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