Barbara Sierman SCAPE Training Statsbiblioteket, Aarhus, November 2013 Preservation Policy in SCAPE

“Preservation Policy: Written statement authorized by the repository management that describes the approach to be taken by the repository for the preservation of objects accessioned into the repository. “ (APA) Policies in general Policies in SCAPE Overview 2 This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐ (Grant Agreement number ).

Guidelines to create policies Platter: Planning Tool for Trusted Electronic Repositories Drambora Audit and Certification of Trustworthy Digital Repositories (ISO 16363) Digital Preservation Policies Study and-guidancehttp:// and-guidance … PreservationPolicies: current state of affairs 3 This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐ (Grant Agreement number ).

EU- Research that underpin the importance of preservation policies Planets project If a policy was present, preservation was better in shape (more money, plans and awareness) Raising awareness related to preservation of research data Policies as a means to become interoperable Relating policies to business processes Several EU projects now running have policies as a theme Policies: current state of affairs 4 This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐ (Grant Agreement number ).

Survey in the preservation community Often indication that policies are (partially) in place NDSA survey about webarchiving Parse Insight survey in research data Canadian Heritage survey amongs 350 members (2011) … Preservation Policies: current state of affairs 5 This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐ (Grant Agreement number ).

Analysis policies found on the Web M.Sheldon (LoC) Libraries Archives Museums Just a few, compared to all organizations that preserve digital collections! 6 Policies in practice This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐ (Grant Agreement number ).

Some policy examples 7 This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐ (Grant Agreement number ).

“Without a policy framework a digital library is little more than a container for content” (DL.Org : Digital Library Technology and Methodology Cookbook) 8 Why policies? This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐ (Grant Agreement number ).

You can adapt your actions to changing situations Risk: lack of consistency You’re not bound to (external) promises Risk: lack of transparancy and trust You might take quicker decisions Risk: decisions might be ad hoc and not be related to organisational goals You can have your own preservation eco system Risk: lack of accountability and interoperability You can follow your own insights Risk: isolation Is life easier without policies? 9 This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐ (Grant Agreement number ).

1.Consistency & coherence in your approach of DP 2.Transparency about your activities to your staff over generations (provenance) 3.Accountability: to funding bodies and to general public 4.Knowledge exchange amongst colleagues 5.Interoperability: sharing 6.To make automatic processing possible Reasons to create preservation policies 10 This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐ (Grant Agreement number ).

SCAPE is about: Scalability: many digital objects & complex objects Large scale activities cannot be done manually (automated) Quality Assurance Development of “policy driven preservation actions” Requires detailed, machine readable policies Consistent with (a combination of) higher level policies Two target areas: Preservation Watch (SCOUT) Preservation Planning (PLATO) 11 Policies in SCAPE This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐ (Grant Agreement number ).

Preservation Policy Levels 12 This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐ (Grant Agreement number ).

13 Guidance policies This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐ (Grant Agreement number ).

Describes the approach to achieve the goals Human readable Generic but more detailed Should be leading for Control Policies On Department Level 14 Preservation Procedure Policies (PPP) This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐ (Grant Agreement number ). Guidance Preservation Procedure Control

SCAPE Catalogue of Preservation Policy Elements … in the near future (2014) 15 This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐ (Grant Agreement number ). Procedure Digitalbevaring.dk

ObjectRightsAccessStandardsMetadataOrganisationBit preservationFunctional preservationAuthenticityTDR Main chapters in the catalogue 16 This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐ (Grant Agreement number ).

1.Definition of the Preservation Procedure Policy element 2.Reference to Guidance Policy (consistency) 3.Description why this PPP is important 4.Risk of not having described this PPP 5.Needed in which stage of the Digital Life Cycle (DCC model) 6.Cross reference to other PPP elements 7.Stakeholder for this policy (Shaman DP stakeholders) 8.Control Policy related to this 9.Relevant literature 10.Example from real life policy. 17 Descriptions in the Catalogue This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐ (Grant Agreement number ).

Example 18 This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐ (Grant Agreement number ). CONCEPT

Building a Catalogue of Policy Elements 3 related levels of SCAPE Preservation Policies Lead to a consistent architecture of policies Catalogue will support creation of Control Policies Will facilitate machine readable/actionable preservation activities 19 To summarize This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐ (Grant Agreement number ).