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JISC Conference 2007 Managing & Preserving Institutional Digital Assets Sponsored by Joint Information Systems 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 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 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 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 Projects Joint Information Systems Committee 5

Theme I: Institutional Management Support & Collaboration 7 projects funded: Joint Information Systems Committee 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 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 Theme 3: Institutional Repository Infrastructure Development Three projects funded (+1) Joint Information Systems Committee 8

Key themes Joint Information Systems Committee 9 Key themes Joint Information Systems Committee 9

Recurring elements Cost & Business models Assessment & Surveys Existing systems; Development; Risks Lifecycle; 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 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 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 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 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…) 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; 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) • 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; 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 Spotlight on. . . Joint Information Systems Committee 19

Featured outputs (i) Case studies – Implementation and testing of MANDATE toolkit at JW 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 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 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 PRESERV: PRONOM-ROAR Joint Information Systems Committee

Featured outputs (ii) Shared services – PRESERV format profile service: linking PRONOM-DROID tool with 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 PARADIGM lifecycle & workbook Joint Information Systems Committee

Featured outputs (ii) Shared services – PRESERV format profile service: linking PRONOM-DROID tool with 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 MANDATE toolkit Joint Information Systems Committee

Synthesis conclusions Joint Information Systems Committee 28 Synthesis conclusions Joint Information Systems Committee 28

Synthesis: initial findings Programme aim achieved: – “… To support preservation and management of 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 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 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 Thank You Questions? Maureen Pennock m. [email protected] ac. uk Joint Information Systems Committee