Digital Preservation Handbooka New Edition

October 2015

Funders

Introduction• A major new version of the Digital Preservation Handbook is in

production for 2015/2016• Peer-reviewed, open-licensed, free, online resource hosted by

DPC• Production partners DPC and Charles Beagrie Ltd (Neil Beagrie PI and co-author of first edition of the Handbook published 2001)

• As of Oct 2015,we have raised 87% of funding required• Funders to date are: Gold sponsor: TNA Bronze sponsors: ARA, BL, Jisc

• Modular new content releases: October 2015, and March 2016

The 1st Edition

First Print Edition and Web Edition

What it Contained• Series of chapters, each with references, and annotated exemplars

• Around 136 pages of content in total, approx 23% for exemplars so high

level text followed by sections to support “deep dives” into topicsIntroduction

How to Use The HandbookDefinitions and ConceptsAcronyms and InitialsReferences and Exemplars

Digital PreservationStrategic OverviewPreservation IssuesReferences and Exemplars

Institutional StrategiesCollaborationOutreachThird Party ServicesRights ManagementStaff Training and DevelopmentStandards and Best Practice GuidelinesReferences and Exemplars

Organisational ActivitiesCreating Digital MaterialsCreating Electronic RecordsAcquisition and Appraisal

Decision TreeRetention and ReviewStorage and PreservationMetadata and DocumentationAccessReferences and Exemplars

Media and FormatsMediaFile Format and StandardsCompression and EncryptionTechnology WatchSummary RecommendationsReferences and Exemplars

Decision tree

Checklist for Digitisation

The Challenges

• Popular and very heavily used resource but:• Major growth in digital preservation practice and

available tools since 2002• Very little content revision or additions from 2002-

2014• Design reflects early origins – few illustrations or

tables, no multi-media

Quick Questions

Have you heard of it?

Have you used it?

What for?

It’s not like we’ve not been busy …

• DPTP, 2005 onwards• DPC Leadership Programme, 2009 to present• Digital Preservation Roadshow (with TNA and SoA) 2009-10• Getting Started in Digital Preservation (with BLPAC) 2011

onwards• What I wish I knew before I started 2012 onwards• Making Progress in Digital Preservation 2014 onwards• APARSEN, DigCurV, Timbus• Technology Watch Reports• Briefing Days

Points to …• Demand• Lots of resources to draw upon• Lots of experience of what works

The Revision

Plans for Revision• Funding from TNA for first year – BL, Jisc, ARA funding added

• expect to take two years to 31 March 2016;

• Will have modular updates that can be released in phases on DPC

website;

• Approaches used:

• Project Board and Advisory Panel

• Gap Analysis• Audience research/online survey – 285 community responses

• Book sprints• Editing, coding and design

• International Peer Review College

Gap Analysis• Mapped to DigCurv Framework and APARSEN report and other digital

preservation textbooks

• Lots to update, some obvious gaps, some additional areas or strengthsGaps in Handbook

Technical Solutions/Tools

Audit and certification

Legal (except IPR)

Risk management/change/succession

Linkages to recent content (esp Tech Watch Reports

? Gaps

Generic staff training and dev

Ethics

Strengths in Handbook (ie gaps elsewhere)

Peer reviewed, free open- licensing, online resource

Creating content (preservation implications)

Selection/Acquisition decision tree

Annotated Exemplars and Case studies (23% of Handbook)

Deep dive topics (though dated)

BooksprintsHow• Preparation - Desk research and resources• Scope and brainstorm it• Write it• Review itDoing • 10-14 people in smaller groups• Google Docs (red old text, blue 2nd edition text)• Reference - Online 1st and 2nd Handbook editions• Facilitator• 2-3 days interactive development

Style – What We Aim For

• Concise high-level overviews• Suitable for novices upwards• Longevity of content – point out to resources (e.g.

COPTR) for tools that change rapidly• Selective case studies and resources for follow-up in

depth – short overviews for each to aid user – criteria:• Broad appeal- best sources for most users• Content 5years old or less if technical• Short high quality multi-media• Open- free to access (charged for only if no open alternative)

Some Peer Review Comments on the New Edition

“The Handbook will be an extraordinarily useful resource on many levels. As an overview and introduction to people new to the subject, as a source of detailed information on specific topics for those with a particular issue to resolve and as a resource which can be returned to as a reference point, and as an individual gains a deeper knowledge of the subject and wants to explore more complex

aspects of digital preservation.” (Local Authority Archivist)

“I recently recommended the old Handbook as a resource for a colleague working in Information Governance and Management to refer to as she had asked for help in understanding Digital Preservation. I can see that

the new Handbook will be far more accessible for her in many ways – the ability to navigate easily between sections and levels of content, from the

overview to the detailed Case Study and the links to Tools and practical real world solutions will be of great use.” (Local Authority Archivist)

The New Edition

(drum roll begins…)

Handbook OutlineIntroductionDigital PreservationInstitutional Strategies Organisational ActivitiesTechnical Solutions and ToolsDetailed Content Preservation Case Studies

• Each section has initial overview, followed by selective short case studies and further reading for “deep dives”• Extensive community consultation and engagement• 2 year project - First year funded – reaching critical mass – first release Oct 2015 – second year fund-raising – final release March 2016

What is the same• Broad structure and style of original robust• Design for Web and optional Print outputs (user driven

requirement)• Peer review

• BUT…..

What is changing -content• Maybe c. 90% of original content replaced or updated,

and 50% more content topics than 1st edition• Book sprints for collaborative writing/range of

experience and range of voices …• Content shifts

• New section: ‘Getting Started in Digital Preservation’• Tie in to DPC Technology Watch Reports• Almost all case studies and resources changed• More technology, tools, solutions• More on storage systems/cloud, less on media carriers• More on Audit, More on Emulation, • Less on Technology Obsolescence

What is changing –content 2• Content illustrations – partnering with Digitalbewaring

• Adding Multi-media

What is changing 3• Future design updates to DPC website

• Icons for resources and case studies –revised with Digitalbewaring

Publications Tools Web resources Videos Case studies

Some results from the Audience Research

Demo’s(DPC members can now watch live as we work)

Landing page www.dpconline.org/advice/preservationhandbook

Web-archiving www.dpconline.org/advice/preservationhandbook/content-specific-preservation/web-archiving

Glossary www.dpconline.org/advice/preservationhandbook/glossary

The New Edition(here endeth the demo)

Soft Launch 30th October 2015

(partial, comments welcome)

Final book Sprint November 2015

Full launch March 2016

Official Launch April 2016

Then what?

The project is dead: long live the project

Legacy Plan … (in outline)1. DPC Editorial Board Takes Over from Project Delivery Board2. Advisory Committee retained?3. DPC training activities revised and updated4. DPC publication plans proceed(e.g. webinars, Tech Watch Reports)5. Comments function moderated6. Website maintained7. Promotion continues8. etc?

Consultation 1: LegacyNot really about content: quality assurance is strong.Process not product; community not content

What are your professional development requirements re digital preservation?What are your organisational requirements for growth?How might the handbook support these?

How can success of the handbook be measured?How can your success, success of your organisation, your community be measured?

How can the handbook be transformed by its audience?How should DPC maintain it for optimal benefit?

Can you help us spread the word? What could you contribute? (many roles…)

Consultation 2: Our Values – Your Values?

Current Concise Web Accessible Multi-media

Interactive Vendor-NeutralLowering barriers to

participation

Multiple voices Peer reviewed Community owned

Free Community Consultation

Here (in no particular order) are some of the assumptions we have used in designing the handbook. • Is there anything missing?• What is the most important?• What could we take away?

Modular Quality over speed

Intellectually Accessible

Linking if possible

Useful

Consultation 3: Come and get us!We’d love to hear from you:• william@dpconline.org • neil@beagrie.com• sharon@dpconline.org

We’d love to hear from you 2:• DPC/ ULCC / DCC survey on training needs:

Digital Preservation Handbooka New Edition

October 2015

Funders