What goes where? Bringing a new repository online at the Ohio State University Libraries

What goes where?

Bringing a new repository online at the Ohio State

University Libraries

Emily Frieda ShawPreservation and Reformatting


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University LibrariesPreservation & Reformatting Department

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Consultative Committee for Space Data Systems. (2012). Reference Model for an Open Archival Information System (OAIS). Washington, DC: CCSDS Secretariat



http://public.ccsds.org/publications/archive/650x0m2.pdf

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Nancy Y. McGovern. “A Digital Decade: Where Have We Been and Where Are We Going in Digital Preservation?” RLG DigiNews, April 15, 2007. http://deepblue.lib.umich.edu/bitstream/handle/2027.42/60441/McGovern-Digital_Decade.html?sequence=4.



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The Five Organizational Stages of Digital Preservation

Acknowledge: Understanding that digital preservation is a local concern;

Act: Initiating digital preservation projects;

Consolidate: Seguing from projects to programs;

Institutionalize: Incorporating the larger environment; and

Externalize: Embracing inter-institutional collaboration and dependency.

Kenney, Anne R. and Nancy Y. McGovern. “The Five Organizational Stages of Digital Preservation” in Hodges, Patricia, ed. Digital Libraries: A Vision for the 21st Century: A Festschrift in Honor of Wendy Lougee on the Occasion of Her Departure from the University of Michigan. Michigan Publishing, University of Michigan Library, 2003. http://hdl.handle.net/2027/spo.bbv9812.0001.001.



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Digital Preservation Policy Framework

PurposeObjectivesMandateScopeChallengesPrinciplesStandardsCategories of CommitmentLevels of PreservationRoles and ResponsibilitiesCollaboration/CooperationAccess and UseImplementationReview Cycle



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Strategies for Digital Initiatives Working Group

• Charged with broad responsibility in crafting the Libraries’ policies and infrastructure to support the Libraries’ strategic vision around digital initiatives aligned with the Libraries’ collections, preservation priorities and information technology infrastructure.

• The Group will consider and provide recommendations and guidance on:• Policy development• Interoperability and standards• IT architecture • Asset management• Workflow development• Information sharing/education within the Libraries

MembershipHead, Digital Initiatives (Chair)Head, Thompson Library Special CollectionsHead, Digital Content ServicesHead, Special Collections Description and AccessHead, Application Development and SupportHead, Research ServicesHead, Preservation and Reformatting



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White Paper: “Implementation of a Modern Digital Library at the Ohio State University Libraries” – Guiding Principles

1. We build services not products2. We carefully weigh when to build vs. buy vs. borrow3. We develop modular services, not monolithic systems4. We develop for change5. We don’t keep everything forever6. We build in assessment7. We focus on the user8. We work with partners, not customers9. We embrace research as a core, fundamental value10.We strive to stay grounded in the real world11. We are driven by standards



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Master Objects Repository Task Force (2014)

“ first steps in realizing the recommendations laid out in the Ohio State University Libraries (OSUL) Digital Preservation PolicyFramework, moving beyond the theoretical discussion and laying out specific definitions and practices around the management of digital assets within the Libraries’ storage environment.”



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Object Type Lifecycle

Preservation Master:The original digital object and/or the rendering of a digital file that best supports the preservation provenance and authenticity of the information and essence of the digital object

Permanent

Provisional Master:The original digital object and/or the rendering of a digital file that has not been captured utilizing one of the content formats identified for long-term preservation. Ideally, these items will largely be from legacy collections with assets digitized primarily for access or to reduce handling of specific objects. The materials have been digitized with an intention to replace these objects with appropriate preservation ready copies.

Until superseded by an appropriate preservation

master

Derived Master:A high quality derivative created from a preservation master that is utilized to create access copies; further, the effort to create the derivative is resource intensive enough to warrant preserving the file.

Conditional: to be disposed when a more effective means of creating access copies is

identified

Working Copy:A copy or high quality derivative of a preservation master that is utilized to create access copies and will be disposed of once the access copies are complete and placed in an appropriate access system.

Maintain while creating access copies; dispose once access

copies/project has been vetted

Access Copy:A derivative–typically of lower quality–created from a derived master or working copy that is intended for consumption by our patrons and/or the public.

Life of project; archival review of project

Reproduction Copy:A high quality derivative that is distributed to a consumer/patron for their personal re-use and may be stored on shared drive or other designated area, for ease of access.

Conditional: to be disposed when a more effective means of providing re-use copies is

identified



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Digital Content Management Workflows Task Force (2015)

• Charged with developing a disposition matrix and workflow recommendations detailing how digital objects will move into the Libraries’ for management and preservation

Digital Preservation Task Force (2015)

• Charged with developing a long-term management / preservation plan for the Libraries’ master digital objects, including:

• A detailed environmental scan of the services currently used to provide digital preservation services for the Libraries

• Identification of additional local and external services currently available to and/or supported by the Libraries

• Recommendations for systematically managing the preservation of digital master objects

• Recommendations detailing:• What content the Libraries will preserve internally and in what repository• What external services the Libraries will use and for what types of content• Plans for the migration of existing content into appropriate services• An outline of cost and staffing considerations for each recommended repository /

service (i.e.cost per TB of content, internal infrastructure costs, staff time considerations, etc.)



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Thank you!



Education

What goes where? Bringing a new repository online at the Ohio State University Libraries