1. Session 3

2.  Now you know WHY to make policies and WHAT they should contain…  But HOW do you implement policies?  And then HOW do you implement a program to match your policies?? Schultz, May, Skinner, 2011

3.  Policy implementation  What challenges can you expect to meet?  Policy meets practice  Available services and tools Schultz, May, Skinner, 2011

4.  Who will monitor implementation progress?  Launch your implementation well  Timing  Advertising and outreach  Administrative support Schultz, May, Skinner, 2011

5.  Mind the gap between policy and action  Pre-plan so this gap is small  Create a roadmap for actions that need to change Schultz, May, Skinner, 2011

6.  Use policy implementation as a moment for cross-team and inner-team discussion about digital preservation responsibilities  Team-building potential  Ongoing development Schultz, May, Skinner, 2011

7.  Share your newfound knowledge—and newly created policy—with others in the field  Presentations  Prominent link  “How to” documentation Schultz, May, Skinner, 2011

8.  Now what? Schultz, May, Skinner, 2011

9.  Use your policy to evaluate the suitability of services to fit your local needs  No one solution is “the best” or is right for everyone  Most institutions will use multiple solutions at a time Schultz, May, Skinner, 2011

11.  Not all options are equal  Not all options are suitable for all materials  Multiple solutions will be needed for materials at most institutions  “Long term” is a long, long time…all solutions must be based in flexibility and extensibility to succeed  The perfect is the enemy of the good—cultural memory can’t afford for us to wait for the perfect! 11

12.  Back-ups Distributed  Back ups of preservation repository stored in multiple locations (including cloud servers)  Good practice; likely need at least three copies so that if two copies disagree, there is a “tiebreaker” to help establish authentic copy  Keeping the back-ups synched is of high importance  DuraCloud, HathiTrust 12 Amazon S3 Rackspace Azure Duracloud virtual server Duracloud virtual server Content

13.  Heterogeneous storage options  Rather than banking on one storage mechanism, place AIPs in multiple preservation repositories  Great practice given the new-ness of most solutions  Challenging to keep the copies synched  TIPR project 13 Cornell aDORe FCLA DAITSS NYU DSpace NYU DSpace

14.  Distributed as overall approach  Redundant copies that are regularly (and ideally, in automated fashion) compared to ensure that no file degradation has occurred  Can be network-based or handled through less automated (human- based) checks  iRODS, LOCKSS, MetaArchive, Chronopolis 14

15.  Different materials may require different solutions  Born-digital materials vs. Digitized materials  Items that are restricted vs. freely available items  Unique vs. commonly held items  Owned vs. leased items  For example, think about the differences between the following:  Images, E-journals, Datasets, Websites and blogs 15

16. 16  Evaluate several solutions  Build a matrix  Use your policy to evaluate fitness for purpose ▪ Archive native formats? ▪ Limit usage? ▪ Reliable bit preservation? Metadata preservation? ▪ Level of effort in SIP preservation?

17. Collaboration - Halbert and Skinner, 8/12/11

18.  A distributed digital preservation cooperative for digital archives, based on LOCKSS  286 TB network with 24 secure caches  Preserving collections for/with 18 members and 48 institutions in 4 countries  Actively growing (outreach campaign in progress, aim to double membership)  Provide preservation consulting and training Collaboration - Halbert and Skinner, 8/12/11

19. MetaArchive 48 institutions 12 states/districts 4 countries MetaArchive 48 institutions 12 states/districts 4 countries

20.  Compatible with any repository/content management system  Three membership levels  Preservation members: $3,000K/yr  Sustaining members: $5,500K/yr  Collaborative members: $2,500/yr plus nominal fee/yr per participating institution  Server cost: $4,600/3 yrs  Storage cost: $1/GB/yr Collaboration - Halbert and Skinner, 8/12/11

21.  Data preparation  Replication  Geographical Distribution  Bit Integrity Checking  Versioning  Security  Restricted Viewing  Content Restoration Collaboration - Halbert and Skinner, 8/12/11

22.  Completed self-audit with external auditor in 2010 (see http://metaarchive.org/documentation )  MetaArchive successfully conforms in all 3 categories and 84 criteria  “trustworthy digital repository”…ensures that processes and policies and workflows meet the standard for long-term preservation  Helped us identify places where we could improve our policies and documentation Collaboration - Halbert and Skinner, 8/12/11

23.  Cooperative framework  Strong organizational center  Limited dependence on any one member  Collaborative model for long-term preservation  Geographic diversity/distribution  Expertise diffusion  Maintain cost-effective, in-house options Collaboration - Halbert and Skinner, 8/12/11

24. Katherine Skinner 404 783 2534 katherine@metaarchive.org Schultz, May, Skinner, 2011