Digital Preservation Policy Research Articles

Digitization and Digital Preservation Policies in the Cultural Memory Institution

Dizinler Scopus LISA (Library and Information Science Abstracts) EBSCOHOST-LISTA (Library, Information Science & Technology Abstracts) TÜBİTAK-ULAKBİM Sosyal Bilimler Veri Tabanları DOAJ (Directory of Open Access Journals) E-Lis (E-Prints in Library and Information Science) ASOS Index

Digital Disaster Preparedness of Indonesian Special Libraries

AbstractThe literature about disaster preparedness, especially digital disaster in the library, is particularly limited in Indonesia. With the growing number of library collections in digital form, it is important for libraries to implement strategies for the protection of digital collections from various disaster threats. The purpose of this study is to provide information on the readiness of selected special libraries in Indonesia on the issue of digital disaster. A questionnaire containing 15 closed and open-ended questions was disseminated through an online survey to 10 selected special libraries in Jakarta and Bogor, Indonesia. The results indicate that most libraries have implemented digital data protection and are able to analyze any potential digital disaster threats that may occur. Most of the libraries do not yet have specific policies regarding digital collections, however. The minimal number of digital collections compared to the number of printed collections is assumed to be the cause of the lack of attention and protection of digital collections. Consequently, libraries need to develop a digital preservation policy first before implementing a digital disaster management plan.

Digitization and Digital Preservation in Memory Institutions: Analysis of the Practices in Turkey

Cultural heritage as an indicator that shows the existence and the structure of a society, is a concept that fundamentally based on the transmission of cultural values and objects among the generations. This feature of the concept requires effective use of information and communication technologies (ICT). Libraries, archives and museums are cultural institutions that efficently use ICT in order to provide value added services for their users. As one of these services, digitization practices contain many decision making processes for libraries, archives and museums. This study aims to analyze the practices of Turkish memory instutions having responsibilities for the issues related to digitization and digital preservation of cultural heritage objects. In this regard, this study conceptually discusses cultural heritage and libraries, archives and museums as cultural memory institutions and their digitization attempts in context of the developments in Turkey. In the light of description method obtained by SPSS Statistics 21 software, 14 cultural memory institutions contributing to digitization practices in Turkey were surveyed via a research instrument which was developed according to literature review, digitization and digital preservation approaches, and models and research model. Results reflect that there are some insufficiencies related to current situation analysis, planning and decision making phases and finalizing digitization projects. Results reflect that there is a need not only for sustainable digitization programmes but also for institutional digitization and digital preservation policies in analyzed memory instiutions.

The state of affairs with digital preservation at ARL member libraries

PurposeDigital preservation is a term that is a bit of an enigma to many people both in and out of the digital arena, but it will undoubtedly be important in an increasingly all-digital world. The underlying work relating to digital preservation is essential to the long-term care of digital media, but who is charged with addressing this type of work, and can policy serve to structure and also reflect this complex concept? The main point of interest for this study is to examine existing digital preservation policies at Association of Research Libraries (ARL) institutions and analyze the content of the policies. The purpose will be to determine if these policies are able to provide a robust framework for true digital preservation work at this point in time. First, an introduction is made to provide the structure of the study and background. Next, a literature review is provided, followed by an outline of the methods and results of the study, and finally a conclusion with recommendations for future research.Design/methodology/approachAn analysis of digital preservation policy at ARL institutions is conducted, with recommendations provided for further research.FindingsThis study was an attempt to highlight the current state of digital preservation policies, reviewing both the positive elements and the shortcomings of policies at ARL member institutions. The call for policies made for this study resulted in finding that 32 (26 per cent) ARL institutions currently have a digital preservation policy in place, from the institutions that responded (58 per cent response rate). In total, 23/40 institutions without a current policy indicate there is, or will be, work to complete a policy within the coming year (2016-2017). A call can be made at this time for more in-depth research and analysis of the policies for further inquiry. Both effective (University of Houston, University of Florida, York University) and ineffective (Colorado State University, University of Texas, Virginia Tech) digital preservation policies were discovered during the course of the study, with many policies falling somewhere in the middle. Many institutions provided a good template for digital preservation but lacked details for how this work would be addressed and who would be completing such work.Research limitations/implicationsLimited to ARL member institutions at the time of the study (January 2016).Originality/valueThere is currently a gap in analysis and research of digital preservation policies. This is an area of active policy creation for many institutions, and it will likely be a growing area for researchers to examine.

Digital preservation policies of the institutional repositories at Brazilian Federal Universities

PurposeThis paper aims to verify the implementation of digital preservation policies at the institutional repositories (IRs) of Brazilian Federal Universities.Design/methodology/approachThe methodology used involved the verification of the information available in the Directory of Open Access Repositories (OpenDOAR) and on the websites of the IRs, to confirm the existence of published digital preservation policies. In this study, a sample of the 26 IRs of Brazilian Federal Universities registered with OpenDOAR, which represents 68 per cent of these repositories, was used.FindingsThe main conclusion is that the IRs of these universities do not have any published digital preservation policies, even though some repositories state their intention of preserving digital material in their institutional information policy.Originality/valueThe stakeholders of IRs need to implement a programme to guide their activities to preserve digital materials in the long term. In fact, similar to examples worldwide, this programme should take the form of an institutional commitment outlined in a digital preservation policy. IRs at Brazilian Federal Universities still have a long way to go to guarantee access to digital materials in the long term.

Better Together: A Holistic Approach to Creating a Digital Preservation Policy in an Art Museum

AbstractDire warnings about the fate of the world’s digital heritage are becoming commonplace—and with good reason. Unless action is taken, much of the digitized and born-digital material held by libraries, archives, and museums is in danger of loss. Despite momentum for change within institutions and associated professional organizations, a major implementation gap remains, particularly for art museums. This case study explores the current landscape of digital preservation in art museums through the context of the creation of a holistic digital preservation policy for museum, library, and archive assets within The Baltimore Museum of Art.

Digital Preservation Practices in University Libraries: A Survey of Institutional Repositories in Nigeria

Abstract The purpose of the study is to investigate the digital preservation practices in institutional repositories (IRs) in Nigeria. Data from the IRs developed in university libraries in Nigeria was collected in three phases: initial phone calls, website investigation, and questionnaire. After the phone calls to librarians and website investigation of libraries of the 141 approved universities in Nigeria, the researchers found only 15 university libraries to have developed institutional repositories in Nigeria. Out of these numbers, 12 respondents, representing their university libraries were reached to respond to the questionnaire. Results from the study showed that the majority of IRs in Nigeria used DSpace software to manage their digital contents and that half of the IRs engage in information migration. The study also revealed that the majority of the responding institutions provide long-term digital preservation. Regrettably, most of the IRs do not have a 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. The findings will inform information professionals, particularly librarians in developing countries who are planning to create institutional repositories and to provide long-term digital preservation of electronic resources in their institutions.

The role of policy for documentary systems

The article analyzes the role that policies have in guaranteeing the quality of creation, management and maintenance of digital resources, and offers an overview of national and international policies and standards that refer to records management and digital preservation. Finally, the article illustrates ICCROM’s records management manual and its digital preservation policy and strategy.

Book Review: Practical Digital Preservation: A How-To Guide for Organizations of Any Size

Practical Digital Preservation: A How-To Guide for Organizations of Any Size. By Adrian Brown. Chicago: Neal-Schuman, 2013. 336 p. $75 softcover (ISBN: 978-1-55570-942-6). Practical Digital Preservation: A How-To Guide for Organizations of Any Size provides detailed information about and helpful strategies for tackling robust and evolving world of digital preservation. author defines digital preservation as the process of maintaining a digital object for as long as required, in a form which is authentic, and accessible to users (xii). book is divided into ten chapters and includes a glossary of terms, appendixes, bibliography, and index. first chapter includes some practical information regarding appropriate audience, use of book, minimum requirements for embarking on digital preservation, myths about digital preservation, a comprehensive survey covering history of digital preservation, and some helpful hints about terminology. In chapter 2, author outlines strategies for building a digital preservation program and for handling challenges such as limited staffing, resources, technical infrastructure, and knowledge of project management. He argues that first step should be securing recognition from administrators that digital preservation is important to success of organization. author helps reader in this regard by focusing this chapter on creating an effective business plan for digital preservation. Moreover, author includes methods for discussing financial and nonfinancial benefits of adopting and embracing a digital preservation plan. Creating a digital preservation policy and knowing essential components therewith can be a powerful means of securing support from administrators and colleagues. Chapter 3 provides a needs assessment for creating a well-documented, sustainable, and successful digital preservation program. chapter focuses on best way to develop a set of requirements, communicate with stakeholders to secure support and contribution to program, examine other business plans and policies, and build on what organization is already doing. Additionally, author includes detailed information on how established requirements should be articulated and documented. last part of chapter highlights application of established requirements and best way to create an actual digital preservation program. fourth chapter includes many useful case studies that outline approaches to creating and implementing a digital preservation program. A range of possible options are discussed in this chapter, from in-house solutions to outsourcing; in addition author describes why certain models are better suited to particular organizations. If an organization has already chosen an approach, this chapter would be useful to consult as it assesses implementation process as well as practicalities of managing a digital preservation service. Finally, author provides information on best way to develop a realistic roadmap to bring a digital preservation program to its optimum level of service and capacity in future. Chapters 5 and 6 focus on two stages of acquiring digital content for repositories. author describes stage one in chapter 5: The institution makes a decision to acquire a specific collection of material, undertakes any preparatory activities, and performs physical transfer of that material into its custody (109). …

Digital Preservation File Format Policies of ARL Member Libraries: An Analysis

Whether overseeing institutional repositories, digital library collections, or digital preservation services, repository managers often establish file format policies intended to extend the longevity of collections under their care. While concerted efforts have been made in the library community to encourage common standards, digital preservation policies regularly vary from one digital library service to another. In the interest of gaining a broad view of contemporary digital preservation practice in North American research libraries, this paper presents the findings of a study of file format policies at Association of Research Libraries (ARL) member institutions. It is intended to present the digital preservation community with an assessment of the level of trust currently placed in common file formats in digital library collections and institutional repositories. Beginning with a summary of file format research to date, the authors describe the research methodology they used to collect and analyze data from the file format policies of ARL Library repositories and digital library services. The paper concludes with a presentation and analysis of findings that explore levels of confidence placed in image, text, audio, video, tabular data, software application, presentation, geospatial, and computer program file formats. The data show that file format policies have evolved little beyond the document and image digitization standards of traditional library reformatting programs, and that current approaches to file format policymaking must evolve to meet the challenges of research libraries' expanding digital repository services.

The Purdue University Research Repository

Purpose – The purpose of this case study is to discuss the creation of robust preservation functionality within PURR. The study seeks to discuss the customization of the HUBzero platform, composition of digital preservation policies, and the creation of a novel, machine-actionable metadata model for PURR's unique digital content. Additionally, the study will trace the implementation of the Open Archival Information System (OAIS) model and track PURR's progress towards Trustworthy Digital Repository certification. Design/methodology/approach – This case study discusses the use of the Center for Research Libraries Trusted Repository Audit Checklist (TRAC) certification process and ISO 16363 as a rubric to build an OAIS institutional repository for the publication, preservation, and description of unique datasets. Findings – ISO 16363 continues to serve as a rubric, barometer and set of goals for PURR as development continues. To become a trustworthy repository, the PURR project team has consistently worked to build a robust, secure, and long-term home for collaborative research. In order to fulfill its mandate, the project team constructed policies, strategies, and activities designed to guide a systematic digital preservation environment. PURR expects to undertake the full ISO 16363 audit process at a future date in expectation of being certified as a Trustworthy Digital Repository. Through its efforts in digital preservation, the Purdue University Research Repository expects to better serve Purdue researchers, their collaborators, and move scholarly research efforts forward world-wide. Originality/value – PURR is a customized instance of HUBzero®, an open source software platform that supports scientific discovery, learning, and collaboration. HUBzero was a research project funded by the United States National Science Foundation (NSF) and is a product of the Network for Computation Nanotechnology (NCN), a multi-university initiative of eight member institutions. PURR is only one instance of a HUBzero's customization; versions have been implemented in many disciplines nation-wide. PURR maintains the core functionality of HUBzero, but has been modified to publish datasets and to support their preservation. Long-term access to published data are an essential component of PURR services and Purdue University Libraries' mission. Preservation in PURR is not only vital to the Purdue University research community, but to the larger digital preservation issues surrounding dynamic datasets and their long-term usability.

Digital preservation policy in National Information Centres in Nigeria

PurposeThe study aims to examine availability, coverage of digital preservation policy and the structures put in place by National Information Centres in Nigeria to preserve digital information.Design/methodology/approachA qualitative research methodology using a case study approach was adopted. Documentary sources, a semi‐structured questionnaire for the focus group, and interviews were the instruments used to collect data. While a homogeneous sampling of five staff in the digitisation/digital preservation unit was adopted for the focus group interview, only one top management staff member from the rank of Assistant Director of each of the selected three National Information Centres was interviewed.FindingsThe National Bureau of Statistics and the National Library of Nigeria have digital preservation policies. However, the area of coverage of the available policies is not adequate enough to ensure the long‐term preservation of digital information. Similarly, the study revealed that the lack of institutional support from the National Information Centres studied is one of the challenges in the implementation of the digital preservation policy.Practical implicationsFor any National Information Centre to ensure the accessibility and reuse of its digital information, it must have a digital preservation policy, without which the active management of digital information will be very challenging and can result in the loss of vital digital information of significant importance.Originality/valueThere is currently no research work addressing issues on digital preservation policy with a particular focus on Nigeria. This paper therefore highlights shortcomings of the available digital preservation policy and proposes a national digital preservation policy that will chart a road map for effective digital preservation activities in any National Information Centre.

ENGLISH

This paper provides a comparison between the American and Indian digital preservation programmesbased on the essential building blocks such as national legislation for digital preservation, basic legal framework,national digital preservation initiative, digital preservation tools, standards and practice guidelines, digitalrepository infrastructure, and audit and certification. Selected digital preservation policies of the organisationsfrom UK, USA, Canada, and Australia are also analysed. The gap analysis shows that in the Indian context,legislation on digital preservation of electronic records and institutional digital preservation policies are themissing elements, which need to be addressed on high priority. The preservation policy is a mandatoryrequirement for the audit and certification of trustworthy digital repositories. http://dx.doi.org/10.14429/djlit.32.4.2526

Digital Preservation of Electronic Media in Select Media Libraries in the National Capital Region of Delhi

The present study aims to examine the status of digital preservation in media libraries and understand the process, methods, issues, benefits and digital preservation policy regarding digital preservation in media libraries in the National Capital Region (NCR) of Delhi. The findings shed light on the digital preservation media and formats. Meta tagging, improved reliability and availability and reduced risk and complexity are top-most benefits of digital preservation. The obsolescence of hardware is the major technical problem. Identifying what needs to be preserved, technical support, selection, appraisal and the act of deciding what is to be preserved are top-most strategic and archival issues. Technological obsolescence and economic barriers are major technological barriers in accessing the digital heritage. The study also highlights the strong and weak points of preservation methods/techniques. There are no legal hassles in the way of digital preservation and have a well-devised plan for the task of digital preservation in media libraries.

Challenges of digital preservation for cultural heritage institutions

This article elaborates four major issues hampering the sustainability of digital preservation within cultural heritage institutions: digitization, metadata indexes, intellectual property rights management and business models. Using a case-study approach, the digitization of audiovisual collections within the performing arts institutions in Flanders (Belgium) will be scrutinized, providing an overview of the state-of-the-art preservation and access. The analysis shows that digital preservation policies in most organizations are underdeveloped and that archives suffer from deterioration and technological obsolescence.

Preserving the H-Net Email Lists: A Case Study in Trusted Digital Repository Assessment

In 2007, the National Historical Publications and Records Commission (NHPRC) funded a two-year project to assess and improve the preservation of the academic email lists of the H-Net: Humanities and Social Sciences Online consortium using the Trustworthy Repositories Audit and Certification (TRAC): Criteria and Checklist. The project demonstrated that the TRAC could be applied to a repository functioning as a live access system, although the installation of a separate, server-based preservation environment is recommended. Tools used in this study, including a framework for documenting digital preservation policies, are applicable to the preservation of email list archives as well as more complex data sets.

Are you Ready? Assessing Whether Organisations are Prepared for Digital Preservation

In early 2009 the Planets project undertook a survey of national libraries, archives, and other content-holding organisations in Europe to better understand the organisations' digital preservation activities and needs, and to ensure that Planets' technology and services are designed to meet them. Over 200 responses were received including a cross-section of major libraries and archives especially in Europe. The results provide a snapshot of organisations' readiness to preserve digital collections for the future. The survey revealed a high level of awareness of the challenges of digital preservation within organisations. Findings indicated that approximately half of those organisations surveyed have taken measures to develop digital preservation policies and to budget for it, while a majority have incorporated digital preservation into their organisational planning. Organisations predict that within a decade they will need to store large quantities of data in a wide range of formats from a variety of sources; three quarters of them are looking to invest in a solution within the next two years. However, the findings also point to varying degrees of readiness. Organisations with a digital preservation policy are significantly further advanced in their work to preserve digital collections for the long-term than others.

디지털 콘텐츠의 무결성 유지를 위한 장기적인 보존 정책에 관한 연구

디지털 콘텐츠의 장기적인 보존 정책에서 디지털 콘텐츠의 무결성 유지를 보장하는 것은 가장 중요한 부분 중 하나이다. 그래서 본 연구는 장기적인 관점에서 디지털 콘텐츠의 무결성 유지를 보장할 수 있는 명문화된 보존 정책의 기틀을 마련하기 위해, 실행 수준의 장기적인 보존 정책에 포함되어야 하는 항목들과 세부적인 요건들을 도출해보았다. 특히 해외의 디지털 아카이빙 사례들 중에서 무결성 유지에 초점을 맞춘 장기적인 보존 정책들을 조사하였고 저장 매체와 파일 포맷, 매체와 포맷 변환, 재난 방지와 복구 정책, 관리와 취급, 검사와 모니터링, 그리고 보안의 관점에서 분석하였다 Assuring that the integrity of digital contents is reliably maintained is an important component of long-term digital preservation. The purpose of this study was to examine and analysis the best practices of digital preservation policy and provide the basis theory for establishing a preservation policy for maintaining the integrity of digital contents. In order to achieve the purpose of the study, we examined the digital archiving practices for maintaining the integrity of digital contents. Especially, we focused on the storage media and file formats, the media and format conversion, disaster prevention and recovery, management and handling, inspection and monitoring, and security policies.

Digital Preservation Practices in South Africa: Review of Existing Policy, Legislation, Guidelines and Standards

This article describes a review of policies, legislation and guidelines for the preservation of digital material in South Africa, which was undertaken as part of UNESCO's wider study of digital preservation in three African countries. The review found that although much remains to be done, some important building blocks for a national digital preservation policy do exist in South Africa. The major players are identified, such as the National Library of South Africa, the National Archives and Records Service of South Africa, and the South African universities and research institutes. There is a pressing need for these bodies to work together in a coordinated way, and it has been proposed that the Digital Imaging South Africa (DISA) project should take on this coordinating role.

Institutional repositories, self‐archiving and the role of the library

PurposeTo raise some unresolved questions about the practical implementation and management of institutional repositories – in particular, the level of resource needed to support the process of self‐deposit into institutional repositories.Design/methodology/approachAn opinion piece based on practitioner insights into their cataloguing practice and into digital preservation issues.FindingsThat metadata creation and the formulation of digital preservation policies for institutional repositories require significant resource, if they are to be carried out well. This level of resourcing may have been underestimated hitherto in the process of proselytising for institutional repositories.Research limitations/implicationsThis practice‐based supposition could be tested more rigorously by proper research investigation.Practical implicationsSuggests that libraries and librarians are well placed to give input to the metadata and digital preservation activities inherent in building institutional repositories. They should be resourced to give more attention to such tasks.Originality/valueThe paper tries to make a strong case for librarian‐mediated deposit rather than pure self‐archiving as the future of building institutional repositories.