Universitat de Barcelona Departament de Biblioteconomia i Documentaci
Universitat de Barcelona Departament de Biblioteconomia i Documentació Digital Preservation Alice C. Keefer alice. keefer@ub. edu NMPLIS Summer School, Tbilisi, 5 – 16 July 2010 1
Program 1. Basic concepts 2. New preservation paradigm: guaranteeing access to digital materials 3. Presence of digital materials in libraries 4. Management of digital materials and institutional viability 5. Trustworthy digital repositories 6. Major international initiatives for preserving digital material 2
1. Basic concepts 3
Basic Concepts Preservation: Includes all the managerial and financial considerations, including storage and accommodation provisions, staffing levels, policies, techniques, and methods involved in preserving library and archival material and the information contained in them. IFLA principles for the care and handling of library materials. 4
Basic Concepts Definitions of “digital preservation” : • The processes of maintaining accessibility of digital objects over time [UNESCO. Guidelines for the preservation of digital heritage] • . . . activities necessary to ensure continued access to digital materials for as long as necessary… beyond the limits of media failure or technological change. [Digital Preservation Coalition] • …managed activities necessary for ensuring both the long-term maintenance of a byte stream and continued accessibility of its contents [Trusted digital repositories] 5
Basic Concepts Digital preservation The objective is to preserve the information in such a way as to guarantee the usability of the contents in the future. The physical media is not preserved for the long term. 6
Basic Concepts Key functions: • data is maintained in the repository without being damaged, lost or maliciously altered; • data can be found, extracted and served to a user; • data can be interpreted and understood by the user; • the above can be achieved in the long term. Wheatley, P. Institutional repositories in the context of digital preservation. 7
Basic Concepts This requires: • planning and institutional commitment; • economic and human resources; • best practices in terms of technologies, methods, etc. 8
2. New preservation paradigm 9
New Preservation Paradigm Digital preservation. . many notions that librarians and library users have about preservation derive, consciously or not, from our experiences of books as being fixed, stable, and enduring. Abby Smith, Access in the future tense, 2004 10
Conway, P. . Preservation in the digital world 11
New Preservation Paradigm Preservation of traditional materials Over the years cultural memory institutions –libraries, archives and museums– have developed guidelines, procedures and practices that served to extend the lives of material in their custody. Will these same systems and tools also be appropriate for applying to digital materials? 12
New Preservation Paradigm For example, some of the differences in practice apply to the procedures of: • Selection; • Timing and continuity of actions; • Inter-institutional and inter-sectorial cooperation. 13
New Preservation Paradigm Selection: Traditional criteria for selecting material into the collection: · Legal obligation; · Intrinsic value; · Relevance of material to the institution and its community; · Physical state / condition; · Current and future demand/use. 14
New Preservation Paradigm Some of these traditional criteria are still valid, but new ones must also be applied, concerning: · · Copyright status; Current legibility of format; Current legibility of physical medium; Availability of explanatory documentation, including metadata. Interactive assessment: selection of digital materials for long-term retention http: //www. dpconline. org/advice/decision-tree. html 15
New Preservation Paradigm Timing and continuity of action When must decisions be made and actions taken? • Reactive / proactive; • Sporadic / continuous; • Benign neglect / planned action; • Action at the point of deterioration or at the moment the document is created. 16
New Preservation Paradigm Importance of proactive attitudes and policies: Delays in taking preservation decisions can (and most often will) result in preservation requirements that are more complex, labour intensive and therefore costly. Cedars guide to digital collection management, 2002 17
New Preservation Paradigm Inter-institutional and inter-sectorial cooperation: The complexity of digital preservation will require that cultural memory institutions work jointly with other stakeholders. . 18
New Preservation Paradigm Technological threats: • • • Fragility of the physical media; Technological obsolescence; Volatility of digital content. 19
New Preservation Paradigm Fragility of the physical media: Loss of data can be due to environmental, human or intrinsic [i. e. , to the media] factors. The manner to combat this loss is through a periodic replacement of the discs, tapes, etc. , in a process called refreshing. 20
New Preservation Paradigm Factors that can affect the useful life of the physical media: • • • Type Manufacturing quality Condition of media before recording Handling and maintenance Environmental conditions. 21
New Preservation Paradigm The negative impact on digital media of environmental factors: Physical media 25 HR 10º 30 HR 15º 40 HR 20º 50 HR 25º 50 HR 28º D 3 mag tape 50 yrs 25 yrs 15 yrs 3 yrs 1 yr DLT mag tape 75 yrs 40 yrs 15 yrs 3 yrs 1 yr CD/DVD 75 yrs 40 yrs 20 yrs 10 yrs 2 yrs CD-ROM 30 yrs 15 yrs 3 yrs 9 mths 3 mths Digital Preservation Coalition Handbook 22
New Preservation Paradigm Technological obsolescence The dependence on computer systems for reading digital data, plus the rapid evolution of computer and telecommunications technologies has resulted in many digital materials becoming inaccessible. Such objects are referred to as orphans. The manner to combat this loss is through the processes of format migration / conversion or software emulation. 23
New Preservation Paradigm Essential elements (also: Significant properties): The elements, characteristics and attributes of a given digital object that must be preserved in order to re-present its essential meaning or purpose. UNESCO. Guidelines for the preservation of digital heritage 24
New Preservation Paradigm Essential elements: • • • For whom should this material be kept? Why are the materials worth keeping? (ex. : evidence, information, aesthetic factors, historic or cultural association, etc. ) Is the value tied to the way the material looks? Is the value tied to the way the object works? Is the value tied to the context of the material? UNESCO. Guidelines for the preservation of digital heritage 25
New Preservation Paradigm Types of essential elements: • • • Content Structure Context Physical aspect / Visual presentation Functionality / “Behavior” 26
New Preservation Paradigm Volatility of digital content: Ease of loss: ● human negligence / mistakes; ● poor functioning of systems: computer equipment; electrical systems; telecommunications networks, etc. ● malicious attacks: virus, hackers, etc. The manner to combat this loss is through system security, access control, back up copies, etc. 27
New Preservation Paradigm How to guarantee the authenticity and integrity of digital information? • Authenticity Quality of genuineness and trustworthiness of some digital materials, as being what they purport to be, either as an original object or as a reliable copy derived by fully documented processes from an original. • Integrity of data objects. The state of being whole, uncorrupted and free of unauthorised and undocumented changes. UNESCO. Guidelines for the preservation of digital heritage 28
New Preservation Paradigm Solutions to problems related to preserving digital objects will come in time, through: · technological evolution, which will provide more tools, alternatives; · development and application of standards for providing guidance; · coordination among all stakeholders. 29
3. Presence of digital materials in libraries 30
Digital Presence in Libraries Within an institution, certain differences among digital collections can condition both policies and operations related to preservation: • Digitalized documents • Born digital documents • documents created internally • documents created externally 31
Digital Presence in Libraries Digital objects can be: • • static dynamic executable linked Formats can be: • varied • standardized (de juris and de facto) • proprietary 32
Digital Presence in Libraries Formats frequently used in universities Text Web-based files • HTML Other applications: Images Video: Other • • Microsoft Word PDF Microsoft Power. Point Microsoft Excel Microsoft Access Flash Quick. Time Table 5: File formats used by Academics at Loughborough University • • GIF JPEG BMP CAD File. Maker Database Hot Potatoes La. Te. X Bates, Melanie et al. Digital lifecycles and file types: final report. JISC; Loughborough University, 2006. 33
Digital Presence in Libraries But there are many more that need to be preserved and the number is growing: The National Archives and Records Administration (NARA) in the US calculates that there approximately 16. 000 formats present in the documents that they currently manage. 34
4. Management of digital materials and institutional viability 35
Management and Institutional Viability Principle obstacles: • • technologic economic institutional legal 36
Management and Institutional Viability Lack of organizational readiness, not technology, is the greatest inhibitor to digital preservation programs A. Kenney, Access in the future tense 37
Management and Institutional Viability Institutional viability: The capacity of the institution to assume and carry out the responsibilities associated with digital preservation depends on factors such as: • Structure and organization, • resources available —human, material and economic— and the manner in which they are applied and managed, • Policies and procedures, • Relations with other organizations and sectors. 38
Management and Institutional Viability Factors affecting the cost of digital preservation: • Formats • Legal status • Control over material (including metadata capture or creation) (Based on Granger, Stewart; Russell, Kelly; Weinberger, Ellis (2000) Cost elements of digital preservation. Ver. 4. ) 39
Management and Institutional Viability 40
Management and Institutional Viability Two factors will help to reduce the costs of managing digital resources over time: • Anticipating external changes –in formats, software, etc. - that can affect the collection in order to take appropriate actions in a timely fashion; • Automating as many of the operations as possible: ex. , generating metadata; migrating formats. 41
Management and Institutional Viability Legal issues – 3 important aspects: • Right to modify digital objects to guarantee future access; • Right to collect and store resources (ex. , Web material) • Right to provide access to preserved material. 42
Management and Institutional Viability Cornell University: http: //commondepository. library. cornell. edu/cul-dp-framework. pdf • selecting material for long-term access based on scholarly value and technical capabilities • securing digital assets through physical custody or other arrangements • actively monitoring technology • reviewing licenses for preservation implications • promulgating good practice • ensuring quality creation of digital materials 43
Management and Institutional Viability What libraries / archives can contribute to digital preservation: • • Expertise in recognising important heritage materials; Experience in working with user communities; Experience in working with rights owners; Expertise and international networks dedicated to organising and describing heritage materials so they can be found and understood; • Commitment to their long term preservation; • At least some relevant expertise and infrastructure that might be brought to bear on digital asset management; • At least some prospect of an ongoing mandate from their communities to manage and preserve digital heritage. 44
Management and Institutional Viability To assume, or not to assume, the responsibility of digital preservation? Because the cost implications for an organisation can be significant, and because the requirements may be complex and uncertain, it is no small thing to accept a responsible role. The responsibilities and functions of comprehensive programmes, and the characteristics of reliable programmes, as described in the previous chapter, are not undertaken lightly. They imply investment of resources, energy and vision. UNESCO. Guidelines for the preservation of digital heritage 45
5. Trusted Digital Repositories 46
Trusted Digital Repositories Trusted digital repositories: attributes and responsibilities (2002). • The OAIS model applied to libraries; • Developed by OCLC i RLG • Proposal of characteristics and functionality of trusted digital repositories; • Introduction to vocabulary and standardized concepts. 47
Trusted Digital Repositories Trust in: • the institution responsible for preserving digital content; • the methods employed for carrying out the activities needed for preservation; • the preserved digital materials in the moment of their retrieval and use. 48
Trusted Digital Repositories Attributes of a Trustworthy Digital Repository: • • • Responsibility; Organizational (or institutional) viability; Financial (or economic) sustainability; Technological and procedural suitability; System security; Procedural accountability. UNESCO. Guidelines for the preservation of digital heritage 49
Trusted Digital Repositories How can an organization demonstrate its trustworthiness? TRAC: Trustworthy repositories audit & certification: criteria and checklist. Version 1. 0. OCLC; NARA, Feb. 2007. 50
Trusted Digital Repositories Principle categories of criteria: • Organizational infrastructure; • Management of digital objects; • Technology, technical infrastructure and security. 51
Trusted Digital Repositories Evaluations: • • Documented evidence; Accountability; Suitability; Measurability. Based on: • Documentation; • Testimony; • Observation. 52
Trusted Digital Repositories Other initiatives for evaluating trustworthy digital repositories: Catalogue of criteria for trusted digital repositories. NESTOR, 2006. DRAMBORA: Digital Repository Audit Method Based on Risk Assessment 53
6. Major International Initiatives for Preserving Digital Material 54
Major International Initiatives Major actors: Currently preservation activity centers around national and university libraries, normally working collectively. • National libraries: • Web material; Internal digital holdings. • Universities: • Scholarly material; • Scientific data; Teaching material; Scholarly journals (external) 55
Major International Initiatives National libraries web preservation - Examples: Australia: PANDAS (Pandora Digital Archiving System) http: //pandora. nla. gov. au/index. html Denmark: netarchive. dk http: //netarkivet. dk/index-en. php Sweden: Kulturarw http: //www. kb. se/om/projekt/Svenska-webbsidor--Kulturarw 3/ United Kingdom: UK Web Archive www. webarchive. org. uk United States: Library of Congress – Minerva http: //lcweb 2. loc. gov/cocoon/minerva/html/minervahome. html 56
Major International Initiatives International Internet Preservation Consortium http: //www. netpreserve. org Mission: to acquire, preserve and make accessible knowledge and information from the Internet for future generations everywhere, promoting global exchange and international relations. 57
Major International Initiatives Preserving scholarly journals – cooperative university initiatives: • PORTICO; • CLOCKSS. 58
Major International Initiatives European Union: ICT Programme - 7 th Framework: For digital libraries, the medium term goal is Largescale European-wide digital libraries, with the longer term asking for Radically new approaches to digital preservation. 59
Major International Initiatives Recent European projects: CASPAR http: //www. casparpreserves. eu/ Digital Preservation Europe (DPE) http: //www. digitalpreservationeurope. eu/ PLANETS http: //www. planets-project. eu SHAMAN http: //shaman-ip. eu/shaman/ 60
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