DigCCurr Winter InstituteJanuary 7-8, 2013

Chapel Hill, North Carolina, USA

DigCCurr Professional Institute

Sibyl Schaefer

2

Re-introduction

2

Name Sibyl Schaefer

Job Title Asst. Director, Head of Digital Programs

Institution Rockefeller Archive Center

DigCCurr Professional Institute

33

What I planned to accomplish

• Gap analysis of policies • Submission agreements• Ingest workflows for donors + vendors submitting digitized materials

How I saw myself carrying out your plan

• Researching policy examples, coming up with templates • Working with donors regarding ingest

What resources I needed Time – Digital preservation is only one of four services my dept. seeks to provide. Plus many on the team, especially me have been tied up working on a Rockefeller Foundation Centennial website.

My expected challenges Distractions with other projectsTechnical support for Linux systems (or lack therof)

My six-month plan

DigCCurr Professional Institute

44

How I carried out the plan (or components of the plan)

• Worked with a donor to establish transfer mechanics• Established draft ingest workflow

What changed about my plan

Became evident a collection policy was needed first and foremost. Decided to hold off developing additional policies until that was in place. Also, my work is not just digital preservation – it’s systematizing the management of digital materials w/in my organization. A more holistic view is needed.

My biggest successes We have a program with Archive-it in place and are ready to offer managed services to our donors. I started a D-Recs committee with point people from throughout the archives. Archivematica now in-production for digitized materials received from vendor.

My biggest challenges • Working with the IT group - backups.• Lack of time.

What I accomplished

DigCCurr Professional Institute

55

D-Recs Committee

DigCCurr Professional Institute

Mission:To manage digital records across their archival life cycle, by integrating their management – and knowledge of digital records management and technologies in general – throughout the Rockefeller Archive Center.

Goals:•To designate specific individuals as responsible for functional areas concerning digital records, and to provide a forum for regular communication among these individuals•To identify and develop the policies needed for the responsible care and management of digital records•To develop workflows for digital records through the functional stages of accession, preservation, description, and access•To educate and engage the RAC staff in the work surrounding digital materials•To educate our donors and researchers on digital preservation issues and practices•To develop an OAIS compliant system •To prepare the RAC for TRAC certification and compliance

Courtesy of myfavoritedinosaur.com

66

77

What I will accomplish by next January

• Start inventory of legacy accessioned digital materials• Ramp up processing hybrid collections• Geographically separated & synced backups• Smooth ingest workflow for born digital materials• Automated DIP access• Post-custodial access project w/donor in-process

How I will carry this out • With lots of help! Inventory: work w/accessioning + collections teamProcessing: work w/description teamAutomated DIP access – working w/Artefactual on thisBackups: IT team

What resources will be most helpful?

People – inside my institution, other digital preservation practitioners, contractors

What I expect to be the biggest challenges

Dealing with grants databases from donors. Rights issues- basically creating PREMIS statement - on legacy materials. IT team.

Future goals

DigCCurr Professional Institute

88

Areas of my plan that require collaboration

• All of it.

Possibilities for collaborating within my institution

• The D-Recs committee will be undertaking pilot projects that require collaborations across most of the departments in the RAC. These pilot projects will serve as the foundation for systematizing institutional practice.

Possibilities for collaborating with other Institute members

We’re doing integration work with the Archivists’ Toolkit and Archivematica – other institutions have expressed an interest in this work as well. Also really interested in working with others who preserve and provide access to databases.

Opportunities for collaboration

DigCCurr Professional Institute