Metadata for Digital Preservation: A Status Report on PREMIS Priscilla Caplan, FCLA Nancy Hoebelheinrich, Stanford University CNI Fall Task Force Meeting December 6-7, 2004

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation OCLC/RLG Preservation Metadata Framework Working Group OCLC/RLG Preservation Metadata Working Group Convened March 2000 Looked at CEDARS, NLA, NEDLIB, OCLC Preservation metadata framework (June 2002) Synthesized elements from existing sets Based on OAIS information model Set of prototype preservation metadata elements

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation PREMIS June 2003: OCLC/RLG sponsored new working group: PREMIS Preservation Metadata: Implementation Strategies Objectives Define core set of preservation metadata elements, with supporting data dictionary, applicable to broad range of digital preservation activities Identify and evaluate alternative strategies for encoding, storing, managing, and exchanging preservation metadata

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Membership Priscilla Caplan, FCLA (Chair) Rebecca Guenther, LC (Chair) Michael Alexander, British Library George Barnum, GPO Charles Blair, U. of Chicago Olaf Brandt, U. of Gottingen Adam Farquhar, British Library David Gewirtz, Yale Kevin Glavash, MIT/Dspace Cathy Hartman, U. of N. Texas Helen Hodgart, British Library Nancy Hoebelheinrich, Stanford Roger Howard/Sally Hubbard, Getty Museum Pam Kircher, OCLC John Kunze, Calif. Digital Library Brian Lavoie, OCLC liaison Robin Dale, RLG liaison Vicky McCarger, LA Times Jerry McDonough, NYU/METS Evan Owens, JSTOR Erin Rhodes, NARA Madi Solomon, Walt Disney Co. Angela Spinazze, ATSPIN Stefan Strathmann, U. of Gottingen Gunter Waibel, RLG Lisa Weber, NARA Robin Wendler, Harvard Hilde van Wijngaarden, KB Andrew Wilson, NAA

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Advisory Committee Howard Besser, UCLA Liz Bishoff, OCLC (via Colorado Digitization Program) Gerard Clifton, National Library of Australia Gail Hodge, CENDI Steve Knight, National Library of New Zealand Maggie Jones, Digital Preservation Coalition Nancy McGovern, Cornell Cliff Morgan, Wiley UK Richard Rinehart, U. of California, Berkeley

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Implementation Survey Report State of the art in Winter, 2003/ libraries, 7 archives, 3 museums, and 11 other 13 different countries; 45% from U.S. 38% in planning; 33% development; 46% production

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Core Elements Mission: Define a core set of implementable preservation metadata elements.

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Core Elements Mission: Define a core set of implementable preservation metadata elements. Information that supports and documents the digital preservation process; Information that supports the the viability, renderability, understandability, identity and authenticity of digital objects over time.

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Core Elements Mission: Define a core set of implementable preservation metadata elements. What most working preservation repositories are likely to need to know.

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Core Elements Mission: Define a core set of implementable preservation metadata elements. As rigorous as possible As much explanation as possible Implementation neutral -- This is what you have to know Values can be automatically supplied and processed -- no lengthy textual descriptions

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Core Elements: Data Model

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Sample data dictionary entry

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation The evolution of a semantic unit: Format What is a format? What types of objects have format? Is there a usable authority list of formats? Is there a difference between a format and a profile? Shouldnt we plan for format registries?

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation First try Format formatName formatScheme

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Second try formatName formatNameValue formatVersion formatRegistry formatRegistryEntry formatRegistryKey

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Third try formatName formatNameValue formatVersion formatRegistry formatRegistryIdentifier formatRegistryIdentifierScheme formatRegistryIdentifierValue formatRegistryName formatRegistryEntry

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Fourth try Format (Required, not repeatable) formatName (Optional, repeatable) formatNameValue formatNameVersion formatNameRole formatRegistry (optional, repeatable) formatRegistryIdentifier formatRegistryName formatRegistryEntry formatRegistryRole

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Current draft Format (Required, Not Repeatable) formatName (Optional, Not repeatable) formatNameValue formatVersion formatRegistry (Optional, Repeatable) formatRegistryName formatRegistryKey formatRegistryRole

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Semantic units pertaining to Objects objectIdentifier contentLocation originalName preservationLevel objectCharacteristics environment

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation objectCharacteristics compositionlevel fixity size format inhibitors significantProperties creatingApplication

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Semantic units pertaining to Events eventIdentifier eventIdentifierScheme eventIdentifierValue eventType eventOutcome eventOutcomeDetail eventDetail eventDateTime relatedPermission

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Semantic units pertaining to Agents agentIdentifier agentIdentifierScheme agentIdentifierValue agentName

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Semantic units pertaining to Rights permissionStatement relatedObject grantingAgent grantingAgreement permission act restriction

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation The context for rights statements Two approaches addressed: (Preservation) rights metadata Formal agreements between depositors and digital archives / repositories

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation (Preservation) rights metadata Documentary role by conveying What is allowed Record of changes made to content for preservation purposes Predicated on getting the metadata in the first place From whom? (integrity of data) Business reason to provide? At present, few satisfactory means for managing preservation, intellectual property (rightsholders), or authorized uses of content (DRM tools) C.Ayre, The right to preserve: the rights issues of digital preservation, D-Lib Magazine, March 2004.

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Focus upon permissions C. Ayre article – Description of preservation strategies / copying requirements, e.g., From: Refreshing bits & media migration – for purposes of overcoming storage media deterioration or obsolescence – by periodic copying of bitstreams from one physical medium to another To: Re-creation of content – for purposes of overcoming both hardware & software obsolescence – by re-keying data, reverse engineering original software & recreating or creation of new software environment.

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Use Cases Use cases gathered from active preservation repositories Necessary to allow: Various kinds of copying Retention of copies Modification of the original material Adaptation to new technologies Transfer of all these permissions to another party Withdrawing / deleting content Provide for various kinds of restrictions Time, number related Attribution Format or quality Purpose for actions to be taken

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Formal agreements between depositors and digital archives / repositories Acquisition of a work for a digital archive Copies received through mandatory deposit (LC) Copies obtained by gift or purchase Copies obtained through subscription or license Copies made or received under agreements with copyright owners J.M. Besak, Copyright issues relevant to the creation of a digital archive: a preliminary assessment, 2002.

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Comparison of sample agreements 14 out of 49 respondents contributed agreements Analyzed to determine how agreements treated: Rights granted, expressly Restrictions and conditions upon the user / uses of the materials submitted Repository permissions and actions expressly allowed (not covered herein) Warranties made

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Rights granted, expressly to repository Type of LibraryRights granted Governmental agency Preserve and make accessible Archive, distribute and use National library (by legal deposit) Retain in the archive and, subject to negotiated access conditions, provide public access to it in perpetuity Take preservation action necessary to keep publication accessible as hardware and software changes State archiveNon-exclusive, non-transferable and non- assignable right to make use of services of the Archive (not including access) Open source repository system Non-exclusive right to reproduce, translate and/or distribute data worldwide in print & e- format & in any medium (incl abstract)

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Rights granted, expressly to repository Type of LibraryRights granted Governmental agency Catalog, enhance, validate and document the data Distribute copies of the data in a variety of formats Incorporate metadata or documentation into public access catalogs University Library Right to publish & continually an authors work in digital format on the university website Transfer, in all or partially, the rights & obligations included in the Agreement to a 3 rd party

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Restrictions upon the user / uses Type of LibraryRestrictions Governmental agencies, private archive, open source repository system Non-commercial, research / educational purposes only Governmental agencies, private archive, Must be authorised user (e.g., subscribed, agreeing to license conditions, registerd) National Library (legal deposit) Upon commercial publications, access limited to physical premises of the Library on a single computer with copying & communication functions disabled (during time in which pub is commercially viable Fee for service archive Must not breach rightsholders copyright by selling all or part of data, or including in product which is sold

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Conditions upon the user / uses Type of LibraryConditions Governmental agencies, private archive User must acknowledge or attribute rightsholder upon future publications based on use of the data State to users of the data that rightsholder is not responsible for the quality of the work users produce Deposit with the Archive copies of any published work based in whole or in part under negotiated conditions of use Private archive Keep list of all persons to whom access of data has been given & supply to Archive Director when asked Governmental agencies, National library / archive Adhere to privacy provisions, as applicable Fee for service archive Attach notice of restrictions when making data available to end-users

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Warranties made Type of LibraryWarranties All types Depositor is copyright holder or authorized by National library Will provide for the permanent storage and maintenance of data in a form that will provide security to data integrity and usability Will maintain the content of the data, not the format or functionality of the content Explicitly assumes the role of an official, non- exclusive archival agent Governmental agencies, National library (federal deposit) Not warranted to be suitable for use Contributors to documents being archived have been notified of deposit into archive and agree

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Range of approaches based on risk assessment Implicit understanding: if you deposit it, we will preserve (safest for legal depository institutions?) How dark is your archive? Its all stored in the agreement, see it here… Oh, sorry – well just take it down – asking for forgiveness (not permission)

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation Next steps: PREMIS ACTIVITIES Complete data dictionary (January 2005) Write narrative report Develop XML schemas for exchanging metadata FOLLOW-UP ACTIVITIES Community outreach Establish feedback/maintenance mechanism Testbeds for implementation and exchange

Preservation Metadata: Implementation Strategies CNI Fall 2004 Metadata for Digital Preservation For More Information: PREMIS Web Site Implementing Metadata in Digital Preservation Systems: The PREMIS Activity D-Lib (April 04) RLG DigiNews October 2004 and December 2004 issues Priscilla Caplan: Rebecca Guenther: