Considerations for Storage and Protection of Content An Introduction to Digital Preservation (Second of 3 ASERL Webinars) February 14, 2011 Jody L. DeRidder University of Alabama Libraries Content primarily from the Library of Congress DPOE Baseline Modules, version 2.0, Nov 2011

DPOE Modules DPOE Modules Identify Identify - what digital content do you have? Select Select - what portion of that content will be preserved? Store - what issues are there for long term storage? Protect - what steps are needed to protect your digital content? Manage Manage - what provisions are needed for long-term management? Provide Provide - what considerations are there for long-term access? DPOE Baseline Modules: Intro, version 2.0, Nov 2011

identify select store protect manage provide Over Time Managing Content Over Time DPOE Baseline Modules: Intro, version 2.0, Nov 2011

What are storage needs? Archival Storageobjects Archival Storage manages content as objects files + metadata = object Digital content (files + metadata = object): May include any types – e.g., images, text, sound, video, maps Requires some identification and description – Captured as metadata Needstwo copies two places Needs at least two copies at least two places DPOE Baseline Modules: Identify, version 2.0, Nov 2011

Well-managed Collections Well-managed status makes preservation easier Sample characteristics of “well-managed”: “well-managed”: Basic information about each deposit Minimal metadata for objects (you define) Common (or normalized) file formats Controlled and known storage of content Multiple copies in at least 2 locations DPOE Baseline Modules: Identify, version 2.0, Nov 2011

Importance of Metadata How do you know what an object is? −Metadata uniquely identifies digital objects How do you use content in the future? – Metadata makes digital objects understandable How do you know an object is authentic? – Metadata allows objects to be traced over time Metadata enables long-term preservation DPOE Baseline Modules: Identify, version 2.0, Nov 2011

Preservation Metadata Content (what), Fixity (unchanged), Provenance (life story), Reference (this thing), Context (relationships) Administrative (manage) Structural (understand, use) Descriptive (find, use) Object-level Metadata Diagram courtesy DPM Workshops DPOE Baseline Modules: Identify, version 2.0, Nov 2011

Object Metadata Characteristics Content: preserve the substance Fixity: demonstrate content is unchanged Reference: identify as this content and no other Provenance: trace to its origin (or to deposit) Context: preserve linkages with other objects Original source: Preserving Digital Information Report, 1996 DPOE Baseline Modules: Identify, version 2.0, Nov 2011

Number of Copies How many copies are enough for you? Minimum: two (2) copies in two locations Optimum: six (6) copies Examples of storage factors: Video files are too large to store 6 copies Possible legal restrictions (e.g., storage locations) Types of media used for storing the content DPOE Baseline Modules: Identify, version 2.0, Nov 2011

Storage Media Options Content (objects) are kept on storage media Options include: online, near-line, offline Factors for choosing options include – Cost (available resources for preservation) – Quantity (size and number of files) – Expertise (skills required to manage) – Partners (achieving geographic distribution) – Services (outsourcing) DPOE Baseline Modules: Identify, version 2.0, Nov 2011

Multiple, geographically distributed copies Storage Partners or Hosted Services Storage Considerations Services and collaborations can make it easy for organizations to manage content over time DPOE Baseline Modules: Identify, version 2.0, Nov 2011

Repository Selection If you decide to use (build, join, buy) a repository Range of types to consider: – general (any content) to special (format-specific) – open source to proprietary – unified to distributed – easy to advanced installation and management Each option has pros and cons No system is fully compliant to standards Select best option for your content – for now DPOE Baseline Modules: Identify, version 2.0, Nov 2011

Outcomes Digital preservation requires an organization to: Develop a storage management policy – E.g., number of copies, locations, fixity means Specify storage service or partner agreements Monitor copies of content for errors/change Plan for media replacement DPOE Baseline Modules: Identify, version 2.0, Nov 2011

Questions for YOU! How many copies do you have of your content, in how many places? How many more do you need? Do you have fixity checks in place, such as MD5 checksum verifications? If you’re not already in a LOCKSS partnership or other preservation system, what are the barriers to implementing this? If you ARE in such a system, what are the pros and cons of your preservation system?

What are we protecting content from? Change and loss – accidental and intentional Obsolescence – as technology evolves Inappropriate access – e.g., confidential data Non-compliance – standards and requirements Disasters – emergencies of all kinds DPOE Baseline Modules: Identify, version 2.0, Nov 2011

Everyday Protection Know where your content is located – Onsite and offsite; online and offline Know who can have access to it – DP staff, IT staff, others? Manage authentication information – For staff, depositors, users Track and review usage then adjust practices – Web use, internal use and activities, maintenance DPOE Baseline Modules: Identify, version 2.0, Nov 2011

Readiness Proper planning should allow you to: Prevent – undesirable outcomes Predict – most likely risks and threats Detect – errors, problems, damage Respond – with appropriate measures Repair – damage or possible loss DPOE Baseline Modules: Identify, version 2.0, Nov 2011

Risk Management Steps to protect your content: Identify possible risks Define those risks (nature and scope) Assess potential impact (possible damage) Develop appropriate, feasible responses (plans) Respond to risks, threats (implement plans) DPOE Baseline Modules: Identify, version 2.0, Nov 2011

Emergency Protection Engage in ongoing disaster planning – Establish committee and share information – Develop and maintain documents Identify possible outcomes and prepare – e.g., server goes down, media is damaged DPOE Baseline Modules: Identify, version 2.0, Nov 2011

Planning Components “Ultimately, an organization would use a suite of plans to properly prepare response, recovery, and continuity activities for disruptions affecting the organization’s IT systems, business processes, and the facility.” Source: NIST Contingency Planning Guide for Information Technology Systems, pg. 7. DPOE Baseline Modules: Identify, version 2.0, Nov 2011

Priorities in Emergencies Safety of employees and guests comes first What needs to be available soonest? – Identify core functions as part of planning – Determine allowable downtime for each – Consider steps to re-establish each function – Develop relevant documents – Make sure planning documents are accessible DPOE Baseline Modules: Identify, version 2.0, Nov 2011

NIST Planning Components From NIST Contingency Planning Guide for Information Technology Systems, pg. 10. Business Continuity Plan (BCP) Business Recovery Plan (BRP) Continuity of Operations Plan (COOP) IT Contingency Plan Crisis Communication Plan Cyber Incident Response Plan Disaster Recovery Plan (DRP) Occupant Emergency Plan (OEP) DPOE Baseline Modules: Identify, version 2.0, Nov 2011

From NIST Contingency Planning Guide for Information Technology Systems, pg. 11. DPOE Baseline Modules: Identify, version 2.0, Nov 2011

Disaster Planning Resources DPOE Baseline Modules: Identify, version 2.0, Nov 2011

Outcomes Good practice should result in: Practices in place to manage day-to-day protection – an implemented security plan Disaster planning in place to prevent, predict, detect, respond, repair – preparation in the event of an emergency DPOE Baseline Modules: Identify, version 2.0, Nov 2011

Questions for YOU! Identify some risks to your digital content. For each risk identified, what might be done to avoid it? To respond to its occurrence? What measures do you have in place now to detect errors or damage? And what are your policies and procedures for response and repair when damage or loss occurs?

DPOE Baseline Principles (1-2) 1.Define the digital content within your scope of responsibility [Identify] 2.Specify the digital content you need/want to preserve [Select] DPOE Baseline Modules: Wrap Up, version 2.0, Nov 2011 Session #1 : Identify & Select Session #1 : Identify & Select

DPOE Baseline Principles (3-6) 3.Establish requirements for storing files in preservation formats [Store] 4. Determine (and review) your best option for storing your content [Store] 5. Ensure that your content is secure during day-to-day activities [Protect] 6. Work to ensure that your content is prepared for an emergency [Protect] DPOE Baseline Modules: Wrap Up, version 2.0, Nov 2011 Session #2 : Considerations for Storage & Protection of Content Session #2 : Considerations for Storage & Protection of Content February 14, 2012 | 11am ET

7.Develop (and review) plans for managing content over time [Manage] 8.Use policies to contain and develop your preservation program [Manage] 9. Remember that long-term access is the purpose of preservation [Provide] 10. Make sure the means to deliver content to users remains current [Provide] DPOE Baseline Principles (7-10) DPOE Baseline Modules: Wrap Up, version 2.0, Nov 2011 Session #3 : Managing Content & Access Over Time Session #3 : Managing Content & Access Over Time February 21, 2012 | 11am ET ©iStockphoto.com/CGinspiration

More Resources "Planning for Digital Preservation: 20 Questions for Providers of Digital Storage Services," Bernard Reilly, Center for Research Libraries AskProvidersofDigitalStoragefinal.pdf "Digital Preservation Metadata Standards," Angela Dappert and Marcus Enders, Information Standards Quarterly, Spring 2010, Volume 22, Issue 2 dataStds_isqv22no2.pdf Exercises and the DPOE Resource lists: