1 A journey of a thousand miles begins with a single step. Chinese Proverb.

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A journey of a thousand miles A journey of a thousand miles begins with a single step.begins with a single step.

Chris EricksonChris Erickson 2004 2004

Chinese ProverbChinese Proverb

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Digital PreservationDigital Preservation

What are we doing?What are we doing?

Where are we going?Where are we going? How do we get How do we get

there?there?

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What Are We Doing What Are We Doing Today?Today?

Computer Backups on various mediaComputer Backups on various media Individual responsibility for digital dataIndividual responsibility for digital data Paper and microfilm records Paper and microfilm records

managementmanagement

No coordinated digital preservationNo coordinated digital preservation Concerns:Concerns:

Records & research being lostRecords & research being lost High cost of storage, managing digital dataHigh cost of storage, managing digital data Short digital media lifespanShort digital media lifespan

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Where Are We Going?Where Are We Going?

Accept responsibility for digital Accept responsibility for digital preservationpreservation

Evaluate the current processesEvaluate the current processes Create a plan for the futureCreate a plan for the future Inventory our collectionsInventory our collections Implement our planImplement our plan Evaluate our effortsEvaluate our efforts Continue onContinue on

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Digital Preservation Digital Preservation MissionMission

TTo preserve and maintain o preserve and maintain readability and accessibility readability and accessibility

for all selected digital for all selected digital materials produced materials produced

within or acquired by within or acquired by Brigham Young

University

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What is Digital What is Digital Preservation?Preservation?

DDigital preservation refers to the igital preservation refers to the

seriesseries of of managed activitiesmanaged activities necessary to ensurenecessary to ensure continued continued access to and preservation ofaccess to and preservation of digital materials.digital materials.Kelly Russell. Digital

Preservation and the Cedars Project Experience. 2000.

DDigital preservation is a continuous obligation

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Preservation ActivitiesPreservation Activities

1.1. Organizational and structuralOrganizational and structural

2.2. Technical infrastructure Technical infrastructure

Ongoing financial supportOngoing financial support Legal and rights managementLegal and rights management Lifecycle ManagementLifecycle Management Personnel and training Personnel and training

opportunitiesopportunities Integration with other Integration with other

institutionsinstitutions

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Structural ActivitiesStructural Activities Organizational and structural Organizational and structural

Identify the current structureIdentify the current structureEstablish preservation processesEstablish preservation processesCreate a ‘Needs Inventory’Create a ‘Needs Inventory’

Technical infrastructure Technical infrastructure Safe digital storage facilitySafe digital storage facilityRepository: Documentum, DSpaceRepository: Documentum, DSpaceHardware, software, mediaHardware, software, mediaQuality control and verificationQuality control and verificationDescription / MetadataDescription / MetadataBest practicesBest practicesUser AccessUser Access

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Preservation ProjectsPreservation Projects

Institutional Repository (DSpace)Institutional Repository (DSpace) QualityQuality AssuranceAssurance andand StorageStorage SpecialSpecial CollectionsCollections RepositoryRepository Audio /Audio / Visual PreservationVisual Preservation PeriodicalsPeriodicals (LOCKSS)(LOCKSS) EmailEmail PreservationPreservation DigitalDigital ImagesImages

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Theory of Digital Theory of Digital PreservationPreservation

Establishing A Digital Preservation Establishing A Digital Preservation ModelModel FollowFollow Applicable Applicable International International

StandardsStandards Allow Interaction Between Allow Interaction Between

OrganizationsOrganizations Be Sustainable For Future GenerationsBe Sustainable For Future Generations Preserve Readability and AccessibilityPreserve Readability and Accessibility

Follow Established Best PracticesFollow Established Best Practices Support Goals of UniversitySupport Goals of University

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Acquire Archive Access

RemoteStorage

PreservationPlanning

Adapted from http://www.dlib.org/dlib/july04/beagrie/07beagrie.html

Simplified Model forSimplified Model forAccess and PreservationAccess and Preservation

Administer

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OAIS Functional ModelOAIS Functional Model

Reference Model for an Open Archival Information System (OAIS)

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Ingest ActivitiesIngest Activities

Accepts content from producersAccepts content from producers Packages contents: storage, preservation, Packages contents: storage, preservation,

accessaccess Based on formatting standards, metadata Based on formatting standards, metadata

templatestemplates Extract data for inclusion in archive databaseExtract data for inclusion in archive database

Performs quality assurance testingPerforms quality assurance testing Coordinates information updatesCoordinates information updates

Archival StorageArchival Storage Data ManagementData Management

Generates reportsGenerates reports

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Data Management Data Management ActivitiesActivities

Administers the archive databaseAdministers the archive database Maintain schema and definitionsMaintain schema and definitions

Performs database updatesPerforms database updates Performs data management queriesPerforms data management queries Provides management reportsProvides management reports

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Archival Storage Archival Storage ActivitiesActivities

Adds archival packages to permanent Adds archival packages to permanent storagestorage

Manages the archival storageManages the archival storage Refreshes archival media and Refreshes archival media and

metadatametadata Performs error checking on itemsPerforms error checking on items Provides disaster recovery capabilitiesProvides disaster recovery capabilities Provides items to fill Access requestsProvides items to fill Access requests

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Administration ActivitiesAdministration Activities

Provides for overall archive operationsProvides for overall archive operations Solicits and negotiates submission Solicits and negotiates submission

agreementsagreements Audits & ensures submissions meet standardsAudits & ensures submissions meet standards Monitors and improves archive operationsMonitors and improves archive operations Maintains system configurationMaintains system configuration Establishes archive standards, policies, Establishes archive standards, policies,

servicesservices Inventories/reports on contentsInventories/reports on contents Migrates archive contentsMigrates archive contents

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Preservation Planning Preservation Planning ActivitiesActivities

Ensures information remains accessibleEnsures information remains accessible Evaluates archive contents, recommend Evaluates archive contents, recommend

updatesupdates Recommends & develops standards, Recommends & develops standards,

policies policies Monitors technology environment changesMonitors technology environment changes Develops migration plans, prototypes, test Develops migration plans, prototypes, test

plansplans Designs Designs // assists with info package assists with info package

templatestemplates

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Access ActivitiesAccess Activities

Helps users determine Helps users determine information availableinformation available

Coordinates information requestsCoordinates information requests Applies controls and access limitsApplies controls and access limits Generates and delivers responsesGenerates and delivers responses Ensures user satisfactionEnsures user satisfaction

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Information PackagesInformation Packages

Submission Information Package (SIP)Submission Information Package (SIP) Producer Producer ArchiveArchive Accepted FormatsAccepted Formats

Archival Information Package (AIP)Archival Information Package (AIP) Internal StorageInternal Storage Standardized Format(s)Standardized Format(s)

Distribution Information Package (DIP)Distribution Information Package (DIP) Archive Archive UserUser Output FormatOutput Format

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Package StructurePackage Structure Content Information and Digital ObjectContent Information and Digital Object Preservation Description InformationPreservation Description Information Description / Packaging InformationDescription / Packaging Information

Preservation Description : : Metadata for Metadata for Provenance, Context, Provenance, Context, Reference, and FixityReference, and Fixity

Content Information

(Object)

Preservation DescriptionInformation

Packaging Information

DescriptionInformation about the package

Content Information: : The digital The digital object and any and any information needed to make it needed to make it understandable, understandable, especially Technical especially Technical and Administrative and Administrative Metadata

Description Information: : Discovery about the Discovery about the packagepackage

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Technical MetadataTechnical Metadata Content InformationContent Information

File DescriptionAccess File formatsTechnical SpecificationsStructural Type

Type of objectPreservation process informationReference list of possible types

Infrastructure of Complex ObjectsEnumerate ComponentsManage component partsManage inter-relationships

Install RequirementsSpecial ProceduresUser Instructions Dependencies

Others . . .

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Preservation MetadataPreservation Metadata Preservation Descriptive InformationPreservation Descriptive Information

ReferenceBibliographic DescriptionPersistent Identifier

ProvenancePoint to master objectPreservation process information

ContextPointers to related documents in original environment at time of publication

FixityAuthenticity indicatorDigital SignatureChecksum

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Practical Digital Practical Digital PreservationPreservation

How Do We Get There?How Do We Get There?

Changing Theory

Into Practice

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BBYU YU EElectronic lectronic AArchival rchival MManagement anagement SSystemystem

Administration - Legal - Archives - Records Management - O I T - Digital Preservation

Administration of Archive System

FFAACCUULLTTYY

University Records Committee

Selection &Acquisition

User Access

DataManagement

Archives /Storage

Metadata SSTTUUDDEENNTTSS

Faculty Research Publications

Curriculum content KBYU Media

ISPART University Records

Digital Library . . . Others

Processing Testing

BYU Provo - BYU Idaho - BYU Hawaii - CES - LDS Business College

Church Office BuildingModeled on OAIS Standard

Preservation Research and Planning

&&

DescriptiveInfo

DistributionInfo

ArchivalInfo

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Administration of Archive SystemAdministration of Archive System

FFAACCUULLTTYY


Selection &Selection &AcquisitionAcquisition

User User AccessAccess

DataDataManagementManagement

Archives /Archives /StorageStorage

MetadataMetadata SSTTUUDDEENNTTSS

EmailEmailDocumentsDocumentsDatabasesDatabases

ImagesImagesAudio VisualAudio Visual

CurriculumCurriculum

Processing Processing TestingTesting

BYU Provo - BYU Idaho - BYU Hawaii - CES - LDS Business CollegeBYU Provo - BYU Idaho - BYU Hawaii - CES - LDS Business College

Church Office BuildingChurch Office BuildingModeled on OAIS Standard

Preservation Research and PlanningPreservation Research and Planning

&&

DescriptiveDescriptiveInfoInfo

DistributionDistributionInfoInfo

ArchivalArchivalInfoInfo

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Administration - Legal - Archives - Records Management - O I T - Digital Preservation Administration - Legal - Archives - Records Management - O I T - Digital Preservation


FFAACCUULLTTYY

University Records CommitteeUniversity Records Committee













&&




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OAIS Functional ModelOAIS Functional ModelActivitiesActivities

Administration

Ingest Access

DataManagement

ArchivalStorage

Producers

Preservation Planning

Consumers

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FFAACCUULLTTYY











&&





Metadata




. . . Others

ArchivalInfo

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FFAACCUULLTTYY











&&




DataManagement

Archives /Storage


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FFAACCUULLTTYY






MetadataMetadataSSTTUUDDEENNTTSS








&&




FFAACCUULLTTYY

User Access

SSTTUUDDEENNTTSS&&

DescriptiveInfo

DistributionInfo

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FFAACCUULLTTYY














&&







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Ingest ProcessIngest Process

Metadata

Dublin CoreFile typeTechnical detailsOwnerCopyrightRetention

File to Preserve

ReceiveDigital

File

Generate DescriptionInformation

Quality Assurance

Validation Key / Checksum

GeneratePackage

SIP

AIP

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Data & Archive Storage Data & Archive Storage ProcessesProcesses

ManagingStorageSystem

CD / DVDArchive

Generate Reports

Archive Server

Disaster Recovery

Archive mirror

TapeBackup

ManageCDs / DVDs

FormatAttachments

AIP

Requests

Results

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Access ProcessAccess Process

Resource

DescriptionCopyrightUser info

Attachment(s)

Generate Information

Request

Discovery

Tools

AccessControls

GenerateDistribution

Packet

UserRequests

Requests

Results

DIP

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Administration & Administration & Planning Planning ProcessProcess

ArchiveAdministra

tion

Producer

Management

DataManagement

Ingest

ConsumerAccess

ArchivalStorage

PreservationPlanning

SystemServices

GoalsReports

Policies

Status Requests

Budget Policies

Requests

Policies

Statistics

Templates

Recommendations

Migration

Dataformatting

Audit report

InformationPackagesSubmission

Agreements

Access Rights

Reports

OS and NetworkServices

Standards

Reports

Billing requests

Metadata

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FFAACCUULLTTYY



ControlledUser

Access

DataManagement

Archives /Storage





. . . Others

Processing Testing



Digital Preservation Research and Planning

&&

DescriptiveInfo

DistributionInfo

ArchivalInfoSubmit

Info

AccessControls

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BYU BYU HHarold arold BB LLee ee LLibrary Acquisition ibrary Acquisition SystemSystem

Administration - Legal - Archives - Records Management - O I T - Academic Departments

LAO & Department Chairs

FFAACCUULLTTYY

University Administration

AcquisitionsReceiving

LibraryCatalog

SIRSILIS Dept

Shelving

AACR2MARC

SSTTUUDDEENNTTSS

Book VendorsSerial VendorsGift Donations GPO DepositDissertations

Theses . . . Others

Processing Labeling



Preservation Team

&&

AccessServices

CirculationCataloging

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Brigham Young University Library Brigham Young University Library SystemSystem

Administration - Legal - Archives - Records Management - O I T - Information Preservation

Administration of Information System

FFAACCUULLTTYY

University Administration


User Access

LIS / DataManagement

Archives /Shelving

Standards Metadata

SSTTUUDDEENNTTSS

Book/Serial VendorsDeposit / Donations

Faculty Research Curriculum content

KBYU Media ISPART

Campus Depts University Records

StudentsUALC

Data vendorsCES Institutions

. . . Others

Processing Testing




&&

AccessServices

DistributionInfo

Cataloging

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Preservation Pilot Preservation Pilot ProjectProject

GoalsGoals Test Preservation Model and Test Preservation Model and

AssumptionsAssumptions Obtain Information about ProcessesObtain Information about Processes Identify Our Preservation ‘Partners’Identify Our Preservation ‘Partners’ Create Process DocumentationCreate Process Documentation Select a Platform and ToolsSelect a Platform and Tools EstablishEstablish Storage Storage FacilityFacility Determine Other NeedsDetermine Other Needs

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BBYU YU EElectronic lectronic AArchival rchival MManagement anagement SSystem - Pilotystem - Pilot



FFAACCUULLTTYY



User Access

DataManagement

Archives /Storage





. . . Others

Processing Testing




&&

DescriptiveInfo

DistributionInfo

ArchivalInfo

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Test EnvironmentTest Environment ImagesImages DocumentsDocuments Audio / VisualAudio / Visual Learning ObjectsLearning Objects

Create Preservation Create Preservation DocumentationDocumentation PreservationPreservation MetadataMetadata StandardStandard Preservation Process GuidelinesPreservation Process Guidelines Storage and Format GuidelinesStorage and Format Guidelines Preservation Scope GuidelinesPreservation Scope Guidelines

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Integrate Optical Writers / AnalyzersIntegrate Optical Writers / Analyzers Migration ToolsMigration Tools Involve Other InstitutionsInvolve Other Institutions Manual vs. Automated ProcessesManual vs. Automated Processes Library AwarenessLibrary Awareness

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First StepsFirst Steps

Identify core and extended teamsIdentify core and extended teams Implement project planning guidelinesImplement project planning guidelines Involve Cataloging in Metadata projectInvolve Cataloging in Metadata project Increase Library awarenessIncrease Library awareness

Web siteWeb site NewsletterNewsletter Town meetingsTown meetings Weekly ReadingsWeekly Readings Training & EducationTraining & Education

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Preservation Web SitePreservation Web Site

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"Today is ... "Today is ... a day to look to our a day to look to our future"future"

Used with permission of President Samuelson

President Cecil O. SamuelsonPresident Cecil O. SamuelsonInaugural AddressInaugural Address

The FutureThe Futureat a Time at a Time

One StepOne Step

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© Chris Erickson© Chris EricksonBrigham Young University Brigham Young University

20042004

[email protected][email protected]

Questions?Questions?

1 A journey of a thousand miles begins with a single step. Chinese Proverb.

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Transcript of 1 A journey of a thousand miles begins with a single step. Chinese Proverb.