Introduction To Preservation Planning: Carl Wilson The British Library

IntroductiontoPreservationPlanning
CarlWilson
TheBritishLibrary
www.openplanetsfoundation.org
Outline
Whyplan?
Institutionalcontext
Whatisapreservationplan?
Concepts
Thecontentsofapreservationplan
Howtocreateapreservationplan
Howtomakeastart
AlookatPLATO
JISCNewspapers,themakingofapreservationplan
Whatwedid,whywedidit,&whatwelearned
Alternativeapproaches
WhyPlan?
Whatisplanning?
Theorganisationalprocessofcreatingaplan
Theprocessofthinkingabouttheactivitiesrequiredtoachieve a
desiredgoal
Individualpeoplearentgoodatplanning
Groupsarebetteratplanning
Facilitatesconsensusthroughcommunication
Recordsdecisionsandtherationalbehindthem
Ifitallgoeswrongattributionandretribution.
ReasonstoPlan
Itsgoodtothinkaboutthings
Itprovidesacleargoal
Whereyouwanttogo
Whatareyouroptions
Whatsyourbestoptionandwhy
Thatwarmfuzzyfeeling
Itsgoodtofeelprepared
Youcantplanforeverything
Somethingscantbeforeseenorcontrolled
Limitedplanningresource
Aplannotputintoactionisjustaplan
WorkingWithinConstraints
Whynotuseestablishedbestpractice
Letsomebodywhoknowsbetterdoourthinkingforus
Butonesizedoesnotfitall
Thisisinstitutionalcontext
Differentaims
Differentobjectives
Differentbudgets
Thebottomlineisusuallythebottomline
Costisalwaysanissue
Preservationplanningisacostbenefitanalysisexercise
Gettingasclosetoouridealaswecanafford
WhyPreservationPlanning?
Issues
Enormousandrapidlyincreasingamountofdigitalinformation
Fragileresourcesandrapidevolutionoftechnology
Obsolescence,corruption,lossofvaluableinformation
Proactive andongoingattention/maintenancerequired
Potentialsolutionsstillfragmented
Stakeholders
Memoryinstitutions(contentholders):archives,libraries
(Scientific)datacentres
Governmentorganisations(recordcreators)
Businesscompanies(recordcreators,intellectualcapital)
Individuals(e.g.familypictures)
Allrequiretrustindigitalresources
TrustworthinessinDigitalRepositories
Producersneedtrustindigitalrepositories
Consumersneedtrustindigitalrepositories
Repositoriesneedtrustinexternalproviders
TrustworthinessinDigitalRepositories
RLG NationalArchivesandRecordsAdministrationDigitalRepository
CertificationTaskForce
TrustworthyRepositoriesAudit&Certification:CriteriaandChecklist
(TRAC)
NetworkofExpertiseinLongtermSTOrageofDigitalResources(NESTOR)
CatalogueofCriteriaofTrustedDigitalRepositories
DigitalRepositoryAuditMethodBasedonRiskAssessment(DRAMBORA)
Selfassessment
TRACandPreservationPlanningI
A3.2Repositoryhasproceduresandpoliciesinplace,andmechanismsfortheir
review,update,anddevelopmentastherepositorygrowsandastechnology
andcommunitypracticeevolve.
Policies,plans,monitoring
A3.6 Repository has a documented history of the changes to its operations,
procedures, software, and hardware that, where appropriate, is linked to
relevantpreservationstrategiesanddescribespotentialeffectsonpreserving
digitalcontent.
Preservationplansneedtraceability
TRACandPreservationPlanningII
B3.1Repositoryhasdocumentedpreservationstrategies.
PreservationPlan
B3.3Repositoryhasmechanismstochangeitspreservationplansasaresult
ofitsmonitoringactivities.
Monitorenvironment
Updatepreservationplans
NestorCriteria&PreservationPlanning
8.Thedigitalrepositoryhasastrategicplanforitstechnical preservation
measures.
9.2Thedigitalrepositoryidentifieswhichcharacteristicsofthedigitalobjects
aresignificantforinformationpreservation.
Cf.TRACB1.1:
Repositoryidentifiespropertiesitwillpreservefordigitalobjects
PreservationPolicy
PreservationPlanningisthepolicyonthecoalface.
Whatisapreservationpolicy?
Highlevelandabstract?
Framework(requirements)areidentifiedatahighlevel
Maycontainexplicitrequirements,e.g.
Emulationovermigration
MigrationtomandatedformatssuchasPDF/A
Institutionshaveformulatedvariousrequirements ascanbe
discoveredindifferenttypesofdocuments
JISCDigitalPreservationPoliciesStudy
http://www.jisc.ac.uk/media/documents/programmes/preservation/jiscpolicy
_p1finalreport.pdf
PreservationPolicy:Examples
Examplepolicystatementsofinstitutionswithadigitalpreservation
programme
UKDataArchive
NationalArchivesofAustralia
ISO/TR18492:2005
Longtermpreservationofelectronicdocumentbasedinformation
UKDataArchive
UKDataArchivePreservationPolicy
http://www.data
archive.ac.uk/news/publications/UKDAPreservationPolicy0308.pdf
p.11:TheUKDAhaschosentoimplementapreservationstrategy
baseduponopenandavailablefileformats,datamigrationandmedia
refreshment.
Whatdoesthischoicemeaninpractice?Twoexamples:
Emulationisapparently notapreservationstrategythatwillbe
chosen;allobsoletefileswillbemigrated.
Migrationtoopenfileformatswillbepreferred.
NationalArchivesofAustralia
AnApproachtothePreservationofDigitalRecords
http://www.naa.gov.au/images/anapproachgreenpaper_tcm2888.pdf
p.14:Thedigitalpreservationprogrammustbeabletopreserveany
digitalrecordthatisbroughtintoNationalArchives custodyregardlessof
theapplicationorsystemitisfromordataformatitisstored in.
Whatdoesthischoicemeaninpractice?Oneexample:
allrecordsthatareaccepted,shouldbepreserved,regardlessfile
format,medium,application,etc.
transformtoopenstandard+keeporiginal format
ISO/TR18492:2005
Internationalstandard:Longtermpreservationofelectronicdocument
basedinformation
p.12:Migrationtostandardformats
Storagerepositoriesshouldconsidermigratingelectronicdocument
basedinformationfromthewidevarietyofformatsusedbycreatorsor
recipientstoasmallernumberofstandardized formatsupontheir
transfertothecustodyoftherepository.
Standardized formats couldbeaconsensusonformatsthatarewidely
usedandarelikelytocoveramajorityofaparticularclassof electronic
documentbasedinformation.Proprietaryfileformatsshouldbeavoided.
Amongthetechnologyneutralformatsthatmeritconsiderationare
PDF/A1,XML,TIFFandJPEG.
DefinitionofaPreservationPlan
Apreservationplan definesaseriesofpreservationactionstobetaken
byaresponsibleinstitutiontoaddressanidentifiedriskfora givensetof
digitalobjectsorrecords(calledcollection).
ThePreservationPlantakesintoaccountthepreservationpolicies,legal
obligations,organisationalandtechnicalconstraints,userrequirements
andpreservationgoal.Italsodescribesthepreservationcontext,the
evaluatedalternativepreservationstrategiesandtheresultingdecision
foronestrategy,includingtherationaleofthedecision.
CharacteristicsofaPreservationPlan
Translationofapreservationpolicy
Specificationofhowtotreatacollectioninagiveninstitutionalsetting
Monitoredfor
changesintechnology
changesinorganisationalsetting
changesinuserrequirements
changesinavailabletools
changesinpreservationmethods
Speciesconcreteaction
Thepreservationactionplancanbeanexecutableworkflow
definition,detailingactionsandrequiredtechnicalenvironment
Thepreservationplanprovidesthecontext/backgroundofthe
preservationactionplan
ContentofaPreservationPlan
1.
2.
Identification
Status
Whatwastheimmediatereasonforthisplan?
Hasitbeenapprovedandifso,whenandbywhom
Howdoesitrelatetootherplansrelatedtoaspecifictypeofobjects?
3. Descriptionofinstitutionalsetting
4. Descriptionofthecollection(digitalobjects)
5. Purposeandrequirements
6. Evidenceofdecisionforaspecificpreservationaction
whatisthefoundationofthedecision
descriptionofevaluationofpossibleactions
7. Costsconsiderations
8. Triggerforreevaluation
9. Rolesandresponsibilities
10. Preservationworkflowdocumentation
HowToPrepare?
Understandtheorganisationalcontext
mandate/legislation
theorganisationalpolicy
usercommunity
Understandtheobjects
(collectionof)digitalobjects:characteristics
Understandtheinfrastructure
technology(past,present,future),infrastructure
people,knowledge,skills
Availableoptions
potentialmethods/strategies
Decisionmakingprocess:preservationplanning
Potentialresources
Documentation
Mandate/vision/missionstatements
Policydocuments(iftheyexist)
Projectplans
Guidelines
Procedures/rules
People
Administrators,managers
Producers
Domainexperts,e.g.Curators,ITStaff,Lawyers
Consumers,users
ObjectivesofPreservationPlanning
Supportdecisionmakingaboutdigitalpreservation
Identifycriteriaforpreservation
Workflowforevaluatingalternativesanddefiningpreservationplans
Developmethodologiesforassessingtherisksofapplyingdifferent
preservationstrategiesfordifferenttypesofdigitalobjects
Produceandevaluateprototypepreservationworkflows
Enableformulation,evaluationandexecutionofhighqualitycost
effectivepreservationworkflowsthatsuittheorganisationalneeds
Supporttheongoingevaluationoftheresultsofexecutingpreservation
workflowsandprovideafeedbackmechanism
Documenttheplanningprocesscarefully
PreservationPlanningandOAIS
PreservationPlanningEnvironment
PreservationPlanninginPlato
WebbasedplanningtoolimplementingthePlanetspreservationplanning
workflow
Publiclyavailable
Automationoftheplanningprocess
Integrationofregistriesandservicesfor
Fileformatidentification
Preservationaction(migration,emulation)
Characterisationandcomparison
Knowledgebasetosupportplanning
Release3.0.1
http://www.ifs.tuwien.ac.at/dp/plato
DemonstrationsScenario:
NewspapersandPreservationattheBL
NewspapersareofhighstrategicimportancefortheBL
Seriesofmassdigitisationprojectsongoing
4millionpagesayear
Economicandenvironmentalcostisbecomingincreasinglysignificant
Balancingriskwithcost:thebigchallenge!
TheCollection:JISC1Newspapers
19th centurynewspapersdigitisedaspartoftheJISC1Project
Digitalmasters:
Highvolume:80TB,3millionpages
TIFFimages,losslesscompression
~30MBperpage
300dpi,8bitgreyscale
Serviceimages,XML,OCRdtext
FocusonTIFFmasters
Master (TIF)
Preingest:AimandKeyRequirements
PlanetsCaseStudy
ExerciseextendedtodeliverresultstotheBLDigitalLibraryProgramme
Aim:
Considerpreingestmigrationtoreduceprojectedstoragecosts
KeyRequirements:
Reducecosts
Ensurequalitylevelsufficientforfutureusecases
Minimizepreservationrisk
Ensuresignificantpropertiesareretained
ImplementationofresultsatBL
Considerations
CostBenefitAnalysis
Balancingthelongtermpreservationcostsagainsttheoneoffprocess
costsofformatmigration
Bettercostingmethodsrequired
LIFE3resultsforlongtermpreservationcosts
Testingandexperienceforpreservationworkflowcosts
PreservationRequirements
OpenInternationalStandardspreferredforfileformats
Filesize,smallerischeaper
AutomatedQualityAssuranceofprocessanecessity
TheResults
JPEG2000ChosenoverTIFF
Losslesscompression,saveonstoragecosts
AutomatedQApossible
OptionsRejected
Donothing,TIFFfilesarelargewithpoorcompression
ConversiontoJPEG,smallfilesizesbutlossycompression
ConversiontoPNG,orBMP,bothconsideredpoorarchivalformats
duetopoorcompression,andlimitedcolourspace
WhatWeLearned
Testyourworkflow
Thentestitagain
TIFFimageresolutiondatanotretainedbyKakadu
ItisstillintheaccompanyingMETSfile
Talkingaboutqualityassuranceisnotenough
Automated Testingaddressedintheplan
Automated Testingabsentfromthefinalworkflow
Testingishard
APLATOplanisnotaperfectrecord
Doesntrecordrationaleforallcriteria,e.g.imagequality
ItsAllAbouttheProcess
Thebesttoolsarenosubstituteforgoodprocess
PreservationPlanningspecifiesthepreservationworkflow
Prototypeworkflowsonsmallsamplesarenotthesameasproduction
workflows
Contentneedsachampion
Thatchampionneedstobeinvolvedfromstarttofinish
MightWeNeedAlternatives?
WhatsgoodaboutPLATO
Itmakesyouthinkabouttherightthings
Itprovidesastructurefortheprocess
Availableonline
Agreatintroductiontopreservationplanning
Plansbecomeapublicresource
Whatsnotsogood?
Onlycopeswithsmallsamplesofhomogenouscontent
Arbitraryweightingandscoringofcriteria,smallchangescanhave
hugeeffects
DependentonavailabilityofPLATOtorenderplansinthefuture
Insufficientnarrative
Howtoproceed?
Discuss
Documenttemplates?
Makesharedpreservationplansavailable?
Forumtodiscusswarstories?
Bestpractise?
ProvideasecondPLATOinstance?

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