Many small steps make one Journey or: how to create an infrastructure for digital preservation. Jakarta, November 8, 2012. National Archives Conference Indonesia.

1. or: … how to create an
infrastructure for digital
preservation
Frans Smit
info@fpsmit.nl

2. Mark Twain

3. • Opening remarks
• Infrastructure for Digital Preservation
• Business Process Model
• Architecture
• Quality management
• Costs and benefits
• How to create an infrastructure
• The DASA Project

4. http://www.economist.com/node/21537922

5. “Digital encoding has become the dominant way in which we create,
shape and exchange information, but this dependence carries many
risks.
• As digital technology advances, hardware and software may become
outmoded and information may become inaccessible
• Other users may be unable to understand or use data
• Access and use restrictions may make it difficult for others to re-use
data
• The ability to identify the location of data may be lost
• The current custodian of the data may cease to exist
• The ones we trust to look after the digital holdings may let us down”
( http://www.alliancepermanentaccess.org/ )

6. • There is no proven solution yet for digital preservation
• Dutch “Archiefbesluit” says that the responsible manager must
guarantee that the information will endure 100 years. This is
impossible in these times for digital information.
• However, there is a lot going on on global, international and
national level to get to solutions
• Much the same principles for analogue archives apply to
digital archives e.g. identification, provenance, authenticity
• One Archival Management System for all types of objects is
preferable and feasible

7. http://www.ukoln.ac.uk/metadata/publications/iylim-2003/

8. • Basic OAIS processes
• Ingest: importing archives and metadata into the Archival
Management System
• Preservation Planning: policy and planning of preservation activities
• Data management: management of (meta)data
• Archival storage: storage and security
• Administration: management and documention of activities
• Access: giving consumers access to the archives
• Basic OAIS information packages
• Submission Information Package (SIP): the archives and metadata
that the producer delivers to the Archival Management System
• Archival Information Package (AIP): the archives and metadata that
are preserved
• Distribution Information Package (DIP): the archives and metadata as
they are offered to the consumer

9. http://www.casparpreserves.eu/other-caspar-products/other-caspar-
products/caspar_workflow.jpg

10. • The work of the Data Curator
• Preservation policy:
• Importance of the information (e.g. evidence, historical value)
• Technical possibilities (e.g. file formats)
• Costs and benefits (preservation budget)
• Short-, mid- and long-term planning
• Data curation
• Metadata management
• Conversion
• Migration
• Security
• Availability and accessibility
• Documenting curation activities

11. http://stadsarchief.amsterdam.nl/stadsarchief/e-depot/introductie/index.nl.html

12. Using information
s
Busines
Making information available
Managing information
-tion
Informa
Metadata
Archives and collections
ICT
Applications
Storage and network

13. • Metadata are the nervous system of all archival
management
• The right order to preserve context and retain the
principle of provenance: The Archival Plan
• The standard metadata schema: ISO 23081
• International metadata standards:
• ICA: ISAD(G), ISAAR(CPF), ISDIAH
• PREMIS, METS
• EAD (data-exchange)
• Applications for archival management
• General archival management (analog and digital): Scope Archive
• Dedicated software for preservation: FEDORA, DSPACE
• Dedicated software for quality control: JHOVE, DROID

15. • Categories of metadata ISO 23081
1. Identification
2. Description
3. Use
4. Event Plan
5. Event History
6. Relations with other metadata

16. http://www.guidance-research.org/EG/ip/theory/tp/efqm

17. http://www.guidance-research.org/EG/ip/theory/tp/efqm

18. • Operational Risks digital preservation
• actions of people -- action, or lack of action, taken by people either
deliberately or accidentally that impact cyber security
• systems and technology failures -- failure of hardware, software,
and information systems
• failed internal processes -- problems in the internal business
processes that impact the ability to implement, manage, and
sustain cyber security, such as process design, execution, and
control
• external events -- issues often outside the control of the
organization, such as disasters, legal issues, business issues, and
service provider dependencies
( http://www.schneier.com/blog/archives/2011/08/taxonomy_of_ope.html )

19. http://lib.stanford.edu/files/pasig-
jan2012/12F2%20Digital%20Preservation%20Capability%20Maturity%20Model%2
0in%20Action.pdf

20. • Is digital preservation cheaper than analog conservation?
• Nobody knows …
• Some European examples for developing cost models
• Danish National Library
http://www.costmodelfordigitalpreservation.dk/
• German National Library: DP4Lib
http://dp4lib.langzeitarchivierung.de/index_downloads.php.de
• DANS, Dutch Service for long-term archiving:
http://www.dans.knaw.nl/en/content/categorieen/projecten/costs-
digital-archiving-vol-2
• United Kingdom, LIFE Cost model project:
http://www.life.ac.uk/blog/category/digital-preservation/

21. Mark Twain

22. • Create a roadmap
• Development scenario: the steps of the journey
• Build an architecture step-by-step and in interaction
• Business architecture
• Information architecture
• ICT architecture
• Adapt and develop standards step by step
• Metadatascheme
• Archival Plan
• File formats

23. • Project in the first year
1. Create basic infrastructure (maybe in the cloud)
• Archival Management Software (f.e. ScopeArchive with remote
access)
• Storage Facilities (scalable)
2. Create a basic Archives Plan and Metadatascheme
• Creation through workshops, then implementation in AMS
3. Start working with a modest amount of representative holdings
• Import metadata (f.e. inventories) in AMS
• Ingest digital holdings in AMS
4. Develop a plan for the journey in the next years (roadmap)
• Test and evaluate first step
• Design roadmap

24. • Then in the following years:
• Develop a digital preservation organization step-by-step
• Gradually develop the architectures
• Gradually develop the standards
• Integrate archives and collections during various projects
• Develop quality management step-by-step
• Evaluate and adjust the roadmap every year

25. Architec- Component Year 1 Year 2 Year 3 Year N
ture
ICT Software General AMS software Extension of users, and use Complete software suite etc
(Saas) with basic levels of software functions for AMS
and forms for limited Dedicated preservation
amount of users software
Storage Basic pilot storage facility Extension and stabilizing Extension and
maintenance
Informa- Metadata General Archives Plan Extension AP and Maintenance AP and
tion (AP) standards standards
General standards Extension types of Imports and registration
Pilot import and registration
registration inventories, Imports and registration
loans and containers
Archives and Pilot imports digital files First imports digital files Stabilizing and extension
collections (ingest) according to procedure of imports
Pilot preservation activities Extension preservation
activities
Business Managing Pilot procedures archival First steps in TQM Completing procedures
information management with AMS Extension of procedures Start of audits
Plan for following years
Using Pilot exports and queries Extension of use Stabilizing existing, and
information possibilities extension of new,
possibilities

27. • DASA 1.0
• Web storage in CMS
• Publishing content on DASA website
• Under construction
• DASA 1.1
• Production Content team
• Secondary entries
• Articles for Harta Karun
• Production is operational
• Production Scan Team
• Facilities are present
• Production due to start
• DASA 1.2
• Archival Management, preservation
• Pilot is operational
• Report ready next December

28. © drs. F.P. Smit, november 2012. E-mail: info@fpsmit.nl