1. Digital Stewardship Curriculum
Creating Policies
Digital Stewardship Curriculum
Reminder - will be sharing mission statements (or related information if no mission statement created yet)
KCW 1-6

2. Created this chart to represent your digital content policies - your other statements and policies are very important groundwork for these (and will work together), but digital content needs special consideration.
-Institutional level - have more than just you involved, come up with the directions you want to go in, big goals for your digital projects
-Policy level - something that you create, working with others, informed by the goals and plans (the D policy and DP policy work together - you need both to ensure creation and long term preservation) they feed into each other
Project level - make sure they fit in with what you created at the policy level

3. Intellectual Property plan Digital Preservation plan
Collections Policy
Digitization Policy
Donor form
Digitization Policy
Access and Use Policy
Intellectual Property plan
Digital Preservation plan
Different policies fit into your digital stewardship lifecycle.
get it - bring materials into your institution (donations, collecting, scanning documents at another institution)
check-it - check and manage - check for quality, description. make sure they come in safely - make sure they stay safe/intact.
save it - secure storage, suited to your size requirements, with potential to grow - systematically backed up (multiple copies in multiple locations), meaningful organization
share it - providing access ti materials - online, exhibits, education, research
Adding in cultural checks to your lifecycle AND in specific policies

4. Policies/Plans this year
Collections Policy
Access and Use Policy
Digitization policy
Donor Form
Intellectual Property plan
Digital Preservation plan
Collections policies - deciding what your collections are - what you want to bring into them (physical and digital)
Access and Use policy - how your collections are viewed, used, reused/recirculated, levels of access (physical and digital)
Digitization policy - how materials get selected for digitization, how and why digitization happens, standards involved
Donor form - agreement between your department and person donating - making sure they understand -- maybe have options to select from
IP plan - starting to think about some of the issues of IP, copyright. Protecting your community’s intellectual property and knowledge, and also using and gathering other collections
DP plan - thinking through all the parts of Digital Preservation, involving others in your institution, coming up with a plan for storing digital materials for the long term

5. Other forms Digitization Purpose Statement Appraisal Form
Accession Form
Digital Collections Development Worksheet
Rights Statement
Procedures Manual
Donor interview questions
Supplementary worksheets or templates
Digitization purpose statement - part of digitization policy
Appraisal form - when deciding whether something fits into your collections
Accession form - bringing something into your institution
Digital Collections Development Worksheet - deciding whether to digitize, set of criteria to fill out, documentation/justification
Rights statement - informative for users - might be part of access and use policy, posted in reading room, or added to website
Procedures manual - depends on your exact situation, standards, instructions, collection of workflows
Donor interview questions - guide to working with donor, to help you get all the necessary steps done. digital materials

6. Policies in Module 1: Get It
Mission Statement (if needed)
Collections Policy
Digitization Purpose Statement

7. Purpose of Written Policies
Formal statements of your institution’s practices, values, and goals
Guide decisions (for you and staff)
Increase accountability
Legal support
Formalize things that you already do - point to a policy to back up decisions
Or if you are still establishing procedures and workflows, will guide you as you create them
For Users - explain clearly your rules, donors- know exactly what will happen to your collections
Hold you and your staff accountable
If there is ever a problem, documentation of policies is very useful

8. Audience for your Policies
Internal - employees, other departments, governance
External - tribal members, general public, donors, researchers
INTERNAL
EXTERNAL
*may have different versions with levels of detail

9. Mission Statement
Concise statement that clearly communicates the direction, purpose, and values of your institution or department
Related to tribe’s broader mission
Policies will tie back to mission statement
AKA statement of purpose or “mission and vision” statement
CONCISE--emphasize your direction, purpose and values
Related to tribes larger mission/ goals
YOUR dept policies will tie back to mission statement

10. Mission Statement Example
For the Tejon Cultural Resource Committee To preserve and protect Tejon Tribal Cultural Resources and other culturally, spiritually, and/or historically significant resources and materials. To provide policy direction for tribal persons, committees and other interested parties. To educate Tribal Members and the general public in the culture, heritage and language of the Kitanemuk and Tejon Indians. To develop and expand existing collections and responsibly house, protect and preserve all items in a good way, honoring our ancestors and culture for the benefit of all current and future generations.

11. Parts of a Collections Policy
Statement of:
what your institution collects
What it doesn’t collect
Collecting priorities
(Collections policy, collections development policy, collecting policy, collections management policy, etc etc) -what materials you are interested in from the community, can even mention collection gaps
-what you are not interested in,
-What areas you have lots of materials in, what gets requested the most, what you have knowledge on

12. Parts of a Collections Policy
Collecting strengths
Formats, subjects, time periods
Goals

13. Benefits of a Collections Policy
Including digital from beginning
Information for donors
Back up decisions
-individuals, other departments
-helps people understand - context of their donation in entire holdings -

14. Drafting Policies Work from examples
Ask people in and outside of your department to review
Revise policies multiple times before submitting for final approval

15. Suggestions for Policy Review: Step 1
Step 1) minutes
Introduce your policy
Explain your intent
Point out any specific areas for feedback

16. Suggestions for Policy Review: Step 2
Step 2) 30 minutes
Read through, mark on page, or provide notes.Check for:
Grammar
Language use
Structure of the document
Larger ideas and content

17. Suggestions for Policy Review: Step 3
Step 3) 15 minutes
Summarize what you just read to the author (describe the main points of the document)
Explain your edits
Provide any suggestions

18. Discussion Topics Audience for policy Decisions on what to include
Writing process
Approval process
Suggestions and feedback