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February 6, 2012
Digital Preservation at FAO
Digital Preservation
Ensuring long-term access to FAO’s work
Office of Knowledge Exchangeand the Library (OEKM)
Claudia Nicolai and Rachele Oriente
February 6, 2012
Digital Preservation at FAO
What Is Digital Preservation?
Digital preservation is the series of strategies and actions taken to promote
the availability and usability of digital information over time.
February 6, 2012
Digital Preservation at FAO
What Is Digital Information? Data that is encoded as a series of 0’s and 1’s… typically stored on various media (e.g. CD’s, DVD’s), that… requires specialized hardware to read (e.g., disk or tape drive, CD
player), and… specialized software to operate (e.g., operating systems), and… still more software (applications) to interpret and render (e.g.,
Powerpoint) into usable form, and contextual knowledge about how to operate that software in order to
use it (e.g., double click to open)
credits to: Tom Cramer, Chief Technology Strategist Stanford University Library
February 6, 2012
Digital Preservation at FAO
Why Digital Preservation?
In short, access to digital information requires hardware, software and people…
BUT technology and people change, therefore
creating potential barriers to re-use.
credits to: Tom Cramer, Chief Technology Strategist Stanford University Library
February 6, 2012
Digital Preservation at FAO
Risks to Digital Information
Media decay (bit rot) Obsolescence
– File Format– Software– Hardware– Media
Technology Failure– Software– Hardware– Media
Natural disasters Information attack Economic Failure Organizational Failure Human error
credits to: Tom Cramer, Chief Technology Strategist Stanford University Library
February 6, 2012
Digital Preservation at FAO
Digital Preservation Strategies Migration (identify the significant
properties of digital objects)• Format• Media• Technology
Emulation• Hardware• Software
Metadata– Sufficient metadata to
understand the object– Descriptive, technical,
administrative– At creation, ingest, batch,
etc. Redundancy and
heterogeneity– Technology– Location– Organization
credits to: Tom Cramer, Chief Technology Strategist Stanford University Library
February 6, 2012
Digital Preservation at FAO
OEKM’S Vision and Guidance across FAO and with other UN agencies:
preserving FAO records and specifically preserve significant FAO digital publications and FAO web;developing & sharing preservation expertise;developing a range of digital preservation policies, procedures and tools.
Digital Content Life Cycle Chart. Google Images. http://www.google.com/search?tbm=isch&hl=en&source=hp&biw=1223&bih=829&q=digital+preservation&gbv=2&oq=digital+preservation&aq=f&aqi=g1g-S9&aql=1&gs_sm=e&gs_upl=2394l4898l0l5089l20l17l0l6l6l0l222l1663l1.8.2l11l0
February 6, 2012
Digital Preservation at FAO
Where did it all start for OEKM?The FAO Open Archive Merges electronic resources
and enriched metadata. Integrates cataloguing with
electronic publishing. Adopts Open Access
Standards (OAI – PMH). Adopts the Open Archival
Information System ISO standard (OAIS).
Aims at guaranteeing long term preservation and access.
Corporate Document Repository
FAO Catalogue
February 6, 2012
Digital Preservation at FAO
Preserving FAO publications
FAO has the legal mandate to manage and preserve FAO OA information; FAO OA digital content is self-describing and self-sustaining by virtue of its enriched metadata description;FAO OA digital content uses generic non proprietary formats (such as HTML and TIFF) or proprietary standards (such as PDF) that can be anyway rendered with many independent viewing tools; FAO OA workflow already foresees a close collaboration with information producers in the technical departments.
February 6, 2012
Digital Preservation at FAO
Preserving FAO Web
Web sites with legal obligations to preserve content over a period of time;
Web sites that need to be archived and removed from the web;
Web sites that are not compliant with FAO web publishing standards.
International Plant Protection Convention(legal obligation to preserve any published content for 10 years)
February 6, 2012
Digital Preservation at FAO
Preserving FAO Web - video(duration 3:30)
February 6, 2012
Digital Preservation at FAO
Benefits Beyond FAO Member countries
– Statistics FAO receives paper
copies of statistics for FAOSTATS
Member countries may not be able to preserve their own stats
Census. Library and Archives Canada http://www.collectionscanada.gc.ca/census/index-e.html
February 6, 2012
Digital Preservation at FAO
Synergies with the RMMP
Legal obligations to hold records with integrity of content and form;
Organization-wide responsibility; Current scope is email; Future scope will include other records; Digital preservation important final step.
February 6, 2012
Digital Preservation at FAO
UNESCO Charter
The UN has recognized the importance of digital preservation. During the 32nd Session of the UNESCO General Conference a Charter on the Preservation of Digital Heritage was adopted that recognises that “digital heritage is at risk of being lost and that its preservation for the benefit of present and future generations is an urgent issue of worldwide concern”. Access to information available on the Internet is referred to as a human right by a recently published UN report.
UNESCO 32nd Conference http://unesdoc.unesco.org/images/0013/001331/133171e.pdf
February 6, 2012
Digital Preservation at FAO
Collaboration with UN Agencies Survey
– UN Agencies target group;– Aims at taking a snapshot of what UN
Agencies are doing in DP. UN Workshop 2012
– Exchange of experiences;– Finding commonalities;– Looking for collaborative opportunities;– UN CLOCKS / UN LOKSS?
February 6, 2012
Digital Preservation at FAO
Achievements
Workshop on Digital Preservation and JHOVE2, FAO HQ, May 2011.
Digital Preservation Problem Statement approved by OEK Director, October 2011.
The technical specifications for Web Archiving services in FAO have been defined in collaboration with CIO, December 2011.
February 6, 2012
Digital Preservation at FAO
Next steps
ITKM Note as a starting point for drafting an Organizational strategy for Digital Preservation
Procurement process for selecting a Web archiving service.
Workshop to outline a plan for Digital Preservation in the Open Archive, March 2012.
Workshop with UN Agencies on knowledge sharing on Digital Preservation, October 2012.