Institutional Repositories It’s not Just the Technology New England Archivists Boston College...

Institutional RepositoriesIt’s not Just the Technology

New England Archivists

Boston College

March 11, 2006

Eliot WilczekUniversity Records Manager Tufts University

It’s Difficult to Preserve an Elephant

It’s Difficult to Preserve Digital Objects

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Describing the Elephant

Application

Infrastructure

Data/Objects/Records

Policy

Institution & People

Application

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Describing the Elephant

Manage

Accession

Maintain

Disseminate

Preserve

Digital Objects

Set of Services

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Describing the Elephant

Infrastructure

Data/Objects/Records

Policy

Institution & People

Application

Manage

Accession

Maintain

Disseminate

Preserve

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Describing the Elephant

Establish Repository

Institutional Needs

Manage

Accession

Maintain

Disseminate

Preserve

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Describing the Elephant

Establish Repository

Repository Role

Collection Policy

Levels of Service

Manage

Accession

Maintain

Disseminate

Preserve

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Describing the Elephant

Establish Repository

Responsibilities

Funding Model

Repository System

Manage

Accession

Maintain

Disseminate

Preserve

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Describing the Elephant

Establish Repository

Articulate Decisions: Policies

Execute Decisions: Procedures

Manage

Accession

Maintain

Disseminate

Preserve

Institutional Repositories New England Archivist

Describing the Elephant

Sustain Repository

Maintain Political Viability

Monitor Changing Needs

Update Policies/Procedures

Eliot Wilczek Tufts UniversityMarch 11, 2006

Manage

Accession

Maintain

Disseminate

Preserve

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Describing the Elephant

Collection Policy

Creator

Digital Object Function

Manage

Accession

Maintain

Disseminate

Preserve

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Describing the Elephant

Collecting Policy

Format Type

Metadata

Manage

Accession

Maintain

Disseminate

Preserve

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Describing the Elephant

Levels of Service

Preservation Activities

Dissemination

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Describing the Elephant

Level A Format

Level B Format

Level C Format

Level 1 Metadata

A1 ServiceTop level searching and access

B1 Service C1 Service

Level 2 Metadata

A2 Service B2 Service C2 Service

Level 3 Metadata

A3 Service B3 Service C3 ServiceGood luck!

Manage

Accession

Maintain

Disseminate

Preserve

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Describing the Elephant

Keep the Bits Safe

Digital Objects

Metadata

Manage

Accession

Maintain

Disseminate

Preserve

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Describing the Elephant

Tools

Discovery

Delivery

Manage

Accession

Maintain

Disseminate

Preserve

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Describing the Elephant

Digital Objects

Meaningful

Functional

Manage

Accession

Maintain

Disseminate

Preserve

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Describing the Elephant

Manage

Access Rights

Use Rights

Manage

Accession

Maintain

Disseminate

Preserve

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Describing the Elephant

Preservation Levels

Bit-Level

Functional

Manage

Accession

Maintain

Disseminate

Preserve

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Describing the Elephant

Functional Preservation

Authenticity over Time

Understandable & Functional

Essential Elements

Manage

Accession

Maintain

Disseminate

Preserve

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Describing the Elephant

Preservation Activities

Migration

Emulation

Manage

Accession

Maintain

Disseminate

Preserve

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Describing the Elephant

Commitment

Institutional

Long Term & Ongoing

Defined Responsibilities

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Institutional Repositories Really Difficult

Fedora and the Preservation of University Electronic

Records

Digital Collections and Archives Tufts University

Manuscripts and ArchivesYale University

NHPRC April 2006

Requirements for Trustworthy Recordkeeping and Preservation Systems

Ingest Guide

Maintain Guide

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Institutional Repositories Really Difficult

Requirements for Trustworthy

Recordkeeping and Preservation Systems

Ingest Guide

Maintain Guide

Negotiate Submission Agreement

Transfer and Validation

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Institutional Repositories Really Difficult

Establish Relationship

Define Project

Collect Information and Assess Value of Records

Assess Record Types

Assess Formats

Assess Identifier Rules

Assess Copyright

Assess Access Rights

Assess Recordkeeping Environment

Assess Feasibility

Finalize Submission Agreement

Negotiate Submission Agreement

Transfer and Validation

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Institutional Repositories Really Difficult

Create and Transfer SIP

Validate

Transform and Attach Metadata

Formulate AIPs

Assess AIPs

Formally Accession

Negotiate Submission Agreement

Transfer and Validation

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Institutional Repositories Really Difficult

Requirements for Trustworthy

Recordkeeping and Preservation Systems

Ingest Guide

Maintain GuideScheduled Event Types

Irregular Event Types

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Institutional Repositories Really Difficult

Incremental Backup of Administrative Metadata

Full Backup of Administrative Metadata

Full Backup of Records Components Store

Verify AIP Consistency

Verify Records Components

Check Access and Retention Status

Report on Media Life

Hardware Tests and Maintenance Window

Security Audit

Scheduled Event Types

Irregular Event Types

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Institutional Repositories Really Difficult

Digital Object Accession

Retrieval Request

Query Request

Metadata Update Request

Format Transform Request

Remove Record Component Request

Preservation Application Hardware Environment Replacement

New AIP Format and/or New Preservation Application

New Records Component Store

Scheduled Event Types

Irregular Event Types

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Institutional Repositories Really Difficult

Add Additional Representation Information

Change Standard Computing Platform

Refresh Records Components Media

Respond to Checksum Failure

Respond to Media Failure: Records Component Store

Respond to Data Loss: Record Component Store

Respond to AIP Consistency Failure

Scheduled Event Types

Irregular Event Types(cont.)

Institutional Repositories New England Archivist

Eliot Wilczek Tufts UniversityMarch 11, 2006

Institutional Repositories Really Difficult

Respond to Media Failure: Administrative

Metadata Store

Respond to Data Loss: Administrative Metadata Store

Respond to Unintentional Data Damage

Respond to Security Breach

Scheduled Event Types

Irregular Event Types(cont.)

Institutional RepositoriesIt’s not Just the Technology

New England Archivists

Boston College

March 11, 2006

Eliot WilczekUniversity Records Manager Tufts University

Thank You