Princeton University Library Digital Preservation Action Plan

Transcription

1 Princetn University Library Digital Preservatin Actin Plan Building n existing digital preservatin effrts, guided by the Digital Preservatin Framewrk, and supprted by Hydra, the Actin Plan utlines fur digital preservatin pririties fr the next tw t three year perid. Taken tgether, these pririties will help the Library 1) identify the nature f the digital bjects we currently have, plan t cllect, r refrmat, 2) evaluate the strage and maintenance f the digital bjects in ur custdy, 3) assess the ability f researchers t discver and access the digital bjects in ur cllectins, and 4) prtect digital bjects in the event f an emergency r disaster. In additin, we will cntinue t develp and implement preservatin refrmatting prgrams fr brittle bks and analg and magnetic media. The Preservatin Librarian and Digital Archivist will pursue in cllabratin with ther library staff the fllwing fur pririties: Map the Library s digital preservatin landscape what we re cllecting and creating, hw much f it we have, where it resides, hw it s accessed, whether it s preserved; Develp and dcument plicies, prcedures, and wrkflws fr acquiring, managing, and prviding access t brn-digital bjects; Develp and dcument plicies, prcedures, and wrkflws fr creating, managing and prviding access t refrmatted at-risk cllectin materials: brittle bks, analg and magnetic media; Create and maintain plans fr disaster preparedness and recvery f digital bjects. What fllws in this Actin Plan is tentative summary fr each pririty, including the pririty s task, benefit, utcme, current r recmmended staffing, and timeline. MAPPING THE DIGITAL PRESERVATION LANDSCAPE AT PUL Task: Cnduct an initial assessment f existing Library practices fr selecting, managing, and prviding access t digital bjects. Benefit: The Library will be able t quantify the nature, extent, and vlume f its digital bjects, thereby enabling the Library t set pririties and determine apprpriate curses f actin. Further, the Library will be able t identify pprtunities fr mre efficient management and access prtcls f digital bjects, resulting in mre rbust preservatin activities and imprved service t researchers. Outcmes: Survey f selectrs t learn what they cllect and why. First draft under review. (spreadsheet); 1 P a g e

2 Survey f analg, magnetic, and digital media within cllectins. Survey f digital media held in Mudd cmplete. (see Appendix A) (database); Fr each unit with digital cllectins materials, analyze current practices using the NDSA Levels f Preservatin (see belw and Appendix B); Fllw the surveys with an analysis f ur current landscape with an eye twards identifying gaps in digital practice and management and pprtunities t create efficiencies acrss units, identifying at-risk digital bjects, and priritizing next steps in stewardship f digital cllectin materials (brief reprt fr Department Heads). Timeline: 6 mnths Staffing: Selectr survey: Grandinette and Drake t cmpse survey, AUL s t distribute t selectrs fr cmpletin. Media survey: A survey fr digital media was cmpleted in Mudd Library in the summer f Based n the results f the selectr survey, Grandinette and Drake t crdinate with relevant staff in the varius units (frmat specialists, metadata specialists, and preservatin specialists) t cnduct further surveys thrughut RBSC and within the special libraries. NDSA Levels f Preservatin assessment: After cmpleting the survey f selectrs, Grandinette and Drake t lead in cnsultatin with frmat, metadata, technlgy, and preservatin specialists respnsible fr managing digital bjects. Summary reprt fr Department Heads: Grandinette and Drake. DOCUMENTING THE ACQUISITION, MANAGEMENT, AND ACCESS OF BORN-DIGITAL OBJECTS Task: Assist each unit in develping and dcumenting plicies, prcedures, and wrkflws fr acquiring, managing, and prviding access t brn-digital bjects. 2 P a g e

3 Benefit: Brn-digital bjects are at extreme risk fr lss. The Library will be secure in its knwledge that brn-digital bjects are brught int the Library s custdy safely and securely as well as have cnfidence that apprpriate methds are emplyed t further their lngevity, integrity, and access. Library staff will receive training and educatin that will allw them t understand and ask apprpriate questins abut brn-digital bjects beginning with their selectin and cncluding with their access. Outcmes: Plicy and prcedural dcumentatin that facilitates the acquisitin, management, and access f brn-digital bjects (see Appendix B and C). Timeline: 6 mnths Staffing: Cntent, frmat, and metadata specialists whm Grandinette and Drake will identify fllwing the selectr survey. Examples include accessining archivists, acquisitin assistants, technical services managers (Thrnbury and Antracli), curatrs and selectrs. 3 P a g e DEVELOP PROGRAMS FOR DIGITAL REFORMATTING Task: Cntinue t develp prgrams t preserve and prvide access t at-risk brittle bks and analg and magnetic audi and audi-visual materials. Tw initiatives, Brittle Bks + Hydra and Media Preservatin, will bth emply Hydra but will d s in different capacities. Refrmatting fr brittle bks will be dne in-huse in the Digital Studi; hwever refrmatting f analg and magnetic media will be utsurced due t relatively small hldings f these media in ur cllectins. Benefit: Transitining frm prject-based t a prgram-based apprach allws the Library t take a big-picture view and plan fr the lng-term resulting in the thughtful prvisin and use f ur resurces and increased integratin and crdinatin f digital preservatin acrss the Library. Refrmatting is a preservatin strategy f last resrt and necessary t prvide cntinued access t materials in pr cnditin r where access is impssible due t bslescence f playback equipment r sftware and hardware. Many analg and magnetic media materials held in RBSC are restricted frm use fr fear that the next playback may be the last. Refrmatting f brittle bks primarily frm the general cllectin is being develped with Hathi Trust in mind. When the Library wns a brittle bk that is als in Hathi, we are creating prcedures t prvide access; if the brittle bk is nt in Hathi, we plan t cllabrate with them t cntribute ur digital cpy. Outcmes: Refrmatted digital bjects that will be depsited int Hathi Trust; Refrmatted digital bjects that will be made available thrugh Library infrastructure (nt yet determined), thereby enabling researchers t access audi and audivisual materials previusly inaccessible; Prgram dcumentatin that includes scpe, purpse, and plan fr refrmatting initiatives (see Appendix E).

4 Timeline: Brittle Bks, 1 year Media Pilt, 6-8 mnths Media Prgram Develpment, 2-3 years Staffing: Brittle Bks + Hydra: Participants t date include: Magier, Gaspari-Bridges, Emanuel, selectrs, Schulz, Wange-Cnnelly, Bell, Strp, Jrdan, Reiss, Hydra develpers, Wulfman, Munz, 1 filmer, Hbbs, and Grandinette. Media Preservatin Pilt: Participants t date included: Skemer, Thrnbury, Arry-Ramirez, Grandinette, and Strp. The pilt will need additinal assistance n the RBSC side fr quality cntrl and n the technlgy side frm Systems fr life-cycle management f files including specificatins, strage, preservatin, and prviding access. Media Preservatin Prgram: Recmmended staff participants include Systems staff n the technlgy side, Technical Services staff t assist with metadata fr materials held in nn-rbsc units such as Mendel as well as transfer f riginals t ReCAP where apprpriate, RBSC technical service, and curatrial staff, cllectin develpment librarians wh hld media in their cllectins, and Preservatin staff. DISASTER PREPAREDNESS AND RECOVERY PLANNING Task: Define what preparedness entails fr digital bjects and identify at-risk digital bjects. Plan fr recvery f at-risk bjects and include these materials in the Cllectins Emergency Respnse Plan. Benefits: Planning fr a disaster increases the likelihd f successful recvery f the Library s cllectins. In the case f digital bjects, defining what preparedness lks like is a critical first step. Including digital bjects in the Library s cllectin emergency respnse plan further integrates digital bjects int the preservatin prcess and the Library as a whle. Outcmes: Define preparedness fr digital bjects: cnduct literature review and reach ut t ur clleagues in Brrw Direct and Ivies +; With this new understanding f emergency preparedness, prduce a reprt that identifies at-risk digital bjects. This will be, in part, a natural utcme f Mapping the Digital Landscape. Include recvery planning in the Cllectin Emergency Respnse Manual. This will be an utgrwth f ur literature review and discussins with clleagues. Timeline: 2-3 mnths 4 P a g e

5 Staffing: Participating staff include: Hbbs, Drake, and Grandinette. Planning will build n findings f Mapping the Digital Landscape, which includes staff frm thrughut the rganizatin. 5 P a g e

6 6 P a g e APPENDIX A: MUDD DIGITAL MEDIA SURVEY

7 7 P a g e APPENDIX B: NDSA LEVELS OF PRESERVATION

8 APPENDIX C: STEPS FOR UNIVERSITY ARCHIVES OF ACQUISITION OF DIGITAL RECORDS 1. Munt the Mudd prtable drive t the machine cntaining the Cntent Data Object. 2. Frm the Mudd prtable drive, pen and run Digital Recrd and Object Identificatin (DROID) tl n the Cntent Data Object. 3. Save DROID prfile, directry, and reprt t the Mudd prtable drive s submissin directry as acq-prfile.drid, acq-directry.csv, and acq-reprt.pdf respectively. 4. Fr Unix r Linux systems: Duble-click n the file acquire-digital-archives.cmmand. When prmpted, enter the full path t the surce, destinatin, and lg file, pressing enter after each respnse. In this example, the cntents f the Office Files flder (the surce) will be synced with the cd flder (the destinatin) and the lg file acq.lg will be created. 5. Fr Windws: Duble-click n the file acquire-digital-archives.cmd. When prmpted, enter the full path t the surce, destinatin, and lg file, pressing enter after each respnse. 8 P a g e In this example, the cntents f the Outlk Files flder (the surce) will be synced with the cd flder (the destinatin) and the lg file acq-lg.txt will be created. 6. Review lg file and safely unmunt the Mudd prtable drive. 7. Upn returning t Mudd, munt the Mudd prtable drive n the Frensic Recvery f Evidence Device (FRED) and cmplete the accessining prcess. 8. Ntify the Transmitting Office f the results f the accessining prcess.

9 APPENDIX D: PRINCETON UNIVERSITY ARCHIVES DIGITAL RECORDS ACCESSIONING PROCEDURES 9 P a g e

10 APPENDIX E: DOCUMENTATION FOR REFORMATTING INITIATIVES Brittle Bks + Hydra: This prgram is under develpment. Hydra develpment is underway t meet the Minimum Viable Requirements as defined by Cllectin Develpment, Systems, Preservatin, Metadata, and Digital Studi staff. Preservatin, Cllectin Develpment, and Technical Services staff are develping prtcls fr access t brittle materials that have been digitized and exist in Hathi, as well as cntributing new material t Hathi. T accmplish this task, Preservatin, the Digital Studi, and Cllectin Develpment are experimenting with a case study in which 1 FTE digital phtgrapher refrmats brittle materials. This experiment will help us understand the type and amunt f effrt required acrss units and t structure ur prgram accrdingly. Media Preservatin Pilt Prject: This prject is under develpment. The Latin American Prcessing Archivist cnducted an inventry f 81 Latin American authr s cllectins, eighteen f which cntain media. Seven cllectins were selected and apprved fr a pilt prject. Next steps include creatin f the RFP and the RFP review prcess, fllwed by selectin f the vendr and migratin f materials, and the develpment f pst-migratin prcedures including, quality cntrl, file management, and prviding access. Upn cmpletin f the pilt, a stakehlder review will pint the way twards building an nging prgram fr media cllectins that will be applicable t cllectins in ther units and departments within the Library. 10 P a g e