Preservation and Archiving Highlights from the Alliance Digital Repository

Slides for presentation with George Machovec and Liz Bishoff for DuraSpace "Hot Topics" webinar

Transcript

1. March 27, 2012 Hot Topics: DuraSpace Community Webinar Series Hot Topics: The DuraSpace Community Webinar Series Knowledge Futures: Digital Preservation Planning Curated by Liz Bishoff
2. Using the Webinar Platform • 2-way audio for all participants is muted • We’ll utilize the Chat Window for the Q&A portion or you may use it if you are having technical difficulties • You may type your question here & hit ‘enter’ March 27, 2012 Hot Topics: DuraSpace Community Webinar Series
3. March 27, 2012 Hot Topics: DuraSpace Community Webinar Series Webinar 3: Preservation & Archiving Highlights from the Alliance Digital Repository Presenters: Liz Bishoff, Robin Dean & George Machovec
4. March 27, 2012 Hot Topics: DuraSpace Community Webinar Series About our presenters • Liz Bishoff is a partner at The Bishoff Group LLC Colorado Alliance of Research Libraries • Robin Dean is the Director, Alliance Digital Repository • George Machovec is the Interim Executive Director
5. History & Context George Machovec Interim Executive Director Colorado Alliance of Research Libraries
6. • 501c(3) non-profit incorporated in 1978 • Former owner of CARL Corporation and UnCover • 13 libraries in Colorado and Wyoming (academic libraries & Denver Public Library) • Four major programmatic tracks • Alliance Digital Repository (ADR) • Prospector union catalog • Database licensing (>$10 million/year) • Gold Rush ERMS and link resolver Colorado Alliance of Research Libraries
7. • An initiative launched by the consortium at the behest of the library deans/directors so each wouldn’t have to do it individually • A collaborative digital repository effort launched in November 2006 • After an extensive review of commercial and open source solutions Fedora was selected as the underlying architecture – Flexibility with great promise for the future – Commitment to preservation principles – Fez was the initial front end (later changed to Islandora) ADR Background
8. • Launched project with $445,000 of self- granted local funds – 18 month launch window – Funding supported hardware platform & staffing – Local sites would do their own digitization – Staff placed at consortium offices in Denver – Ongoing costs to be split among participants after 18 month self-funded launch ADR Background (cont.)
9. • Selecting the platform after review • Developing policies, guidelines and procedures – Borrowed, whenever possible, from others • Developing agreements between ADR and member organizations – Worked with legal counsel at each site – Signed agreements at several levels Key Launch Issues
10. • Start-up funding • Staff and resources • Project and services management • System support and maintenance • Marketing support so sites could market on their own campuses • Training • Sustainability What the Alliance offered
11. • Program launched in November 2006 with the hiring of the ADR Director • Initial portals launched for some sites in late 2007 • Production portals for some sites in mid to late 2008 • Decision made in 2011 to migrate from Fez to Islandora from UPEI/DGI • DuraCloud pilot in 2011 and production launch in 2012 ADR Timeline
12. • Major programmatic review done in Spring 2010 – Several Alliance libraries left the service to pursue other avenues – Member Institutions (2012) • University of Denver, Univ of Northern Colorado, University of Wyoming, Colorado School of Mines, Colorado College, University of Wyoming, Colorado Mesa University, Colorado State Publications, Jefferson County Public Library • Pilot partnership with Orbis Cascade in 2011/2012. Created a test Islandora portal to explore an inter- consortial partnership. • Service now run with 2.5 FTE central staff and contract with Discovery Garden Inc Change
13. Preservation at the ADR Robin Dean Director, Alliance Digital Repository Colorado Alliance of Research Libraries
14. Where are we now?  In production since 2008  Consortial digital repository service  9 members (CO & WY)  Centrally managed from Denver, CO  Fedora Commons repository  Fez: 2008-2012  Islandora: 2011- present  48,000+ objects / 4 TB (as of March 2012)
15. Poll: How long has your institution had a production digital repository?  5 years or more  3-5 years  2 years  1 year  Less than 1 year  Still in development  No repository / haven’t started yet
16. Digital preservation is an exercise in trust
17. Trusted Digital Repositories “A trusted digital repository is one whose mission is to provide reliable, long-term access to managed digital resources to its designated community, now and in the future.” Trusted Digital Repositories: Attributes and Responsibilities, May 2002 http://www.oclc.org/research/activities/past/rlg/trustedrep/repo sitories.pdf
18. Trustworthy Repositories Audit & Certification (TRAC) A. Organizational Infrastructure B. Digital Object Management C. Technologies, Technical Infrastructure, and Security Trustworthy Repositories Audit & Certification: Criteria & Checklist, Feb 2007 http://www.crl.edu/sites/default/files/attachments/pages/trac_0.pdf
19. TRAC: Organizational Infrastructure  Mission, Purpose, Scope  Policies  Governance and Structure  Funding  Legal agreements
20. TRAC: Digital Object Management  Ingest  Preservation Strategies  Metadata  Access/Dissemination
21. TRAC: Technology & Security  Technological Infrastructure  Software  Hardware  Storage Media  Data Management  Security  Disaster Planning  Authorized Access
22. Organizational Infrastructure
23. ADR Mission Statement “The mission of the Alliance Digital Repository (ADR) is to provide services for the preservation of and access to digital assets inherent to the research, information, and education missions of the Alliance member institutions.”
24. ADR Vision Statement “The vision of the ADR is to serve as a standards-based repository and infrastructure supporting a diverse set of applications, services, and discovery tools that offer long-term management, secure storage, preservation solutions, and - when possible - open access to digital assets of enduring value, as determined by the Alliance institutions.”
25. Governance & Structure Alliance Board ADR Directors ADR Member Committee ADR Services Staff Working Groups/ Subcommittees
26.  Operational budget covered by member and affiliate assessments  Additional storage or services can be purchased Funding
27.  Governance  Participation/Membership  Joining  Leaving  Memorandum of Understanding  Communication / Structure  Policies and Guidelines Policy Policies - Organizational
28. Memorandum Of Understanding • Rights and responsibilities of all parties • Members – Have read and agree to follow policies – Appoint a key contact person • Alliance – Provide the services described in the policies – Standard liability disclaimer
29. Policy and Guidelines Policy • The ADR Policies document will be revisited for revisions, edits, and additions annually • If the policies need to be reworked prior to the annual review, the ADR staff can propose edits and augmentations at the member committee • Final approval of ADR Policies and Guidelines rests with the Alliance Board of Directors
30. Digital Object Management
31.  Deposit and use  File formats  Identifiers (PIDs and Handles)  Storage allocation  Deletion and withdrawal of content  Metadata standards  Dissemination (harvesting & crawling) Policies – Content & Metadata
32.  The ADR supports the ability to make persistent reference to materials deposited  Materials form an important part of the scholarly dialogue and record  Each digital object has two unique identifiers within the ADR: a PID and a Handle  Handles and PIDs are never reused and remain unique to the object Content Identification Policy
33.  The ADR will use MODS as a normalizing metadata schema  All objects in the ADR will have, either included or created at the point of ingest, a MODS metadata data stream  The ADR staff will support the creation, inclusion, and mapping of other standards- based schemas (MARC, VRA, DC, etc.) Metadata Policy
34.  Authenticated access  Copyright infringement  Privacy and security Policies – Access, Rights, & Usage
35. Copyright Infringement Policy  It is the responsibility of each participating library or organization to educate their contributors on their rights and responsibilities with respect to copyright  Require submitters to the repository to warrant that their submissions do not infringe copyright.
36. Technical Infrastructure
37.  Preservation of formats  Technical infrastructure  Hardware and storage  Backup and disaster recovery  Connectivity Policies – Infrastructure
38. Hardware and Storage  The Alliance follows vendor-identified end-of- life cycles for hardware when appropriate.  The Alliance commits to managed growth of repository hardware (i.e. servers, switches, etc.) as capacity needs are met and in keeping with vendor-identified upgrades.
39. What’s Next at the ADR
40. 2012 • Islandora site launches • DuraCloud production use • Continuing feature development with DGI • Hardware update • Policy review
41. Policy Review  Update language to reflect changing membership  Clean up committee names  Check new platform against policies
42. March 27, 2012 Hot Topics: DuraSpace Community Webinar Series Questions? Robin Dean Director, Alliance Digital Repository Colorado Alliance of Research Libraries robin@coalliance.org George Machovec Interim Executive Director Colorado Alliance of Research Libraries george@coalliance.org
43. March 27, 2012 Hot Topics: DuraSpace Community Webinar Series Thank you! • DSpace, Fedora and DuraCloud are part of the DuraSpace open technology portfolio. Visit http://DuraSpace.org for more information. • Contact Carol Minton Morris cmmorris@duraspace.org to learn more about curating “Hot Topics: The DuraSpace Community Webinar Series.”