MANAGING DIGITAL CONTENT OVER TIME MODULE 1: IDENTIFY Created for the Digital Education Outreach Program by: Antoinette Buchanan, Libraries ACT Amanda de Cinque, State Library of WA Tim Elliott, LINC Tasmania Annette Mills, State Library of SA

2 The digital preservation lifecycle 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 What provisions are needed for long-term management? PROVIDE What considerations are there for long-term access?

3 how to identify potential digital content you may need to preserve how to create a content inventory how to use the inventory as a management tool that grows as your program grows. At the end of this module you will have an understanding of: Old hard disk wlef70 CC BY-NC-SA 2.0 wlef70

4 Heading goes in here Click to edit Master text styles Second level Third level Fourth level Fifth level Quote style quote style quote style quote style… Name underneath Why identify? Identifying content is a first step to planning for current and future preservation needs. Not all digital content in and around an organisation will be preserved. Effective planning is based on knowing the extent of what will be preserved. The Records and Files Department of the Central Experimental Farm, Ottawa, BiblioArchives/LibraryArchives, CC-by 2.0BiblioArchives/LibraryArchives

5 Preservation requires an explicit commitment of resources Image: dpworkshop.org

6 How will an inventory help? An explicit inventory is the best way to identify content. Good preservation decisions are based on an understanding of the possible content to be preserved. disorganized records kevin, CC BY-SA 2.0 kevin

7 Name underneath Inventory considerations

8 A content inventory must be functional but it doesn’t need to be too pretty. Einstein the Pug, Scott, CC BY-SA 2.0Scott

9 Inventory tips: Use available, familiar software to get started. Be consistent, comprehensive and concise. Be clear enough without going to extremes. The inventory should be: documented usable available scalable current March 29, 2010, Morgan, CC BY 2.0Morgan

10 Inventory scope What content are we preserving and what other digital content do we have? What content do/will our producers create? What content are we required to keep and what content do we need to review? Shelves in the stacks of the Haus-, Hof- und Staatsarchiv -JvL-, CC BY 2.0 -JvL-

11 Level of detail Inventories can be general or detailed. These factors will determine the appropriate level of detail: Extent of content to be inventoried Nature and location of content Resources available to complete inventory Timeframe/deadlines for completing inventory

12 Content categories Click to edit Master text styles Second level Third level Fourth level Fifth level Inventories should include all relevant categories, such as: Legal deposit Unpublished Image/pictorial Reference Research data Web content

13 What file information should your inventory store? Format TypeFile TypeMIME (Internet Media Type) Image*.tifImage/tiff Video*.movVideo/quicktime Text*.txtText/plain Audio*.mp3Audio/mpeg Portable Document Format *.pdf/aApplication/pdf Extensible Markup Language *.xmlText/xml Web Archive*.warc

14 File-level tools There are free tools to help you determine the characteristics of your files. For example: DROID (Gui) JHOVE2 (Command Line)

15 Date considerations Date on inventory Date of files Dates covered in content Date created/received A date palm tree (Phoenix dactylifera) and segments of the fruit bordered by six scenes illustrating its use by man, c. 1840, Wellcome Library, CC BY 4.0

16 What location information should your inventory store? Where are your files currently located? Have you changed servers recently? Where is cloud storage located? A chart of Van Diemen's Land, the south extremity of New Holland, with the new discovered river by the ships "Duke" and "Duchess“, From Captn. John Hayes, 1798, Tasmanian Archives and Heritage Office:

17 Inventory outcomes An inventory identifies and locates content you may need to preserve. A good inventory is a solid basis for a Trusted Digital Repository. An inventory is the first part of the digital preservation process.

18 What we’ve covered today: How to identify potential digital content you may need to preserve Treat the inventory as a management tool Identify gaps in the digital content to inform your acquisition process. Use the inventory as a basis for the next step: SELECT SELECTSTOREPROTECTMANAGEPROVIDE

19 References DROID management/manage-information/policy-process/digital- continuity/file-profiling-tool-droid/ JHOVE2 NSLA Digital Collecting Framework

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