Platter Planning Tool For Trusted Electronic Repositories Meeting the challenge of technological change Developing Trust

Repositories How of you knows how to make a repository? How of you knows how to make a trustworthy repository? What is trust?

What Is Trust? Trust is demonstrated fitness for purpose Trust must be achieved Trust must be demonstrated Trust must be maintained Platter achieves this in combination with auditing tools such as DRAMBORA, nestor and CRL/TRAC

From Platter to Trust There is no any internationally recognized authority for certifying repositories Criteria for Trust should be established with the stakeholders Could be passing an audit

From Platter to Trust The Strategic Objective Plans have largely been created from the requirements from Nestor and TRAC checklist Following PLATTER covers all the major points from these checklists The documentation strategy in Platter corresponds well to DRAMBORA The availability of all the documentation will make a DRAMBORA audit much easier

The components of Platter Repository Classification The Platter Planning Cycle Strategic Objective Planning

Platter Stage 1: Classifying Your Repository

Axis 1: Purpose & Function Where does your mandate come from? Self defined Are you a profit-making body? Non profit Are you an existing or new organisation? Not running yet

Axis 2: Scale of Repository What amount of digital materials do you archive? Expect to archive 10 GB per year How many digital objects? Expect to archive 100 new games per year How many staff do you (expect to) employ 5 people, but all part time How many users 1000 users per year

Axis 3: Operation How do you acquire material? Content is uploaded by users How complex are your data? Highly complex, programs from many platforms How specialised are your data? Require some education to use, but not much. How sensitive are your data? All content in public domain What are the access rights? Open for all

Axis 4: Technical Implementation What is the source of your metadata? Added along with the content, or by wiki style Which interoperability standards do the repository employ? Atom feeds for metadata harvesting. Which storage strategy do you use? Inhouse Which stragety is used for software management? Open source with community

Platter Stage 1: Classifying Your Repository

Platter Stage 2: The Planning Cycle

Broad organisational focus Function and Goals Basis for detailed planning 1. What do we do? 2. Who do we do it for? 3. How can we excel? Responses to these three questions organisations will encapsulate the repository's mandate (or reference a non-self imposed, e.g., legislative mandate), detail the identities and broad expectations of primary stakeholders and describe in general, but tangible terms, the circumstances and performance levels that will represent success.

Platter Stage 2: The Planning Cycle Formulating the Strategic Objective Plans

Platter Stage 2: The Planning Cycle Implementing your objectives

Platter Stage 2: The Planning Cycle Reflection and Reformulation Review and Reimplementation

Platter Stage 3: The Strategic Objective Plans Self-defined objectives All areas of repository operation Cyclic planning process

The Ten Core Principles

Strategic Objective Plans Business Plan Financial planning, monitoring, and reporting Staffing Plan Acquisition and maintenance of relevant skillset for managing repository Data Plan Specification of data and metadata objects, formats, and structures for ingest, storage, and dissemination, together with the relevant transformations and mappings

Strategic Objective Plans Acquisition Plan Management of the relationship with depositors and other data providers. Appraisal policy Access Plan Management of relationship with end users. Access Policy. Preservation Plan Ensure that the access and usability of material in repository is not adversely affected by technological change and obsolescence

Strategic Objective Plans Technical System Plan Specifies goals for hardware, software and networking Succession Plan Manage obligation to ensure preservation of material beyound the lifetime of the repository Disaster Plan Respond the rapid changes to the repository enviroment

Access Plan – An example Create, Maintain and Review a Mission Statement which reflects the Repositorys mandate Our mission is to provide a trustworthy archive for the games developed for the early computer platforms. Games in the public domain should be made available to the public, while protected games should be held until such a time where the license is no longer valid. This mission statement should be reviewed each year

Access Plan – An example Develop and maintain a definition and understanding of your Designated Communities First community is people who remember the games, and would like to reexperience them. The target community is quite large, but shrinking, and extremely diverse. They are technical skilled, but will expect detailed instructions on how to get the games working. They will not expect to be able to access games that they have no memory of. The designated community definition should be reviewed every 6 months

Access Plan – An example Create and implement a Repository Access Policy The repository handles to kinds of material, those in the public domain, and those that are not. All public domain material should be freely available. There should be a complaints mailbox for take- down notices and other legal problems. Material should be taken down within 24 hours, and without negotiation. Access to material should always be granted, until complaints are recieved

Access Plan – An example Specify and fulfill technical requirements for dissemination and access Repository should have a webpage, and contents should be available for download. A basic search system should allow for resource discovery The webpage should be search engine friendly Metadata should not be downloadable, only online accessible.

Staffing plan Delineate roles, responsibilities and authorizations of repository staff Acquire and maintain adequate staffing to fulfill specified roles Maintain staff skills

Succesion Plan The preservation tasks is ensured even beyond the existence of the digital repository

Preservation Plan Repository must maintain understanding of contemporary and emerging hardware software and storage technologies Repository must maintain understanding of all structural (e.g. file encoding) standards and formats Repository must maintain understanding of identified user communities and their associated competences and knowledge base

Preservation Plan Repository must maintain understanding of preservation requirements for each stored information asset or class of information Repository must maintain, exercise and evaluate preservation strategies capable of meeting specific preservation targets Repository must maintain and exercise appropriate appraisal policies to determine which information must continue to be preserved

Ten Core Principles .......................... Repository Characterisation Business Plan Staffing Plan Disaster Plan Repository Profile .......................... Business Actions Goals Staffing Actions Goals Disaster Actions Goals Realisation Reformulation Review

Visit Platter at: http://www.digitalpreservationeurope.org/platter/

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