Digital Curation Centre webinar: Curation Costs Exchange (CCEx) 06052015
Collaboration for Success in Digital Records Management & Curation
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Transcript of Collaboration for Success in Digital Records Management & Curation
a centre of expertise in data curation and preservation
ICA-SUV Seminar :: September 2006 :: Reykjavík
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Collaboration for Success in Digital Records Management &
Curation
Maureen PennockUK Digital Curation Centre, UKOLN, University of Bath
a centre of expertise in data curation and preservation
ICA-SUV Seminar :: September 2006 :: Reykjavík
Overview
• Transition from analogue to digital• Challenges in managing digital records• Digital Curation & the life-cycle• Roles and Responsibilities• Conclusions
a centre of expertise in data curation and preservation
ICA-SUV Seminar :: September 2006 :: Reykjavík
From Analogue to Digital• Digital infrastructure
now increasingly common
• Number of advantages in using digital records
• Range and type of records enormous
• Management and preservation of digital records has not kept pace with use
… to this
from this…
a centre of expertise in data curation and preservation
ICA-SUV Seminar :: September 2006 :: Reykjavík
The First Solution
a centre of expertise in data curation and preservation
ICA-SUV Seminar :: September 2006 :: Reykjavík
The First Solution
???
? ?
Doesn’t solve all the problems… … and may
even create extra ones!
a centre of expertise in data curation and preservation
ICA-SUV Seminar :: September 2006 :: Reykjavík
Digital Curation• Offers a framework in which to address many
of the technical, cultural, and organisational issues in the management and preservation of digital records & data
• “Maintaining and adding value to a trusted body of digital information for current and future use”
• “The active management and appraisal of data over the entire life-cycle”
a centre of expertise in data curation and preservation
ICA-SUV Seminar :: September 2006 :: Reykjavík
Archiving & Preserv-
ation
Transfer
Active Use
Appraisal &
Selection
Access & Re-use
Creation
Life-cycle model• Generic model• Takes control over the
records throughout lifetime• Meaningful chain of
custody• Requires compatibility of
different stages• Note that preservation
activities may be needed before archiving, depending on the retention period
Records
Disposal?
Disposal?
a centre of expertise in data curation and preservation
ICA-SUV Seminar :: September 2006 :: Reykjavík
The Challenges• New paradigm -> different challenges
Technical Preservation Organisational
Legal Financial Cultural
a centre of expertise in data curation and preservation
ICA-SUV Seminar :: September 2006 :: Reykjavík
Technical & Preservation issues (1)• Preservation
• Records highly environmentally dependent
• Software/hardware environments change many times during the lifetime of the records
• Records may be altered if action is undertaken• Records will become inaccessible if action is not
taken
File(s) Software Hardware RECORD
a centre of expertise in data curation and preservation
ICA-SUV Seminar :: September 2006 :: Reykjavík
Technical & Preservation issues (2)• Preservation strategies
• Fragility of media• File deterioration• Media obsolescence• Hardware & software obsolescence
• Preservation tools/functionality• Repository storage• Metadata• Security
a centre of expertise in data curation and preservation
ICA-SUV Seminar :: September 2006 :: Reykjavík
Organisational and Cultural issues• Organisational and cultural infrastructure not geared
towards digital records management• Records often created, stored, & managed ad hoc • Distributed across many PC’s, laptops, other devices
• Multiple copies made & problematic versioning• Sense of personal ownership• Need for senior managerial support, e.g policy, champions• The ‘that’s not part of my job description’ syndrome• Low awareness of staff/user responsibilities• Absence of effective communication pathways between
stakeholders & departments
a centre of expertise in data curation and preservation
ICA-SUV Seminar :: September 2006 :: Reykjavík
Legal and Financial issues• Financial:
• Who will pay? • What are the cost benefits?• Where’s the business model?
• Legal:• Data Protection, • Freedom of Information, • Controlling IP rights…
a centre of expertise in data curation and preservation
ICA-SUV Seminar :: September 2006 :: Reykjavík
Addressing the challenges• These challenges are present at different
stages throughout the records life-cycle• Necessitates a distinct change in the way the
universities manage their digital materials and digital records – isolated departments and faculties no more
• Requires attention by different stakeholders at different stages
a centre of expertise in data curation and preservation
ICA-SUV Seminar :: September 2006 :: Reykjavík
Shared roles and responsibilities• Management – senior and departmental• Records creators – staff, students…• Records curators – information and records
management, archivists, librarians…• IT personnel – web managers, head of IT,
system administrators, system support…
• Communication and collaboration is required to achieve consistency and success
a centre of expertise in data curation and preservation
ICA-SUV Seminar :: September 2006 :: Reykjavík
Stage 1 - CreationActivities Responsible
Policy on records creation, eg records to be properly constructed, use templates
Senior management; Records curators
Policy on acceptable use of records-creating systems (including mobile devices and technologies)
Senior management; Records curators; IT staff
Templates to be designed or provided Records curators; IT staff?
Good practice creation guidelines & advice Records curators; IT staff
Creation of well-formed records Records creators – staff, students, researchers
a centre of expertise in data curation and preservation
ICA-SUV Seminar :: September 2006 :: Reykjavík
Stage 2 – Active UseActivities Responsible
Policy on responsibilities for personal records/data management, including legal issues
Senior management; Records curators
Policy on external distribution of records Senior management; Records curators
Policy on acceptable use of IT facilities (general) IT staff
Guidelines on good practice storage, versioning and filing
Records curators; IT staff
Good practice storage and filing Records creators
a centre of expertise in data curation and preservation
ICA-SUV Seminar :: September 2006 :: Reykjavík
Stage 3 – Appraisal & SelectionActivities Responsible
Policy and guidelines/advice for users on desktop/systems appraisal, selection, retention
Records curators (IT staff)
Departmental training on responsibilities for retaining records at end of active life
Records curators; records creators
Enabling availability and accessibility of records Records creators
Automatic selection of records, based on metadata and business process classifications?
Records curators; IT staff
a centre of expertise in data curation and preservation
ICA-SUV Seminar :: September 2006 :: Reykjavík
Stage 4 – Transfer or DisposalActivities Responsible
‘Pull’ transfer activities: awareness raising; pro-active communications; communicating metadata requirements and transfer requirements
Records curators
‘Push’ transfer activities: making records available and accessible for transfer; adding metadata
Records creator; Records curators
Providing technical transfer infrastructure (including metadata facilities)
IT staff
Policy on disposal Senior management; Records curators
Desktop disposal of non-transferred records Records curators; IT staff; records creators
Destruction of redundant data & records, including backups and offsite storage
Records curators; IT staff
a centre of expertise in data curation and preservation
ICA-SUV Seminar :: September 2006 :: Reykjavík
Stage 5 – Archiving & PreservationActivities Responsible
Policy on storage and preservation Senior management; Records curators/Archivist)
Finances for preservation activities Senior management (Records curators)
Checking transferred records; adding metadata; developing preservation requirements
Records curators
Adhering to preservation requirements! IT staff
Providing storage, preservation tools and infrastructure, technology watch
IT staff; (Records curators?)
Preserving records through time Records curators; IT staff
a centre of expertise in data curation and preservation
ICA-SUV Seminar :: September 2006 :: Reykjavík
Stage 6 - Access & Re-useActivities Responsible
Policy on data and records accessibility Senior management, Records curators
Ensuring Data Protection compliance in accessible records
Records curators; IT staff
Developing requirements for metadata-enabled accessibility
Records curators
Providing reliable access whilst protecting stored records from malicious or accidental harm
IT staff
Providing other access/re-use tools as required Records curators; IT staff
• Many previous activities, e.g. metadata creation, linkage between records, contribute to re-use
a centre of expertise in data curation and preservation
ICA-SUV Seminar :: September 2006 :: Reykjavík
Summary & Conclusions• Digital records management comprises many levels of
challenges (not just technical)• ‘Print to paper’ is not the most appropriate solution for
managing digital records• More extensive collaborative relationships are needed
for complete life-cycle management than has traditionally been the case
• Collaboration enables organisations to fully reap benefits of digital records
• Wider cross-sectoral collaboration & communication will minimise investments in developing suitable approaches
a centre of expertise in data curation and preservation
ICA-SUV Seminar :: September 2006 :: Reykjavík
Thank You
Questions?
Maureen [email protected]
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