3Rs of Digital Stewardship The 3 Rs of Digital Stewardship WPC/P&I Brownbag Presentation Stephen...

3Rs of Digital Stewardship

The 3 Rs of Digital StewardshipWPC/P&I Brownbag Presentation

Stephen ChapmanWeissman Preservation CenterHarvard University Library

14 March 2007


One in an ongoing series of presentations…

Digital Repository Service: An IntroductionOIS open meeting, May 24, 2001

OCLC Digital & Preservation Cooperative Meeting Report OIS/WPC brownbag, July, 2003

Digitizing Images, Digitizing TextsWPC/P&I brownbags, September & October, 2003

3Rs talk today

DRS2, DRS updatesUpcoming, probably FY08, watch HULINFO


The three R’s

Risk managementIdentify and monitor threats to sustainability; present and advocate strategies to minimize or eliminate threats

RepositorySafe place for objects and object management

Roles…reciprocal roles & responsibilitiesStrategies for life-cycle management require collection and technology specialists, as well as communities of expertise


1. Risk management

Security and access controlPreventing unauthorized use, tampering, or theftProtecting interests of rights holders

Data obsolescenceMechanical failure

• media incompatible with players and device drivers• formats incompatible with software

Functional obsolescenceFormat(s) incompatible with user needs and preferences

• “static” images made obsolete by dynamic delivery?


Managing costs essential to managing risk

Minimize number of conservation and reformatting interventions over entire life-cycleOptimize materials for longevity upon acquisitionMaximize intervals between interventions: reformat infrequently and wisely

Manage the storage environmentMedia longevity not independent of associated environment “Geography is preservation destiny.” (Reilly, 2004)

Sustainable business model for cost recoveryCollection management costs (including interventions)Repository storage costs (e.g., $5.00 per GB/year at Harvard)All other digital library infrastructure costs (staff, systems)


2. Repository

A repository “...is understood to mean any organization or system charged with the task of preserving information over the long term and making it accessible to a specified class of users (known as the designated community)”

Brian Lavoie, OCLC Research, 2000


Trusted repository

“Building ArtSTOR into a trusted repository … will require not only time and resources, but also collegiality and the active participation of individuals from academic institutions, museums, libraries, and research centers; specialists in imaging and in building databases; others experienced in the creation of digital resources; experts in intellectual property rights; and wise generalists. One clear conclusion is that working on this project inspires humility!”

William G. Bowen, PresidentAndrew W. Mellon Foundation, 2001


Appropriate venues

“A major question we face in the coming years is: Who should be responsible for saving material in electronic form? Should individuals carry this responsibility themselves? Or should social entities (such as businesses, libraries, archives, and professional societies) aggressively intervene to save material?”

Howard Besser, 2000


Where are preservation repositories today?

National archives and librariesKoninklijke Bibliotheek (e-Depot)Library of Congress (NDIIPP)National Library of Australia (PANDORA, web archive)UK National Archives (NDAD)

Research librariesCalifornia Digital Library (CDL Digital Preservation Repository)Harvard University Library (HUL DRS)

CollaborativesArts and Humanities Data Service (AHDS), UK national serviceFlorida Center for Library Automation (FCLA), Florida Digital ArchiveOCLC Digital ArchivePortico

http://www.kb.nl/dnp/e-depot/e-depot-en.html

http://www.digitalpreservation.gov/

http://www.ndad.nationalarchives.gov.uk/

http://hul.harvard.edu/ois/systems/drs/

http://ahds.ac.uk/

http://www.fcla.edu/digitalArchive/

http://www.oclc.org/digitalarchive/default.htm


Preservation repository: compliance

Long-term storage strategy for masters• OAIS (ISO 14721:2003) compliance - ingest - archival storage - data management - administration - preservation planning - access - common services• accountable, auditable, and fiscally sustainable entity - RLG-NARA Trustworthy Repositories Audit & Certification: Criteria and Checklist (TRAC)

Key principle = active (ongoing) oversight of total environment

http://www.crl.edu/PDF/trac.pdf


OAIS functional entities

Ad m in is tra tio n

D a ta Ma n a g e m e n t

In g e s t

Arch iva l S to re

Acce s s

Pre s e rva tio n P la n n in g

Pro

du

cer

Co

nsu

me

r

Managemen t

Simplified diagram from AHDS, Moving Images and Sound Archiving Study, June 2006


OAIS information packages

Ad m in is tra tio n

D a ta Ma n a g e m e n t

In g e s t

Arch iva l S to re

Acce s s

Pre s e rva tio n P la n n in g

Pro

du

cer

Co

nsu

me

r

Managemen t

SIPAIP

DIPAIP


Repository infrastructure and services

Integrated systemsAcquisition (ingest), storage, backup, database, dissemination

Centers of expertiseSystem and database administrators, format experts, metadata analysts, preservation planners, digital librarians

Auditors?Possible 3rd party implementors of TRAC (see CRL report)

http://www.crl.edu/content.asp?l1=13&l2=58&l3=162&l4=91


Digital preservation = quid pro quo service

Metadata

Formats

Money


Metadata

Metadata automates preservation administration, file and object validation, and data processing.

Standards, best practices and tools emerging around XML.


Lots of required metadata

Identification and discovery (descriptive)Impossible to preserve what you don’t know that you haveImpossible to sustain use for items that cannot be identified

Co-location, organization (structural)Encoding of relationships facilitates management, use

Governance (administrative)Ownership, rights of access, provenance

Preservation (technical)Format attributes for validation and to anchor transformationsDocumentation of significant properties and preservation intention to inform preservation strategy(ies)


Metadata containers (example: still images)

Directory and file names

File headersTIFF, JP2

XMLXMP (e.g., within JP2), EXIF, NISO MIX, METS

Database tables

Printed manifests, reports


Formats

The concept of digital representation format permeates all technical areas of digital repository architecture and operation. Policy and processing decisions regarding ingest, storage, access, and preservation are frequently, if not uniformly, conditioned on a format-specific basis.

Abrams and Seaman, 2003


Attributes of normative formats for preservation masters

Open – with widely available tools for encoding and decoding

Inherently flexible – processible to generate many (user-preferred) renderings, ideally in automated fashion


Format standard one of many (e.g., still image)

Standards Notes

Archival OAIS (ISO 14721:2002) Reference model,System RLG-NARA TRAC Trust criteria/audting, ANSI/NAPM IT9.21 and 23 Electronic media

Image TIFF (Adobe standard) Global Digital FormatFormats JPEG 2000 (ISO/IEC Registry in develop- 15444-1:2000) ment (DLF initiative)

Image NISO Z39.87-2002 Technical metadata Metadata METS (DLF initiative) for preservation


3. Roles … it takes a village to provide stewardship

Rights holdersEntities controlling scope of preservation, dissemination

Collection managersContent owners or designees; proxies for users

Preservation professionalsRepository team Centers of expertise (industry and research “associates”)- develop standards, practices, research agendas (DCC, DPC)Auditors

Designated communitiesContent users or advocates


Organisation to Engage & Collaborate

Industry

research collaborators

standards bodies

testbeds& tools

communities of practice: users

community support & outreach

research

development co-ordination

service definition & delivery

management & admin support

Associates Network

curation organisations eg DPC

a centre of expertise in data curation and preservation

OCLC October 2006


Reciprocal responsibilities at Harvard

Collection managers• Digital stewardship: Cooperate with DRS staff in exercising appropriate digital stewardship • Intellectual property rights: Manage legal rights necessary for DRS services, including rights to make one or more faithful copies of objects for backup purposes, the right to make derivative copies, and the right for public redistribution. • Metadata: Provide appropriate administrative, technical, and structural metadata about their objects. • Discovery: Ensure that descriptions of their objects are publicly available in online discovery systems. • Access: Ensure that access to a version of their objects' content is available to members of the Harvard community. • Financial considerations: Arrange payment for DRS service

HUL DRS Policy Guide


Reciprocal responsibilities at Harvard

DRS (staff)• Digital stewardship: Cooperate with collection managers in exercising appropriate digital stewardship. • Preservation of usability: Preserve the usability of stored objects over time. • Delivery services: Deliver content to desktop client applications via standard web protocols. • Professionalism and sustainability: Manage DRS in a manner that is administratively, financially, and technically sustainable. • Responsiveness and transparency: Be responsive to the needs and concerns of the collection manager community and conduct DRS policy setting and planning activities in an open and transparent manner.

HUL DRS Policy Guide


Summary observations

Preservation repositories are safe harbors

Digital preservation depends and relies upon extensive, well-managed metadata

Lifecycle management is a collective enterprise

Stewardship and digital preservation require active oversight of content, technologies, and user expectations

Business models are needed to capitalize new infrastructure and to sustain content over time

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