CoSA & Preservica Practical Digital Preservation 2015/16. Achieving ISO Standards for your Digital Archive October 27, :00-15:00 EDT

Transcription

1 CoSA & Preservica Practical Digital Preservation 2015/16 Achieving ISO Standards for your Digital Archive October 27, :00-15:00 EDT

2 Practical Digital Preservation 2015/16 Welcome! PDP Online Workshops - with focus on records and (Tuesdays 2-4pm Eastern) Nov : Part 1 Nov : Part 2 Mar : Part 1 Mar : Part 2 May : Part 1 May : Part 2 PDP Hot Topic Webinars (Tuesdays 2-3pm Eastern) Achieving ISO Standards for your digital archive Oct Ingesting records from multiple sources and systems Dec Automating archiving and preservation Feb New ways of providing public access to your archive Apr Real-world digital preservation and program/resources round-up Jun Sarah Koonts CoSA Past President and State Archivist NC

3 Achieving ISO Standards for Your Digital Archive Digital Preservation on the Agenda Three Digital Preservation ISO Standards You Should Use Leveraging Your DPC Self- Assessment Michael Hope Preservica Summary and Questions Lori Ashley & Charles Dollar DPCMM Co-Developers

4 Digital Records and Content are Fragile Need to protect from loss and degradation Digital content already 10+ years old or needs to be retained for 10+ years is at risk Need to proactively manage file formats & metadata

5 Digital Preservation Rising Up the CIO Agenda Long-term retention of digital content means preservation issues must be addressed Hardware, software, and file format obsolescence risks will haunt us if not taken seriously As formats change, software is retired and hardware becomes obsolete, the data that organizations might want to keep can be lost forever. Cheryl McKinnon

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7 Growing Awareness Among Records Managers Digital Vellum and Other Cures for Bit Rot Marc Kosciejew, Ph.D. In the 20 years since digital preservation expert Jeff Rothenberg sounded the alarm about the danger of losing digital information and our historical legacy several methods of ensuring long-term digital preservation have been explored. Learn about challenges and potential solutions in this article.

8 Making Digital Preservation part of Information Governance and Records Lifecycle Digital Content Consumer Enterprise Content Management System Access Policy Catalogue Records Management Digital Content Contributor Content Management System Information Manager Digital Preservation System Creation Use / Maintain Short Term Retention Long Term Retention Permanent Retention Content Lifecycle (time) Retention Policy Disposal Appraisal

9 THREE DIGITAL PRESERVATION ISO STANDARDS YOU SHOULD USE

10 ISO Standards Useful to Digital Archives ISO 14721: OAIS (Open Archival Information System) Reference Model ISO 16363:2012 Audit and certification criteria for trusted digital repositories ISO 20652:2006 Producer-Archive Interface Methodology

11 ISO 14721:2012 Open archival information system Reference model Three types of Information Packages: Submission Information Package (SIP) Archival Information Package (AIP) Dissemination Information Package (DIP)

12 ISO 16363:2012 Audit and Certification of Trusted Digital Repositories Applicable to entire range of digital repositories Organized into three broad categories: Organization Infrastructure Digital Object Management Technical Infrastructure and Security Risk Management Enables independent audits Only a handful of test audits undertaken so far Available free from

13 2011 Test Audit Concerns Source: Becoming a Trusted Digital Repository, Module 8 in SAA s Trends in Archives Practice series Shared opinions of ISO developers who participated in test audits: None of the repositories had yet achieved their full preservation potential Virtually all repositories made format stability a key component by specifying the formats they would accept US repositories rely too heavily on soft money Official government repositories have not yet realized the full potential of using their RM authority Some repositories lack logical, well-reasoned, end-to-end content information lifecycle A core issue is the relationship between the Designated Community of the creator/provider/producer and the repository/custodian Some repository staff used ISO terms without clearly understanding the meaning of the terms

14 US ANSI-ASQ National Accreditation Board announces pre-launch of ISO program

15 ISO Sample 3.1 Governance and Organizational Viability The repository shall have a mission statement that reflects a commitment to the preservation, long-term retention of, management of, and access to digital information. 3. ORGANIZATIONAL INFRASTRUCTURE 3.1 GOVERNANCE & ORGANIZATIONAL VIABILITY Metric THE REPOSITORY SHALL HAVE A MISSION STATEMENT THAT REFLECTS A COMMITMENT TO THE PRESERVATION OF, LONG TERM RETENTION OF, MANAGEMENT OF, AND ACCESS TO DIGITAL INFORMATION. Supporting Text This is necessary in order to ensure commitment to preservation and access at the repository s highest administrative level. Examples the Repository can use to demonstrate it is meeting this Requirement: Mis s ion s tatement or charter of the repos itory or its parent organization that specifically addresses or implicitly calls for the preservation of information and/or other resources under its purview; a legal, statutory, or government regulatory mandate applicable to the repository that specifically addresses or implicitly requires the preservation of information and/or other resources under its purview. Brief description of evidence. Provide detailed description of each document. Explanation of how the repository addresses this metric A self-assessment template is available at:

16 ISO 20652:2006 Producer/Archive Interface Methodology Identify, define and provide structure to relationship between information Producer and the Archive Covers first stage of OAIS Ingest process Addresses actions (administrative, technical, contractual, etc.) for four stages Preliminary Phase Formal Definition Phase Transfer Phase Validation Phase Forms basis for identification and development of community standards and guidelines

17 Producer/Repository Interfaces Active vs inactive thresholds Disposition triggers Formats and look-ups Available metadata Transfer protocols Submission and service level agreements Integrity checking Preservation strategies

18 The purpose of DPCMM is to provide practitioners with an integrated process model and business case planning tool to aid in benchmarking and improving digital preservation capabilities. LEVERAGING YOUR DIGITAL PRESERVATION CAPABILITY SELF-ASSESSMENT

19 How Can I Assess DP Capabilities of My Organization? Digital Preservation Capability Self-Assessment and DPCMM National Digital Stewardship Alliance European Ladder Data Seal of Approval ISO TRAC (Trustworthy Repositories Audit & Certification) Self-audit against ISO e.g. Nestor Seal for Trustworthy Digital Archives

20 Digital Preservation Capability Maturity Model Available at

21 DPCMM: Model, Metrics and Scorecard 15 Components from Digital Preservation Policy to Access drawn from the ISO and ISO requirements 5 Capability Performance Levels Nominal to Optimal that help establish priorities and communicate with stakeholders Combined into an easy-to-use Scorecard that can be used to benchmark and report capabilities

22 DPCMM Updates Version 2.7 Released May 2015 o Refined performance metrics o Clarified surrogate preservation o Added new definitions o Moved Electronic Record Survey from Digital Preservation Services to Digital Preservation Infrastructure Significant properties for Ingest, Archival Storage, and Access o Peer Reviewed o 43 significant metadata properties for Ingest, Storage, and Access o Records producers o Trusted digital repository o Capture, inherit, and repeatable

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24 Conformance to Standards

25 Strengths of DPCMM Deconstructs digital preservation to foster stakeholder engagement and education Aligns to IT infrastructure, architecture, and service models Gap analysis and scorecard useful in benchmarking Empirical performance metrics Supports line of sight to preservation repositories and enables planning for incremental improvements Promotes governance and accountability Helps prepare for ISO audits

26 DPCMM Use Cases DPCMM and the self-assessment tool have been used by: Digital Archivists and Librarians, Policy Advisors, Professors, IT/PMO Professionals, Consultants, Records Managers Corporations, National Archives, University Libraries and Archives, Health Care Advisory Firm, State and Local Governments, NGOs, Archdioceses, Ministry of Justice, State and Federal Courts Organizations in the US, Europe, Africa, and New Zealand

27 CoSA Assessment Scores

28 Assess One Repository at a Time Encourage producers to assess their current long-term record repositories Identify gaps for permanent records to be transferred to the Archives

29 Planning for Improved DP Capabilities

30 PERTTS Portal

31 Digital Preservation: A Journey Not a Sprint Define Scope and Scale o Legacy o Day Forward o Pain Points Critical Stages o System Selection o Installation/Implementation o Updates and Sustained Operations o Automated Workflows o Metadata o Reporting and Planning o Sharing and Learning

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33 Impact of deploying standards-based digital preservation system A validated self-assessment of deploying Preservica Step change in 9 of 15 DPCMM components (from Nominal to Advanced/Optimal)

34 Impact of deploying standards-based digital preservation system

35 Electronic Record Survey Methods and Metrics User surveys Producer interviews Retention schedule analysis Technology portfolio and repository review Search engines and algorithms to identify file formats

36 Component: Electronic Records Survey Digital Value at Risk Calculator High Risk Line Unacceptable Risk Consequences of Loss Acceptable Risk Low Risk of Digital Loss High

37 Summary: Using Standards & Assessment Tools Establishes business drivers and requirements for Digital Preservation needed to gain support from internal stakeholders Quickly identifies strengths and areas for improvement Benchmark against peers Demonstrates capabilities to information producers, resource allocators, and donors Enables progress to be measured and fosters continuous improvement

38 Practical Next Steps Achieving a Step Change in Digital Preservation Capability Safeguarding Long-Term and Permanent Electronic State Court Records

39 Practical Next Steps Join us for our next programs in this series. Nov. 10 th and 17 th PDP Online Workshops Dec. 8 th PDP Hot Topic Webinar Ingesting records from multiple sources and systems Preservation.aspx

40 Questions?

41 Thank