Media Digitization and Preservation Initiative Brenda L Johnson

Media Digitization and Preservation Initiative Brenda L. Johnson, Ruth Lilly Dean of University Libraries Julie Bobay, Associate Dean of Collection Development and Scholarly Communications Jon Dunn, Interim Assistant Dean for Library Technologies Indiana University Libraries Presentation April 30, 2014

2013 State of the University Announcement 2

2009 Media Preservation Survey Findings • More than 560, 000 audio, video, and film objects are owned by the Bloomington campus on more than 50 formats housed in more than 80 units • Actively degrading, obsolete formats, high risk of loss of content over the next decade • We have a 15 - to 20 -year window of opportunity to digitally preserve audio and video holdings. 3

2010 Media Preservation Task Force Former IU Provost Karen Hanson charges the Media Preservation Initiative Task Force with: • Developing plans for a campus media preservation center • Establishing strategies for preservation prioritization • Exploring media access issues and analyzing IU's technology • Investigating how the results of preservation work would engage existing campus research and instruction 4

2011 “Meeting the Challenges of Media Preservation” Key Recommendations • Preservation planning • Facility Development • Facility operation and workflow development • Prioritization • Strategies for Film • Technology infrastructure needs • Access • Collaboration 5

2012 -13 RFI and RFP Processes • 2012: IU releases RFI and 5 companies respond • 2013: IU issues RFP to three companies Selects Memnon, based in Belgium Public/Private partnership 6

Why IU? Why Now? Vast collections World-class IT infrastructure Expertise in digital preservation Outstanding academic programs 7

MDPI Leadership MDPI Co-Chairs MDPI Executive Director Brenda L. Johnson Brad Wheeler Laurie G. Antolovic’ Ruth Lilly Dean of University Libraries Vice President for Information Technology and Chief Information Officer Associate Vice President and Deputy Chief Information Officer 8

Digitization and Preservation: The Phases Discovery Pre-Digitization Inventory Catalog Prioritize Batch & Queue Digitization and Access Memnon Metadata Rights Issues Technical aspects Massive parallel digitization IU Operation Digitization of selected unique and highly vulnerable formats Quality control Metadata Technical infrastructure Ongoing monitoring and migration Digital Preservation and Storage 9

Media Digitization and Preservation Initiative Brenda L. Johnson, Ruth Lilly Dean of University Libraries Julie Bobay, Associate Dean of Collection Development and Scholarly Communications Jon Dunn, Interim Assistant Dean for Library Technologies Indiana University Libraries Presentation April 30, 2014

Organizing for the Initial Phase 11

Recruiting and Hiring Staff Patrick Feaster Mike Casey Media Preservation Specialist Director of Technical Operations Members of the MDPI “Smart” Team 12

Organizational Structure Memnon Archiving Services, USA IU Operations IT Team MDPI Operational Task Force 13

Organizational Structure Memnon Archiving Services, USA IU Operations Mike Casey, Director of Technical Operations Patrick Feaster, Media Preservation Specialist Processing and quality control specialists IT Team Audio engineers Video engineer Graduate assistants Students (SMART Team) MDPI Operational Task Force 14

Organizational Structure Memnon Archiving Services, USA IU Operations IT Team Brian Mc. Gough, Enterprise architect/software architect Steve Wallace and Jon-Paul Herron, Network architects Dave Hunter and team, Network engineers MDPI Kurt Seiffert and Mike Floyd, Storage and infrastructure architects Operational Kristy Kallback-Rose and team, Storage engineers Task Force Matt Link, Operational sponsor Jon Dunn, IU Libraries IT liaison 15

Organizational Structure Memnon Archiving Services, USA IU Operations Michel Merten, CEO IT Team Operations manager Assistant operations manager Audio/video engineers Audio operators Video operators A/V technician MDPI Operational Task Force 16

Organizational Structure Memnon Archiving Services, USA IU Operations IT Team MDPI Operational Task Force Julie Bobay, chair Brian Mc. Gough Sherri Michaels Alan Burdette Julie Hardesty Susan Hooyenga Thomas Whitaker Philip Ponella Gary Charbonneau Anthony Tadey Andrew Albrecht Mike Casey Jon Dunn Patrick Feaster Will Cowan 17

Prepping? 18

Prepping? 19

Prepping? 20

Bins, Boxes, Barcodes, Batches 21

Batches: Format Based 22

Who? • Many, many people throughout the campus university • On-the-ground coordinator of batch preparation: Patrick Feaster, Media Preservation Specialist 23

What and When? • Memnon Bloomington Facility • • Open Reel Tapes and LPs (start July 1) Audiocassettes (start August/September) VHS videotapes (start December) Other formats: still being planned • Memnon Belgium Facility • DAT tapes and CD-Rs (ship May 30) • IU Facility • Still being planned 24

Where? • Starting at William and Gayle Cook Music Library and Archives of Traditional Music • Why these two? • • Large enough to fill many batches (meet initial deadlines) Work through models of two different sources of data: IUCAT and Media. Score • Reaching out now out to other locations for DATs, CD-R’s; later for other formats 25

On the Horizon 26

Media Digitization and Preservation Initiative Brenda L. Johnson, Ruth Lilly Dean of University Libraries Julie Bobay, Associate Dean of Collection Development and Scholarly Communications Jon Dunn, Interim Assistant Dean for Library Technologies Indiana University Libraries Presentation April 30, 2014

MDPI Information Technology Challenges • Tight timeline • Large volumes of items and data • Variety of metadata, content, potential users • Many issues of software and systems • Close collaboration between UITS and Library Technologies 28

Developing Workflow Tools 29

Workflow Support: POD • Physical Object Database • Support for tracking of objects and construction of batches • Populated from Media. SCORE/Media. RIVERS and IUCAT • Ruby-on-Rails based web application using My. Sql database • Agile development process 30

Workflow Support: POD 31

Post-Digitization File Workflow • Deposit on SDA • Initial validation • Quality control of files • Automated • Manual • Transcoding • Creation of SIP • Submission Information Package • Ingest into preservation and access repositories 32

Metadata for Preservation and Access • Descriptive • From IUCAT when available • Technical • File and original object characteristics • Checksums • Process History • Digitization and preservation process • Structural • Support navigation within an object 33

Access Technology • • • Need to support access for both collection managers and end users Discovery • IUCAT, Archives Online (EAD Finding Aids), other environments? Delivery • Key requirements: usability, reusability, access control, performance • Looking at Avalon Media System 34

Long-Term Preservation Technology • 9 petabytes+ to be preserved • Local storage • UITS Scholarly Data Archive • Fedora 4 repository layer • Out-of-region storage • APTrust, DPN • Data swap agreements 35

Questions/Discussion Indiana University Libraries Presentation April 30, 2014