INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 Chiara Cirinnà, Maurizio Lunghi DigitalPreservationEurope: a way forward in the long term curation of digital materials Zagreb 4-6 November 2009 INFuture2009: “Digital Resources and Knowledge Sharing”

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 What is DPE? Coordination Action financed by EC [FP6] 1 April 2006/ 31 March 2009 DigitalPreservationEurope aims at involving all the countries of the Union in the activity of arising awareness, promoting and studying the technical and organisational problems of digital preservation

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 What is DPE? Two macro objectives: to foster collaboration and synergies among on-going projects and existing initiatives across the ERA [repositories and audit and certification tools] to raise up awareness on digital preservation challenges among different user communities [different level of awareness on the subject and its strategic significance]

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 What is DPE? Main activities: Advocacy and Outreach Research and Practitioner Integration Audit and Certification Services Training and Continuing Professional Development Co-ordination of EU Repository Activities Preservation Research Roadmap Community building

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 What is DPE? Main activities: Advocacy and Outreach Research and Practitioner Integration Audit and Certification Services Training and Continuing Professional Development Co-ordination of EU Repository Activities Preservation Research Roadmap Community building Briefing Papers Competence Centres PLATTER, DRAMBORA

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 Competence Centres: State of the Art review

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 Competence Centres for digital curation Basic questions: What does ‘competence’ mean? Who is the leader in the sector ? Do I really trust her/him/it ? Does a unique list of competences exist ? What do I expect from such a centre ? Why should I follow its recommendations ?

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 Competence Centres for digital curation Sources of digital curation and preservation competency analysis of current practices: Universities Scientific research community Ministerial structures National structures Industry and the private sector Healthcare infrastructures International and professional bodies Funded projects

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 Competence Centres for digital curation 1. Capacity 2. Context 3. Credibility 4. Commitment 5. Certification 6. Competition 7. Communication 7C’S’ BENCHMARKING MODEL

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 Competence Centres for digital curation Five generic models Distributed centres of expertise and collaborative projects Single research-led institutions National libraries, archives or other organisations with preservation expertise Commercial preservation centres/services International bodies and professional associations

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 Competence Centres for digital curation Check it out:

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 Briefing Papers

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 Briefing Papers

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 Briefing Papers 27 Briefing papers translated in 8 languages

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 Briefing Papers

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 PLATTER Planning Tool for Trusted Electronic Repositories

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 Planning a Trusted Digital Repository with PLATTER

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 Planning a Trusted Digital Repository with PLATTER PLATTER Planning Tool for Trusted Electronic Repositories A basis for a digital repository to plan the development its goals and performance targets over the course of its lifetime PLATTER is not audit or certification tool

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 What is Trust? Trust is “demonstrated fitness for purpose” I. Trust must be achieved II. Trust must be demonstrated [III. Trust must be maintained] PLATTER DRAMBORATRACNESTOR

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 The components of PLATTER 1.Repository classification 2.Strategic Objective Plans (SOPs) 3.The Platter Planning Cycle

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 PLATTER STAGE 1 Classify your repository

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 1- Classify your repository Four orthogonal axes: Function Implementation ScaleOperation

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 1- Classify your repository Purpose & Function Where does your mandate come from? Are you a profit making body? Are you an existing or new organisation?FunctionImplementation ScaleOperation

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 1- Classify your repository Scale How much data do you expect to have? How many staff? How many users?FunctionImplementation ScaleOperation

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 1- Classify your repository Operation How do you acquire the material in your repository? How complex or specialised is it? And what restrictions exist on access?FunctionImplementation ScaleOperation

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 1- Classify your repository Implementation Where does your metadata come from? Do you use in-house or external storage? Is your software supported by contract or by in-house development?FunctionImplementation ScaleOperation

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 PLATTER STAGE 2 The Strategic Objective Plans

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 2- The Strategic Objective Plans Strategic Objective Plans - SOPs Self-defined objectives All areas of repository operation Use the CRL/DCC/DPE/nestor Ten Core Principles as a starting point

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 The Ten Core Principles 1.Commitment 2.Fitness 3.Rights 4.Policies 5.Acquisition 6.Data Integrity 7.Metadata 8.Dissemination 9.Preservation 10.Infrastructure

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 2- The Strategic Objective Plans SOPs All areas of repository operations: Business plan Staffing Plan Data Plan Acquisition Plan Access Plan Preservation Plan Technical System Plan Succession Plan Disaster Plan

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 2- The Strategic Objective Plans SOPs All areas of repository operations: Business plan Staffing Plan Data Plan Acquisition Plan Access Plan Preservation Plan Technical System Plan Succession Plan Disaster Plan 5. Acquisition Acquires and ingests digital objects based upon stated criteria that correspond to its commitments and capabilities 3. Rights Acquires and maintains requisite contractual and legal rights and fulfils responsibilities Ten Core Principles

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 2- The Strategic Objective Plans Goal 2.1: Acquire relevant material Examples: Archive 90% of national internetArchive 90% of national internet Archive 75% of all articles published in houseArchive 75% of all articles published in house Ingest at least new images per yearIngest at least new images per year Discussion: The purpose of this goal is to specify quantitative targets for the material to be acquired by the repository. Specification of the desired material will generally refer back directly to the repository mandate which specifies the type of repository involved – for example an archive, eprint collection, webarchive etc. Further specifying the exact extent/scope of the material to be collected may require extensive analysis – for example, a market analysis to determine what is available, a stakeholder analysis to determine the wishes of depositors and end users, and a cost-benefit analysis to determine economic constraints.

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 SMART objectives Specific to the given organisation Measurable Assignable Realistic Time-related

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 2- The Strategic Objective Plans The Business Plan Monitoring financial status Raising revenue Marketing and Outreach Financial contingency planning

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 2- The Strategic Objective Plans The Acquisition Plan Acquisition of material Negotiation with depositors Import data Monitoring

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 2- The Strategic Objective Plans The Staffing Plan Staffing roles and responsibilities Maintaining staffing levels Maintaining staff skills

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 2- The Strategic Objective Plans The Access Plan Mission Statement Designated User-Communities Access policy Technical requirements

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 2- The Strategic Objective Plans The Technical Plan – [Scale / Security / Services] Storage and Network Data integrity and Security Satisfactory service levels

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 2- The Strategic Objective Plans The Data Plan Submission, Archival and Dissemination formats Metadata sources and formats Data transformations

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 2- The Strategic Objective Plans The Succession Plan Planning for the worst

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 2- The Strategic Objective Plans The Disaster Plan Identifying threats Planning responses

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 2- The Strategic Objective Plans The Preservation Plan Monitoring Changing Hardware and Software Monitoring Changing Standards and Formats Monitoring Changing Users Taking Appropriate Actions

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 PLATTER STAGE 3 The Planning Cycle

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 3 - The Planning Cycle STRATEGIC PLANNING GOAL EXPRESSION ACTION PLANNING REALISATION REVIEW REFORMULATION

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 3 - The Planning Cycle STRATEGIC PLANNING Broad organisational focus Function and goals Repository’s mandate Basis for detailed planning STRATEGIC PLANNING GOAL EXPRESSION ACTION PLANNING REALISATION REVIEW REFORMULATION

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 3 - The Planning Cycle GOAL EXPRESSION Formulating the Strategic Objective Plans STRATEGIC PLANNING GOAL EXPRESSION ACTION PLANNING REALISATION REVIEW REFORMULATION

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 3 - The Planning Cycle ACTION PLANNING Implementing your objectives: a bridge between your goals and the tangible realisation STRATEGIC PLANNING GOAL EXPRESSION ACTION PLANNING REALISATION REVIEW REFORMULATION

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 3 - The Planning Cycle Reflection and reformulation Review and Reimplementation REALISATIONREVIEWREFORMULATION STRATEGIC PLANNING GOAL EXPRESSION ACTION PLANNING REALISATION REVIEW REFORMULATION

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 STAGE 3 - The Planning Cycle TEN CORE PRINCIPLE Repository Characterisation Business Plan Staffing Plan Disaster Plan Repository Profile Business Action Goals REALISATION REVIEW REFORMULATION

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 Try PLATTER Today? Visit Platter at

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 DRAMBORA Digital Repository Audit Method Based on Risk Assessment

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 DRAMBORA – origins Digital Repository Audit Method Based On Risk Assessment DRAMBORA on line toolkit is an outcome of a cooperation between: Trustworthy Repositories Audit & Certification (TRAC) nestor Catalogue of Criteria for Trusted Repositories Digital Curation Centre (DCC) Digital Preservation Europe (DPE)

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 DRAMBORA – objectives The purposes of the DRAMBORA are to facilitate the auditor in: 1.Define the mandate and scope of functions 2.Identify the activities and assets 3.Identify the risks and vulnerabilities associated with the mandate, activities and assets 4.Assess and calculate the risks 5.Define the risks management measures

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 DRAMBORA – benefits Establish a documented self-awareness of the mission, scope, objectives, activities and assets Construct a detailed catalogue of pertinent risks, described in terms of ownership, relationships, probability and potential impact Understand successes and shortcomes of the organisation, and allocation of resources Prepare for an external audit

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 DRAMBORA –steps The self-audit process progresses through six stages: 1. Identify organisational context 2. Document policy and regulatory framework 3. Identify activities, assets and their owners 4. Identify risks 5. Assess risks 6. Manage risks

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 DRAMBORA – risks classification Risks are characterised on the 3 criteria: 1.Probability (0-6) [once per 100 years – every 5 years – more than once every month] 2.Impact (0-6) [zero loss of data – fully recoverable loss – total unrecoverable loss of digital content] 3.Relationship [explosive – contagious – complementary – domino – atomic]

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 DRAMBORA – on line toolkit Digital Repository Audit Method Based On Risk Assessment Visit DRAMBORA Interactive at

INFuture2009: “Digital Resources and Knowledge Sharing”Zagreb 4-6 November 2009 Thank you for your attention! Hvala!