Digital Preservation Policy Research Articles

Launch of the NASIG Model Digital Preservation Policy

Digital preservation is a significant issue if scholarship is to remain available to future users. All organizations involved in scholarly production and dissemination have a role to play. Champions are needed to raise awareness and engage stakeholders. To help, the NASIG Digital Preservation Committee has developed a Model Digital Preservation Policy. This tool is designed to help you measure, grow, and publicize your organization’s commitment to preserving its scholarship. It includes advice on identifying and taking first steps, more advanced options and activities, and opportunities to share and refine professional experiences.

Integrating preservation into librarian workflows

The core mission of libraries is to ensure perpetual access to the record of knowledge. As a review of the NASIG webinar (formerly North American Serials Interest Group), ‘Integrating Preservation into Librarian Workflows’, by Jill Emery and Sunshine Carter, this article examines working models constructed to sustain perpetual access for their institutional communities. In reflecting on these data-intensive practices, both presenters now recognize that previously impactful collection development business decisions were being made in the dark. Reviewing the webinar also reveals that this issue of preservation access has two critically distinct aspects, which should not be conflated as interchangeable. One is concerned with long-term preservation and the other addresses a library’s ability to provide post-cancellation access to its user community, given budgetary or physical space constraints. The following is an analysis of how effective the processes explored in the webinar are in addressing both post-cancellation access and long-term perpetual access goals. Based on a 2018 NASIG survey, results indicated that many organizations in scholarly communications lacked preservation policies. In June 2022, as a result of the survey, NASIG released the model digital preservation policy as a template to guide consequential and explicit decision-making by addressing issues including scope, roles, responsibilities, tools and techniques. These policy issues are important for librarians to understand before negotiating content licenses, in sustaining long-term discovery and access, and when developing collaborative access frameworks to address collection development and maintenance challenges.

The status of the digital preservation policies and plans of the institutional repositories of selected public universities in Kenya

Institutional repositories (IRs) have a leading role in providing long-term access to the research output of universities. This study assessed the capabilities of institutional repositories in Kenya to support long-term preservation of digital content by reviewing digital preservation policies and plans. Data was collected through face-to-face interviews from 19 respondents drawn from three public universities that were identified by their registration in OpenDOAR, ROARMAP and the number of items in their repositories. Additional data was acquired through analysis of documents such as open access policies and mandates, as well as institutional websites. Findings revealed that the organizations were poorly prepared to support long-term digital preservation. Policies were inadequate and plans to support the implementation of the policies were lacking. The study concluded that although the IRs were to undertake digital preservation, they lacked clearly defined actions from plans and policy. This article offers recommendations, including identifying digital preservation goals that will guide policy formulation and multi-stakeholder involvement in the policy-making process. Effort should also be made to create awareness of the relationship between digital content selection and its successful long-term preservation.

Política de preservación de documentos digitales: análisis de la estructura y la propuesta de un procedimiento operativo

This article includes a compilation of guidelines from national and international institutions on the development of digital preservation policies. The proposals presented are the result of practical actions developed by the agencies in implementing digital preservation actions. The development of effective practices requires a prior planning and structuring process, which are currently defined in the digital preservation policies, documents that include a set of guidelines and commitments to be assumed by the institutions, ensuring investments and support from senior management and engagement of members involved in the production of documentaries. After the analysis carried out, an operational procedure related to the development of the digital preservation policy directed to Higher Education Institutions is presented. The conception of this procedure is to guide the institutions on the way forward, aiming to minimize efforts in the planning stage of actions for the preservation of digital documents. .

Global perspective on digital preservation policy: A systematic review

Policy provides a roadmap for actions to be taken in any task. It plays an important role in successful implementation of any program. Similarly, the presence of policy also plays a key role in implementation of digital preservation program. The organizations having such policy hold an edge for carrying out their digital preservation activities in an organized manner. This paper provides an explicit overview regarding preparedness of libraries and other organizations across the world in terms of availability of policies for digital preservation. The paper also attempts to map the data geographically. The empirical studies were reviewed systematically, and the extracted data was synthesized for producing meaningful insight about this phenomenon. The meta-analysis affirms that libraries and other organizations seem to have realization about importance of policies for implementation of digital preservation program. Although some studies highlight the availability of digital preservation policies in a good number of organizations yet, as a whole, most of the studies point out passive organizational attitude toward the development of such policies. The data mapping affirms that the studies conducted worldwide and North American region show a satisfactory situation in terms of availability of digital preservation policies. However, the studies conducted in European countries, African region, China, and New Zealand identify a gap regarding presence of such policies.

The state of digital records preservation in South Africa’s public sector in the 21st century: a literature review

PurposeThis study aims to assess the status of the digital records preservation practices in the South African public sector at the national department level. It set out to establish to what extent digital preservation policies have been implemented in South Africa’s public sector, to determine the related skills and competency of public sector staff, and to make any necessary recommendations of the basis of the results.Design/methodology/approachA content review of Southern Africa literature dealing with the preservation of digital records, its importance and related factors over the past 20 years was conducted.FindingsThe current state of preservation of South African digital records suggests serious consequences of existing knowledge and training gaps. Addressing those gaps may provide the knowledge needed to support new ways of working. Records management professionals in the South African public sector at the national department level are currently ill-equipped to adequately preserve digital records. This complicates the application of tools offered by the information and communication technologies that have resulted in increased creation of digital records.Research limitations/implicationsThe study was limited to only the public sector of South Africa.Practical implicationsThe study makes practical implications concerning the policy framework for improving the state of digital preservation in South Africa so as to ensure long-term preservation of digital records. For instance, government departments are recommended to formulate and implement in-house policy frameworks, guidelines and plans that address digital preservation of records.Social implicationsSufficient funding and resource allocation ought to be provided to advance electronic records management programmes. In addition, the formulation of proper strategies needed to preserve digital records should incorporate technological tools and media software in the existing operations for the creation, capturing, appraising and preserving of digital records.Originality/valueThis study offers informed recommendations to address the challenges of preserving digital records in South Africa so that future losses may be avoided and allow readers to see changes over the 20-year period.

The extent of building and managing local contents in institutional repositories: a survey of tertiary institution libraries in Nigeria

PurposeThe purpose of this study is to investigate the development of institutional repositories (IR) in tertiary institution libraries in Nigeria.Design/methodology/approachThe study adopted a survey research method. Online questionnaire and IR site investigation methods were used to collect data from 25 university libraries in Nigeria.FindingsThe study revealed that only 25 (14.7%) universities out of the 170 universities in Nigeria have successfully developed IRs and registered their presence in OpenDOAR. Other tertiary institutions such as Polytechnics and Colleges of Education investigated in Nigeria are yet to develop IRs. Contents such as theses and dissertations, conference proceedings and journal articles ranked highest being the most popular contents in the various IRs. The results showed that the development of IR saves space in the library, increases readership, increases access to local contents, minimizes damage to the original material, facilitates the dissemination of scholarly research and assists in globalization of Nigerian research findings. The IRs site investigation revealed that only few IRs have clearly defined access policy, content policy, submission policy and digital preservation policy. The study identified challenges such as inadequate facilities, unstable internet connectivity, lack of fund, irregular power supply, challenge of collecting materials for the IR, lack of skilled ICT personnel, copyright issues and absence of IR policies.Practical implicationsThe results from the study will provide important data and insight into the development of institutional repositories in tertiary institution libraries in Nigeria, and generate suggestions for University Librarians, College Librarians, Polytechnic Librarians, tertiary institutions management and policy makers for developing institutional repositories in Nigeria and other developing countries.Originality/valueThe study investigated IR development in tertiary institutions in Nigeria. The findings will inform other tertiary institutions in developing countries that the development of IR provides an opportunity for the visibility of local contents emanating from institutions and make them see the reason to embrace this laudable development.

Digital preservation in institutional repositories: a systematic literature review

PurposeThis paper aims to carry out a literature review on the implementation of digital preservation policies, strategies and actions by institutional repositories. The objective is to identify, out of the published experiences, at which level they are fulfilling the function of ensuring the long-term availability of the deposited materials.Design/methodology/approachUsing a systematic literature review methodology, a total of 21 articles from international refereed journals published between 2009 and 2020 are reviewed.FindingsThe research production on this subject is very limited. The scarce number of published articles proves that the interest of repository managers has been focused on issues other than to assure the long-term availability of the assets they store. The literature review has not found clear evidence about how institutional repositories are implementing digital preservation. It is particularly striking the lack of works focused on the situation in European countries. More field studies are needed. They would allow to extract conclusions and produce best practices to help managers to improve preservation strategies.Originality/valueThis study has shown that one of the main functions of repositories is not being dealt with as promised by repository managers. More work in this area is needed. In particular, it is necessary for a study at the European level to gather detailed data that will allow to draw a portrait of the current situation, extract conclusions and produce best practices to help managers to improve or develop preservation strategies.

A framework for digital preservation of Indigenous knowledge system (IKS) in repositories in South Africa

PurposeThe purpose of this study is to assess the digital preservation policies and plans for long-term digital preservation in selected repositories in South Africa, with a view to develop a digital preservation framework for the preservation of Indigenous knowledge system (IKS) in South Africa.Design/methodology/approachThrough the multiple case study research design, data was obtained from eight respondents in four Indigenous Knowledge Systems Documentation Centers (IKSDCs) in institutions that are part of the National Recordal Systems (NRS) initiative across four provinces in South Africa using in-depth face-to-face interviews. Data collected was also supplemented with the content analysis of several policy documents in South Africa.FindingsThe findings reveal that there are no digital preservation policies in place in the institutions, especially long-term digital preservation for IKS. However, some of the institutions are formulating policies that will include the management of IKS collected in the institutions. This study also reveals that digital curation, policy formulation and disaster preparedness plans to some extent are measures said to be in place for the digital preservation of IKS.Research limitations/implicationsThis study focuses mainly on the NRS initiative in South Africa. Indigenous Knowledge (IK) related to traditional medicine, traditional plants and food are currently being digitized at the IKSDCs by IK recorders. This study will help in ensuring that the South African Government’s effort and investment in digitizing IKS and making them accessible online is not wasted. This study will help mitigate the risk of damage and alteration over time, either deliberately or in error.Originality/valueThis study fills a gap in the literature on the digitization and digital preservation of IKS from the context of the NRS project in South Africa. Very few studies have been carried out on the digital preservation of IKS in Africa. This study also proposed a framework for the digital preservation of IKS in South Africa.

Web archiving of indigenous knowledge systems in South Africa

The purpose of the paper was to highlight the digitization of Indigenous Knowledge Systems (IKS) in institutional repositories in South Africa with a view to develop a framework for Web archiving IKS-related websites in South Africa. Anchored on the interpretivist paradigm, the qualitative research method was adopted for this research. The multiple case study research strategy was considered appropriate for the study. Data was gathered through face-to-face in-depth interviews and content analysis. Interviews were conducted with eight IKS staff at the IKS Documentation Centres across four provinces in South Africa. The study revealed that although there are efforts to digitize IKS and make them accessible through some channels online, there are no specific digital preservation policies guiding the project. Apart from the fact that there are policies in place to support any Web archiving initiative, the concept of Web archiving was generally unfamiliar to the respondents. The respondents admitting to the lack of a standard policy guiding the digitization project also admitted to a lack of knowledge or in-depth understanding of Web archiving and its prospect as a digital preservation measure. The research, therefore, proposes a Web archiving framework that should be incorporated in the digital preservation policy framework. This research will be useful to policymakers and all stakeholders in South Africa and other parts of Africa.

Long-term digital preservation supported by action plans

A produção de conteúdos digitais é prática cada vez mais frequente nas organizações. Para garantir a confiabilidade e o acesso futuro aos conteúdos digitais é essencial a implementação de ações de preservação digital. Um planejamento adequado das atividades de preservação inclui o desenvolvimento e institucionalização de uma política de preservação digital e a implementação das orientações estabelecidas por meio do plano de preservação digital, com a definição dos procedimentos relativos à manutenção e à preservação dos registros digitais por longo prazo. Assim, busca-se identificar estruturas e experiências de elaboração do plano de preservação digital. Para tal, apresenta-se como método a revisão sistemática de literatura. Para a pesquisa foram selecionadas oito bases de dados, entre elas duas específicas da área de Ciência da Computação, três da área de Ciência da Informação, uma da área da educação e duas bases de dados multidisciplinares. As buscas foram realizadas em artigos científicos avaliados pelos pares. Os conteúdos recuperados incluem a orientação de procedimentos relativos à elaboração do plano de preservação digital e seus elementos estruturais. A revisão evidenciou a reduzida exploração do termo plano de preservação digital e dos conteúdos a ele associados na literatura científica, aspecto que, possivelmente, indica a recente utilização do instrumento como orientador para o desenvolvimento das ações de preservação digital nas instituições.

Proposição para a incorporação da preservação digital nas políticas públicas de informação em saúde

Este artigo possui como objetivo identifiar ações governamentais no âmbito dos sistemas e serviços de saúde que visam a adoção de políticas públicas relacionadas à preservação digital em saúde. As políticas públicas de informação e de arquivos são transversais às políticas públicas de saúde e contribuem diretamente para a garantia dos direitos dos cidadãos preconizados pelo Sistema Único de Saúde (SUS). Neste sentido, as políticas de preservação digital são essenciais para garantir o acesso às informações a gerações futuras. A pesquisa caracteriza-se como aplicada e exploratória. Utiliza como amostra os textos completos da Consolidação das Normas Infralegais do SUS. Os resultados apontam para a necessidade de ações voltadas para a preservação digital em saúde por meio da adoção de políticas públicas. Por fi, destaca-se que a participação popular no desenvolvimento destas políticas públicas de informação em saúde é essencial para a transparência das ações governamentais.

Modelo para elaboração de políticas de preservação digital de documentos de arquivo por instituições de ensino superior: o caso da Unesp

Um dos desafis das mudanças e evoluções das tecnologias de informação e comunicação (TIC) em corporações é a preservação das informações digitais. Entre as corporações com grande geração de informações digitais estão as universidades. Neste artigo, é apresentada uma estratégia para se elaborar uma política de preservação digital no bojo de uma política arquivística direcionada para a manutenção da autenticidade dos documentos de arquivo. O objetivo é expor um modelo para elaboração de políticas de preservação digital de documentos de arquivo por instituições de ensino superior (IES), com os elementos que devem compô-las, a partir da literatura estudada e da política elaborada e aprovada na Universidade Estadual Paulista (Unesp). São apresentados os conceitos relacionados à política arquivística para a preservação digital de documentos de arquivo, sua defiição, seus aspectos e elementos. Concluiu-se que o modelo pode ser adaptado para outros objetos digitais, bem como para outras instituições.

Exploring the Impediments to Digitization and Digital Preservation of Cultural Heritage Resources: A Selective Review

AbstractThis paper presents a careful review of studies underlining the impediments in digitization and digital preservation of cultural heritage resources faced by library professionals, archivists and project managers in digitization projects. A systematic and structured literature review based on the conceptual and empirical published studies on digitization and digital preservation is done to sieve out the barriers and challenges of digitization projects. The findings of the study revealed that most digitization projects suffer with impediments such as, inadequate funding, lack of national-level digital preservation policy and absence of technical infrastructure while digitizing and preserving the cultural and heritage resources. The originality of the paper lies in presenting the prominent constraints in digitization and preservation of cultural and heritage resources in consolidated manner otherwise scattered in several case studies. The findings will be of high significance for librarians and digitization project managers at the planning stage of their digitation projects.

Integrating Advanced Imaging of Ancient Manuscripts

Digital Preservation has evolved from an early-stage field based heavily on research and the sharing of information to a nascent industry based on practical activity. In this transition there is a risk that the vital activity of sharing information and expertise declines in favor of the day-to-day practicalities of caring for content. This work explores how the Preservation Action Registries (PAR) Initiative can not only help to bridge the gap, but in doing so, create new opportunities that can help make automated digital preservation a practical reality even for non-expert users by describing a proof-of-principle demonstration of the automated application of Digital Preservation Policy, and subsequent changes to that policy.

May scientific output disappear? Digital preservation issues in Peruvian universities

This exploratory study aims to analyze the current situation of journals and repositories of Peruvian universities whose licensing was denied by the National Superintendency of Higher University Education (SUNEDU), and issues regarding digital preservation policies of papers published by such educational institutions. Data was collected between May and October 12, 2019 from repositories, journal portals, the National Open Access Digital Repository for Science, Technology and Innovation (ALICIA), and the National Registry of Research Papers Submitted for Academic Degrees and Professional Titles (RENATI). To date, out of the 143 universities registered at SUNEDU, 79 were granted license to operate, 19 were denied such license, and 45 are yet to be licensed. It was found that 16 journals were published in portals using Open Journal Systems (OJS) and DSpace, and in blogs. Nine (9) journals use OJS and 11 have an ISSN. Nineteen (19) repositories were found in university websites, out of which 15 are active and the URL of the rest does not work. Finally, the issues faced by journals and repositories on the digital collection preservation are mentioned.

Contribuições da Rede Cariniana para a preservação digital nos repositórios digitais institucionais

Discute sobre as contribuições da Rede Cariniana no âmbito da preservação digital em Repositórios Digitais Institucionais. Utiliza como metodologia instrumentos necessários para o desenvolvimento de uma pesquisa bibliográfica, exploratória e descritiva, com uma abordagem qualitativa. Faz uso de um estudo de caso no Repositório Digital Institucional da UFRN por meio de uma coleta de dados feita através da realização de uma entrevista semiestruturada. Aborda reflexões e conceitos relacionados à preservação digital, que é entendida como um conjunto de ações e técnicas responsáveis quanto à informação digital, permitindo que ela seja preservada e recuperada ao longo do tempo. Menciona a Rede Cariniana, que oferece diversas alternativas para que as entidades brasileiras possam colecionar, armazenar e promover o acesso ao conteúdo selecionado por meio de cópias autorizadas. Aponta que o processo de conexão entre a ciência eletrônica e a necessidade de preservação dos dados digitais estaria baseado nos Repositórios Digitais Institucionais. Apresenta como resultados a garantia da guarda como principal interesse na adoção de ferramentas dirigidas à preservação digital de documentos; a UFRN faz parte do estudo realizado pela Rede Cariniana, a qual abriga a tipologia científica, cujo crescimento documental chega a 3000 por ano e visa a congregar todo o material científico nos próximos 5 anos, levando em consideração os aspectos tecnológicos, humanos e a ação prática de uma política de preservação digital. Sob este viés, a pesquisa finaliza que o propósito de enriquecer e contribuir para as iniciativas e práticas sobre a preservação digital brasileira é bastante promovido pela Rede Cariniana, por meio de uma infraestrutura descentralizada.

The story so far-digital preservation in institutional repositories

PurposeThe purpose of this study is to examine the standards, strategies, support and challenges of digital preservation in institutional repositories in academic libraries in Ghana.Design/methodology/approachThe research was qualitative. Data used for analysis were drawn from interviews with respondents selected purposively from eight Ghanaian academic libraries.FindingsA key finding of the study was that although the academic libraries had operational directions for digital preservation activities in the institutional repositories, available standards and practices for ensuring long-term preservation seem to be unsuitable.Research limitations/implicationsRecommendations based on findings included development of comprehensive digital preservation policies to provide mandate and direction to preservation of the libraries digital collections, development of disaster plans, adequate funding, staff development and support from management.Originality/valueThe study has demonstrated the need for academic libraries in Ghana to have and develop good digital preservation standards for sustaining the institutional repositories to help in realizing its benefits.

Digital preservation practices in university libraries

Purpose The purpose of the study is to investigate the digital preservation practices in institutional repositories (IRs) in Africa. Design/methodology/approach Data were collected from the IRs developed in university libraries in Africa, and it was done in two phases. The phases are website investigation to identify the university libraries in Africa that have developed IR and online questionnaire. Findings Results from the study showed that the majority of IRs in Africa used DSpace software to manage their digital contents, and more than half of the IRs engage in information migration. The study also revealed that the majority of the responding institutions provide long-term digital preservation in their IR. Interestingly, the majority of the IRs has developed digital preservation policy to guide the implementation of digital preservation for IR contents. Finally, the majority of the respondents indicated that they do not have long-term funding and lack the necessary technical staff with required skills to handle and manage the IR. Research limitations/implications Because of language barriers, data were collected from only universities in English speaking countries in Africa. Practical implications The findings of this study will make librarians in universities in Africa and other developing countries understand the key issues relating to digital preservation and longevity. Originality/value The findings of this study will inform information professionals, librarians in developing countries that are planning to create IRs and provide long-term digital preservation of electronic resources in their institution.

Ethnographic collections of the National Museum: digital preservation as a suggestion after fire

From the experience of working as a trainee in the projects of the Ethnology and Ethnography Sector of the National Museum of Rio de Janeiro (SEE / MN), from 2013 to 2017, and from training as a Master in Preservation of Collections (PPACT / MAST), a small analysis of the losses and damages of the collection of ethnology of the National Museum after the fire of September 2018. It then presents a brief discussion and lists a set of basic measures for preservation and security of cultural assets in case of fire accidents; and in the context of the preservation and digitization projects of the SEE / MN collection, brings the suggestion of digital curation and the creation of a Digital Preservation Policy as a way to preserve the remaining records of the sector's collection. Key-words: National Museum. Ethnographic collections. Claims with fire. Digital preservation