Digital Stewardship Curriculum Creating Policies Digital Stewardship Curriculum Reminder - will be sharing mission statements (or related information if no mission statement created yet) KCW 1-6

Created this chart to represent your digital content policies - your other statements and policies are very important groundwork for these (and will work together), but digital content needs special consideration. -Institutional level - have more than just you involved, come up with the directions you want to go in, big goals for your digital projects -Policy level - something that you create, working with others, informed by the goals and plans (the D policy and DP policy work together - you need both to ensure creation and long term preservation) they feed into each other Project level - make sure they fit in with what you created at the policy level

Intellectual Property plan Digital Preservation plan Collections Policy Digitization Policy Donor form Digitization Policy Access and Use Policy Intellectual Property plan Digital Preservation plan Different policies fit into your digital stewardship lifecycle. get it - bring materials into your institution (donations, collecting, scanning documents at another institution) check-it - check and manage - check for quality, description. make sure they come in safely - make sure they stay safe/intact. save it - secure storage, suited to your size requirements, with potential to grow - systematically backed up (multiple copies in multiple locations), meaningful organization share it - providing access ti materials - online, exhibits, education, research Adding in cultural checks to your lifecycle AND in specific policies

Policies/Plans this year Collections Policy Access and Use Policy Digitization policy Donor Form Intellectual Property plan Digital Preservation plan Collections policies - deciding what your collections are - what you want to bring into them (physical and digital) Access and Use policy - how your collections are viewed, used, reused/recirculated, levels of access (physical and digital) Digitization policy - how materials get selected for digitization, how and why digitization happens, standards involved Donor form - agreement between your department and person donating - making sure they understand -- maybe have options to select from IP plan - starting to think about some of the issues of IP, copyright. Protecting your community’s intellectual property and knowledge, and also using and gathering other collections DP plan - thinking through all the parts of Digital Preservation, involving others in your institution, coming up with a plan for storing digital materials for the long term

Other forms Digitization Purpose Statement Appraisal Form Accession Form Digital Collections Development Worksheet Rights Statement Procedures Manual Donor interview questions Supplementary worksheets or templates Digitization purpose statement - part of digitization policy Appraisal form - when deciding whether something fits into your collections Accession form - bringing something into your institution Digital Collections Development Worksheet - deciding whether to digitize, set of criteria to fill out, documentation/justification Rights statement - informative for users - might be part of access and use policy, posted in reading room, or added to website Procedures manual - depends on your exact situation, standards, instructions, collection of workflows Donor interview questions - guide to working with donor, to help you get all the necessary steps done. digital materials

Policies in Module 1: Get It Mission Statement (if needed) Collections Policy Digitization Purpose Statement

Purpose of Written Policies Formal statements of your institution’s practices, values, and goals Guide decisions (for you and staff) Increase accountability Legal support Formalize things that you already do - point to a policy to back up decisions Or if you are still establishing procedures and workflows, will guide you as you create them For Users - explain clearly your rules, donors- know exactly what will happen to your collections Hold you and your staff accountable If there is ever a problem, documentation of policies is very useful

Audience for your Policies Internal - employees, other departments, governance External - tribal members, general public, donors, researchers INTERNAL EXTERNAL *may have different versions with levels of detail

Mission Statement Concise statement that clearly communicates the direction, purpose, and values of your institution or department Related to tribe’s broader mission Policies will tie back to mission statement AKA statement of purpose or “mission and vision” statement CONCISE--emphasize your direction, purpose and values Related to tribes larger mission/ goals YOUR dept policies will tie back to mission statement

Mission Statement Example For the Tejon Cultural Resource Committee To preserve and protect Tejon Tribal Cultural Resources and other culturally, spiritually, and/or historically significant resources and materials. To provide policy direction for tribal persons, committees and other interested parties. To educate Tribal Members and the general public in the culture, heritage and language of the Kitanemuk and Tejon Indians. To develop and expand existing collections and responsibly house, protect and preserve all items in a good way, honoring our ancestors and culture for the benefit of all current and future generations.

Parts of a Collections Policy Statement of: what your institution collects What it doesn’t collect Collecting priorities (Collections policy, collections development policy, collecting policy, collections management policy, etc etc) -what materials you are interested in from the community, can even mention collection gaps -what you are not interested in, -What areas you have lots of materials in, what gets requested the most, what you have knowledge on

Parts of a Collections Policy Collecting strengths Formats, subjects, time periods Goals

Benefits of a Collections Policy Including digital from beginning Information for donors Back up decisions -individuals, other departments -helps people understand - context of their donation in entire holdings -

Drafting Policies Work from examples Ask people in and outside of your department to review Revise policies multiple times before submitting for final approval

Suggestions for Policy Review: Step 1 Step 1) 15-20 minutes Introduce your policy Explain your intent Point out any specific areas for feedback

Suggestions for Policy Review: Step 2 Step 2) 30 minutes Read through, mark on page, or provide notes.Check for: Grammar Language use Structure of the document Larger ideas and content

Suggestions for Policy Review: Step 3 Step 3) 15 minutes Summarize what you just read to the author (describe the main points of the document) Explain your edits Provide any suggestions

Discussion Topics Audience for policy Decisions on what to include Writing process Approval process Suggestions and feedback