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a centre of expertise in data curation and preservation MIS Seminar :: University of Edinburgh :: 2 October 2006 Funded by: This work is licensed under the Creative Commons Attribution- NonCommercial-ShareAlike 2.5 UK: Scotland License. To view a copy of this license, visit http:// creativecommons .org/licenses/by- nc - sa /2.5/ scotland / ; or, (b) send a letter to Creative Commons, 543 Howard Street, 5th Floor, San Francisco, California, 94105, USA. Digital Curation A life-cycle approach to managing and preserving digital information Maureen Pennock Digital Curation Centre UKOLN, University of Bath

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Page 1: A centre of expertise in data curation and preservation MIS Seminar :: University of Edinburgh :: 2 October 2006 Funded by: This work is licensed under

a centre of expertise in data curation and preservation

MIS Seminar :: University of Edinburgh :: 2 October 2006

Funded by:This work is licensed under the Creative Commons Attribution-NonCommercial-ShareAlike 2.5 UK: Scotland License. To view a copy of this license, visit http://creativecommons.org/licenses/by-nc-sa/2.5/scotland/ ; or, (b) send a letter to Creative Commons, 543 Howard Street, 5th Floor, San Francisco, California, 94105, USA.

Digital Curation A life-cycle approach to managing and preserving digital information

Maureen Pennock

Digital Curation Centre

UKOLN, University of Bath

Page 2: A centre of expertise in data curation and preservation MIS Seminar :: University of Edinburgh :: 2 October 2006 Funded by: This work is licensed under

a centre of expertise in data curation and preservation

MIS Seminar :: University of Edinburgh :: 2 October 2006

Overview

• Introduction to digital curation• E-mails• Web Sites and web-based records• Databases• Suggestions• Questions

Page 3: A centre of expertise in data curation and preservation MIS Seminar :: University of Edinburgh :: 2 October 2006 Funded by: This work is licensed under

a centre of expertise in data curation and preservation

MIS Seminar :: University of Edinburgh :: 2 October 2006

Digital curation is…• … maintaining and adding value to a trusted

body of digital information for current and future use

• … the active management and appraisal of data over the life-cycle of digital materials

• … the key to reproducibility and re-use

• Digital curation enables us to regain control of distributed and shared digital assets

Page 4: A centre of expertise in data curation and preservation MIS Seminar :: University of Edinburgh :: 2 October 2006 Funded by: This work is licensed under

a centre of expertise in data curation and preservation

MIS Seminar :: University of Edinburgh :: 2 October 2006

Why?• Digital objects are at risk:

• Technology obsolescence• Fragility of digital media• Lack of good practice basics

• Enables us to manage objects and materials despite changes over time• To technology• To ownership• In usage

• For accountability, memory & re-use

Page 5: A centre of expertise in data curation and preservation MIS Seminar :: University of Edinburgh :: 2 October 2006 Funded by: This work is licensed under

a centre of expertise in data curation and preservation

MIS Seminar :: University of Edinburgh :: 2 October 2006

Archiving & Preserv-

ation

Transfer

Active Use

Appraisal &

Selection

Access & Re-use

Creation

The life-cycle model• Generic model• Takes control over the

records throughout lifetime• Meaningful chain of

custody• Requires compatibility of

different stages• Note that preservation

activities may be needed before archiving, depending on the retention period

Records

Disposal?

Disposal?

Page 6: A centre of expertise in data curation and preservation MIS Seminar :: University of Edinburgh :: 2 October 2006 Funded by: This work is licensed under

a centre of expertise in data curation and preservation

MIS Seminar :: University of Edinburgh :: 2 October 2006

Many types of digital resources

Digitised• Invoices• Contracts• Letters• Photographs• Historic documents• Audio-visual material• Microfilm

Born Digital• Images• E-Publications• E-mails• Web Sites (which will

invariably contain multi-media objects)

• Audio-visual material• Databases

Page 7: A centre of expertise in data curation and preservation MIS Seminar :: University of Edinburgh :: 2 October 2006 Funded by: This work is licensed under

a centre of expertise in data curation and preservation

MIS Seminar :: University of Edinburgh :: 2 October 2006

Curating E-mails: Why?• Inbox management• E-mails are records too• Legal requirements• Financial consequences• Historically and culturally valuable• Subject to technological obsolescence• More complex than people think

• It’s not just about e-mails

Page 8: A centre of expertise in data curation and preservation MIS Seminar :: University of Edinburgh :: 2 October 2006 Funded by: This work is licensed under

a centre of expertise in data curation and preservation

MIS Seminar :: University of Edinburgh :: 2 October 2006

Curating E-mails: Some issues• User engagement• Education and training

• Misconceptions concerning ‘ownership’

• Deletion versus destruction• Integrating e-mail management with

organisational records management• Consistency between IT and RM requirements• Preservation

• What to do about attachments?

Page 9: A centre of expertise in data curation and preservation MIS Seminar :: University of Edinburgh :: 2 October 2006 Funded by: This work is licensed under

a centre of expertise in data curation and preservation

MIS Seminar :: University of Edinburgh :: 2 October 2006

Curating Web Sites: Why?• Web sites can contain uniquely available informative

records and data• Users may act or take decisions based on this information,

with important consequences

• Records of business transactions• Accountability & transparency

• To funding bodies• To stakeholders• For legal reasons

• Historical and culturally valuable

Page 10: A centre of expertise in data curation and preservation MIS Seminar :: University of Edinburgh :: 2 October 2006 Funded by: This work is licensed under

a centre of expertise in data curation and preservation

MIS Seminar :: University of Edinburgh :: 2 October 2006

Curating Web Sites: Some issues• Which do you want to curate:

• The Web Site?• Records hosted on the Web Site?

• Not all web site content is a unique record

• Day-to-day creation & management• Harvesting & collection• Plethora of file formats

• Conversion into non-proprietary formats without breaking links

Page 11: A centre of expertise in data curation and preservation MIS Seminar :: University of Edinburgh :: 2 October 2006 Funded by: This work is licensed under

a centre of expertise in data curation and preservation

MIS Seminar :: University of Edinburgh :: 2 October 2006

Curating Databases: Why?• Key technology for storage, organisation, and

interrogation of information• Mission critical stores of information

• Administrative• Research

• Valuable and dynamic records• Linkage infrastructure for other records• Accountability• Maximise investment in data & creation

Page 12: A centre of expertise in data curation and preservation MIS Seminar :: University of Edinburgh :: 2 October 2006 Funded by: This work is licensed under

a centre of expertise in data curation and preservation

MIS Seminar :: University of Edinburgh :: 2 October 2006

Curating Databases: Some issues• Database provenance and annotation• Preservation

• preserving past states of dynamic databases• Which elements to preserve?

• Data citation• Quality assurance

• Multiple users

• Linkage• Relationship with Web Sites

Page 13: A centre of expertise in data curation and preservation MIS Seminar :: University of Edinburgh :: 2 October 2006 Funded by: This work is licensed under

a centre of expertise in data curation and preservation

MIS Seminar :: University of Edinburgh :: 2 October 2006

Suggestions (1)• Establish a policy & a strategy• Create digital resources in a sustainable and

comprehensible manner• Provide training & education• Fully document all aspects of a resource

using metadata• The provenance & authenticity of the data

may need to be certifiable• Life-cycle management

Page 14: A centre of expertise in data curation and preservation MIS Seminar :: University of Edinburgh :: 2 October 2006 Funded by: This work is licensed under

a centre of expertise in data curation and preservation

MIS Seminar :: University of Edinburgh :: 2 October 2006

Suggestions (2)• Implement tools to support curation efforts• Select appropriate data and records for

longer-term preservation• Consider annotation to facilitate re-use of

some resource types• Plan preservation action to avoid the threat

and risks of technological obsolescence• Collaborate and communicate with

comparable organisations

Page 15: A centre of expertise in data curation and preservation MIS Seminar :: University of Edinburgh :: 2 October 2006 Funded by: This work is licensed under

a centre of expertise in data curation and preservation

MIS Seminar :: University of Edinburgh :: 2 October 2006

Thank You

Questions?

Maureen [email protected]

Join the DCC Associates Network at http://www.dcc.ac.uk (it’s free!)