Digital Preservation: Store & Protect

Laurie SauerInformation Technologies Librarian

Knox Collegelsauer@knox.edu

http://www.publicdomainpictures.net/view-image.php?image=295

• IDENTIFY the types of digital content you have.• SELECT what portion of your digital content will be

preserved.

• STORE your selected content for the long term.

• PROTECT your content from everyday threats and emergency contingencies.

• MANAGE and implement requirements for long term management.

• PROVIDE access to digital content over time.

Entrance to the Svalbard Global Seed Vault in Norwayhttp://commons.wikimedia.org/wiki/File:Svalbard_seed_vault_IMG_8750.JPG

Digital objects may be stored, but are they being preserved?

Characteristics of well-managed and well-preserved collections:• Multiple copies in at least 2 locations• Common (or normalized) file formats• Basic information about each deposit - Minimal

metadata for objects (you define)• Controlled and known storage of content

Digital Preservation Outreach & Education

Well-managed Collections

Number of Copies

How many copies are enough for you?• Minimum: 2 copies in two locations• Optimum: 6 copies

Storage factors:• Video files are too large to store 6 copies• Possible legal restrictions• Types of media used for storing the content

Types of files

• Common or normalized file formats• Uncompressed or lossless compression

• Non-proprietary formats

Common or Normalized File Formats

Follow recommendations set by leading organizations

• NARA’s Technical Guidelines for Digitizing Archival Materials for Electronic Access – TIFF format is the “ ‘De facto’ raster image format used for master files.”

http://www.archives.gov/preservation/technical/guidelines.html

• Sustainability of Digital Formats Planning for Library of Congress Collections -- The MP3 sound file format is “Generally used for final-state, end-user delivery.” And, “General preference for preservation-oriented recorded sound is WAVE_LCPM. For compressed sound, MP3 is acceptable, especially at data rates of 128 Kb/s (mono) or 256 Kb/s (stereo) or higher.”

http://www.digitalpreservation.gov/formats/index.shtml

file+ metadata

digital object

Maize seed samples, CIMMYT germplasm bankhttp://www.flickr.com/photos/cimmyt/5888068498/

Metadata: Data About Data• How do you know what an object is?

Metadata uniquely identifies digital objects

• How do you use content in the future?Metadata makes digital objects understandable

• How do you know an object is authentic?Preservation metadata allows objects to be traced over time

Metadata uniquely identifies

digital objects

From the Tropicos database, Missouri Botanic al Gardenhttp://www.tropicos.org/Image/26968

Metadata makes digital objects understandable for the future

Secale cereale L. Cereal rye

http://plants.usda.gov/core/profile?symbol=SECE

How do you know an object is authentic?

Different hash means the file has changed

One-Way Encryption b43efderwkl3jh7834

One-Way Encryption 845kjsnlkdrkjhndgiu5

Fixity checking allows you to know if a file has changed over time.

Exercise: Consider Metadata• How do you know what an object is?

Metadata uniquely identifies digital objects

• How do you use content in the future?Metadata makes digital objects understandable

• How do you know an object is authentic?Preservation metadata allows objects to be traced

over time

Storage Media Options• Offline (CDs, tape)*• Online, nearline • Hosted, collaborative services (e.g.

MetaArchive)• Cloud storage

Australia plants seeds in Norway's doomsday vaulthttp://www.theage.com.au/environment/australia-plants-seeds-in-norways-doomsday-vault-20110111-19mpm.html

Cloud Storage• Seek reviews, ask colleagues about their

experiences with services• Decide which files to include in the backup• Test the system regularly

What drives storage decisions?• Immediate Costs

– Quantity (size and number of files)

– Number of copies

– Media (life span, availability)

• Other resources

– Expertise (skills required to manage)

– Services (local vs. hosted)

– Partners (achieving geographic distribution)

• Institutional constraints (e.g., legal restrictions)

Organization matters!• Create a directory

structure that is meaningful

• Group like things together• Consider how you (or

your successor) will want to find things in the future

• Keep separate record of metadata

Gene Banks Pay Big Dividends to Agriculture, the Environment, and Human Welfare Johnson RC PLoS Biology Vol. 6, No. 6, e148 doi:10.1371/journal.pbio.0060148

Store: Action Items

• Begin applying appropriate metadata to the files you will be storing

• Organize files + metadata (objects)• Determine a budget for your storage needs• Investigate storage media and services, e.g.,

external hard drives, cloud storage

• IDENTIFY the types of digital content you have.• SELECT what portion of your digital content will be

preserved.• STORE your selected content for the long term.

• PROTECT your content from everyday threats and emergency contingencies.

• MANAGE and implement requirements for long term management.

• PROVIDE access to digital content over time.

What are we protecting content from?

• Change and loss – accidental and intentional• Obsolescence – as technology evolves• Inappropriate access – e.g., confidential data• Non-compliance – standards and requirements• Disasters – emergencies of all kinds

Storage media can fail or go obsolete.

Things can go wrong!

http://www.returntofilm.com/index.php/2010/04/

Everyday Protection

• Know where your content is located

Onsite and offsite; online and offline

• Know who can have access to it

DP staff, IT staff, others?

http://www.flickr.com/photos/libbyrosof/2592450371/

Readiness

Proper planning should allow you to:• Prevent – undesirable outcomes• Predict – most likely risks and threats • Detect – errors, problems, damage• Respond – with appropriate measures• Repair – damage or possible loss

Risk Management

Steps to protect your content:• Identify possible risks• Define those risks (nature and scope)• Assess potential impact (possible damage)• Develop appropriate, feasible responses (plans)• Respond to risks, threats (implement plans)

Disaster Planning Resources

Action Items

• Document steps taken to protect your digital content—have a plan!

• Create policies regarding who can access your stored digital content

• Include in your disaster plan steps to respond to an emergency surrounding your digital content

All images used in this presentation were used with permission.

Laurie SauerInformation Technologies

LibrarianKnox College

lsauer@knox.edu

Thank you!

http://en.wikipedia.org/wiki/File:Sunflower_seedlings.jpg

Digital Preservation: Store & Protect

Documents

Transcript of Digital Preservation: Store & Protect

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