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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
$$$$