Considerations for Storage and Protection of Content An Introduction to Digital Preservation (Second of 3 ASERL Webinars) February 14, 2011 Jody L. DeRidder

Considerations for Storage and Protection of Content

An Introduction to Digital Preservation

(Second of 3 ASERL Webinars) February 14, 2011

Jody L. DeRidderUniversity of Alabama Libraries [email protected] primarily from the Library of Congress

DPOE Baseline Modules, version 2.0, Nov 2011

DPOE Modules

Identify - 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: Intro, version 2.0, Nov 2011

identify

select

storeprotectmanage

provide

Managing Content Over Time

DPOE Baseline Modules: Intro, version 2.0, Nov 2011

What are storage needs?

Archival Storage manages content as objects

Digital content (files + metadata = object):• May include any types

– e.g., images, text, sound, video, maps

• Requires some identification and description

– Captured as metadata

• Needs at least two copies at least two places

DPOE Baseline Modules: Identify, version 2.0, Nov 2011

Well-managed Collections

Well-managed status makes preservation easierSample characteristics of “well-managed”:• Basic information about each deposit• Minimal metadata for objects (you define)• Common (or normalized) file formats• Controlled and known storage of content• Multiple copies in at least 2 locations


Importance of Metadata

• How do you know what an object is?− Metadata uniquely identifies digital objects

• How do you use content in the future?– Metadata makes digital objects understandable

• How do you know an object is authentic?– Metadata allows objects to be traced over time

Metadata enables long-term preservation


Preservation MetadataContent (what), Fixity (unchanged), Provenance (life story),

Reference (this thing), Context (relationships)

Administrative(manage) Structural

(understand, use)

Descriptive(find, use)

Object-level Metadata

Diagram courtesy DPM Workshops


Object Metadata Characteristics

Content: preserve the substanceFixity: demonstrate content is unchanged Reference: identify as this content and no other Provenance: trace to its origin (or to deposit)Context: preserve linkages with other objects

Original source: Preserving Digital Information Report, 1996


Number of Copies

How many copies are enough for you?

Minimum: two (2) copies in two locationsOptimum: six (6) copies

Examples of storage factors:• Video files are too large to store 6 copies• Possible legal restrictions (e.g., storage locations)• Types of media used for storing the content


Storage Media Options

• Content (objects) are kept on storage media • Options include: online, near-line, offline• Factors for choosing options include

– Cost (available resources for preservation)– Quantity (size and number of files)– Expertise (skills required to manage)– Partners (achieving geographic distribution) – Services (outsourcing)


• Multiple, geographically distributed copies• Storage Partners or Hosted Services

Storage Considerations

Services and collaborations can make it easy for organizations to manage content over time


Repository Selection

If you decide to use (build, join, buy) a repository• Range of types to consider:

– general (any content) to special (format-specific)– open source to proprietary– unified to distributed – easy to advanced installation and management

• Each option has pros and cons• No system is fully compliant to standards Select best option for your content – for now


Outcomes

Digital preservation requires an organization to:

• Develop a storage management policy– E.g., number of copies, locations, fixity means

• Specify storage service or partner agreements

• Monitor copies of content for errors/change

• Plan for media replacement


Questions for YOU!

• How many copies do you have of your content, in how many places? How many more do you need?

• Do you have fixity checks in place, such as MD5 checksum verifications?

• If you’re not already in a LOCKSS partnership or other preservation system, what are the barriers to implementing this?

• If you ARE in such a system, what are the pros and cons of your preservation system?

What are we protecting content from?

• Change and loss – accidental and intentional• Obsolescence – as technology evolves• Inappropriate access – e.g., confidential data• Non-compliance – standards and requirements• Disasters – emergencies of all kinds


Everyday Protection

• Know where your content is located– Onsite and offsite; online and offline

• Know who can have access to it– DP staff, IT staff, others?

• Manage authentication information – For staff, depositors, users

• Track and review usage then adjust practices– Web use, internal use and activities, maintenance


Readiness

Proper planning should allow you to:• Prevent – undesirable outcomes

• Predict – most likely risks and threats• Detect – errors, problems, damage• Respond – with appropriate measures• Repair – damage or possible loss


Risk Management

Steps to protect your content:• Identify possible risks• Define those risks (nature and scope)• Assess potential impact (possible damage)• Develop appropriate, feasible responses (plans)• Respond to risks, threats (implement plans)


Emergency Protection

• Engage in ongoing disaster planning – Establish committee and share information– Develop and maintain documents

• Identify possible outcomes and prepare– e.g., server goes down, media is damaged


Planning Components

“Ultimately, an organization would use a suite of plans to properly prepare response, recovery, and continuity activities for disruptions affecting the organization’s IT systems, business processes, and the facility.”

Source: NIST Contingency Planning Guide for Information Technology Systems, pg. 7.


Priorities in Emergencies

• Safety of employees and guests comes first• What needs to be available soonest?

– Identify core functions as part of planning– Determine allowable downtime for each– Consider steps to re-establish each function– Develop relevant documents – Make sure planning documents are accessible


NIST Planning Components

From NIST Contingency Planning Guide for Information Technology Systems, pg. 10.

Business Continuity Plan (BCP)

Business Recovery Plan (BRP)

Continuity of Operations Plan

(COOP)

IT ContingencyPlan

Crisis Communication

Plan

Cyber Incident Response Plan

Disaster Recovery Plan (DRP)

Occupant Emergency Plan

(OEP)


From NIST Contingency Planning Guide for Information Technology Systems, pg. 11.


Disaster Planning Resources


Outcomes

Good practice should result in:• Practices in place to manage day-to-day

protection – an implemented security plan• Disaster planning in place to prevent,

predict, detect, respond, repair – preparation in the event of an emergency


Questions for YOU!

• Identify some risks to your digital content.• For each risk identified, what might be done to

avoid it? To respond to its occurrence?• What measures do you have in place now to

detect errors or damage?• And what are your policies and procedures for

response and repair when damage or loss occurs?

DPOE Baseline Principles (1-2)

1. Define the digital content within your scope of responsibility [Identify]

2. Specify the digital content you need/want to preserve [Select]

DPOE Baseline Modules: Wrap Up, version 2.0, Nov 2011

• Session #1 : Identify & Select


3. Establish requirements for storing files in preservation formats [Store]4. Determine (and review) your best option for storing your content [Store]5. Ensure that your content is secure during

day-to-day activities [Protect]6. Work to ensure that your content is prepared for an emergency [Protect]


Session #2 : Considerations for Storage & Protection of Content February 14, 2012 | 11am ET https://www2.gotomeeting.com/register/461694690

https://www2.gotomeeting.com/register/461694690

7. Develop (and review) plans for managing content over time [Manage]

8. Use policies to contain and develop your preservation program [Manage]

9. Remember that long-term access is the purpose of preservation [Provide]

10. Make sure the means to deliver content to users remains current [Provide]



Session #3 : Managing Content & Access Over Time

February 21, 2012 | 11am ET https://www2.gotomeeting.com/register/759933026

©iStockphoto.com/CGinspiration

https://www2.gotomeeting.com/register/759933026

More Resources

• "Planning for Digital Preservation: 20 Questions for Providers of Digital Storage Services," Bernard Reilly, Center for Research Libraries http://www.nedcc.org/resources/digital/downloads/QuestionstoAskProvidersofDigitalStoragefinal.pdf

• "Digital Preservation Metadata Standards," Angela Dappert and Marcus Enders, Information Standards Quarterly, Spring 2010, Volume 22, Issue 2 http://www.loc.gov/standards/premis/FE_Dappert_Enders_MetadataStds_isqv22no2.pdf

Exercises and the DPOE Resource lists: http://jodyderidder.com/resources/

http://jodyderidder.com/resources/

Documents

Considerations for Storage and Protection of Content An Introduction to Digital Preservation (Second of 3 ASERL Webinars) February 14, 2011 Jody L. DeRidder