Managing Digital Content over Time: Module 1: Identify

Digital PreservationSteps 1 & 2: Identify & Select

StepsIdentify - what digital content do you have? Select - what portion of that content will be preserved? Store - what issues are there for long term storage? Protect - what steps are needed to protect your digital content? Manage - what provisions are needed for long-term management? Provide - what considerations are there for long-term access?

DPOE Baseline Modules: Identify, version 2.0, Nov 20112identifyselectstoreprotectmanageprovideDPOE Baseline Concepts3

DPOE Baseline Modules: Identify, version 3.0Problem Summary: Preservation is a resource commitment, so we need to effectively plan for our current and future preservation needs, because not all digital content will be preserved.

Solution: An explicit inventory is the best way to identify content 4How will an inventory help?Good preservation decisions are based on a deep understanding of the possible content to be preserved

Possible to preserveActually preservedAll Content5Inventory ConsiderationsAn inventorys content is more important than style and format howeverInventory results should preferably be: Scalable: content will be added during SelectAvailable: accessible to team, managers, othersUsable: simple format to sort, list, etc.Current: update periodicallyElectronic: Needs to be a dynamic formatDocumented: an inventory needs to be captured

DPOE Baseline Modules: Identify, version 3.06Inventory TipsUse available, familiar software to get started What software or tools do you already have?What free or open source tools might be useful?

DPOE Baseline Modules: Identify, version 3.0

Be consistent, comprehensive, and concise7Inventory Scope What content are we already preserving?What other digital content do we have?What content do/will our producers create?What content are we required to keep?What content do we need to review?

DPOE Baseline Modules: Identify, version 2.0, Nov 20118ExerciseWhere is all our content?

At your tables, think about the digital content at your library, where its located, and what kinds of files there areLevel of DetailInventories can be general to detailed Determine appropriate level of detail for youFactors in determining level of detail:Extent of content to be inventoriedNature and location of content to be inventoriedResources available to complete inventoryTimeframe, deadlines for completing inventory

DPOE Baseline Modules: Identify, version 2.0, Nov 201110Content CategoriesInventories should include all relevant, e.g.: Institutional records Special collections & ArchivesScholarly content licensed and openResearch dataWeb content

DPOE Baseline Modules: Identify, version 2.0, Nov 201111Format TypesAn inventory should identify format types within categories of content - examples:

Indicate the range of file types when possibleImagesVideoAudio Text

Maps/geospatial DrawingsWeb contentStructured data

DPOE Baseline Modules: Identify, version 3.0

12Date ConsiderationsInventories should note:Date of inventory and updates to itDate of files when possibleDates covered in content even approximateDate created/received if relevant, possible

DPOE Baseline Modules: Identify, version 2.0, Nov 201113Location IssuesLocations of content are important consider:Method to specify online/offline locationGeneral location e.g., with us, with creatorAbility to change locations as content movesMethod storage systems use to note location

Be clear enough without going to extremes

DPOE Baseline Modules: Identify, version 2.0, Nov 201114Location

Cloud Platform

15Sample Basic Inventory Category: Special Collections - Slides Title/Description: Circus photographs Type: Images, digitizedFormat: TIFFExtent: 242 GB, 2250 images Location: Server (Systems), CDs (Digital Center) Coverage dates: early 1950s, Creation date: 2010 - 2012, Inventoried: by Andrew Huot, November, 2013Identify - what digital content do you have? Select what portion of that content will be preserved?Store - what issues are there for long term storage? Protect - what steps are needed to protect your digital content? Manage - what provisions are needed for long-term management? Provide - what considerations are there for long-term access?

DPOE Baseline Modules: Select, version 2.0, Nov 2011Steps17Why be selective?Storage may be cheap, management is not especially over time

DPOE Baseline Modules: Select, version 3.0

1 Tb Hard drive= $100

IT Department = $100 hour18Why be selective?Quality of content

DPOE Baseline Modules: Select, version 3.0

19Why be selective?Discovery and dissemination services scale, scope, performance, sustainability

DPOE Baseline Modules: Select, version 3.0

20Why be selective?Match mission to content: What kind of content would this organization preserve?

DPOE Baseline Modules: Select, version 3.0Cottonwood Foundation, a charitable grant-making organization, is dedicated to promoting empowerment of people, protection of the environment, and respect for cultural diversity. 21Terminology for SelectDifferent terms in different domains:Archives appraisal and schedulingLibraries e.g., selectionMuseums e.g., acquisitionRecords Management vital and non-vitalCommercial media - channelization

DPOE Baseline Modules: Select, version 3.022Steps to Select

DPOE Baseline Modules: Select, version 3.0Review your potential digital contentImplement your decisionsDocument (and preserve) selection decisionsDefine and apply selection criteria

23Tons of Review PrioritiesMost significant (producer, content)Most extensiveMost requested Easiest (e.g., most familiar)Oldest (possible historical importance)Newest (possible immediate interest) Mandate (local, legislation, etc.)

DPOE Baseline Modules: Select, version 3.024Another layer: Audience / Stakeholders

DPOE Baseline Modules: Select, version 3.0

25Quick Review ToolStop if or when the answer is noContent does the content have value (consider stakeholders)? does it fit your scope?Technicalis it feasible for you to preserve the content?Accessis it possible to make the content available?

DPOE Baseline Modules: Select, version 3.026To Select or Not to Select?StakeholdersArchive researchersTelevision viewersStockholdersWeb site users

Policy questionsIs held in other archivesDoes it have use value beyond this one project?Does it fit our policy?

DPOE Baseline Modules: Select, version 3.0Selection can

27Project Management Treat selection as an ongoing structured project to plan and coordinate the process

DPOE Baseline Modules: Select, version 3.0

28Augment InventoryAdd Descriptions more granularNot item level, but enough to specify categories (additional information from the creator)

DPOE Baseline Modules: Select, version 3.0

Oh by the way, that whole part about me being Italian in my diary is only half true.

29Augment InventorySupplement inventory from Identify ExtentHow much content is there/will there be? (number of files, megabytes, number of subfolders) When will content no longer be active/disposition?

DPOE Baseline Modules: Select, version 3.0

A file full of footage has several extents: Number of files, length of footage, number of gigabytes, number of reels digitized, number of subseries, etc.30Outcomes for identifying & selecting content to preserve. Expand inventories of content. Permit agreements with producers such as retention schedules, acquisition lists, submission agreements

Objectives . Gain control of possible content for planning. Develop a sustainable program

. Identify potential digital content you may need to preserve. Treat the inventory as a management tool that grows as your program grows. Use it as a planning tool to prepare .. e.g., staff, training, annual growth. Provides a basis for acquiring content, defining submission agreements, plans

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