MANAGING DIGITAL CONTENT OVER TIME MODULE 4: PROTECT Created for the Digital Education Outreach Program by: Lee Blackford, State Library of WA Koulla Giannikouris, Northern Territory Library Sarah Mason, State Library Victoria Shruti Navathe, Libraries ACT

2 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? The digital preservation lifecycle

3 At the end of this module you will have an understanding of: the risks and threats to digital content how to prepare digital content for emergencies strategies to keep digital content secure

4 Risk management World’s cutest cat Elizabeth Donoghue, CC BY-NC-ND 2.0Elizabeth Donoghue

5 Planning for uncertainty Prevent predict/identify detect Respond Repair

6 We cannot prevent it all, but we can lessen the negative impact.

7 What are we protecting content from? Hide little fella!! Cat & mouse Sonja Trpovski, CC BY-NC-SA 2.0Sonja Trpovski

8 Risk: Economic and organisational failure Money roll, by Zack McCarthy, CC BY 2.0Zack McCarthy

9 Risk: Obsolescence Floppy disks by George ChernilevskyGeorge Chernilevsky

10 Risk: Change and loss

11 Risk: Inappropriate access Geek Cats themadLOLscientist, CC BY 2.0themadLOLscientist

12 Give as much permission as needed and no more.

13 Risk: Failures Network, hardware, software Is this bad? by Geoff Goldman CC BY-NC-SA 2.0Geoff Goldman

14 Doesn’t happen often, but happens often enough

15 Risk: Non-compliance A flip of the switch by helga tawil souri CC BY-NC-SA 2.0helga tawil souri

16 Mandated collections Access TDR OAIS

17 Change is constant and iterative

18 Exercise A man performing exercises in a frame with weights and pulleys lithograph by E. Parry & Co., Wellcome Library, CC BY 4.0

19 Scaling up Ice climbing on Mt. Rainier, by Erik Charlton CC BY 2.0Erik Charlton

20 Scaling up VCF 2010 Domesday tray open by Regregex CC BY 3.0Regregex

21 Scaling up Servers at the Ashburn data centre by Victorgrigas CC BY-SA 3.0Victorgrigas

22 Scaling up

23 Risk: Disasters Hindenburg Burning, by Gus PasquerellaGus Pasquerella

24 Emergency planning Are we prepared? What is our plan? Engage in ongoing disaster planning Establish committee and share information Develop and maintain documents Identify possible outcomes and prepare e.g. server goes down; content is damaged

25 Plan “Ultimately, an organization would use a suite of plans to properly prepare response, recovery and continuity activities for disruptions affecting the organizations IT systems, business process, and the facility.” Source: NIST Contingency Planning Guide for Information Technology Systems

26 Disaster planning framework Organisation People Safe Digital Assets Intact Back to Business

27 Business continuity plan Disaster Recovery Plan Business Recovery Plan IT Recovery Plan Staff Emergency Plan Communication Plan

28 Disaster recovery plan Disaster Recovery by Olaf Gradin CC BY-SA 2.0Olaf Gradin

29 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

30 Safety of employees and clients Ducks crossing by Javier Carcomo CC BY-NC-SA 2.0Javier Carcomo

31 Take home messages: Have a risks register of some kind. Build and maintain an emergency response team roster. Have a business continuity and disaster recovery plan. Keep up-to-date records, e.g. list of system users, credentials and access permissions. Ollie LOLcat by Mike CC BY-NC-SA 2.0Mike

32 SELECTSTOREPROTECTMANAGEPROVIDE What we’ve covered today the risks and threats to digital content how to prepare digital content for emergencies strategies to keep digital content secure

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