Institutional Repositories It’s not Just the Technology New England Archivists Boston College March 11, 2006 Eliot Wilczek University Records Manager Tufts University

It’s Difficult to Preserve an Elephant

It’s Difficult to Preserve Digital Objects

Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Describing the Elephant Application

Infrastructure Data/Objects/Records Policy Institution & People Application Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Describing the Elephant

Manage Accession Maintain Disseminate Preserve Digital Objects Set of Services Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Describing the Elephant Infrastructure Data/Objects/Records Policy Institution & People Application

Manage Accession Maintain Disseminate Preserve Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Describing the Elephant Establish Repository Institutional Needs

Manage Accession Maintain Disseminate Preserve Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Describing the Elephant Establish Repository Repository Role Collection Policy Levels of Service

Manage Accession Maintain Disseminate Preserve Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Describing the Elephant Establish Repository Responsibilities Funding Model Repository System

Manage Accession Maintain Disseminate Preserve Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Describing the Elephant Establish Repository Articulate Decisions: Policies Execute Decisions: Procedures

Manage Accession Maintain Disseminate Preserve Institutional Repositories New England Archivist Describing the Elephant Sustain Repository Maintain Political Viability Monitor Changing Needs Update Policies/Procedures Eliot Wilczek Tufts University March 11, 2006

Manage Accession Maintain Disseminate Preserve Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Describing the Elephant Collection Policy Creator Digital Object Function

Manage Accession Maintain Disseminate Preserve Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Describing the Elephant Collecting Policy Format Type Metadata

Manage Accession Maintain Disseminate Preserve Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Describing the Elephant Levels of Service Preservation Activities Dissemination

Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Describing the Elephant Level A Format Level B Format Level C Format Level 1 Metadata A1 Service Top level searching and access B1 ServiceC1 Service Level 2 Metadata A2 ServiceB2 ServiceC2 Service Level 3 Metadata A3 ServiceB3 ServiceC3 Service Good luck!

Manage Accession Maintain Disseminate Preserve Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Describing the Elephant Keep the Bits Safe Digital Objects Metadata

Manage Accession Maintain Disseminate Preserve Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Describing the Elephant Tools Discovery Delivery

Manage Accession Maintain Disseminate Preserve Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Describing the Elephant Digital Objects Meaningful Functional

Manage Accession Maintain Disseminate Preserve Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Describing the Elephant Manage Access Rights Use Rights

Manage Accession Maintain Disseminate Preserve Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Describing the Elephant Preservation Levels Bit-Level Functional

Manage Accession Maintain Disseminate Preserve Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Describing the Elephant Functional Preservation Authenticity over Time Understandable & Functional Essential Elements

Manage Accession Maintain Disseminate Preserve Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Describing the Elephant Preservation Activities Migration Emulation

Manage Accession Maintain Disseminate Preserve Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Describing the Elephant Commitment Institutional Long Term & Ongoing Defined Responsibilities

Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Institutional Repositories Really Difficult Fedora and the Preservation of University Electronic Records Digital Collections and Archives Tufts University Manuscripts and Archives Yale University NHPRC April 2006 Requirements for Trustworthy Recordkeeping and Preservation Systems Ingest Guide Maintain Guide

Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Institutional Repositories Really Difficult Requirements for Trustworthy Recordkeeping and Preservation Systems Ingest Guide Maintain Guide Negotiate Submission Agreement Transfer and Validation

Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Institutional Repositories Really Difficult Establish Relationship Define Project Collect Information and Assess Value of Records Assess Record Types Assess Formats Assess Identifier Rules Assess Copyright Assess Access Rights Assess Recordkeeping Environment Assess Feasibility Finalize Submission Agreement Negotiate Submission Agreement Transfer and Validation

Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Institutional Repositories Really Difficult Create and Transfer SIP Validate Transform and Attach Metadata Formulate AIPs Assess AIPs Formally Accession Negotiate Submission Agreement Transfer and Validation

Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Institutional Repositories Really Difficult Requirements for Trustworthy Recordkeeping and Preservation Systems Ingest Guide Maintain Guide Scheduled Event Types Irregular Event Types

Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Institutional Repositories Really Difficult Incremental Backup of Administrative Metadata Full Backup of Administrative Metadata Full Backup of Records Components Store Verify AIP Consistency Verify Records Components Check Access and Retention Status Report on Media Life Hardware Tests and Maintenance Window Security Audit Scheduled Event Types Irregular Event Types

Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Institutional Repositories Really Difficult Digital Object Accession Retrieval Request Query Request Metadata Update Request Format Transform Request Remove Record Component Request Preservation Application Hardware Environment Replacement New AIP Format and/or New Preservation Application New Records Component Store Scheduled Event Types Irregular Event Types

Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Institutional Repositories Really Difficult Add Additional Representation Information Change Standard Computing Platform Refresh Records Components Media Respond to Checksum Failure Respond to Media Failure: Records Component Store Respond to Data Loss: Record Component Store Respond to AIP Consistency Failure Scheduled Event Types Irregular Event Types (cont.)

Institutional Repositories New England Archivist Eliot Wilczek Tufts University March 11, 2006 Institutional Repositories Really Difficult Respond to Media Failure: Administrative Metadata Store Respond to Data Loss: Administrative Metadata Store Respond to Unintentional Data Damage Respond to Security Breach Scheduled Event Types Irregular Event Types (cont.)

Institutional Repositories It’s not Just the Technology New England Archivists Boston College March 11, 2006 Eliot Wilczek University Records Manager Tufts University Thank You