Barbara Sierman

SCAPE Training Statsbiblioteket, Aarhus , 13-14 November 2013

Preservation Policy in SCAPE

“Preservation Policy: Written statement authorized by the repository management that describes the approach to be taken by the repository for the preservation of objects accessioned into the repository. “ (APA)

• Policies in general

• Policies in SCAPE

Overview

2 This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

• Guidelines to create policies • Platter: Planning Tool for Trusted Electronic Repositories

http://www.digitalpreservationeurope.eu/platter/

• Drambora http://www.repositoryaudit.eu/

• Audit and Certification of Trustworthy Digital Repositories (ISO 16363) http://public.ccsds.org/sites/cwe/rids/Lists/CCSDS%206521R1/Attachments/652x1r1.pdf

• Digital Preservation Policies Study

http://www.jisc.ac.uk/publications/reports/2008/jiscpolicyfinalreport.aspx

• http://www.dcc.ac.uk/resources/policy-and-legal/policy-tools-and-guidance/policy-tools-

and-guidance • …

PreservationPolicies: current state of affairs

3 This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

EU- Research that underpin the importance of preservation policies

• Planets project

If a policy was present, preservation was better in shape (more money, plans and awareness)

Raising awareness related to preservation of research data

Policies as a means to become interoperable

Relating policies to business processes

Several EU projects now running have policies as a theme

Policies: current state of affairs

4 This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

Survey in the preservation community

• Often indication that policies are (partially) in place

• NDSA survey about webarchiving

• Parse Insight survey in research data

• Canadian Heritage survey amongs 350 members (2011)

• …

Preservation Policies: current state of affairs

5 This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

Analysis policies found on the Web M.Sheldon (LoC)

• Libraries • Archives • Museums

Just a few, compared to all organizations that preserve

digital collections!

6

Policies in practice

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

• http://wiki.opf-labs.org/display/SP/Published+Preservation+Policies

Some policy examples

7 This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

“Without a policy framework a digital library is little more than a container for content”

(DL.Org : Digital Library Technology and Methodology Cookbook)

8

Why policies?

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

• You can adapt your actions to changing situations • Risk: lack of consistency

• You’re not bound to (external) promises • Risk: lack of transparancy and trust

• You might take quicker decisions • Risk: decisions might be ad hoc and not be related to

organisational goals

• You can have your own preservation eco system • Risk: lack of accountability and interoperability

• You can follow your own insights • Risk: isolation

Is life easier without policies?

9 This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

1. Consistency & coherence in your approach of DP 2. Transparency about your activities

• to your staff • over generations (provenance)

3. Accountability: • to funding bodies and • to general public

4. Knowledge exchange amongst colleagues 5. Interoperability: sharing 6. To make automatic processing possible

Reasons to create preservation policies

10 This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

• SCAPE is about: • Scalability: many digital objects & complex objects • Large scale activities cannot be done manually • (automated) Quality Assurance • Development of “policy driven preservation actions”

• Requires detailed, machine readable policies • Consistent with (a combination of) higher level policies

• Two target areas: • Preservation Watch (SCOUT) • Preservation Planning (PLATO)

11

Policies in SCAPE

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

Preservation Policy Levels

12 This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

13

Guidance policies

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

•Describes the approach to achieve the goals •Human readable •Generic but more detailed •Should be leading for Control Policies •On Department Level

14

Preservation Procedure Policies (PPP)

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

Guidance

Preservation Procedure

Control

SCAPE Catalogue of Preservation Policy Elements

… in the near future (2014)

15 This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

Procedure

Digitalbevaring.dk

Object

Rights

Access

Standards

Metadata

Organisation

Bit preservation

Functional preservation

Authenticity

TDR

Main chapters in the catalogue

16 This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

1. Definition of the Preservation Procedure Policy element 2. Reference to Guidance Policy (consistency) 3. Description why this PPP is important 4. Risk of not having described this PPP 5. Needed in which stage of the Digital Life Cycle (DCC

model) 6. Cross reference to other PPP elements 7. Stakeholder for this policy (Shaman DP stakeholders) 8. Control Policy related to this 9. Relevant literature 10. Example from real life policy.

17

Descriptions in the Catalogue

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

Example

18 This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

• Building a Catalogue of Policy Elements • 3 related levels of SCAPE Preservation Policies • Lead to a consistent architecture of policies • Catalogue will support creation of Control Policies • Will facilitate machine readable/actionable

preservation activities

19

To summarize

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).