1. Joint Information Systems Committee 11/03/07 | | Slide 1 Joint Information Systems CommitteeSupporting education and research JISC Conference 2007 Managing & Preserving Institutional Digital Assets Sponsored by

2. Joint Information Systems Committee Sponsored by Presenter Details 11/03/07 | | Slide 2 Digital Preservation & Asset Management Synthesis Maureen Pennock, Research Officer, Digital Curation Centre (UKOLN).

3. Joint Information Systems Committee 11/03/07 | | Slide 3 Digital Preservation & Asset Management Aim: –… To support preservation and management of digital assets within institutions by developing management and assessment tools, training programmes and preservation infrastructure for institutional repositories.

4. Joint Information Systems Committee 11/03/07 | | Slide 4 DPAM Funding Areas Three main streams : –Institutional Management Support and Collaboration –Digital Preservation Assessment Tools –Institutional Repository Infrastructure Development Institutional Digital Assets Web resources E-science data E-journals E-prints E-learning objects

5. Joint Information Systems Committee 11/03/07 | | Slide 5 Projects

6. Joint Information Systems Committee 11/03/07 | | Slide 6 Theme I: Institutional Management Support & Collaboration 7 projects funded:

7. Joint Information Systems Committee 11/03/07 | | Slide 7 Theme 2: Digital Asset Assessment Tools 1 project funded

8. Joint Information Systems Committee 11/03/07 | | Slide 8 Theme 3: Institutional Repository Infrastructure Development Three projects funded (+1)

9. Joint Information Systems Committee 11/03/07 | | Slide 9 Key themes

10. Joint Information Systems Committee 11/03/07 | | Slide 10 Recurring elements Lifecycle management Cost & Business models Lifecycle; Preservation services; Training Repositories Preservation services; Metadata; OAIS; Software; Training Cultural issues Advocacy; Engagement; Raising awareness Policies & Strategies Recommended/ implemented/ contributory Assessment & Surveys Existing systems; Development; Risks Legal issues DP; FoI; Obligations; Retention;

11. Joint Information Systems Committee 11/03/07 | | Slide 11 Assessment & Surveys (i) Assessment/survey of existing approaches –DAAT Assessment of file format testing tools: DROID, JHOVE and AIHT Empirical Walker (written report) –OAIS/METS project Assessment of Compliance (written report) –PRESERV: Survey of repository preservation policies and approaches (written report) –Managing Risk: Survey of digital asset management practices (written report)

12. Joint Information Systems Committee Assessment & Surveys (ii) New survey & assessment tools/services –DAAT project: Assessment of Attributes: functional attributes for a digital asset assessment tool (written report) Assessment of Risk Factors: factors that should be measured by an automated assessment tool (written report) Pilot asset preservation assessment method & tool: (manual survey; results input to db & scored) –PARADIGM: Records survey (written survey questions) –PRESERV: Repository contents assessment (shared service) –OAIS/METS project: Checklist for assessment of compliance

13. Joint Information Systems Committee 11/03/07 | | Slide 13 Cost & Business models Lifecycle cost & business models: –ESPIDA: model to help make business cases for intangible assets and activities –LIFE: methodology and formula for costing life of e- journals, including preservation Preservation & shared services –SHERPA DP: developing a cost model for their shared service; utilising above plus other existing costing info Education –DPTP: training module on costs and risk management

14. Joint Information Systems Committee Legal issues Guidance –Impact of legislation on design and operation of a digital asset management system: DP; FoI; Copyright; Special needs – MANDATE –Legal issues relevant across the lifecycle: Public records acts; archival legislation; human rights & privacy; IPR; access; defamation – PARADIGM –Digital Rights Management – PARADIGM Training: IPR; FoI; Environmental regulations; DP, legal deposit - DPTP Risk management: legal risks of failure to manage assets in line with legislation – Managing Risk project

15. Joint Information Systems Committee Cultural issues Raising awareness –Within participating institutions (Managing Risk, OAIS/METS, eSPIDA, MANDATE…) –To broad external audience Addressing range of stakeholders involved in lifecycle activities/decisions Implicit in the lifecycle approach taken by most projects though not an explicit part of many project outputs) –Briefing paper on digital preservation (Managing Risk) – aimed at internal audience

16. Joint Information Systems Committee Strategies & Policies Shared services (PRESERV; SHERPA DP) Overviews and discussion –Media preservation; degrees of preservation; file formats and RI; migration, emulation, combined strategies (PARADIGM) –Policy and Strategy Issues (MANDATE) Training –Migration; Emulation; Technology preservation (DPTP) Contributions to institutional strategic & policy development –Managing Risk, LIFE, MANDATE, PRESERV, SHERPA DP

17. Joint Information Systems Committee Repositories & Preservation: Metadata Metadata –METS Sample schema for personal papers (PARADIGM) METS as framework for packaging and transferring IR metadata; also for preservation metadata (SHERPA DP) Assessment of potential within existing archive (OAIS/METS) EPrints plug-in to export data for delivery to an external service using METS (PRESERV) –PREMIS Subset for Institutional Repositories (PRESERV) Use of PREMIS for private paper storage (PARADIGM) –MPEG21 DIDL EPrints plug-in to export data for delivery to an external service using MPEG21 DIDL (PRESERV) –Training (DPTP; MAT)

18. Joint Information Systems Committee Repositories & Preservation: OAIS & IRs OAIS –Assessment of compliance by existing archives; OAIS overview (OAIS/METS) –Development of persistent preservation environment using OAIS model (SHERPA DP) –OAIS overview; practical examples; certification & compliance (PARADIGM) –Training (DPTP) –Suggested use; compliance; case study (MANDATE) Institutional Repositories – Software FEDORA (Practical test by PARADIGM) DSPACE (Practical test by PARADIGM; Linkage between DSPACE and FEDORA by SHERPA DP) EPrints (Preservation support by PRESERV; Linkage between EPrints and FEDORA by SHERPA DP; –Training module from DPTP

19. Joint Information Systems Committee 11/03/07 | | Slide 19 Spotlight on...

20. Joint Information Systems Committee Featured outputs (i) Case studies –Implementation and testing of MANDATE toolkit at JW College –Implementation and testing of eSPIDA model on eTheses, IR, and Museums collection scenarios –Implementation and testing of LIFE model on VDEP, web archive, and e-journals –Managing Risk implementation at KCL –MAT training sample case studies Training –Comprehensive digital preservation training (DPTP) –Detailed METS non-technical training (MAT)

21. Joint Information Systems Committee Featured outputs (ii) Shared services –SHERPA DP preservation services: carry out preservation services for IRs and provide access to scarce knowledge and expertise

22. Joint Information Systems Committee Featured outputs (ii) Shared services –SHERPA DP preservation services: carry out preservation services for IRs and provide access to scarce knowledge and expertise –PRESERV format profile service: linking PRONOM-DROID tool with ROAR to produce IR contents format profile and alert managers to impending obsolescence (where possible)

23. Joint Information Systems Committee PRESERV: PRONOM-ROAR

24. Joint Information Systems Committee Featured outputs (ii) Shared services –PRESERV format profile service: linking PRONOM-DROID tool with ROAR to produce IR contents format profile and alert managers to impending obsolescence (where possible) –SHERPA DP preservation services: carry out preservation services for IRs and provide access to scarce knowledge and expertise Written guidance –PARADIGM workbook: holistic approach to digital archiving and preservation; highly comprehensive

25. Joint Information Systems Committee PARADIGM lifecycle & workbook

26. Joint Information Systems Committee Featured outputs (ii) Shared services –PRESERV format profile service: linking PRONOM-DROID tool with ROAR to produce IR contents format profile and alert managers to impending obsolescence (where possible) –SHERPA DP preservation services: carry out preservation services for IRs and provide access to scarce knowledge and expertise Written guidance –PARADIGM workbook: holistic approach to digital archiving and preservation; highly comprehensive –MANDATE toolkit: holistic approach to digital asset management; widely applicable

27. Joint Information Systems Committee MANDATE toolkit

28. Joint Information Systems Committee 11/03/07 | | Slide 28 Synthesis conclusions

29. Joint Information Systems Committee Synthesis: initial findings Programme aim achieved: –… To support preservation and management of digital assets within institutions by developing management and assessment tools, training programmes and preservation infrastructure for institutional repositories. Project outcomes and conclusions as important as outputs! Increased awareness More communication Better understanding More connections Outcomes Context is key Were not done yet Step 1: Assessment Collaboration is vital Conclusions

30. Joint Information Systems Committee Final impressions A process of building (but never finishing?) Services Multi- dimensional challenge:

31. Joint Information Systems Committee Suggestions for further work More focus on integrated and holistic approaches Renewed needs assessment of UK institutions File format conversion – authenticity and integrity assessments More training –on use of standards and ensuring compliance –to continue to engage with broader range of stakeholders More research and development on shared services Translation of pilot/short term services into lasting initiatives

32. Joint Information Systems Committee Thank You Questions? Maureen Pennock m.pennock@ukoln.ac.uk