Stage 4Updates: revisions to model document; additional examples
Components of DP Framework
OAIS compliance
Administrative responsibility
Purpose
Mandate
Objectives
Organizational viability
Operating principles
Roles and responsibilities
Selection and Acquisition
Note: Aligned with Attributes of a TDR (in bold)
Scope
Access and Use
Challenges
Financial sustainability
Institutional commitment
Cooperation and collaboration
Technological and procedural suitability
Systems security
Procedural accountability
Audit and transparency
Policy framework administration
Definitions
References
Components of DP Framework
Create High-Level Inventory
Every TDR needs an inventory to manage and plan
Next step: further develop linked data approach to digital content review dataset … Updates: more suggestions for completing digital content reviews; additional examples
Digital Content Review Steps
1. Individual digital content overviews (examples)
2. Individual digital content reports (report template)
3. Landscape view(s) of digital content (examples)
4. Digital Content Review Dataset
DCR Diagram Conventions
Circle: managed now
Relative size:smallmediumlarge extra large
Shaded:light = some here
dark = lots to come
dotted = digitized
Triangle:monitored
Square:external services
Lines:relationships
Defining Inventory Categories
Categories (“buckets”) of content in the diagrams is not by subject or file format
Factors that might determine the circles in the diagram include
• type of digital content (e.g., records, licensed)
• how content is received
• how it is processed
• how content is discovered and used
• how rights may effect use
Document Human Workflows
Every TDR needs to document organizational workflows as evidence of good practice
Updates: addition of supporting text; suggestions for developing use cases
High-level content management workflow
On one page:Managing physical/analog DigitizationManaging digital
Stages, roles, dependencies
Purpose:• Improve workflows• Show compliance • Discuss automation• Enable scalability• Support training staff
Digitization pipeline:Only one stage for reformatting, and the other 5 can be more challenging…
Manage Digital Content pipeline:Covers born digital and digitized content
Handshake 2:Producer toArchives
Collaboration to Clarify the Costs of Curation (4C)
http://www.curationexchange.org/
Financial Sustainability
Develop Disaster Response
Every TDR needs to prepare for and respond well to emergencies
Link disaster planning to preservation storage managementUpdates: additional resources and examples
Complete Gap Analysis
Every TDR needs to measure progress towards good practice
Updates: additional resources, suggestions for completing self-assessment & peer review
TRAC Review Tool
Conducting Self-Assessment
• Spreadsheets might help as a starting point, but have limitations o Example: : http://www.iso16363.org/preparing-for-an-audit/
• Information gathering is helped by defining RASCI roles
• Find organizations to partner with – support and peer review
• Drupal tool pending some Drupal updates …
http://dpworkshop.org/workshops/management-tools - updates by March 2016