Hot Topics: The DuraSpace Community Webinar Series Series 1: Knowledge Futures: Digital Preservation Planning Webinar 2: Preservation Planning Success Stories Curated by Liz Bishoff Presentation Slides

1. Hot Topics: The DuraSpace
Community Webinar Series
Knowledge Futures: Digital
Preservation Planning
Curated by Liz Bishoff
February 21, 2012 Hot Topics: DuraSpace Community Webinar Series

2. Using the Webinar
Platform
• 2-way audio for all
participants is muted
• We’ll utilize the Chat
Window for the Q&A portion
or you may use it if you are
having technical difficulties
• You may type your question
here & hit ‘enter’
February 21, 2012 Hot Topics: DuraSpace Community Webinar Series

3. Webinar 2: Preservation Planning
Success Stories
Presenters: Kate Boyd, Kira B.
Homo, and J. Kyle Banerjee
February 21, 2012 Hot Topics: DuraSpace Community Webinar Series

4. For how long?
For the next generation
– Martha Anderson, Library of Congress
2010
DIGITAL PRESERVATION
PLANNING
Kate Boyd, Digital Collections Librarian, University of South Carolina Libraries
February 21, 2012

5. Outline
Current State
Maintaining Knowledge
Consultants’ Findings

6. Current Digital Material Held by USC Libraries
Library’s Digital Collections = over 9TBs
Digital Collections = 3 TBs
NEH SC Newspaper Project = 6 TBs, + another 6 predicted

7. Current Media Materials Held by USC
Libraries
South Carolina Digital Library
site and images from these
institutions – almost a TB
Electronic Theses and
Dissertations – about a 1,000 a
year
University Archives and
Records = University
Photography and records are
digital
MIRC’s digital films repository
= 11,000 linear feet of film to
be digitized
Scholar Commons – Institutional
Repository started last year,
about 2,300 records currently
Ejournals - TDnet
Library web pages, including
larger projects like Bob Ariail
and Simms Initiative

8. New Types of Projects

9. Current Born Digital Materials
Born Digital Collections that are being
acquired by all the special collections
libraries on campus
Rare Books has the John Jakes
collection
SC Political Collections has over 4,000
old formats and over 1,000 born
digital files it needs to maintain for the
long term
SCL Oral History has a large collection
of audio files that will need to be
maintained
SCL Manuscripts and Published
Materials has a few old formats that
need to be maintained
Music’s Dr. Edwin E. Gordon Archive of
video

10. More Every Day
University Faculty and staff are increasingly coming to the library
for assistance with digital preservation matters:
AC Moore Herbarium is looking for ways to preserve their 175,000
digital specimen files (approx. 34 TBs)
Faculty members
Help with their NSF/ NEH/ IMLS grant data management plans
Help preserving their collections and digital projects
Digital Humanities Center projects
Student Media staff need our help with the Gamecock Daily Newspaper
and the Garnet and Black Magazine
Publications, Marketing and Communications, and Creative Services
Offices have requested our help:
“We have "years" of beta tapes, cd's dvd's and minidiscs of all kinds of video
and voice recordings of "Carolina Minutes," interviews, speeches, half time
commercials and no telling what else.

11. Steps for Keeping up and Planning
2005 Cornell’s Digital Preservation Management
5 day course on OAIS Reference Model
Nancy McGovern and Oya Y. Rieger
2009 Preservation members of MetaArchive Cooperative
January 2011 NEH and Lyrasis Staying On TRAC Workshop
2 day course
Liz Bishoff and Tom Clareson
August 2011 Consultants visit USC
Fall 2011 DRAMBORA assessment by staff
2012
Kate works with new Director of Systems, Glenn Bunton
USC joins NDSA Standards group

12. Keeping in mind
Digital Preservation is:
Usability –intellectual content of the item must remain usable
via the delivery mechanism of current technology
Authenticity – provenance of the content must be proven
and the content an authentic replica of original
Discoverability – the content must have logical bibliographic
metadata so that it can be found by end users through time
Accessibility - the content must be available for use to the
appropriate community
Definition by PORTICO web site:
http://www.portico.org/digital-preservation/

13. Backup + Policies & Procedures
http://library.sc.edu/digital/USC_Libraries_Digita

14. Current Practices to Preserve
Ejournals – PORTICO and
LOCKSS
Library web pages – backed up
on server at Annex
Born Digital Collections – in
policy planning stage
MIRC’s digital films repository –
will use Duracloud
South Carolina Digital Library –
backed up on DVDs in house
Electronic Theses and
Dissertations – staff computer
University Archives and
Records – external’s in office
Scholar Commons – NOT

15. Digital Collections Practices
Scan Archival TIFF
Preservation Metadata in
TIFF header
Backed up on DVDs and
SAN server at UTS and
Annex
Add a few collections to
MetaArchive soon

16. Consultants Findings
Need to incorporate digital preservation in Disaster Plan and
Business Continuity Plans
Expand digital collection policy to include selection and de-
accessioning procedures
More transparency of policies
Participate more with traditional preservation activities
Backup solution outside SC
Implement MetaArchive
Pilot additional digital preservation solutions
Develop digital preservation business plan
Incorporate goal of trusted digital repository into plan
Specifically identify roles and responsibilities
Develop strategies of migration from obsolete media and software

17. Next Steps
Meeting with Digital Collections Team and other
Library personnel
about adding digital preservation text to other policies
About policies for born digital materials
Begin work on procedures

18. Consortial Digital
Preservation:
Orbis‐Cascade Alliance
J. Kyle Banerjee, Orbis-Cascade Alliance
Kira B Homo, University of Oregon

19. Orbis‐Cascade Alliance
• Thirty-seven member institutions
• Universities, colleges, and community colleges in
Oregon and Washington
• Alliance offers services on a fee basis to both
members and non-members
• Fees support the specific program for which they’re
collected

20. Governance Structure
• Governed by Board of Directors and Council
• Council consists of Deans and Directors of all
member libraries
• Board of Directors is a subset of Council
• Any initiative or budget is approved by Council

21. Staff and Resources
• Alliance employs 7.5 FTE
• Member institutions contribute staff time to Alliance
initiatives
• Roughly $15,000 allocated for digital preservation
development in FY 2012 (not including staff time)

22. Digital Preservation
Development: Overview
• Alliance members consistently identify digital
preservation as a need
• Consortial solutions preferred
• Building support among Council members has been
a slow process
• Progressive steps toward developing a program
taken in 2009, 2010, and 2011

23. What is NWDA
• NWDA provides access to finding aids for archival
collections in Washington, Oregon, Idaho, Montana, and
Alaska
• Thirty-seven members
• Alliance and non-Alliance members
• Includes non-academic institutions
• Members have other means for hosting digital content

24. 2007‐2009: Digital
Program Needs
Assessment
• Comprehensive study of member institutions and
NWDA members
• Included both researcher and institutional needs
assessment
• Portion of the project funded by an IMLS grant

25. Institutional Needs
Survey
• A clear mandate for search engine exposure of any
digital content
• Very strong interest in pursuing preservation of
reformatted and born digital materials as a consortium,
including hosting for preservation
• Very strong support for a program to aggregate archives
and special collections materials for access, including
“skin and slice” capabilities
• Support for a program to present whole digitized
archival collections
• Adapt existing best practices
• Desire for training
• Strong support for scanning and reformatting services

26. Alliance Response to
Needs Assessment
• Alliance staff presented institutional needs results to
Council in November 2008
• Digital Program Working Group presented
recommendations in 2009
• Digital Services Team created to explore and
implement needed digital services

27. Digital Services Team
(DST) Charge: 2010
• Investigating, developing, and providing
recommendations concerning collaborative digital
services.
• Each service proposal should address all topics
relevant to beginning and sustaining a new service
(e.g. start-up and recurring costs, distribution of
fees, likely participants, technology, hardware
depreciation, documentation needs and
administration)

28. DST 2010 Progress
• Alliance and DST members attend Staying on TRAC:
Digital Preservation for Digital Collaboratives
workshop (2010)
• 2010 DST recommends creation of a Digital
Preservation Service
• Council does not approve the 2010 DST
recommendations, refers them back to group for
further study

29. DST 2011 Progress
• Successfully applied to Council for funding to
implement a Fedora IR pilot in collaboration with
the Colorado Alliance. Pilot project is ongoing.
• Participated in follow-up consulting resulting from
participation in the “Staying on TRAC” project
• Recommended implementation of a digital
preservation education program
• Recommended changes to the DST structure

30. DST: 2012 and Beyond
• Council approved 2011 recommendations to:
o change DST structure
o implement a digital preservation education program
• IR pilot continues

31. Working from Within
• Recognize the nature of the organization
• Suggest small, manageable goals to start with
• Keep documentation short and to the point
• If possible, get outside reinforcement

32. Supporting
Documentation
• 2007-2009 Digital Needs Assessment documentation:
http://www.orbiscascade.org/index/northwest-digital-archives-digital-
program-needs-assessment
• 2010 Digital Services Team charge and documentation:
http://www.orbiscascade.org/index/dst-charge-and-membership-2010
• 2010 Digital Services Team final report:
http://www.orbiscascade.org/index/cms-filesystem-
action/groups/dst/dstfinalreport2010.pdf
• 2011 Digital Services Team charge and documentation:
http://www.orbiscascade.org/index/digital-services-team-charge-and-
membership-2011
• 2011 Digital Services Team final report:
http://www.orbiscascade.org/index/cms-filesystem-
action/digital_services_program/reports/dst-finalreport-2011.pdf
• 2012 Digital Services Team charge and documentation:
http://www.orbiscascade.org/index/dst-charge-and-membership

33. Contact Information:
J. Kyle Banerjee
banerjek@uoregon.edu
Kira B. Homo
khomo@uoregon.edu

34. Thank you!
• DSpace, Fedora and DuraCloud are part of the
DuraSpace open technology portfolio. Visit
http://DuraSpace.org for more information.
• Contact Carol Minton Morris
cmmorris@duraspace.org to learn more about
curating “Hot Topics: The DuraSpace
Community Webinar Series.”
• Webinar 3: Preservation and Archiving
Highlights from the Alliance Digital Repository
will take place March 27, 2012.
February 21, 2012 Hot Topics: DuraSpace Community Webinar Series