1. OceanTeacher course:Preservation of Books and Other Media Oostende, Be. May 21-25,2012 Linda Pikula, NOAA

2. Up to this point this Course has dealt with print and media physical preservation Another method of preservation: digital preservation

3. Digitization Digitization vs digital preservation Digital Archives Digital Repositories-Institutional Repositories

4.  A process of creating analog to digital  Cornell University Library defines digital images as: “electronic snapshots taken of a scene or scanned from documents, such as photographs, manuscripts, printed texts, and artwork. The digital image is sampled and mapped as a grid of dots or picture elements (pixels). Each pixel is assigned a tonal value (black, white, shades of gray or color), which is represented in binary code (zeros and ones). The binary digits ("bits") for each pixel are stored in a sequence by a computer and often reduced to a mathematical representation (compressed). The bits are then interpreted and read by the computer to produce an analog version for display or printing.”  Are Digital Repositories like OceanDocs and Aquatic Commons digital preservation repositories?  Answer later

6.  Digital preservation combines policies, strategies and actions to ensure access to reformatted and born digital content over time

7. Digital preservation is defined as the series of management policies and activities necessary to ensure the enduring usability, authenticity, discoverability, and accessibility of content over the very long-term. The key goals of digital preservation include: Usability—the intellectual content of the item must remain usable via the delivery mechanism of current technology Authenticity—the provenance of the content must be proven and the content an authentic replica of the original Discoverability—the content must have logical bibliographic metadata so that it can be found by end users through time Accessibility—the content must be available for use to the appropriate community

8.  There is more to digital preservation than simple “digitization” of an object  Digital Preservation is……??

9. Files created to a standard and documented with appropriate metadata need to be managed within a long-term maintenance environment to remain accessible. Active management of digital files is necessary to handle the impermanence of optical and magnetic media and the rapid change in hardware and software configurations. Strategies include:

10. 1. Refreshing (moving files to new storage media periodically without altering their format or content) 2. Periodic checks for the integrity of the digital object (authenticity and completeness) using, for example, a checksum value 3. Redundancy (keeping many copies of digital files and comparing them against each other to ensure no data are lost or corrupted) LOCKSS – Lots of Copies Keeps Stuff Safe (a program to build tools and provide support to libraries so they can create, preserve, and archive local electronic collections) 4. Migration (periodic transformation of files to new digital formats to ensure continuing compatibility between file formats and applications) 5. Emulation (enabling obsolete systems to be run on future unknown systems, making it possible to retrieve, display and use digital documents with their original software)

11. Digital preservation provides authentic, curated, and secure materials that are usable over time

12. … is performed in an ongoing manner involves systematic data curation is geographically dispersed involves multi-institutional collaboration involves at least some ongoing investment to realistically address the issues involved in preserving information over time (including migration and content integrity issues).

13. In Marine Science- name 2 main international repositories Do these repositories satisfy our definition of digital preservation –do they digitally preserve the content? We will discuss these on Thursday as a method to access digitization projects

15.  Digital records which have been selected for permanent or long-term preservation on the grounds of their enduring cultural, historical or evidentiary value  Wikipedia definition

16.  Will you most likely be creating archive quality records? Then why will you digitize selected items in your collection?

17.  Films  Newspapers  Maps  Print  Photos

18.  To increase access – to improve searchability  To limit handling of fragile materials  To preserve content of deteriorating media  To save shelving space?

19.  Can be viewed from anywhere, at any time of the day  Can be printed from the web  Viewers can find what they are looking for quickly and independently  Can save staff reference time by answering frequently asked questions on the web  Can enhance images electronically so that they can be viewed with greater legibility  Increases use of collections and facilitates learning and scholarship

20.  Objects do not have to be reshelved or located by staff  Objects are not handled frequently which reduces wear and tear

21.  Digitization can also help preserve precious materials. Making high-quality digital images available electronically can reduce wear and tear on fragile items. This does not mean, however, that digital copies should be seen as a replacement for the original piece. Digital files are not permanent and should be maintained and periodically transferred to new formats. Even after digitization, original documents and artifacts must still be cared for. Preservation remains a secondary benefit of digital projects. If preserving a collection is deemed a higher priority than increasing access to it, a better use of resources would to purchase acid free folders, encapsulate fragile documents, or otherwise improve storage conditions.

22.  Recognizing digitization as a preservation reformatting method http://www.arl.org/preserv/digitization/index.shtml or http://www.arl.org/bm~doc/digi_preserv.pdf

23.  Digital Preservation and Permanent Access to Scientific Information- the State of the Practice from CENDI Digital Preservation Task Group and Gail Hodge Information Int’l Associates.  CENDI – 2004-3: Rev. 05/04

24.  Effective collection, organization, preservation and dissemination of STI can not only accelerate scientific discovery (thereby improving the returns from investments in S&T),  but can also stimulate innovation that drives economic growth and job creation,  improve public health and patient care,  support emergency preparedness and response to disasters, facilitate changes in the educational process, and contribute to other important national initiatives.  STI also provides a robust evidence base for sound policy making.

25.  Similarly, efforts to advance the nation’s information infrastructure should recognize the importance of improving the quantity, quality, and accessibility of STI, through efforts such as digitization, improved search and retrieval systems, mandatory public access to government-funded R&D results, development and maintenance of data standards, data curation, and other functions carried out by federal STI centers.  CENDI study

26.  How to get started?

27.  Planners will want to survey their holdings to determine which of their collections will best meet the goals they have established. This initial survey may be made with the help of questions such as the following:  Will we choose documents, photos, slides, negatives, objects, or oversized materials to digitize?  Will the materials be a mixture of formats (such as manuscripts, maps, photographs, etc.)?  How much material will need to be captured to a digital format?  What is the condition of the material?  Will items require special treatment or handling?  Will the material be digitized from the original or from a surrogate (e.g., a photograph of the object or photocopy of the fragile manuscript)?  Does the material have a physical relationship to something (e.g., to a mount, an album page, or a pedestal)?  How much time will be involved in physical preparation of the material to be digitized?

28.  You have made one step in the process of deciding to digitize your collection  Your pre-course assignment- Stewardship of Digitigal Assets ---Has given you an Institutional Assessment

29. Open Research Decision Analysis Tool in your OceanTeacher Course Preservation of Books and Other Media  We will get back to this in the 2 nd half of this class

30. Is the policy current? Does the collection support the current policy?

31.  Environmental scan to see if this material is already available digitally

32.  Is the material copyrighted?  Do you have permission to reformat and distribute in digital format?

33.  Publishers creating/maintaining collaborative repositories?  Publishers and libraries acting collaboratively?  Individual national library/legal deposit libraries?  For-profit agency acting independently?  Non-profit agency acting independently?  National higher education and/or research funding councils?  Academic libraries either individually or collectively?  Publishers creating/maintaining their own repositories?  Other?

34. Helpful background Readings

35.  The NINCH guide to good practice in the digital representation and management of cultural heritage materials http://www.hyu.edu/its/humanities/ninchguide/ Or http://www.ninch.org/guide.pdf

36.  A step by step guide to planning and executing a digital project. Also Selection Criteria for Preservation Digital Reformatting http://www.loc.gov/preserv/prd/presdog/presselection.html

37.  Be sure you have the right to digitize this material  For a more detailed discussion of copyright restrictions, take the superb Copyright Crash Course from the University of Texas at (http://www.utsystem.edu/ogc/intellectualpr operty/cprtindx.htm).http://www.utsystem.edu/ogc/intellectualpr operty/cprtindx.htm

38.  Reading:  Conway, Paul. Preservation in a digital world. http://www.clir.org/pubs/reports/conway2/

39. Go to SMRC presentation

40. Criteria:  Intrinsic Importance *  Age?  Scarcity?  Condition*  First Edition?  Fine Bindings and Illustrations*

41.  Intrinsic Importance  Condition  Fine Bindings and Illustrations

42. 1. Go to examples posted in OceanTeacher 2. Open the files 3. Open the Environmental Scan excel sheet 4. Fill in the columns for each example 5. Use your own methods for finding information for each column on the internet

43. http://www.lib.noaa.gov/collections/rare_archival.html

44.  Class response: