JISC Conference 2007 Managing Preserving Institutional Digital

JISC Conference 2007 Managing & Preserving Institutional Digital Assets Sponsored by Joint Information Systems Committee Supporting education and research 1

Digital Preservation & Asset Management Synthesis Maureen Details Presenter. Pennock, Research Officer, Digital Curation Centre (UKOLN). Sponsored by Joint Information Systems Committee 2

Digital Preservation & Asset Management Aim: – “… To support preservation and management of digital assets within institutions by developing management and assessment tools, training programmes and preservation infrastructure for institutional repositories. ” Joint Information Systems Committee 3

DPAM Funding Areas Three main streams: – Institutional Management Support and Collaboration – Digital Preservation Assessment Tools – Institutional Repository Infrastructure Development Joint Information Systems Committee E-prints E-science data E-journals Institutional Digital Assets E-learning objects Web resources 4

Projects Joint Information Systems Committee 5

Theme I: Institutional Management Support & Collaboration 7 projects funded: Joint Information Systems Committee 6

Theme 2: Digital Asset Assessment Tools 1 project funded Joint Information Systems Committee 7

Theme 3: Institutional Repository Infrastructure Development Three projects funded (+1) Joint Information Systems Committee 8

Key themes Joint Information Systems Committee 9

Recurring elements Cost & Business models Assessment & Surveys Existing systems; Development; Risks Lifecycle; Preservation services; Training Legal issues DP; Fo. I; Obligations; Retention; Lifecycle management Repositories Preservation services; Metadata; OAIS; Software; Training Joint Information Systems Committee Cultural issues Policies & Strategies Recommended/ implemented/ contributory Advocacy; Engagement; Raising awareness 10

Assessment & Surveys (i) Assessment/survey of existing approaches – DAAT Assessment of file format testing tools: DROID, JHOVE and AIHT Empirical Walker (written report) – OAIS/METS project Assessment of Compliance (written report) – PRESERV: Survey of repository preservation policies and approaches (written report) – Managing Risk: Survey of digital asset management practices (written report) Joint Information Systems Committee 11

Assessment & Surveys (ii) New survey & assessment tools/services – DAAT project: • Assessment of Attributes: functional attributes for a digital asset assessment tool (written report) • Assessment of Risk Factors: factors that should be measured by an automated assessment tool (written report) • Pilot asset preservation assessment method & tool: (manual survey; results input to db & scored) – PARADIGM: Records survey (written survey questions) – PRESERV: Repository contents assessment (shared service) – OAIS/METS project: Checklist for assessment of compliance Joint Information Systems Committee

Cost & Business models Lifecycle cost & business models: – ESPIDA: model to help make business cases for intangible assets and activities – LIFE: methodology and formula for costing life of ejournals, including preservation Preservation & shared services – SHERPA DP: developing a cost model for their shared service; utilising above plus other existing costing info Education – DPTP: training module on costs and risk management Joint Information Systems Committee 13

Legal issues Guidance – Impact of legislation on design and operation of a digital asset management system: DP; Fo. I; Copyright; Special needs – MANDATE – Legal issues relevant across the lifecycle: Public records acts; archival legislation; human rights & privacy; IPR; access; defamation – PARADIGM – Digital Rights Management – PARADIGM Training: IPR; Fo. I; Environmental regulations; DP, legal deposit - DPTP Risk management: legal risks of failure to manage assets in line with legislation – Managing Risk project Joint Information Systems Committee

Cultural issues Raising awareness – Within participating institutions (Managing Risk, OAIS/METS, e. SPIDA, MANDATE…) – To broad external audience Addressing range of stakeholders involved in lifecycle activities/decisions Implicit in the lifecycle approach taken by most projects though not an explicit part of many project outputs) – Briefing paper on digital preservation (Managing Risk) – aimed at internal audience Joint Information Systems Committee

Strategies & Policies Shared services (PRESERV; SHERPA DP) Overviews and discussion – Media preservation; degrees of preservation; file formats and RI; migration, emulation, combined strategies (PARADIGM) – Policy and Strategy Issues (MANDATE) Training – Migration; Emulation; Technology preservation (DPTP) Contributions to institutional strategic & policy development – Managing Risk, LIFE, MANDATE, PRESERV, SHERPA DP Joint Information Systems Committee

Repositories & Preservation: Metadata – METS • Sample schema for personal papers (PARADIGM) • METS as framework for packaging and transferring IR metadata; also for preservation metadata (SHERPA DP) • Assessment of potential within existing archive (OAIS/METS) • EPrints plug-in to export data for delivery to an external service using METS (PRESERV) – PREMIS • Subset for Institutional Repositories (PRESERV) • Use of PREMIS for private paper storage (PARADIGM) – MPEG 21 DIDL • EPrints plug-in to export data for delivery to an external service using MPEG 21 DIDL (PRESERV) – Training (DPTP; MAT) Joint Information Systems Committee

Repositories & Preservation: OAIS & IRs OAIS – Assessment of compliance by existing archives; OAIS overview (OAIS/METS) – Development of persistent preservation environment using OAIS model (SHERPA DP) – OAIS overview; practical examples; certification & compliance (PARADIGM) – Training (DPTP) – Suggested use; compliance; case study (MANDATE) Institutional Repositories – Software • FEDORA (Practical test by PARADIGM) • DSPACE (Practical test by PARADIGM; Linkage between DSPACE and FEDORA by SHERPA DP) • EPrints (Preservation support by PRESERV; Linkage between EPrints and FEDORA by SHERPA DP; – Training module from DPTP Joint Information Systems Committee

Spotlight on. . . Joint Information Systems Committee 19

Featured outputs (i) Case studies – Implementation and testing of MANDATE toolkit at JW College – Implementation and testing of e. SPIDA model on e. Theses, IR, and Museums collection scenarios – Implementation and testing of LIFE model on VDEP, web archive, and e-journals – Managing Risk implementation at KCL – MAT training sample case studies Training – Comprehensive digital preservation training (DPTP) – Detailed METS non-technical training (MAT) Joint Information Systems Committee

Featured outputs (ii) Shared services – SHERPA DP preservation services: carry out preservation services for IRs and provide access to scarce knowledge and expertise Joint Information Systems Committee

Featured outputs (ii) Shared services – SHERPA DP preservation services: carry out preservation services for IRs and provide access to scarce knowledge and expertise – PRESERV format profile service: linking PRONOM-DROID tool with ROAR to produce IR contents format profile and alert managers to impending obsolescence (where possible) Joint Information Systems Committee

PRESERV: PRONOM-ROAR Joint Information Systems Committee

Featured outputs (ii) Shared services – PRESERV format profile service: linking PRONOM-DROID tool with ROAR to produce IR contents format profile and alert managers to impending obsolescence (where possible) – SHERPA DP preservation services: carry out preservation services for IRs and provide access to scarce knowledge and expertise Written guidance – PARADIGM workbook: holistic approach to digital archiving and preservation; highly comprehensive Joint Information Systems Committee

PARADIGM lifecycle & workbook Joint Information Systems Committee

Featured outputs (ii) Shared services – PRESERV format profile service: linking PRONOM-DROID tool with ROAR to produce IR contents format profile and alert managers to impending obsolescence (where possible) – SHERPA DP preservation services: carry out preservation services for IRs and provide access to scarce knowledge and expertise Written guidance – PARADIGM workbook: holistic approach to digital archiving and preservation; highly comprehensive – MANDATE toolkit: holistic approach to digital asset management; widely applicable Joint Information Systems Committee

MANDATE toolkit Joint Information Systems Committee

Synthesis conclusions Joint Information Systems Committee 28

Synthesis: initial findings Programme aim achieved: – “… To support preservation and management of digital assets within institutions by developing management and assessment tools, training programmes and preservation infrastructure for institutional repositories. ” Project outcomes and conclusions as important as outputs! Outcomes Conclusions Better understanding Increased awareness Step 1: Assessment Context is key More connections More communication Collaboration is vital We’re not done yet Joint Information Systems Committee

Final impressions A process of building (but never finishing? ) Multidimensional challenge: Services Joint Information Systems Committee

Suggestions for further work More focus on integrated and holistic approaches Renewed needs assessment of UK institutions File format conversion – authenticity and integrity assessments More training – on use of standards and ensuring compliance – to continue to engage with broader range of stakeholders More research and development on shared services Translation of pilot/short term services into lasting initiatives Joint Information Systems Committee

Thank You Questions? Maureen Pennock m. pennock@ukoln. ac. uk Joint Information Systems Committee