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Building Blocks for Digital Curation Programs Standards as Frameworks for Action Lunch 12:00-1:00 Use and Re-use Over Time Sustainability, Advocacy, and Engagement Wrap up and Evaluation

There will be a break in the morning and afternoon

Outline for the Day

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Understand the characteristics of stages for developing sustainable digital curation programs

Investigate approaches to cost models for digital curation programs

Become familiar with approaches for demonstrating conformance with good practice

Identify the components of an outreach/advocacy program

Understand the importance of engaging specific audiences with targeted messages in any advocacy program

Goals for Part 4: Sustainability & Advocacy

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1. Conceptual frameworks2. Organizational infrastructure3. Technological infrastructure4. Resource framework5. Policy framework6. Roles & responsibilities7. Stakeholders

8. Content characteristics9. Standards10. Holistic workflows11. Strategy & planning12. Outreach & advocacy13. Ongoing evaluation

Links to Building Blocks

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SUSTAINABILITY

(how)

(what)

(how much)

Adapted from: Kenney and McGovern, 2003

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Five Organizational Stages

1. Acknowledge: accepting digital curation as a shared concern

2. Act: initiating digital preservation projects

3. Consolidate: segueing from projects to programs

4. Institutionalize: incorporating external, rationalizing programs

5. Externalize: embracing collaboration and interdependency

Building Your 3-legged Stool

Source: Kenney and McGovern, 2003

Stage 1: Acknowledge

Organizational infrastructure: often non-existent; implicit policy, or very high level

0101 Technological infrastructure: non-existent or heterogeneous and decentralized; disparate elements

$$$$ Resources: generally low, finite, ad hoc financial commitment

Source: Kenney and McGovern, 2003

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Stage 2: ActOrganizational infrastructure: implicit policy or expressed in general terms, increased evidence of commitment

0101 Technological infrastructure: project-specific and reactive; ad hoc location

$$$$ Resources: often project-based funding

Source: Kenney and McGovern, 2003

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Stage 3: ConsolidateOrganizational infrastructure: development of basic and essential policies

0101 Technological infrastructure: assessment of technology investment and requisite infrastructure, shift to proactive mode

$$$$ Resources: some funding and support beyond projects, but limited

Source: Kenney and McGovern, 2003

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Stage 4: InstitutionalizeOrganizational infrastructure: consistent, systematic management; comprehensive policy framework

0101 Technological infrastructure: technology planning anticipates needs; infrastructure investments planned/implemented

$$$$ Resources: sustainable funding identified for core program areas and enhancement

Source: Kenney and McGovern, 2003

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Stage 5: ExternalizeOrganizational infrastructure: virtual organizations complement institutional ones; collaboration inherent feature in resource planning

0101 Technological infrastructure: distributed and highly integrated; extra-organizational features and services

$$$$ Resources: varying levels of investment, but sustainable funding; possibly distributed financial management

Source: Kenney and McGovern, 2003

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Identify steps for developing an organization’s digital (defines a maturity model)

Provide a way of communicating about digital preservation development

Enable measuring progress towards programmatic digital preservation goals

Offer a means for demonstrating continual improvement through transparency

Using the Stages for Sustainability

Source: Kenney and McGovern, 2003

Blue Ribbon Task Force on Sustainable Preservation and Access

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Value – case for use Incentives – beneficiaries & owners Roles – responsibilities

Implications: NSF Report Components

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Scholarly discourse Research data Commercially owned Collectively produced

Implications: NSF Scenarios

BRTF Reference Model

Funded by: JISC & OCLC-Research

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LIFE Cost Model

See:

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1. Identify cost categories2. Identify common cost centers3. Calculate costs4. Secure resources

Resource Planning Steps

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Get additional funding Recover costs Reduce expenses Reallocate

Secure Resources

ROLES & RESPONSIBILITIES

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metadata

Dream Team for Digital Curation

DC

IT

legal recordsmanagers

programmers

NOTE: the Dream Team refers to the ‘67 Red Sox, of course

repositorymanagers

content specialists

marketing

Discussion 5: Archival Scenario

--Who (what roles) do you think should be on the dream team?

SELF ASSESSMENT & AUDIT

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In Practice…

Self-Assessment and Audit

ISO 16363, 2012; ISO 16919 pending TRAC Checklist, 2007 Test audits since 2006 Ten Principles, 2007 (Platter – plans to address) Nestor (Germany) – criteria DINI (Germany) – archive certifications DRAMBORA (DCC, DPE) – tool Data Seal of Approval – 16 elements

Role of AuditBenefits of audit (self-assessment): Uses checklist for self-assessment Includes gap analysis Produces development plan Provides evidence for stakeholders Enables transparency for DP program

Ten Principles10 TDR Principles

(CRL website)

PLATTER PLATTER for 10 Principles

Results of TRAC ReviewIn completing a TRAC review, a repository may: Formalize policies Define roles and responsibilities Consider succession planning Designate funding Rationalize metadata Address preservation rights Prioritize technical developments Enable transparency

TRAC Review in Drupal – Background

Frame for ongoing TRAC review Version 1.0 at ICPSR – 2007 TRAC document Version 2.0 at MIT Libraries – ISO 16363 Mapping TRAC 2007 to ISO TRAC

Numbering: A, B, C = 3, 4, 5, sort of… Sub (and sub-sub) elements Re-sequencing

Trusted Repositories Audit and Certification

Accumulate Results

Optional: Assign Responsibilities

Roles & Responsibilities

Organization-specific Content For each requirement: Identify role (Senior management, preservation…) Assign responsibilities (responsible, accountable…) Enter evidence (noting who said what when) Determine a compliance rating (based on evidence) Track status (individual requirements, responsibilities) Define action items (to be prioritized) - not public Add notes (anything that’s helpful) - not public

Self-Assessment and Audit ProjectActivities Community context: consolidate documentation and monitor

trends in audit and certification for digital preservation Implementation examples: capture examples of addressing

current requirements for audit and certification Review options: identify and document examples of current

repository audit options that organizations might consider Producing guidance for conducting peer review audits

Related: two test audits by Artefactual underway

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ENGAGEMENT & ADVOCACY

Engagement/Advocacy You will need to engage a variety of

stakeholders at various points in the digital content lifecycle:Administrators/resource allocatorsContent creatorsOther information professionalsContent users

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Engaging Resource Allocators High level administrators in the

organization Heads of other departments/services Head of your own department/service You need to talk about

Value to the organizationBrandingAccountabilityVisibility

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The public Funders such as IMLS or the Mellon

Foundation Content creators You will need to talk about

Value/impact of project/repositoryValue of digital informationAbility to sustain authentic digital records.

Resource Allocators May Also Be

Engaging Content Creators Set mission & goals for your repository.

Have elevator speechEnvision types of content and servicesBe flexible

Know your target audience.Listen to themKnow what they valueAdjust your vision in terms of what is valuable

to the community.43

Envision Your Community Envision your community broadly, for

exampleFacultyResearchersAdministratorsStudentsStaffThe public

Implement what is feasible over time Look for providing value-added services 44

Engage Other Information Professionals

Within your institution External to your institution In consortia Internationally

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Engage Content Users Often content providers Teachers Researchers In-house Statewide; nationwide; worldwide Showing use adds value to material and

encourages deposit and funding Understand the lifecycle for your materials from

creation to use and reuse

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Engagement Strategies Develop an overall marketing plan and

strategy for content recruitment and support

Identify target audience(s) – start easy Have a clear vision and elevator speech Brand the repository Promote, promote, promote Have dedicated staff

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Engagement Strategies Develop strategic vision for populating IR Identify early adopters When do you engage? Plan to work with your content providers Develop information you need to

exchange with content creators Develop ingest surveys Metadata generation workflow plan

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More Considerations Targeted growth Need for strong policy framework Know what you can do for your community

and contributors

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4Ps:Product, Price, Placement, Promotion From Marisa Ramirez and Michael Miller,

Cal Poly Library:Know your productKnow how much it costs to contribute to your

repositoryHow will people find your repository?How will you publicize your repository?

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How Digital Curation Changes Advocacy

Need to intervene further upstream than has traditionally been the case with other library and archive efforts.

Target those who are willing to participate. Target those who can influence others to participate. Target those whose materials will make a difference. Value what is valued by the community. Envision re-use and what that will require. Build from success and tell success stories.

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Discussion 6: Archival Scenario

--Identify four key messages that your stakeholders should hear regarding long-term access to

authentic digital records.

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WRAP-UP

ANADP

Aligning National Approaches to Digital Preservation Envisioning an International Community of Practice National examples (Estonia, USA, Sweden) Alignment aspects:

Legal Organizational Standards Technical Resources Education

Alignment Opportunities (with Cliff Lynch)

ANADP released August 2012http://www.educopia.org/publications

Principles: Organization Becoming a TDR should be an objective Every TDR needs a policy Common policy components preferred Also lower-level policies, procedures, reporting Share: experiences, expertise, lessons learned TDRs benefit from open source perspective

Principles: Technology DP not technology-only problem/solution Development based on/mapped to OAIS Community-wide tools and practice Open source software - when possible Skills to address technical and archival Technology and organization legs partnered

Principles: Resources Every TDR requires designated funding Includes start-up, ongoing, contingency costs Incorporate lifelong training in costs Devise feasible stages to implement A TDR must be ready to appoint an heir

$$$$